Tag Archives: Personnel

March 2018 SAGE Grant Runner Release

SAGE Grant Runner

Grant Runner Support for Fellowship Opportunities

Grant Runner can now be used for Fellowship (F) Award opportunities with the inclusion of the PHS Fellowship Supplemental Form.

Import ClinicalTrials.gov Data into Human Subjects & Clinical Trials Form

For studies where a ClinicalTrials.gov record is already present, researchers can now choose to import a subset of that data into the new Human Subjects & Clinical Trials (HSCT) form in Grant Runner. This will save entry time.  Users will now see a button next to the ClinicalTrials.Gov Identifier (question 1.5) labeled “Import from ClinicalTrials.gov”. On Import from ClinicalTrials.gov, Grant Runner will verify that the identifier is valid, and if so, will populate the HSCT Full Study with the following ClinicalTrials.gov fields:

  • Study Title
  • Conditions or Focus
  • Eligibility Criteria
  • Age Limits (minimum, maximum age)
  • Recruitment Status
  • Brief Summary
  • Narrative Study Description
  • Primary Purpose
  • Interventions (type, name, description)
  • Study Phase
  • Intervention Model
  • Masking
  • Allocation
  • Outcomes and Measures (name, type, timeframe, description)

Any previously entered data on the HSCT Full Study will be overwritten.

After import, the eGC1 preparer is free to edit any of the information as necessary.  

ClinicalTrials.gov data is NOT updated directly from SAGE. It is still the PI’s responsibility to maintain accuracy of data on the ClinicalTrials.gov site.

SAGE eGC1

Provide warning when Application PI or Multiple PI does not have an ASTRA role

When adding an Application PI or a Multiple PI on the PI, Personnel, & Organizations page, if the selected personnel does not have an ASTRA role that grants them access to SAGE, you will now receive a warning.  This information will allow eGC1 preparers to request ASTRA roles in advance to avoid delays at time of routing and approval.

Fix:  Adding the Same Person Twice in Contacts & Assign Access Results in Error

Users were getting confusing validation messages when attempting to add themselves or another person to more than one role on the Contacts & Assign Access page.  This validation issue has been resolved.

SAGE General Updates

Data Source Update

SAGE Suite will now use the new version of Person Web Service (PWSv2).  PWSv2 is commonly used in the SAGE Personnel Chooser when searching for non-UW people.

Fix: SAGE Personnel Chooser Doesn’t Always Search by Pressing “Enter” Key

In some areas of SAGE, the Personnel Chooser was requiring users to click on “Enter” to search.  This issue has been resolved and now you can search by either clicking on or pressing the “Enter” key.

 

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Occasionally, there could be a difference in the eGC1 PI and the PI on the Application, for example, in the case of career development applications.

To designate an Application PI, select that role for the person after adding them to the PI, Personnel, & Organizations page.

If the Application PI is a UW person, SAGE will add the Application PI to the Approval Flow and send an approval required email notification at the appropriate time. If the Application PI does not already have an ASTRA role for SAGE, you will need to give them one, so that they can approve the application.  There are two non-PI researcher ASTRA roles that could be used.

As part of the approval process, the UW Application PIs are required to certify the PI Assurance Statement. The following image shows the assurance statement in the approval dialog.

example of approval box with p i assurance statement

For Grant Runner applications, the person designated as the Application PI will appear as the PD/PI on the SF 424 and Key Person Expanded forms.

If the Application PI is a non-UW person (an affiliate), SAGE will not add them to the approval graph. The eGC1 PI is responsible for securing assurance statements for those non-UW Application PIs.

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The Common Interdisciplinary Organizational Unit Reviewers section of the PI, Personnel, & Organizations page allows you to select one or more units for your application.

The units are:

  • Center on Human Development and Disability (CHDD)
  • Alcohol and Drug Abuse Institute (ADAI)
  • Washington State Transportation Center (TRAC)
  • Radiology Services
  • Primate Center

Selecting a unit automatically adds their reviewers to the approval flow.

September 2017 SAGE Maintenance Release

Personnel Roles and Approvals

New “Application PI” Role

For certain types of funding applications, there is a need to list a PI (Principal Investigator) on the sponsor application forms that differs from the PI on the eGC1. This is often the case with NIH Career Development mentored opportunities and Fellowships, when the PI on the sponsor forms does not meet the eligibility requirements necessary to serve as a UW PI.

In order to better identify and accommodate this situation, a new personnel role type has been created on the “PI, Personnel and Organizations” page, called “Application PI”. When the Application PI role is selected, additional contact details for person will display and be editable. This will allow preparers to call out the contact information to be used on the sponsor forms. This is particularly important for NIH applications using Grant Runner.

This new role should only be used when there is a need to designate a different PI on the sponsor forms than on the eGC1.

“Application PI” flow to Grant Runner Forms

When an Application PI role is assigned to a personnel entry, and Grant Runner is being used to complete the sponsor forms, then the Application PI name and contact information will automatically flow through to the SF 424 and Key Person Expanded forms where the Application PI is listed.

“Application PI” and Approvals

When an Application PI is identified in the Personnel section of the eGC1, that individual will automatically be added to the approval graph, directly after the eGC1 PI. As such, they will automatically receive the same approval notification email that the eGC1 PI receives.

When the Application PI initiates their approval, they will be presented with an Assurance Statement, in the same way that the eGC1 PI is. Their approval will also represent that they have read and are providing the appropriate assurance as required by the sponsor.

“Multiple PI” Approval Changes

In order to improve efficiency and ensure compliance with federal rules around provision of assurance statements by Multiple PIs, SAGE will now automatically add personnel with the role type of Multiple PI to the approval graph. As is the case for the eGC1 PI and Application PI, the Multiple PIs will automatically receive approval notification email, and will be presented with an Assurance Statement at time of approval.

 

Bug Fixes: SAGE Suite

Budget: Cannot add personnel on the day they end one position and start another

You can now add personnel to a budget as they transition from one position to another.

Budget: Refresh Rate updates

Now on the Update Periods modal when you “refresh rate” for a period:

  • The rate will update for that period and no other periods.
  • If you have previously set a custom rate, the “custom” checkbox will be cleared.

Now on the F&A tab in a budget, when you “refresh rate” the “custom” check box and any justification text will be cleared for all periods and reset to the base rate.

PI & Personnel: Improved error handling on attempt to enter same person twice

When a user inadvertently attempts to add the PI to the Personnel section of the eGC1 or attempts to add one of the personnel as a PI, the system will now provide a clear message that a person can only be added to the PI, Personnel & Organizations page once.

 

July 2017 SAGE HR/P Release Fixes

Release date: 7/11/2017

SAGE was updated July 6th to reflect Workday salary and payroll data. This release includes a few fixes to the SAGE system.

Re-enabled Items

We’ve re-enabled the following

  • Personnel Chooser: Re-enabled the ability to search for group NetIDs
  • Approvals Tab: Re-enabled the Advanced Search
  • Subcontract Sub Budgets: Re-enabled the ability to set custom fringe benefit rate settings for sub budgets of type Subcontract

Fixes

  • eGC1 PDF: The PDF version now displays the complete Compliance Details column as well as the new Additional Organizational Unit Reviewers section
  • SAGE Budget for Student Aid: The Update Periods window for (08) Student Aid now displays the correct summary amount and no longer displays the unnecessary  “Line Setup” button.
  • Update or Convert Salary: If you edit a HEPPS Salary and Wages line, the Line Setup modal will provide a link to “Convert” the salary if:
    1. You have access to the budget
    2. The Last Period End Date is in the future
    3. The line was added via “Add Personnel” rather than “Add TBD”

    For Salary and Wages lines created or last updated with Workday data, the Line Setup modal will allow you to “Update” the salary if the above criteria are met.

July 2017 SAGE HR/P Release

SAGE General Updates

Updates throughout SAGE Suite.

Data Source Updates

SAGE Suite will now use Workday data rather than HEPPS data.

Infrastructure Updates

Technology updates were made to modernize and stabilize SAGE system as areas of the software were updated.

SAGE Personnel Chooser (throughout SAGE Suite)

Search Options

Now search by EmployeeID, in addition to Name and UW NetID 

Academic Appointments and Positions

When a Position and Academic Appointment are linked, they will be combined and displayed in one line

Displayed Fields

  • Employee Name will display legal name
  • Title will display the more useful Academic Appointment title when available. If not available, then Position title will display.
  • Academic Appointment Type will display next to Title. This is new data available through Workday that provides information about the nature of the Academic Appointment.  Academic Appointment Types can be Primary, Joint, Dual, or Admin.  Academic Appointment Types are not applicable to Positions.
  • Associated Organizational Units will display:
    • Organization Name and Code display for Positions and Academic Appointments associated with a Position
    • Supervisory Organization Name and Code display for Academic Appointments not related to a Position
    • An indicator of a person’s Primary Position now displays next to the unit where the Primary Position resides. Primary Position replaces the former “home department” concept when determining necessary approvals.

SAGE eGC1 PI, Personnel, & Organizations Page Updates

Additional Organizational Reviewers Moved to Renamed PI, Personnel & Organizations Page

The former FG-9 Compliance page question for identifying additional organizational reviewers has been moved to the PI, Personnel & Organizations page, to align it with the personnel entries that are also feeding the approval graph.  While selecting personnel, if joint appointment units need to be identified, you can now do so from the same page.

View Approval Graph link added to PI, Personnel & Organizations Page

The View Approval Graph link will now show in two places on the eGC1 — on the Certify and Route page (as always) and now also on the PI, Personnel & Organizations page.  While you are changing personnel and adding additional organizational reviewers, this newly added link will allow you to quickly view the impact of your changes on the approval graph.

Primary Position Organization Code Added to Personnel Summary List

Once a person and their corresponding position have been added to the list of personnel, you will now see the organizational units for both the selected position and primary position for the chosen person.  This will be a reminder that the primary position’s organizational unit will appear on the graph as well as the selected position.

SAGE Compliance Page Update

The additional organizational unit reviewers question (FG-9) has been relocated to the bottom of the PI, Personnel, & Organizations page (see above for more details).

SAGE Approvals Updates

Approval Graph Generation

  • Primary Position Unit will now be used for adding Reviewers/Watchers to the Approval Graph, as the unit associated with the Primary Position replaces the concept of “home department”.
  • Selected Unit will continue to be used for adding Reviewers/Watchers to the Approval Graph, but the unit will be derived as follows:
    • If the selected line is for a Position, then SAGE will use the Position’s Organization Code
    • If the selected line is for an Academic Appointment linked to a Position, then SAGE will use the linked Position’s Organization Code
    • If the selected line is an Academic Appointment not linked to any Position, then SAGE will use the Supervisory Organization Code associated with the Academic Appointment

SAGE Budget Updates

Restructured to accommodate Workday data integration.

Object Codes

Object Codes

Are less granular in Workday with only one digit of sub-object code.  They are associated with Job Profile and linked to Position rather than Distribution. Impacted Object codes are 01 Salaries and wages, 07 Employee benefits, and 08 Scholarships and awards.

  • All ‘01-1X’ → ‘01-10’; ’01-2X’ → ’01-20’; etc.
  • ’07-06’ → ’07-00’
  • ’08-02’ → ’08-00’

Historical sub-object codes are still available for manual selection – if desired; user can select the old/more descriptive title description.

Multiple Object Code Types

The extra modal for Multiple Object Code types has been eliminated.  The system defaults the object code to the one associated with the person’s Primary Position.

Benefit Rate & Costs

Default Benefit Exemptions

SAGE will now derive insurance and retirement benefit eligibility using the person’s Primary Position Object Code based on info provided by MAA as part of UW GIM3 fringe-benefit-load-rate.  This derivation of benefit exemptions works for all object codes except 01-70 (professional staff), which will default to “None” (no exemptions).  For ’01-70’, there will also be an alert/message asking verify and update health and/or retirement benefit eligibility for professional staff personnel.

Earning Codes

In Workday, Earning Codes replaces the concept of Earn Types.  Earning Codes are less granular and do not map exactly to historical Earn Types.  Earning Codes will display on the Line Update page under Pay Type, providing additional context about salary and wages.

Institutional Base Salary (UW Monthly Salary)

Salary and wages that are considered IBS will now be pre-checked based on the updated GIM 35 definition of IBS.

RRD

Reduced responsibility cannot be uniquely identified in Workday, so the RRD personnel notification email from SAGE that’s sent post-award has been discontinued.

Non-Salary Distributions

Object Code ‘07’

SAGE does not receive any retiree Supplement data from Workday.  Retirees without regular salaries but with active Academic Appointments can be added to your budget but salary and benefit information must be added manually using the [Starting Monthly Salary] field.

Object Code ‘08’

Stipends information under object code ’08’ is available as Stipends without benefits under ’08-00’ (less granular object code).  Stipends under Object code ‘08’ are not considered UW Salary or IBS, and are excluded from benefit calculations.

Salary Amounts

There are 2 separate branches of distributions in Workday: planned compensation and period pays. Both are included in salary calculations for all salary fields.  If current planned compensation and period pays, we will include those.  If no current planned compensation or period pays are available, SAGE will utilize future dated data.

Update or Convert Salary

The SAGE Budget worksheet will now display an “H” icon next to Salary and Wages lines last updated with HEPPS data.

If you edit a HEPPS Salary and Wages line, the Line Setup modal will provide a link to “Convert” the salary, which will remove all HEPPS earning lines, and re-add the person’s latest salary lines from Workday.  Prior to the removal, the system keeps a snapshot of the HEPPS earning data.  The instant of the snapshot can be viewed using the History tab of a budget.

For Salary and Wages lines created or last updated with Workday data, no “H” indicator will display.  The Line Setup modal will allow you to “Update” the salary (no conversion is needed).

Budget Periods

The Update Periods modal has all periods displayed on the same page for the selected line item.

With the right access, the user can update salary and benefit for each period (and thereafter).  However, if the selected record is personnel from HEPPS, then the Update Salary link will not be visible.  The Update Salary link only works for Workday data.

The display of Sea Pay personnel and salary info has been rearranged and shown with multiple periods.  # of Hour info for each period can be entered on the same page.

Worksheet Line Setup (Non-Personnel)

The “NOTES” icon has been removed, and a note section is added to the line Item setup page. Instead of going to Period 1, 2, etc., user can access the new Line Item Update page directly by using the “Go to Iine Item Update”.

The Line Setup page includes all periods on the same page.  Other than the calculated fields such as % and totals, cells for all periods can be edited together.  However, the totals are not recalculated upon entry, but upon leaving.  User will only be able to view the new totals after Return to Worksheet.

What are the different Academic Appointment Types?

Workday defines the Academic Appointment Types as follows:

  • Primary: used for the person’s primary academic appointment. Every academic should have a primary appointment, so if an academic has only one appointment, that appointment will be primary.
  • Dual: used for adjunct appointments, endowment appointments, and other appointments which are secondary and are not administrative or joint, such as someone with two lecturer appointments or two clinical appointments.
  • Joint: used for secondary appointments in the Professorial track which meet the definition of a joint appointment outlined in the faculty code.
  • Administrative: used for administrative appointments such as chair, dean, chancellor, etc.

When using the Personnel Chooser, you will see all academic appointments and/or positions listed for a person so that you can pick the appropriate one.

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This page is where you indicate

  • The Principal Investigator (PI)
  • Any additional research personnel involved with the proposed project and their roles
  • Any additional organizational or common interdisciplinary units that need to review the application

SAGE will pull in Financial Interest Disclosure System (FIDS) data to provide the disclosure and PHS training status for all personnel who are investigators.

The Additional Organizational Unit Reviewers section allows you to add reviewers for joint academic appointments, TBA personnel units, space and/or resources, and any other reason.

The Common Interdisciplinary Organizational Unit Reviewers section allows you to quickly select a unit and add their reviewers.

Note: You should keep the PI and Personnel list up-to-date throughout the life of the research project.

June 2016 SAGE Maintenance Release

General Updates

Grant Runner: PHS Assignment Request Form

The new PHS Assignment Request Form, introduced with the Forms-D changes, is now available in Grant Runner. This new form will be available to all applications in progress as well as new Grant Runner applications where applicable.

SAGE Budget: Update to Tuition Inflation Rate Default Value

The default tuition inflation rate in SAGE Budget has been changed from 10% to 3%, to provide a more realistic figure and reduce the need for manual overwrites.

FIDS: Suppress annual SFI disclosure overdue email

At the request of the Office of Research, the third and final reminder email sent to investigators that have not submitted an SFI disclosures for 365 days will no longer be sent. This final email cc’ed all related principal investigators which caused confusion/frustration.

Fixes

Error with Attaching Budgets to an eGC1

An issue was resolved which was causing an error when users were attempting to connect SAGE Budgets to an eGC1 under a certain set of circumstances.

Investigator status reverting to Yes on Connect of Budget

An issue was resolved which was causing the investigator flag on the eGC1 personnel list to revert to YES when a user connected a SAGE Budget to an eGC1.

Personnel role selection changes and investigator flags

An issue is resolved which was occurring when a user changed the role type on personnel from one where Investigator status was automatically defaulted to YES (such as PI or Co-PI), to a role where they should be able to designate YES or NO (such as Mentor). The system was not displaying the YES/NO option in these cases until the screen was refreshed. It will now display the correct investigator options in real time.

Object Code 38 (Unallocated) costs in SAGE Budget not itemized in NIH export

An issue has been resolved so that costs in object code 38 (Unallocated) will now be itemized under Other Direct Costs in the SAGE Budget Excel export that matches the NIH Detailed Budget form format.

December 2015 SAGE Maintenance Release

New Features

eGC1 Permanently Withdrawn status change by user

SAGE users can now permanently withdraw eGC1s that are in “Withdrawn” or “Returned” status. Previously, only OSP could mark eGC1s as “Permanently Withdrawn”. This will provide SAGE users with a way of quickly removing eGC1s from their tasklist that are no longer being considered for submission to a sponsor.

eGC1 Denied by Sponsor status change by user

SAGE users can now mark “Approved” eGC1s as “Denied by Sponsor” and attach related documentation. Previously, only OSP could set eGC1s as “Denied by Sponsor”. This will provide SAGE users with a quick way of clearing eGC1s from their tasklists that are no longer being considered by sponsors, and improve the accuracy of proposal data.

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