Tag Archives: Status

0

Subaward Statuses

When you create a new subaward, the Subaward and Request statuses will be the same from Composing through Active as OSP reviews and processes the new request. Once the subaward reaches Active status, the status of any modification requests will be independent of the overall subaward’s status.

When all of a subaward’s requests reach Expired status, then the system will automatically change the subaward’s status to Expired.

OSP can change a subaward’s status as follows:

From To Effect on Requests
In OSP, OSP Assigned, or Issued Canceled, if there are no requests in Active or Expired status If there is only a New request with a matching status, then the request will be Canceled.
Expired Active No change to requests
Expired Closed Out No change to requests
Close Out Active or Expired No change to requests
Canceled In OSP, OSP Assigned, or Issued No change to requests

Subaward Request Statuses

A Subaward Request will have one of the following statuses.

Status Description
Composing Newly created initial request or modification request, not yet submitted to OSP. You can delete requests that are in Composing status.
In OSP Request is submitted to OSP for review; the system assigns the request to Subaward Intake initially. You can cancel or withdraw the request when it is in this status. OSP can return the request.
Withdrawn Request was pulled back by campus for changes. You can only withdraw a requests in status In OSP. You can cancel a withdrawn request.
Returned Returned to campus by OSP for changes. OSP can return a requests in either In OSP or OSP Assigned status. You can cancel a returned request.

The Subaward Preparer will receive an email notification when OSP returns a request.

OSP Assigned Assigned to an OSP staff member for review.
Issued Issued to the Subrecipient.
Canceled Indicateds the request will not be processed. You may cancel a New or Modification subaward request that is in a status of Returned, Withdrawn, or In OSP.

If a subaward only has a New request, then the system will change the subaward to Canceled status.

Active A fully-executed request.
Expired The system will automatically change a Subaward request’s status to Expired once its end date is in the past.
Closed Out (Subaward only) The Subaward has been completed. When OSP changes a subaward to Closed Out status, its request statuses remain unchanged .
0

If the sponsor notifies you that a proposal will not receive funding, you can change the eGC1’s status from Approved to Denied By Sponsor.

By updating your eGC1 to Denied, it helps improve the data quality in SAGE for many reports. It also allows you to filter your tasklist to not display these items. 

To make the change, look on the left navigation menu for the Denied By Sponsor link. It will be after the “Save & Close this eGC1” link.

Note: if your Approved eGC1 has a child Funding Action, the Denied by Sponsor link will not appear.

left navigation menu showing location of denied by sponsor link

Click on this link to open the Denied by Sponsor pop-up window.

denied by sponsor pop-up window

Note:  you should only make this status change if the sponsor has notified your. Once you change the eGC1 to Denied By Sponsor status, it will become read-only. You will be able to copy it, but not edit it.  Once done, you will not be able to reverse the status change. You will need to contact OSP to have it reset.

Application Details

This section will list a few identifying pieces of information:

  • eGC1 Number
  • Short Title
  • PI Name
  • Org Code Receiving Funding
  • Sponsor Name

Attachments

This section is used to add an attachment with any documents or email you received confirming the sponsor’s decision.

OSP Notes

This is a required field. Use it to explain why you are making this change of status.

Denied by Sponsor

Click this button to complete the process of changing the eGC1’s status.  An entry will be added to the History & Comments page indicating who made the status change, when it was made, and showing the entered notes.

Cancel

Click this link to cancel the status change and return to your eGC1.

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.

Continue reading »

0

If you have an eGC1 that started routing, but you decide not to submit it to the sponsor, you can change its status to Permanently Withdrawn.

Updating your eGC1 to Permanently Withdrawn allows you to filter your tasklist to exclude these items. 

To make the change, you will need to withdraw your eGC1. Look on the left navigation menu for the Permanently Withdrawn link. It displays after the “Save & Close this eGC1” link.

Note: If your eGC1 has a child Funding Action, the link will not display in the left navigation menu.

left navigation menu showing location of permanently withdraw link

Click on this link to open the Permanently Withdraw pop-up window.

permanently withdrawn pop-up window

Note:  Make this status change only if you no longer plan to submit the eGC1 to the sponsor. Once you make the eGC1 Permanently Withdrawn, it will be read-only. You will be able to copy it, but not edit it.  You will not be able to reverse the status change. You can contact OSP to have the eGC1’s status reset.

Application Details

This section will list a few identifying pieces of information:

  • eGC1 Number
  • Short Title
  • PI Name
  • Org Code Receiving Funding
  • Sponsor Name

Notes

This is a required field. Use it to explain why you are moving this eGC1 to this status.

Permanently Withdraw

Click this button to complete the process of changing the eGC1’s status.  The system will add an entry to the History & Comments page indicating who made the status change, when it was made, and showing the entered notes.

Cancel

Click this link to cancel the status change and return to your eGC1.

How can I check the status of my routing eGC1 and see any added notes?

On the My eGC1s tasklist, click the value in the status column for the desired eGC1 to open the Approval Graph.  Note: The Approval Graph is not available from the status column when the eGC1 is still in Composing status.

You can also open the Approval Graph from the Certify & Route page using the link in the Process Application section.

The History & Comments page, accessible from the Approval Graph, displays a record of all approval actions taken on an application.

0

Once you have completed your eGC1, the links that display on the screen will reflect the status of your application.

Process Application section when read-only

You will see the “ready to submit” question and answer for reference.

View Entire eGC1 (PDF)

Click this link to preview or print the entire eGC1. The printout will have a date and time stamp which provides the Last Modified date and time. If you withdraw and re-complete the application, you must reprint the final eGC1 in order for these dates to match.

Print Final Routing Sheet

Click this link to preview or print the Routing Sheet. If you will be submitting paper documents to campus reviewers and OSP, attach a copy of the final Routing Sheet to a copy of the application and provide it to each of the units that will review. The Routing Sheet content is based on the content on the eGC1: department and dean for the PI, personnel, organization code receiving funding, and some compliance questions. The Routing Sheet has two purposes:

  1. Provide a link between the paper documents and the online record.
  2. Provide a list of the units needing to approve this application. Use the check boxes to indicate which copy is for which unit.

View Final Approval Graph

Click this link to view the final Approval Workflow. If you modify the eGC1 data in any manner, the Approval Graph may change. The data in the eGC1 – department and dean for the PI, personnel, organization code receiving funding, and some compliance questions – as well as the rules for each organization involved with this project determine which units are on the Approval Graph.

0

The Certify & Route page includes the final compliance questions, a place to add information for the UW reviewers, and the ability to check for any remaining errors. You can finalize or complete your application for routing.  Once completed, you will see a Withdraw button. Use it to withdraw you application for editing. You would then re-complete it.

The sections on the page vary depending on the application’s status and whether the person editing it is the PI or not.

0

Once OSP approves the eGC1, this section will display the change history for Personnel on the eGC1.

post-approval personnel changes section

The following changes are included

  • A person is added or deleted
  • A person’s role changes
  • A person’s investigator status changes

You can make these changes on the eGC1 or through the Financial Interest Disclosure System (FIDS). Note that you can only change the PI from the the eGC1. If you change the PI, you will see a warning message with a reminder to contact OSP if sponsor approval is required.

When you copy an eGC1, the Personnel Changes section of the original eGC1 is not included.

For each change, the following information is displayed:

  • The Name and employee ID of the person whose information has changed.
  • The Role Type of the person prior to the change.
  • The name of the individual who made the change (Entered by).
  • The Date and time of the change.
  • The Action Taken
    • Added to eGC1
    • Deleted from eGC1
    • Investigator status change from <old value> to <new value>
    • Role changed from <old value> to <new value>
    • SFI value changed from <old value> to <new value>
    • Indicated current participation (this change would be made from within FIDS)
0

After you complete the Advance Budget Request Form, you need to route it for departmental approval and then submit it to GCA for final approval.

Complete

To complete your request, click Complete on the left navigation menu.  SAGE will validate all the required information, lock the form, and begin the routing process.

If there is information missing, a list of validation errors will display at the top of the page. Once you have fixed the errors, click Complete again to move the advance into Routing status.

In the Advance Details section, the Request Date will change from N/A to the current date, and the Last Action Taken will change from Created to Campus Completed.

advance details section completed

Submit

To submit your request to GCA for processing, start by clicking Print Final on the left navigation menu. This will display a PDF version of the Advance Budget Number Request form in a new browser window or tab. Print this page.

Follow the instructions on the printed form and send the signed copy to GCA.

Instructions: Print this form, obtain appropriate signatures, scan and submit the request to Grant & Contract Accounting. If you already have a budget number, please submit through GrantTracker’s “Advance Bgt” topic. If not, please attach it to an email and send to gcahelp@uw.edu. When submitting electronic copies, please retain the original form in your department files. Questions? Call 206-616-9995.

0

The eGC1 status indicates where an eGC1 is in the overall creation and routing process. Each eGC1 has only one eGC1 status at a time.

Status choices on the My eGC1s page:

e g c 1 statuses

Status choices on the My Approvals page:

Approvals e g c 1 status choices

There are nine eGC1 statuses.

Status Description
Composing Applications being filled in and not yet ready for routing. Anyone with read/write access to the eGC1 can delete it.
Routing Application which have been completed and are currently routing to campus approvers.
Withdrawn Applications which have been withdrawn by an owner, someone with the ASTRA Global Edit role, or someone with read/write assigned access. eGC1s in Withdrawn status have stopped routing, and anyone with read/write access to the eGC1 can edit it. The eGC1 will resume routing when it is recompleted.
Returned Applications which a reviewer (campus or OSP) has returned for modifications. eGC1s in the Returned status have stopped routing, and anyone with read/write access to the eGC1 can edit it. The eGC1 will resume routing when it is recompleted.
In OSP Applications which the PI and all required campus units have approved, and OSP received for review.
Approved Applications which OSP have approved.
Awarded Applications which the sponsor has awarded.
Denied by Sponsor Applications which the sponsor has denied. SAGE users can change an application to Denied by Sponsor status if the sponsor is not the UW Royalty Research Fund (RRF), or if there is no child FA. OSP can also change an application to this status.
Permanently Withdrawn Applications which will not be submitted to the sponsor. SAGE users can change an application to Permanently Withdrawn if there is no child FA. OSP can also change an application to this status.

The diagram below shows the flow of an application through the various statuses.

status flow diagram for an e g c 1 application