Tag Archives: MOD

This section lists any additional attachments relevant to the award that were uploaded by the request preparers.

The instructions read: Please upload all attachments that support your request. Common examples of supporting attachments include correspondence with the sponsor, compliance protocols or approvals, agreement documents and notices of award, and copies of reports.

You can select a file, then drag and drop it here, or use the Browse for Files link.

The following image shows this section:

awards supporting attachments add files section

Once you have uploaded an attachment, you will see several columns:

  • File Name – the name of your file
  • Type – select a value from the menu as shown below
    • Agreement Documents
    • Cost Share Addendum
    • Internal (UW) Document
    • Correspondence with Sponsor
    • Non Financial Report
  • Description – enter a brief description of the file
  • Attached On – displays the date and time the document was uploaded

Note: The maximum file size is 100MB. A message of “Can’t upload—file exceeds 100MB limit” will display if your file exceeds that size.

The attachments will display in reverse chronological order of their most recent version.

This image shows a newly uploaded file, with the Type menu expanded.

Newly uploaded file with the Type menu expanded

Selecting the blue caret (>) to the left of the file name will expand the row. Information about the version of the attachment will display and a Version Comment field. The following image shows an expanded entry.

Expanded Attachment Version Details

Attachments can be downloaded from the Award.

To delete an attachment, select the blue, trash can icon at the far right. This opens a confirmation dialog, as shown below.

Delete Attachment Confirmation

To cancel the process, select the blue X in the upper right, the Cancel button, or click outside of the dialog.

Select each of the following for information about the Modification Request Header and Navigation:

Modification Request Header Elements

The header contains the following information:

  • “Back to list” blue arrow, on the far left
  • New Modification Request default title
  • Request ID: Prefix “MOD” with unique 5-digit number, below the request title
  • Award Application (eGC1) with link to open
  • Award Activity: Associated award number from Workday Finance
  • Request Status (OSP Setup, OSP Assigned, Processed, etc.)
  • “More actions” menu with drop-down list showing “Add comment” and ”Delete request” (options vary)

The following image shows a Modification Request header:

New Modification Request Header

“More Actions” Menu

This menu varies depending on the status of the Modification Request.

Request Status Add Comment Assign Request Delete Request
Composing Yes N/A N/A
OSP Setup Yes Yes Yes
OSP Assigned Yes Yes N/A
GCA Assigned Yes N/A N/A
GCA Workday Setup Yes Yes N/A
Routing Yes N/A N/A
Processed Yes N/A N/A
Returned Yes N/A N/A
Withdrawn N/A N/A N/A
Denied Yes N/A N/A

The following image shows an example of the “More Actions” menu, including the Delete request option:

more actions menu including delete option

Add Comment

Select “Add comment” to include a comment in the Comments & History section.

The following image shows the Add Comment window. Enter your comment, then select Add Comment.

add comment dialog

Assign Modification Request

Select “Assign request” to assign the Modification Request to an OSP individual and/or team.

The following images show the Assign Award Setup Request dialog window and a portion of the Select OSP Team menu:

assign award setup request dialog

SAGE Central Select OSP Team menu

The OSP Team choices are:

  • Team A
  • Team B
  • Team C
  • Team D
  • Failover Team
  • Federal Assistance Intake
  • Non-Federal Intake
  • Subcontracts Team

Choose the appropriate assignment and select Reassign Request.

Delete Modification Request

Select “Delete request” to delete the Modification Request.

The following image shows the Delete Modification Request? window.

  • Select Cancel to exit
  • Select Delete Request to permanently remove the request

delete modification request dialog

Modification Request Form Sections

On the left side of the page is the Navigation Menu, divided into two parts.

From the top part, you can access the Form Sections. The section being displayed will be highlighted. Select any section name to navigate to that section.

Select each of the following for more information:

Below the Form Sections are links to Awards Approvals, Awards Access & Roles, and Awards Comments & History.

The following image shows the Navigation Menu, with the General Information section highlighted. A section with a checkmark indicates it is complete.

modification request left navigation menu

Previous and Next Section Buttons for Navigation

At the bottom of each section a button for the Previous Section and the Next Section will appear, as appropriate.

previous and next section buttons

In this section, select all of the modification categories that apply. When you select a category, additional fields display.

The categories are:

  • Funding & budgeting changes
    • SAGE Budget modifications
  • Schedule changes
    • Extensions and other award schedule modifications
  • Programmatic changes
    • Personnel, location, payment, work scope, or non-fiscal compliance modifications
  • Other changes
    • Cost center or restriction release modifications
  • End of award changes
    • Early termination and relinquishment modifications

For instructions on which modification categories to use, see the UW Research website page Award Changes.

The following image shows the category list:

General Information Modification Details

For all change categories, the additional fields are:

  • Sponsor Award Number
  • Sponsor Modification Number
  • The sponsor has a deadline for accepting the award (toggle), with the instructions: Use only when the sponsor has specified a required date to receive the signed award by to provide funding. Documentation from the sponsor will be needed to make this request.
    • Selecting the toggle displays the Deadline for Accepting Award Date field

In addition to these, if you select the Funding & budgeting changes category, the following fields display:

  • Current Authorized Spending Start Date
  • Current Authorized Spending End Date
  • Modification Application, with the instructions: Add another application (eCG1) if there is a proposal submission process for a Non-Competing Continuation, Supplement, or Revision.
  • Modification Sponsor Total for All Spending Periods

The following image shows all the additional fields:

General Information Modification additional fields

 

The Review & Submit page displays a read-only summary of the information entered for each section. Use the blue carets (>) to expand each section and view the data.

By default, the General Information section will be expanded when you open this page. Only one section can be expanded at a time. When you expand a different section, the current one will automatically collapse.

Below the sections are one or more buttons. The actions you can take will vary depending on the type of Modification Request and its current status.

The following image shows the page with all of the sections collapsed, for an OSP/GCA type modification request with a status of OSP Assigned:

modification request review and submit section buttons

For OSP Staff

Modification Request (OSP/GCA)

No actions can be taken when the Modification Request is in a status of:

  • Composing
  • Routing
  • Returned
  • Withdrawn
  • GCA Assigned
  • Denied
  • Processed

For GCA Staff

Modification Request (OSP/GCA)

No actions can be taken when the Modification Request is in a status of:

  • Composing
  • Routing
  • Returned
  • Withdrawn
  • OSP Setup
  • OSP Assigned
  • Denied
  • Processed

Modification Request (GCA Only)

No actions can be taken when the Modification Request is in a status of:

  • Composing
  • Routing
  • Returned
  • Withdrawn
  • Denied
  • Processed

Deny Request

To deny a Request, select Deny Request.

  • In the Deny Award Setup Request modal, select the Deny, Notify Campus button
  • Enter the reason for denying the request as a comment in the Comments & History section

To cancel the process, select the blue X in the upper right, the Cancel button, or click outside of the dialog window.

The following image shows this dialog window:

deny modification request dialog

Return Request

To return a Request, select Return Request.

  • In the Return Award Setup Request modal, enter the reason for the return in the text box
  • Once a reason has been entered, you can select the Return Request button
  • An entry will be added to the Comments & History section

To cancel the process, select the blue X in the upper right, the Cancel button, or click outside of the dialog window.

The following image shows this dialog window:

return modification request dialog

Approve Request

To approve a Request, select Approve Request. The status will update to GCA Assigned.

The OSP Reviewer node on the approval flow will display the date approved.

November 9, 2023 SAGE Suite Release Notes

Contents

Subawards

Award Lookup Now Used for Subaward Setup

Subaward requests can now be submitted using SAGE. With the transition to Workday, subawards are now associated with Awards, rather than Funding Actions (FAs). To set up a new subaward, users will search and select their award, and the eGC1 data will default based on the award selected.

subaward request award lookup buttonsubaward request award lookup resultssubaward request award details

Funding Action (FA) Validation and Lookup Removed

Since subawards are now associated with awards, the subaward FA lookup is no longer active or needed, and the validation has been removed. For legacy subawards, the FA fields will continue to display for reference.
subaward request details with F A data

Holds on Award Setup (ASR) and Modification (MOD) Requests

OSP and GCA Can Apply Holds to ASRs and MODs

OSP and GCA can now set and remove holds on ASR and MOD Requests. A new Holds section is available in the left navigation. After saving holds, an entry will display in the Comments & History section of the ASR/MOD.
A S R and MOD holds section

History of Holds Added to Comments & History Section

Campus, OSP, and GCA can view the history of holds activity on the Comments and History section of the ASR or MOD request.
holds data in comments and history section

Holds Banner Displays on ASR and MOD Requests

When holds are applied to an ASR or MOD request, users will now see a banner at the top of the request, alerting them to the hold. The campus banner will be informational only, and highlighted in blue. The OSP and GCA banner will be red, and indicate any action that may be needed before moving the item forward in the workflow.

Campus banner
SAGE holds banner

OSP & GCA banner
SAGE Central holds banner

Required Fields on Award and Budget Setup

Required Fields on SAGE Budget Worksheets

The SAGE Budget worksheet settings have been updated to show an asterisk next to fields that are required for ASR and MOD requests. These fields support the Workday award data needs.
sage budget worksheet settings required fields

In the SAGE Budget Salary and Benefit Costs section, additional help text has been added to remind campus that a person must be entered with the Principal Investigator role to provide the necessary grant PI data to Workday for award setup.
additional heop text for principal investigator requirement

Required Fields on Award Setup Requests

Required fields on the Award Setup Request now display an asterisk next to the field label. When the user clicks in a required field and navigates away, additional red highlighting will draw their attention back to the fields required.
award setup request required fields example

Miscellaneous Maintenance

eGC1 Status Updated to “Awarded” When Awards Are Processed

When awards are set up in Workday and the award setup request is marked as “Processed” in SAGE, the associated eGC1 status will now change from “Approved” to “Awarded.”

OSP Ability to Change the Linked eGC1 on Award Setup Requests

When OSP initiates an ASR and while it is in “OSP Setup” status, OSP can now change the linked eGC1 if an error has been made, prior to sending the ASR to campus. OSP will need to refresh the “Access & Roles” section after changing the eGC1 to see updated eGC1 data.

Modification Start and End Dates Display for Schedule Changes

On Modification Requests, when users select the Schedule Changes category, the “Current Authorized Spending Start Date” and “Current Authorized Spending End Date” fields will be visible and enabled for users to enter the dates. Existing MOD requests already processed with the Schedule Changes category will display the date fields without any dates populated.

Removal of Deny Reason for Requests

An issue was preventing the deny reason on requests from saving properly. Until a full fix can be completed, in the interim, the deny reason field has been removed and OSP or GCA will now enter the reason as a comment instead. The denial reason field will be added back into a future release.

Advance Extension Requests No Longer Show Former Budget Numbers

The former budget numbers no longer display for users on new Advance Extension Requests.

Award Request List Default Set to 25 Rows for OSP and GCA

In order to improve performance and reduce load on systems, the defulat setting of the Award Request List for OSP and GCA will initially show 25 rows instead of 50 rows. Users can still set it to up to 50 rows if needed, for now, but with dome deteriorated performance expected.

Fix: Truncated Comments on Requests with URLs

ASR and MOD request comments with URLs in them now show proper alignment without truncation.

Fix: SAGE Budget Personnel Side Panel Freezes

The SAGE Budget TBD personnel entry has been updated to prevent side panel freezing when users clicked out of fields quickly, prior to SAGE saving the data.

Update: Missing PI Validation Message on Award Setup Requests

The language used on the Award Setup Request Review and Submit page when the SAGE Budget worksheet PI is missing has been updated to direct users back to SAGE Budget to add a worksheet PI.

Fix: Cannot download previous version of attachments on Requests

Users can now select the current or prior version of attachments on ASRs, MOD, and Advance requests.

Fix: Animal Use Protocols Not Always Saving Country Data

An issue with the saving of “Country” data when a new institution was added to Animal Use protocols on the eGC1 has been fixed.

Temporary Change: Advance Tasklist “Processed” Filter Deactivated

Due to performance issues, we have temporarily deactivated the “Processed” status filter on the SAGE Advance Tasklist. While we work on improvements, this temporary solution will protect system performance and mitigate risk. In the meantime, if campus users need to locate a processed advance, they should use Advanced Search and search by either the Advance number or the eGC1 number to find an item.

Please note that SAGE Central filters will not change, but we recommend avoiding filtering for all “Processed” advances until we patch the issue next week.

User Interface Design Component Updates

A required Angular Material version upgrade has been completed, which has slight impacts to the SAGE user interface. The design changes of note include the following:

SAGE Budget, Advances, and Awards Sections: Excess table spacing has been reduced, small font sizes have been increased, and all capital letters on buttons and table headers have been removed to improve readability and accessibility.

SAGE Budget Icons: Subaward and Fabrication worksheet icons have been updated in the left navigation and the Budget Summary section within the Other Costs table. The More Actions menu (three dots) has been replaced with a Delete Worksheet button for Internal, Subaward, and Fabrication worksheets in the left navigation.

user interface design components example

The Approvals page displays the approval flow for the Award Setup Request.

This is similar to the flow used for Advances.

No department approvals are included at this time. The following image shows an example flow.

Image of Approvals Graph

The Comments & History page displays entries for Events in the Award Setup Request process. You can also add a comment at any time. The entries display in reverse chronological order, so the most recent one is first.

The following image shows an example of the Comments & History page.

Award Setup Request Comments And History

The table columns are:

  • Action Taken: Event that created the entry (see table below for details)
  • Timestamp: Date and time of the event
  • Name: User whose action triggered the event or who manually added a comment
  • Comment: Text of the comment, either system-generated or user-entered

Note: Not all Events have comments. For those entries, a dash (-) will appear in the Comment column.

When an Award Setup Request is editable, you can manually add a comment by selecting Add Comment above the table, as shown in the following image.

Award Setup Request Comments History Add Comment

A dialog window will display. As you start entering your comment, the Add Comment button in the lower right corner of the window will be enabled. Select it to save your comment.

You can only delete your own manually added comments. To remove the comment, select the trash can icon to the right of the comment in the table.

You can also add a comment from anywhere within the Award Setup Request by selecting the “more actions” (3 vertical dots) icon at the far left of the header, and choosing Add Comment.

Award Setup Request Add Comment

Event Entries

The system will add an entry for the events described in the following table. The “Comment Type” column indicates if there will be any comment text, and if so, whether it is system-generated or user-entered.

History Event Event Trigger Comment Type
History Event Event Trigger Comment Type
Created request Selecting eGC1 after searching N/A
Submitted for routing Clicking “Submit & Route” button on the Review & Submit page System-generated
Resubmitted for routing Clicking “Submit & Re-route” button on the Review & Submit page after a return Campus user comment is required to complete the process
Approved Reviewer/OSP/GCA clicking “Approve” button in the approval modal from Request Summary page of routing Adward Setup Request N/A
Returned Clicking “Return Request” button in the return modal of an Award Setup Request User-entered comment is required to complete process
Withdrawn Clicking “Withdraw” button N/A
Denied Clicked “Denied” on the Review & Submit page User-entered comment is required to complete process
Added ad hoc approver Clicking “+” icon to add an ad hoc approver on the approval graph User-entered comment is optional
Removed ad hoc approver Clicking the “more options” menu, then “remove reviewer” on the ad hoc approver’s node on workflow graph node User-entered comment is optional
Commented Clicking “Add Comment” button on the Comments & History page, or by selecting “Add Comment” from the “more actions” menu in the advance header User-entered comment is required to complete process

 

Select the Awards tab, and then select the Create a Request link. It opens a menu with the following choices:

  • Award Setup Request
  • Modification Request (OSP/GCA)
    • Involvement needed from OSP and GCA
  • Modification Request (GCA)
    • Only GCA needs to review

Use Modification Request (OSP/GCA) for all changes that require sponsor approval, an authorized official signature, or review from the Office of Sponsored Programs (OSP).

Use Modification Request (GCA) for requests that do not need OSP review and can be submitted directly to Grant & Contract Accounting (GCA).

The following image shows the expanded Create a Request menu.

Modification Create Request dropdown

Once you select the modification type, a Create Modification Request dialog window displays. Search for, and then select, the award associated with the modification request.

You can search for the award you want to modify by Award ID. The ID can be found in Workday Finance.

When OSP creates a Modification Request (OSP/GCA), the status will be OSP Setup.

When OSP creates a Modification Request (GCA Only), the approval flow will be campus to GCA.

SAGE Awards allows OSP to request modifications to awards.

A modification refers to any change to the award record.

Use a modification to:

  • Make a change in scope of work (change in direction, aims, objectives, purpose)
  • Provide additional compliance requirements not in an earlier eGC1, such as animal or human subjects or cost share
  • Identify additional funding, including when award exceeds 25% or more of the original eGC1 amount
  • Provide non-SNAP Research Performance Progress Reports (RPPRs) or other progress reports requiring institutional submission by OSP

For more detailed information on the data to include, see OSP’s Award Changes webpage and GCA’s Award Setup pages.