Tag Archives: Post-Award Change

0

The SERA system sends the following types of email notifications:

Notification: Funding Award Notice

Purpose: To notify owners that GCA has processed their funding action

Trigger: When GCA completes the Campus Notify step while processing a funding action

Sent to: Principal Investigator, Application PI, Admin Contact, Budget Contact, eGC1 Preparer, and first-level reviewers for the org code receiving funding

Attachment: The email includes a PDF attachment which shows the details of the Funding Action.

Email Subject Line (with sample data): Funding Action FA777777, Shen

Email Body (with sample data)

Dear Dr. Shen,

The attached electronic funding action has been processed by Grant and Contract Accounting (GCA). Please review the attachment for accuracy. If you have any questions, please contact GCA.

SUMMARY INFO
Budget Number: 99-9999
eFA #: FA777777/A888888
Sponsor: National Institutes of Health (NIH)
Short Title: Vaccine Testing
Amount: $75,000

Sincerely,

GCA
Email: gcahelp@uw.edu
Phone: 206-555-1234

Jayne Chu
OSP Team Member
jaynechu@uw.edu
206-555-9876

Sincerely, GCA Email: [GCA Team Email] Phone: [GCA Team Phone] [FA Preparer] OSP Team Member [FA Preparer Email] [FA Preparer Phone]

Notification to EH&S: Application has been awarded

Purpose: To notify EH&S that an awarded application has an EH&S compliance approver or watcher

Trigger: When GCA completes the Campus Notify step while processing a funding action, and EH&S appears on the approval graph as a compliance reviewer

Sent to: Appropriate reviewers for the node on the graph

Email Subject Line (with sample data): A777777 has been awarded

Email Body (with sample data)

The application A777777 has been awarded and the EH&S question Radioactive Materials was answered as yes.

eGC1 Number: A777777
Long Title: Vaccine Testing
PI Name: James Watson
Start Date: 10/1/2019
Abstract: This study will look at the results of….

Notification: Post-Award Change Notice

Purpose: To notify owners of a post award change processed by GCA

Trigger: When GCA completes the Campus Notify step while processing a post award change.

Sent to: Principal Investigator, Application PI, Admin Contact, Budget Contact, eGC1 Preparer, and first-level reviewers for the org code receiving funding

Attachment: The email includes a PDF attachment which shows the details of the Post-Award Change

Email Subject Line (with sample data):  Post-Award Change PAC66666, Shen

Email Body (with sample data):

Dear Dr. Shen,

The attached electronic post-award change has been processed by Grant and Contract Accounting (GCA). Please review the attachment. If you have any questions, please contact the OSP Team Member listed below.

If this award is subject to the American Recovery and Reinvestment Act (ARRA), please visit the following website for information regarding additional administrative requirements: http://www.washington.edu/research/gca/recovery/index.html

SUMMARY INFO

Budget Number: 99-9999
ePAC #: PAC666666
PAC Type: Carryover
Sponsor: National Institutes of Health (NIH)
Short Title: Vaccine Testing
Amount: N/A

Sincerely,

GCA
Email: gcahelp@uw.edu
Phone: 206-555-1234

Jerry Reed
OSP Team Member
jreed@uw.edu
206-555-9876

Notification: Advance Budget Number Request Notice

There are 4 types of notifications, one for each advance type of New, Extension, Renewal, and Supplement.

Purpose: To notify owners that an advance, extension, advance renewal or a supplement to an advance budget has been processed by GCA

Trigger: When GCA completes the Campus Notify step while processing a budget advance, extension, renewal or supplement request

Sent to: Principal Investigator, the Advance Administrative Contact, and the eGC1 Admin and Budget Contacts

Subject Line (for type New): Advance Budget Request

Email Body (with example content)

Dear Dr. Schmidt,

An advance budget # 99-9999 for your project titled AIR TURBULENCE has been created. It is currently online.

GCA Team 1
Phone: 206-616-9995
Email: gcahelp@uw.edu

Subject Line: Extension of Advance Budget Request

Email Body (with example content)

Dear Dr. Mendez,

An extension for advance budget # 88-8888 for your project titled YEAR 5 ABC-10 has been processed.  It is currently online.

GCA Team 1
Phone: 206-616-9995
Email: gcahelp@uw.edu

Subject Line: Renewal of Advance Budget Request

Email Body (with example content)

Dear Dr. Disis,

An advance budget # 66-6666 for your project titled XYZ STUDY 1 has been created.  It is currently online.

GCA Team 1
Phone: 206-616-9995
Email: gcahelp@uw.edu

Subject Line: Supplement to Advance Budget Request

Email Body (with example content)

Dear Dr. Marlatt,

A supplement to advance budget # 77-7777 for your project titled ORCA HEALTH has been processed.  It is currently online.

GCA Team 1
Phone: 206-616-9995
Email: gcahelp@uw.edu

0

Modifying the Recipients List

This list displays the name, email address, and relationship for each person included. Examples of the relationship would include Division Reviewer, Application eGC1 Preparer, Budget Contact. Each person’s entry also includes Update and Delete links.

recipients list with update, delete, and add recipient links

Clicking Update allows you to change the email address of that person. An editable text box with the current email address appears, followed by a Save button and a Cancel link. You can change the address, and then click Save.

Clicking Delete for a person’s entry will display a confirmation pop-up that asks “Are you sure you want to delete this recipient?” You can click OK to confirm the deletion and remove that recipient, or Cancel to return to the list with no changes.

Below the recipients list is an Add Recipient link. This allows you to send the campus notification to additional people. Clicking the link will add another row to the list with a box to enter the person’s name, and another box for the email address. You can click Save to add the new recipient, or Cancel to return to the list with no changes.

0

You can return an action to OSP for changes as long as its status is other than Processed.

Clicking the Return to OSP link on the left navigation menu opens a pop-up window. The read-only section provides information about the action you are working on:

  • Admin Action Number or Funding Action Number
  • Current Status
  • Short Title
  • Principal Investigator
  • Sponsor
  • Budget Number
  • Budget Biennium
  • Current Location

return to O S P dialog

You must include comments when returning an action. They will display on the History & Comments page in SERA, and on the OSP Notes page in SPAERC.

Below the Comments field, the “Item will be assigned to” field displays the OSP person assigned.

When you click the Return to OSP button, the action will close and your tasklist will display. You can click the Cancel link to return to the action without making any changes.

0

You can change who the action’s assignment by clicking the Reassign link on the left navigation menu. You can do this for an action in any status.

Clicking the link opens a pop-up window. The read-only section provides information about the action you are working on:

  • Admin Action Number or Funding Action Number
  • Current Status
  • Short Title
  • Principal Investigator
  • Sponsor
  • Budget Number
  • Budget Biennium
  • Current Location

reassign pop-up window

The editable fields are:

Comments An optional field; any comments entered will appear on the History & Comments page
Assign Item…to Location Select the new Team/Desk or location from the drop-down menu

Click Reassign to complete the process or Cancel to return to the action.

0

If you answered “No” to the “Is Data Entry Complete” question during the Campus Notify step, then you need to do this step to fully process the action.

When you click on the Complete link in the left navigation menu, a pop-up window displays with some basic information about the action.

  • Admin Action or Funding Action Number
  • Current Status
  • Short Title
  • Principal Investigator
  • Sponsor
  • Budget Number
  • Budget Biennium

the complete pop-up window

The system marks the data entry question “No” by default. You will need to mark it as “Yes”.

You must include comments. Your comments will display in the action’s history (and in the OSP Notes when viewed from SPAERC).

You are required to select an assignment field from the drop-down menu.

Click the Complete button to move the action to Processed status. The Last Action Taken will also change to Processed. Use the Cancel link to return to the action without making any changes.

 

1

Note: There is a brief overview of Cycles in a separate article.

Cycle Details Tab

The Cycle Details tab appears on Advances, Funding Actions, and Post-Award Changes. It works a bit differently from the other tabs. Instead of clicking on it, you hover your mouse over the Cycle Details tab to see the “fly-out” menu. From that menu, you can see all of the items that are accessible from SERA and that are in the same cycle as the item you’re currently viewing.

Note: Items will not display in the fly-out menu if they are not accessible from SERA (either because they haven’t reached GCA, or, because they’re an item type not accessible in SERA).

cycle details tab showing fly-out menu

From the Cycle fly-out menu, you can either click on a specific item to open it or click the “View Cycle Details” link at the top to see the Cycle Details page. If you click on an application, you will see the “printable eGC1” PDF version of it.

Cycle Details Page

The SERA view of the Cycle Details page is a simpler version of the SPAERC Cycle Details page. The Basic Cycle Data section is the same, but in SERA you only see the Hierarchical View.

Basic Cycle Data

On the Cycle Details page, you can see basic details about all of the items contained within the cycle. You can click on the help link (question mark) next to Hierarchy View for a description of the columns displayed.

The Basic Cycle Data includes information common to the competing segment or project: the PI, Sponsor, the Short Title, and the Organization receiving funding. All of this information populates in the Cycle from the first item added to the Cycle.

basic cycle data section

Basic Cycle Data also includes:

Cycle ID System assigned, unique to each Cycle.
PI The name of the PI responsible for this Cycle of research. Populates from the first item added to this cycle.
Sponsor The name of the funding sponsor for this Cycle of research. Populates from the first item added to this cycle.
Description A brief description of the Cycle that is more detailed than the Short Title.
File Location As of November 2013, this is always File.

  • Cycles created prior to January 2009 may have assignments other than File. Once assigned to File, however, they may not be reassigned. (Cycles created between January 2009 and November 2013 were automatically assigned to e-Shelf. In November 2013, any Cycle assigned to e-Shelf was changed to File via a data clean-up process.)
Related Cycles If the Cycle you are viewing has one or more related cycles, a drop-down appears that allows you to change which cycle you’re viewing.
Total Awarded This displays the total Awarded amount from the Funding Actions in this Cycle with a status of Processed.
Total All Related Cycles (Awarded) This displays the total awarded amount from all Funding Actions in this and Related Cycles (if any) with a status of Processed.
Are all eGC1s or funding actions related to this cycle currently in SPAERC? If there are paper documents associated with this cycle that pre-date eGC1s and funding actions, the answer to this question is “No.”

If there are any related cycles, they’ll be linked to in the Basic Cycle Data section.

Hierarchy View

cycle details hierarchy view

You can customize the columns you see in this view by checking or un-checking the boxes. You can click on the help link (question mark) next to Hierarchy View for a description of the columns displayed.

Note: Only items that you can access from SERA will display an “Open” link.

In the Hierarchically view, the display column may represent something different based on the Item type. For example, the “Admin Action Types/App Types” column will display the Application type for Application Items, but will display the Requested Change type for a PAC.

The following table summarizes the information that displays for each Column based on the type of item.

View Column
Item Type Sponsor/
Subcontractor
Start Date,
End Date
Processing
Date
Amount Sponsor Award/UW PO Number Admin Action/
App Types
Applications Sponsor Proposed
Dates
Approved
Date
Requested Amount Sponsor Award Number App Types
Funding
Actions
Sponsor Actual
Dates
FA in GCA Date FA Current Amount Sponsor Award Number N/A
Subcontracts Subcontractor Period
Dates
Received Date SA Amount UW PO Number N/A
Other Admin
Actions
Sponsor N/A N/A N/A N/A Action-specific Admin Action Type (see below)
Advance
Budgets
Sponsor Actual
Dates
Request Date Requested Amount N/A Request Types

Each admin action type (PAC, PAN, etc.) defines actions specific to the type. The Admin Action Types column displays this type for each Admin Action Item in the cycle. The table below describes the column meaning for each specific Admin Action type.

Admin Action Type Admin Action Types Column Info
PAC Requested Change
PAN Content of Notification
NAA Agreement Type
CO Close Out Action

For all types, multiple selections may be made. When this occurs, the Hierarchically view displays “Multiple Types.”

0

OSP staff create Funding Actions (FA) and Post-Award Changes (PAC) using SPAERC. Once OSP completes the actions, they send them electronically to GCA for final processing.

You can return an FA or PAC to OSP for any needed changes by clicking the Return to OSP link on the left navigation menu. Once OSP makes the changes, they would resend the action for processing.

return to O S P link on the left navigation menu

Status Last Action Taken Process Stage
In GCA Received in GCA OSP completed the action and sent to GCA
Returned by GCA Returned by GCA GCA can return an action to OSP for any needed changes
Re-Sent by OSP Re-Sent by OSP OSP has made the requested changes and re-sent the action back to GCA
In GCA or Re-Sent by OSP Budget # Assigned/Confirmed GCA has added a new budget number to the action, or confirmed an existing one
In GCA Campus Notified GCA has notified campus that they completed the budget number set-up. The system sends the email to the PI, the eGC1 Administrative Contact and Pre-Award Budget Contact, the eGC1 Preparer, and the first level reviewers for the organization code receiving funding.
Processed Processed This indicates that all steps, including data entry, have been completed.
0

You will see the Assign/Confirm Budget Number link on the left navigation menu. This step allows you to either assign a new budget number to the action, or confirm the budget number entered by the action preparer in OSP.

When you click the link, a pop-up window displays. The set of read-only fields provides information about the action you are working on.

  • Admin Action or Funding Action Number
  • Current Status
  • Short Title
  • Principal Investigator
  • Sponsor
  • Budget Number
  • Budget Biennium

assign confirm budget number page

The editable fields are:

Type of Budget Select the appropriate budget category from the drop-down menu. Even if the action already has a Budget Number, the type will not display.
Budget Number When you select the Type of Budget, the system will automatically populate the Budget Number field with the next available budget number of that type. If the action already has a Budget Number, it will display.
Budget Biennium Once the Budget Number is populated, the system will display the Biennium value. If the action already has a Budget Biennium, it will display.

Click the Save button to complete the process, or the Cancel link to return to the action without making any changes.

After you add a budget number, the Notify Campus link will appear on the left navigation menu, and the system will set the Last Action Taken to “Budget # Assigned/Confirmed.”

0

After you have assigned (or confirmed) the budget number for an action, you will see the Notify Campus link on the left navigation menu.  This link allows you to notify the PI, the eGC1 Administrative and Pre-Award Budget Contacts, the eGC1 Preparer, and the first-level reviewers for the organization code receiving funding that you have set up the action’s budget.

Clicking the link opens a pop-up window. The Notify Campus section is read-only and provides information about the action you are working on.

  • Admin Action or Funding Action Number
  • Current Status
  • Short Title
  • Principal Investigator
  • Sponsor
  • Budget Number
  • Budget Biennium

Notify Campus Details

The Confirm Data Entry section has the following editable fields.

Notify campus confirm data and recipient list

Is Data Entry Complete? This is “No” by default.
Comments Enter any appropriate comments. These comments will display in the History for the action, and will be visible to OSP on the OSP Notes page.
Assign Item…to Location This is a required field.
Attach…to the email You can use the checkboxes to include additional attachments to the notification email. The file name, description, version and file type display for each attachment.
Recipient List The recipient list includes the Principal Investigator (eGC1’s PI), the Application Principal Investigator (eGC1’s Application PI), the eGC1 Preparer, Administrative Contact, Pre-Award Budget Contact, and the reviewers for the organization code receiving funding. The reviewers may be division, department/center, or dean’s level depending on the unit’s routing rules. You can modify the campus notification recipient list if needed, as described below.

Click Notify Campus to complete the process or Cancel to return to the action.

The status of the action will vary depending on how you answered the Data Entry question.

  • If Yes, the action will change to Processed status.
  • If No, the action will remain in Campus Notified status. A new Complete link will appear on the left navigation menu. Use this to indicate that you have completed the data entry and to change the action to Processed status.

Examples of the FA and PAC notifications are in the SERA Notifications article.