Tag Archives: Post-Award Change

After you have assigned and/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. The following image shows this section.

notify campus dialog upper half

The data displayed are:

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

The following image shows the Confirm Data Entry section.

confirm data entry section

The editable fields are:

Field Description
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.

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. The following image shows an abbreviated example list.

example list of email recipients

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.

This page displays for Funding Actions, Post-Award Changes and Other Forms. It varies in the information displayed in the upper, read-only section of the page. Additionally, you can add a comment to the page directly.

Funding Action and Post-Award Change

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

history and comments for funding actions and post-award changes

Other Forms

  • Record ID
  • Form Type
  • Budget Request Type(s)
  • PI Name
  • Responsible Department
  • Budget Number
  • Budget Biennium

history and comments for other items

The lower History section includes information about last actions taken, and status and assignment changes, with these values displayed:

  • Date/Time – when the change occurred
  • Entered by – who took the action
  • Last Action Taken – what process occurred, such as Campus Notified or Received in GCA
  • Location – where the item is assigned
  • Comment – system-generated comments and any user comment entered as part of the action

history and comments page comments section

Funding Actions, Post-Award Changes, Other Forms, and Advance Requests have several tabs or header links in common.

There are separate articles for these tabs:

The tabs that appear for an FA, PAC, or OTH are History & Comments and Cost Share.

Funding Actions and Post-Award Changes both have the Cycle Details tab. Advances that are new or renewal have a link to the associated cycle in the item header.

Funding Actions also has tabs for Printable eGC1 and eGC1 Attachments.

History & Comments Yes Yes Yes
Cost Share (see note below) Yes Yes Yes
Cycle Details Yes Yes
Printable eGC1 Yes
eGC1 Attachments Yes

Note: The Cost Share tab connects to the eFECS system.

October 2015 Maintenance Release


Allow GCA to delete their own attachments

GCA is now able to delete erroneously uploaded attachments to the funding action and post-award change in SERA. When an attachment is deleted, a note is added to the item recording who deleted the attachment and at what time.

Bug Fixes

Sponsored Program Activity Type and Clinical Trial Phase validations will no longer be applied in SERA

Sponsored Program Activity Type and Clinical Trial Phase, which are read-only fields on the FA in SERA, were at times generating validation errors in SERA when the fields contained missing or invalid entries. The system has been updated to no longer trigger these validations in SERA. The validation rules will be applied only in SPAERC, and FAs already in GCA or completed prior to these fields being added to the system will not be subject to the validation rules.

FA or PAC returned by GCA getting bad dates when flipped and re-sent

When an item is converted from PAC to FA or FA to PAC the “Received in GCA” date is no longer defaulted to 01/01/0001. Instead, it now shows the actual “Received in GCA” date for the item.

October 2014 Maintenance Release


Make Short Title field uppercase

The Short Title field for FA or PAC inherits the original value from its parent eGC1 which typically is a mixed case entry. A change has been made to always store and display this field in uppercase in SERA independent of the eGC1. This will help speed up data entry as GCA staff can directly copy and paste the data in FIN, and the budget name will already be in uppercase as required by FIN.

Include new FA and PAC data elements in extract

About 30 additional FA/PAC fields have been identified by GCA and added to the data extract (through “Export Pending Actions” from the “Search” tab in SERA). The new fields are added to the end of the file, and the GCA flag is listed as 9 separate yes/no columns on the report. The addition of these fields will help speed up the budget setup process as GCA staff won’t need to look for the information elsewhere.

Make FA “Total Cost Share Amount” Field format Numeric

The “Total Cost Share Amount” field on an FA (previously alphanumerical format) has been cleaned up and all historic non-numeric data has been purged (approved by OSP). The field has been reformatted to accept numeric values only. It is allowed to be empty when the Cost Share flag is “no”, and a numeric value or zero is required when Cost Share is “yes” per business rules. This change will help with cost share amount calculation and match that to Cost Share Summary in eFECS. As a result of this change, the reporting field “totalCostShareAmount” in the Award table in the EDW 1.0 database RAD has also been updated to numeric.

Update auto-generated ADV emails and add to Admin tools

The auto-generated campus notification emails (for FA, PAC and ADV) have been edited by GCA and updated in SERA. The content of these emails is now stored in the admin database and can now be managed through the SAGE admin tool. A new admin UI “SAGE/SERA” (similar to SAGE/SPAERC) is yet to be developed so GCA staff can access this admin tool and manage the content of these emails. This task will be included in a future release (to be prioritized and scheduled).