Tag Archives: Auto-Generated Documents

May 2015 Maintenance Release

Applications: FCOI JIT Process Change

  • With the creation of a new Just-In-Time flag being added to the Pre-Award Notification, the Just-In-Time button in the application Sponsor Decision window has been removed.
  • The FCOI Just-In-Time email notification has been updated to send upon a new JIT flag being set on a Pre-Award Notification, or, upon the creation of a Funding Action. The primary contacts on the eGC1 will now only receive the FCOI JIT email once, rather than anytime the contacts listed on the eGC1 change.

Grant Runner Applications – Print Preview of Grants.gov Forms

In order to provide OSP reviewers with an alternative way of viewing Grant Runner forms, a PDF print preview feature has been added to the upper task bar of each Grant Runner form, merging the data into the familiar Grants.Gov form. Users may find this a helpful way of viewing Grant Runner forms and eGC1 details side-by-side.

At this time, users can print the Grant Runner forms individually. ORIS is working on a feature that will allow for printing of the entire Grant Runner form set in a single PDF. That feature will be released at a later date.

Please note there is a known defect with the PDF not showing attachment names. Until this issue is resolved, users should refer to the SPAERC Grant Runner form to open and view attachments.

Auto-Generated Documents

  • The eGC1 Preparer will now be included as a recipient of the following auto-generated email notifications:
    • Application Review Notice
    • Notice of Award
    • Request for Activation Notice for Fellowships

Funding Actions (FA)

  • In order to apply the uniform guidance requirements with more clarity and consistency, the Sponsor Award Date on the Funding Action is now required prior to it being sent to GCA.

Pre-Award Notifications (PAN)

  • A new Notification Type of “Just-In-Time” has been added to the PAN so that OSP staff can correctly identify the content of the sponsor fundable score notification received, and facilitate earlier communication of just-in-time to other compliance offices such as the Office of Animal Welfare (OAW).

Subcontracts

  • A new Subcontract Title field has been added to Subcontract shell so that the OSP Subcontracts team can more easily identify particular subcontracts by name, and to facilitate future automation of federal reporting.
  • The Subcontracts tasklist can be sorted and filtered by the new Subcontract Title field.
  • A new Subcontract Action type of “Non-Contractual Revision” has been added to identify those SAs related to PAS/ARIBA transitions.

November 2014

Updates:

  • A new flag has been added to subcontracts in SPAERC to identify which will require FFATA reporting via the FSRS reporting portal. When the flag is set to ‘Yes’, each subcontract action will display a FFATA Reporting Date field to track the date on which it was submitted via FSRS.
  • A new database field “BPO Version number” has been added to the Subcontract Details page in SPAERC to keep Ariba BPO versions in sync with Subcontract modification actions. This new 3-digit integer field is designed to be used together with a BPO number when the PO type is Ariba BPO.
  • The OSP Subcontracts Team has four new auto-generated emails in SPAERC for modification/amendments and subaward agreements. Copies of sent emails will be archived in the SPAERC subcontract.

July 2013

The following updates were released on July 25th, 2013:

  • The answer to the Ready to Submit question now displays on the SPAERC control sheet and the Attachments and Routing page for all application types.
  • Navigational menus/links no longer display on popup windows such as auto-generated email draft windows.
  • When the parent item of an Admin Action is changed, the Action text now reflects the appropriate Admin Action number.
  • The SPAERC Task list now displays values for “Yes” and “N/A” in the Paper column.
  • When updating FA, AA, and SC attachments the current description will display in the description field and be editable.
  • Subcontracts will now appear on the Cycle Details page after every FA they are associated with, as they do on the Cycles Details flyout.
  • Auto-generated document fields in SPAERC now have single spacing between lines of text entered.
  • If an application’s initial sponsor is changed from RRF or to RRF, when the eGC1 is re-submitted, it will be appropriately re-assigned.
  • Now you can directly re-parent an application which is the child of another application in the same cycle.
  • For Grant Runner eGC1s that are connected to SAGE Budgets, the irrelevant Approved Attachments links have been removed from the History & Comments page and the Grants.gov Tracking History section of the GR Submission & Status page for actions associated with the submission steps (Name is Grants.gov).
  • The “Change Action Type” drop down menu no longer includes “Post Award Change” as an option for FAs that have a parent (eGC1). This modification will enforce the parenting rules that have been established.
  • On the Admin Actions’ Auto Generated Documents page, the email instructions label was changed to “SFI Compliance Notification”.
When sending my comments back to the PI, how do I get auto-generated language to populate in my review notice to campus?

To include any of the optional Body Text or Closing sections in the email (including “Free Text”), you must click on the associated check box.

example auto-generated documents option section

Which e-mail alerts are automatically generated and to whom are they sent?

During eGC1 routing and after OSP approval, the SAGE/SPAERC system automatically generates and sends several email messages.

For information about email messages associated with approvals, see Approvals: Reviewer Notifications.

See also the following sections in the Communications chapter:

SPAERC also automatically generates documents which SPAERC users may customize and send. These documents are covered in Communications: Auto Generated Documents and Ready for Pickup.