Tag Archives: Cycle

March 2016 Maintenance Release

Fixes

Error 99 when trying to change SC cycle in SPAERC

An issue in SPAERC that was causing users to receive a 99 error when attempting to re-parent a subcontract from the Cycle Details has been fixed so that SPAERC users receive a clear error message describing the existing business rule that disallows moving a subcontract between different cycles.

Can’t Move Awarded eGC1 to New Cycle

Issue: the system tries to automatically assign the awarded application to File every time its cycle relationship is saved, which causes an error.  

Solution:

  • Change the status of the Awarded application back to Approved with the Unapprove Application admin tool (OSP System Administrators or the Help Desk can do this)
  • Move the application to the new Cycle
  • Update the status to Awarded
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You can use one or more of the following search criteria to locate items:

Field Name Description
Applications
Application Number Enter an eGC1 number, with or without the “A”.
Short Title Enter one or more words in the short title.
Long Title Enter one or more words in the full application title.
PI Name (last, first) Enter the last name; last name, first initial; or last name, first name of the Principal Investigator.
Org receiving funding (code) Enter three or more numbers that start the Organizational Code.
Organization Receiving Funding (name) Enter part of the organization’s name.
Sponsor Name Enter all or part of the sponsor name.
Sponsor Award Number Enter all or part of the award number.
RFA/RFP/PA Number Enter all or part of the number.
eGC1 F&A cost rate Enter a value for the cost rate.
Admin Actions
Admin Action Number Enter an Admin Action number, with or without the letter prefix.
PI Name (last, first) Enter the last name; last name, first initial; or last name, first name of the Principal Investigator.
Sponsor Name Enter all or part of the sponsor name.
Short Title Enter one or more words in the short title.
Sponsor Award Number Enter all or part of the award number.
Admin Action Type Use the drop-down menu to limit the search to a specific type of action.
Funding Actions
Funding Actions Number Enter a Funding Action number, with or without the “FA”.
Funding Action Amount (less than) Enter a dollar amount.
Funding Action Amount (greater than) Enter a dollar amount.
Short Title Enter one or more words in the short title.
PI Name (last, first) Enter the last name; last name, first initial; or last name, first name of the Principal Investigator.
Org receiving funding (code) Enter three or more numbers that start the Organizational Code.
Organization Receiving Funding (name) Enter part of the org name.
Sponsor Name Enter all or part of the sponsor name.
Sponsor Award Number Enter all or part of the award number.

May 2012 Release Notes

FEATURES

  • Subcontract shells can no longer be created from within an FA. They can only be created by the subcontracts team through the administration tab.
  • All subcontracts assigned to Judy Yoshioka and Verenice Barbosa/Bendana have been reassigned to e-shelf.
  • An Assigned To Date column has been added to the SPAERC Funding Action and Admin Action tasklists to notify users when a new item appears. The field appears as the right-most column, and can be moved if desired.

FIXES

  • When Re-sending a PAC/FA to GCA, the OSP Notes field will be mandatory
  • The error message color block did not cover the entire error message. This has been corrected for the subcontract PO number error message.
  • An FA with a Flow-Through Sponsor of Pending cannot be approved in SPAERC, and therefore cannot be sent to GCA.
  • Subcontracts were not moving to the proper cycle when the parent FA was moved. This has been corrected so that the Subcontract will be moved with the FA However old data will still be an issue and will need to be resolved on a case by case basis. A list has been given to Carol Rhodes to help resolve these issues as 99 errors will be generated until it has been determined which cycle the Subcontract and FA should be in.
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A breadcrumb trail displays immediately under the “SPAERC” heading. The left-most choice is “Back to Spaerc Tasklist” which you can use to return to the last tasklist viewed. To the right of that is the item number. Click it to return to the page you see when you first open that type of item.

screenshot of breadcrumbs

The page heading displays just below the breadcrumb and includes the Short Title, the item ID, and the name of the PI. This appears on every page as a quick reference.

This article covers:

Using the Action Bar

action bar screen show

The icons on the action bar will vary depending on the item you are viewing, and whether the item is locked or unlocked.

Possible Icons in the Action Bar

save icon Save Writes any changes made to the database
reset icon Reset Form Clears any text entered on the page since the last save
Previous page icon Previous Page Displays the preceding page in an application
next page icon Next Page Displays the following page in an application

Note: any time you navigate from one page to another, SPAERC saves any changes made to the item.

Within an application, the eGC1 pages contain a Previous link and a Continue button, which provide another way to navigate from page to page.

Using the Left Navigation Menu

left navigation menu screen shot

The left navigation menu for an item generally contains “action” links such as change status, place or remove holds, save & close. For an application, you will also see links to view its pages, a summary, the approval graph and related approvals pages.

Using the Item Tabs

Use the set of tabs across the top of the main display area to access pages related to the item. Generally, you use the left-most tab to return to the page you see when you first open that item.

The following image shows the set of tabs for an application. The tabs are: Application, Funding Actions, Admin Actions, OSP Notes, Assignments, Status, Auto Generated Documents, and Cycle Details.

screen shot of application tabs

Applications, Funding Actions, and Admin Actions have the following tabs in common.

Tab Description
OSP Notes Displays both system-generated notes and any that you add directly by using the text box on the page. For more details, see the OSP Notes Page article.
Assignments Used to reassign the item, and optionally some related items, to another individual within OSP. You can also view assignment history. For more details, see the Reassign an Item article.
Status Shows the history of status changes to the item from when it was initially created. For more details, see the Status article for the specific item type.
Auto Generated Documents Displays a page with email and/or letters you can use to communicate with the research team or the sponsor. See the Auto Generated Documents articles for more details.
Cycle Details When hovered over with the mouse, this tab displays a flyout list of this item’s cycle ID and all of that cycle’s related items. If no one has placed the item in a cycle yet, no list will appear. If you click the tab when there is no cycle, a pop-up window will appear with options for placing the item into a cycle. See the Cycles articles for more details.

In addition to the common tabs, since Applications and Funding Actions can have related items (children), they have tabs for viewing a list of these items, and accessing them.

  • Applications have a Funding Actions and an Admin Actions tab.
  • Funding Actions have a Subawards and an Admin Actions tab.

Note: Use the Admin Actions tab to create a new Admin and/or Funding Action as a child of the current item.

Cycles have just the OSP Notes and Assignments tabs.