Campus research teams and related central offices use the SAGE Suite electronic research administration system to manage application proposals and related items.
In addition, FIDS: Financial Interest Disclosure System is used by researchers designated as investigators; it integrates with SAGE.
The following set of tables gives a high-level overview of who uses each of the different components, and describes the possible actions and the why and/or when.
SAGE: System to Administer Grants Electronically
WHO: Campus research administrators, Principal Investigators, campus reviewers, compliance reviewers
|ACTION||WHY / WHEN|
|Create SAGE Budgets||Centralizes data gathering for salaries, benefits, and F&A rates. It can be connected to an application, which automatically populates the eGC1 budget data on the Budget & Fiscal Compliance page. Any changes to the budget will update in real time when the eGC1 Budget & Fiscal Compliance page is viewed.
In addition, if your eGC1 is a Grant Runner application using the RR Detailed Budget form, your budget data will appear in the form.
When creating an Award Setup Request, you will need to connect a budget.
|Create applications (standard or Grant Runner)||Required for all sponsored research. The standard eGC1 pages of the application are, in effect, an approvals routing cover letter for the proposal. Only the UW uses the eGC1; it does not go to the sponsor.
A Grant Runner application includes, in addition to the standard eGC1 pages, the sponsor forms for NIH. OSP submits the application “system-to-system.”
|Approve routing applications||The Principal Investigator, Multiple-PI, Application PI, academic reviewers (division, department, dean) and compliance reviewers (human subjects, animal use, EH&S, etc.) view and approve the application. At each approval, SAGE captures a PDF snapshot of the application and attaches it to the eGC1’s Approvals History & Comments page. Copies of the attachments are also captured.
Administrators and reviewers have the option to return the application to the research team for changes. They can also add other reviewers (as individuals or a group) to the approval flow as needed. These are referred to as “ad hoc” reviewers (approvers or watchers).
|Request an advance budget number for awards||Used when a research proposal is being awarded by the sponsor, but the actual award has not yet arrived. It requests GCA to set up a budget account in the financial system so the research team can start spending the anticipated award money. The preparer completes the request in SAGE, then GCA processes it in SAGE Central.|
|Create Award Setup Requests and Modification Requests for awarded eGC1 applications||Used when a research proposal has been awarded and the award has been received. A “new” Award Setup Request (ASR) is created. For an ongoing award, a Modification Request might be created.|
WHO: Office of Sponsored Programs (OSP), Grant & Contract Accounting (GCA)
|ACTION||WHY / WHEN|
|Review and approve eGC1 applications||OSP reviews the information on the eGC1, such as the sponsor proposal information and compliance questions, after all campus reviewers have approved.|
|Process Award Setup Requests||Received from campus for reviews and approvals. Forwards to GCA for integration into Workday, with Award budget number. As part of completing the Award Setup Request, the system sends a notification to the requesters.|
|Manage Actions||Will manage existing items while transitioning to SAGE Central and Workday.|
|Process Advance Budget Number Requests||Received from the research team, an advance allows the team to spend award money before the actual award arrives. GCA adds a budget number to the Advance and sets up that budget in the financial system. As part of completing the Advance, the system sends a notification to the requesters.|
FIDS: Financial Interest Disclosure System
WHO: Any research personnel designated as an “Investigator” on the PI, Personnel, & Organizations page of the eGC1.
|ACTION||WHY / WHEN|
|Create a Financial Interest Disclosure for an eGC1
A disclosure for a CoMotion tech transfer agreement or IRB approval
Complete an Annual Update disclosure
|Investigators are required to disclose any significant financial interests (SFI) such as salary, equity, sponsored travel, etc., that might, or might appear to, bias their research.
An investigator must complete a disclosure for each eGC1, whether or not there are SFI that apply, before the proposal can be marked as Ready-to-Submit = Yes.
The disclosures are reviewed by the SFI Reviewer, in the central Office of Research, who determines if there is a potential for a Financial Conflict of Interest (FCOI). The review occurs at the time of award (just-in-time).
Annual Updates: All investigators are required to review and update their SFI at least once a year. The “year” is calculated from the date of the last disclosure created in FIDS. Investigators are notified by email 45 days prior, and again at 15 days prior, to the end of that year’s time.
Full details on using FIDS can be found in its User Guide.
Note: only a UW NetID is needed to access FIDS.