The EHS-2 question on the Compliance Questions and Explanations pages of the eGC1 has been updated on all new eGC1s created after the September 2015 release.
Updated logic for the display of the HS-1-B Compliance Question Explanation
The HS-1-B question on the Compliance Explanations page of the eGC1 will now display under the additional condition of a Contract that is utilizing Just-In-Time human subjects approval.
Compliance question HS-1-B was not displaying/hiding in real time, when Project Type = Contract
Conditional questions and instructional text in the Human Subjects section of the Compliance Explanations page of the eGC1 now update in real-time when the eGC1 is for a Contract.
Prevent multiple RegIDs for the same person from being entered into SAGE
When a user is erroneously assigned multiple RegIDs at the University, it has caused problems with accessing their FIDS information. A change has been made to disallow multiple RegIDs for the same person in the SAGE database. Upon logging into SAGE, the user will receive an error that is also recorded in the SAGE Suite error log. This error will alert the SAGE team to take the necessary action to resolve the issue with UW IT.
Grant Runner Validation Update on Detailed Budget
A validation was added to the Grant Runner detailed budget form to disallow zero entries in the “other” cost field. This will help mitigate submission errors.
Older FAs in SERA have problems opening
An issue that had prevented Funding Actions that predated the creation of the Authorized Action field from being opened in SERA has been fixed.
When you link a SAGE Budget to an eGC1, each item’s contacts and access lists are combined into a shared “access” page. A set of rules determines how the data is combined, so that no user loses access.
Once you link the Budget and the eGC1, you can make changes from either the eGC1’s Contact & Access page or from the Budget Settings Access & Roles section.
The shared page includes the “owners” which are the Administrative Contact, Pre-Award Budget Contact, eGC1 Preparer, Budget Preparer and the eGC1’s PI. The list will also include any general collaborators with assigned access, either Can Edit or View Only.
The rules for combining the information from the original pages are:
If you have different Administrative Contacts and Budget Contacts listed on your eGC1 and your SAGE budget when they are connected:
Any existing SAGE Budget contacts will display on the resulting shared page.
The eGC1’s contacts will change to editable access, either Read/Write (eGC1) or Can Edit (Budget). Note: If your budget does not have an Administrative or Budget Contact, then the eGC1 contact will display on the shared page.
The eGC1 and Budget Preparers will display on the shared page.
The PI listed on the eGC1’s PI & Personnel page will be the PI on the shared access page.
Users will keep their higher level of access to the connected eGC1 and SAGE Budget. For example, a user with View Only access to the SAGE Budget and Read/Write access to the eGC1, will have edit access on the shared page.
Read/Write (eGC1) or Can Edit (Budget) are a higher level of access than Read-Only (eGC1) or Can View (Budget).
Owners (contacts, preparers, and PI) always have edit access.
Anyone with edit access may change or remove assigned access for anyone else.
Disconnected Budget and eGC1
When you disconnect a budget from an eGC1, each item will retain the Administrative Contact, the Pre-Award Budget Contact and a copy of all users with assigned access.
Additionally, these adjustments will be made:
The Budget Preparer role will not display on the eGC1. However, if the Budget Preparer had no other access to the eGC1, they will be assigned Read Write access to it.
The eGC1 Preparer role will not display on the Budget. However, if the eGC1 Preparer had no other access to the Budget, they will be assigned Can Edit access to it.
The eGC1’s PI will be assigned Can Edit access to the Budget.
Access page for multiple eGC1s and their connected budget
If you have a budget which is connected to multiple eGC1s:
Access lists for the eGC1s and their connected budget will merge.
The creator of the most recent eGC1 will become the eGC1 Preparer on the shared access page and will therefore have owner (edit) access.
Creators of all other eGC1s will have read-only access.
The PI on the most recent eGC1 will receive any email notifications and be listed as an owner.
Any former PIs will still display on the PI, Personnel, & Organizations page of the corresponding older eGC1. They will have read-only access to the current eGC1 and Budget. The former PIs will not receive email notifications.
Note: The PI on the most recent eGC1 will display on your My eGC1s page, so you will be unable to search for an older eGC1 using the former PI’s name.
Access for Global Editors
SAGE users with the Global Edit ASTRA role do not display on the access list for an eGC1 or Budget. They only have access to eGC1s not in Composing status. They will also have read/write access to any budgets connected to those eGC1s.
Notes, tips, and warnings
If you are preparing your eGC1 and budget at the same time, connect your budget before filling out the access page. You will then only need to fill in the information once.
If you remove yourself as an owner from the Contacts & Assign Access page for an eGC1 in Composing status or in Withdrawn status with no approvals, you will no longer have any access to the eGC1 or its connected budget. For an eGC1 in Approved or Returned status, you will retain read-only access.
Be sure you are connecting the correct budget to your eGC1 or the wrong people will end up on the access list.
The Access page allows the preparer to add contacts and assign access to other users.
It is part of Step 4 in the budget creation wizard. After the setup for a budget is complete, you can access this page from the budget worksheet by selecting the Access tab.
The Access section lists all users with access to the budget, and indicates the Permission Type and Reason for the access. Read the article on SAGE Budget and eGC1 Shared Access Data if you will be linking your budget to an eGC1.
The preparer (creator) and both contacts have the permission type of Owner with the role as the reason. You cannot change or give the Owner permission type to any other users. The person designated as the PI on a budget does not have owner permission by default.
Assign a User Access
To provide other individuals with access to the budget, add them to the list.
Click the Add another user link to open the Personnel Chooser.
Search for and select the desired person.
Select a permission type of Read Only or Read Write from the drop-down menu.
Read Only allows the user to view the contents, but not change them.
Read Write allows the user to view and edit the contents.
Remove a User’s Access
To remove an individual from the Access list, select Remove Access from the drop-down menu and click the Save icon, or navigate to another page.
Access Permission on Copied Budgets
Note: When you copy a budget, the individuals on the access list of the original budget are copied to the new budget. The person who creates the copy becomes the Budget Preparer of the new (copied) budget. The Budget Preparer of the original will have Read-Only access to the copy.
Add the person with administrative knowledge of the proposal as the Administrative Contact and the person with pre-award fiscal knowledge as the Pre-Award Budget Contact. Approvers may contact them during the review process, or OSP or GCA staff following the awarding of funds.
The process to add a contact is the same for both. Click on either the Look Up Administrative Contact or Look Up Pre-Award Budget Contact button. In the Personnel Chooser modal, search for and select the desired person.
The following contact information displays.
Name: First and last name and Employee Identification Number.
Selected Unit: Name and organization code number of the selected business unit.
Title: Title, which can be edited.
Phone: Phone number, which can be edited.
Email: Email address, which can be edited.
Change a Contact or the Preparer
You may update the Contacts or the Preparer as needed to be sure notifications go to the correct individuals. If you connect your budget to an eGC1, you cannot make changes to the Contact and Access list when the eGC1 is in Routing or In OSP status.
Click the appropriate Change the (Admin/Budget) Contact? link beneath the contact information to open the personnel chooser.
When you choose to change yourself as the preparer, a warning message will appear. If the change you are making removes your last access to this item, once you confirm the change your tasklist will display.
Remove a Contact
To remove a contact, click the appropriate Remove the (Admin/Budget) Contact? link beneath the contact information to clear the selection.
If a user has logged into a non-SAGE application that requires authentication (such as financial applications) with a generic or group NetID, and then attempts to access SAGE, they may see the “Whoops!” authorization page.
The clue to the issue is that the user’s name will not appear in the SAGE page header.
To resolve this, the user can either use a separate browser for SAGE or they can close all browser windows and re-open to clear the earlier credentials.
If you have a permission type of Owner or Read/Write, or have the ASTRA Global Edit role for the appropriate organization codes, you may give access to the eGC1 or Budget to other SAGE users.
Add a Person
Click on the Add User link on the Contacts & Assign Access page to open the Personnel Chooser. Search for and select the person.
Select the appropriate permission type (Read Only or Read/Write) for this person from the pull-down menu.
Remove a Person
Change the Permission Type value to No Access and click the Save icon to remove someone from the Assigned Access list.
When you choose to remove yourself from the access list, a warning message will appear. If the change you are making removes your last access to this item, once you confirm the change, the tasklist will display.
The information displayed for each person with access is:
Permission Type: The permission level for the individual.
On an eGC1, the following people are automatically owners: Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer. The Budget Preparer is also an owner on the eGC1 if a Budget is linked.
On a Budget, the following people are automatically owners: Administrative Contact, Pre-Award Budget Contact, and Budget Preparer. The eGC1 Preparer is also an owner on the Budget if an eGC1 is linked. The person with the role of PI on a Budget is not give owner status by default. However, if the Budget is linked to an eGC1, the PI for the eGC1 then has owner status for both the Budget and the eGC1.
Read Only or Read Write: Assign one of these permissions when you add someone.
Reason: For owners, their relationship is listed. All others have a reason of Assigned Access.
To access SAGE, you need an ASTRA role. Someone who creates items in SAGE (eGC1s, Budgets, Advance Budget Requests) usually has a Proposal Preparer or Principal Investigator role. Campus approvers will typically have one of the reviewer roles: Division Reviewer, Department or Center Reviewer, Dean Reviewer, or Advance Reviewer. Compliance reviewers have distinct ASTRA roles.
Campus approvers access items based on a combination of their role and the associated organization code. So a Dean Reviewer for the School of Medicine would be able to access only those eGC1s that include that unit and role combination on the approval flow. An Advance Reviewer would have access to Advance Budget Requests for their unit and role.
SAGE is a secure application that requires a UW NetID to log in. In addition, you must have at least one authorized role which defines what types of operations you can perform within the SAGE system. Some roles include a limit, which restricts you to working with specific items.
Authorization: SAGE uses the UW ASTRA (Access to Systems, Tools, Resources and Applications) system to manage SAGE authorizations. You can request the appropriate SAGE ASTRA role(s) from your unit’s ASTRA authorizer. To find your administrator, click Who can Authorize Me?.
ASTRA Roles define what you can do in the SAGE system. Your responsibilities within an organization determine which roles you need. Visit the View My Authorizations page to see your current ASTRA roles.
Limits identify the administrative or academic unit(s) where you have access (for example, a center, division, or department). SAGE uses Organization Codes to identify specific units.
Common SAGE Roles
The most common roles are listed below. For more information, see the SAGE ASTRA Roles article.
Commonly used ASTRA roles for SAGE
Assign This Role
eGC1s That Can Be Accessed
To view eGC1s, but not to edit, create, or approve them
SAGE Read-Only with an appropriate Organization Code
Previously routed and routing eGC1s with the matching Organization Code
To create new eGC1s
Any that you created, are a contact for, or are assigned access to
To edit existing eGC1s when not an owner, creator, contract, or having assigned access
Global Edit with an appropriate organization code
Any eGC1 with a matching code for a node on the approval graph