Tag Archives: Access

September 2015 SAGE Maintenance Release

EHS-2 Compliance Question Update

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.

SERA   

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.

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Connected Budget and eGC1

When you link a SAGE Budget to an eGC1, each item’s contacts and access list 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’s Access tab.

The shared page includes an Administrative Contact, Pre-Award Budget Contact, eGC1 Preparer and Budget Preparer. The Access section of the page lists the owners (contacts, preparers and PI) and anyone with assigned access.

The rules for combining the information from the original pages are:

  1. 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 Read/Write assigned access. Note: If your budget does not have an Administrative or Budget Contact, then the eGC1 contact will display on the shared page.
  2. The eGC1 and Budget Preparers will display on the shared page.
  3. The PI listed on the eGC1’s PI & Personnel page will be the PI on the shared access page.

combined_access

  1. Users will keep their higher level of access to the connected eGC1 and SAGE Budget. For example, a user with Read-Only access to the SAGE Budget and Read/Write access to the eGC1, will have Read/Write access on the shared page.
    • Read/Write is a higher level of access than Read-Only.
    • Owners (contacts, preparers, and PI) always have Read/Write access.
    • Anyone with Read/Write 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 Read Write access to it.
  • The eGC1’s PI will be assigned Read Write 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 page of the corresponding old eGC1. They will have Read-Only access to the current eGC1 and Budget. The former PIs will not receive email notifications.
  • 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

Global Edit users are not listed on the 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 their 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 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 have no access to the eGC1 or any connected budgets. For an eGC1 in Approved or Returned status, you will have read-only access.
  • Make sure you are connecting the correct budget to your eGC1 or the wrong people will end up on the access list.
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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.

Access Tab

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.

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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 return to this page from the budget worksheet by selectub the Access tab.

Budget Preparer and Contacts Overview

As the person who creates the budget, you are the Budget Preparer.

You may also add an Administrative Contact and a Pre-Award Budget Contact.

Note: If your budget is connected to an eGC1, the contacts and preparer information will be shared, as described in SAGE Budget and eGC1 Shared Access Data.

Add a Contact

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.

Removing Access Warning Dialog

Remove a Contact

To remove a contact, click the appropriate Remove the (Admin/Budget) Contact? link beneath the contact information to clear the selection.

No Authorization Page Displays but User Has Access

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.

Workaround

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.

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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.

removing access dialog

See the Access Permissions page for more information about permission levels in SAGE. Read the SAGE Budget and eGC1 Shared Access Data page to learn how contact and permission information is displayed on a shared access page from both your eGC1 and its connected SAGE Budget.

The information displayed for each person with access is:

  • Name
  • Permission Type: The permission level for the individual.
    • Owner:
      • 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.
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Any user listed on the eGC1’s Contacts & Access page may create an advance request for that eGC1. The person who creates the request will become the owner of the request.

The owner may grant access to additional users. Click Assign Access on the left navigation menu.

assign access page

On the Access page, click the Add another user link. In the person chooser, search for and select the user. When the Access page redisplays, choose the appropriate type of permission:

  • Read/Write
  • Read Only
  • Remove Access (to delete a user from the list)
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In order to access SAGE, you need an ASTRA role. Someone who creates eGC1s usually has a Proposal Preparer or Principal Investigator role, while a campus approver will typically have one of the reviewer roles: Division Reviewer, Department or Center Reviewer, or Dean Reviewer. Compliance reviewers have distinct ASTRA roles.

There are two ways to access the eGC1 you need to approve.

You must also have access to the specific eGC1 you want to review. By default, the “owners” of the eGC1 (Principal Investigator, Administrative Contact, Pre-Award Budget Contact, eGC1 Preparer, and possibly Budget Preparer) have access to any eCG1 on which they are named. In addition, a person can be assigned access (read-only or read/write) from within the eGC1.

Campus approvers have access to eGC1s 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 owner, someone with read/write access, or an Approver can use the “Add Approver” or “Add Watcher” links to add an additional reviewer to the graph.

  1. You can click on the link in the email notification you received, for example:

    Please click the link below to access, review and approve (or return) eGC1 A999999 so the application can continue the electronic approval process.

    [link appears here]

  2. You can log into SAGE at http://www.sage.washington.edu and click the Sign In button. Then click on the Approvals tab to see your “My Approvals” page.
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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.

Access Needed Assign This Role eGC1s That Can Be Accessed
To view eGC1s, but not to edit, add, 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 Proposal Preparer Any that you created, are a contact for, or are assigned access to
To edit existing eGC1s when not an owner, the creator, a contract, or assigned access Global Edit with an appropriate organization code Any eGC1 with a matching code for a node on the approval graph
To create new or access existing Subawards Subaward Preparer Any that you created, are a contact for, or are assigned access to. See Subawards Access and Permissions for more details.
To Approve or Watch eGC1s Appropriate level reviewer role (Div, Dept, Dean) with a corresponding organization code Any with a matching code for Approver or Watcher

The SAGE Read-Only, Global Edit, and reviewer roles require an organization code which defines the role’s limit or span of control.

What are the computer and browser requirements for SAGE?

SAGE has been designed to work on any standards-compliant Web browser. The following sections list the support for specific browsers.

Officially Supported Browsers
Browsers on which ORIS regularly tests new releases and will fix related bugs when discovered or reported.

Browser Versions Supported OSes Notes
Chrome latest & latest-1 MS Windows (7, 8, & 10)
Mac OS X

Limited Support
Browsers on which ORIS performs limited testing prior to release and will fix related, serious bugs when discovered or reported.

Browser Versions Supported OSes Notes
Firefox latest & latest -1 MS Windows (7, 8, & 10)
Mac OS X
MS Internet Explorer 10 & 11 MS Windows (7, 8, & 10) Only with compatibility mode turned off

Unsupported
Browsers on which ORIS does not test and will not fix related bugs.

  • Apple Safari
  • Microsoft Internet Explorer 9 or older
  • Microsoft Internet Explorer versions with compatibility mode turned on
  • All other browsers not listed under “Officially Supported” or “Limited Support”