Tag Archives: Attachments

The Attached Documents page includes all the electronic files attached to the eGC1 for routing, approval, and later reference.

Note: Users and reviewers with access to the eGC1 can view all documents.

For details on how to update an existing attachment or upload a new attachment, see eGC1 and Grant Runner Attachments.

Attachment sections:

In this section, upload and attach the documents that will ultimately be submitted to the sponsor. Attaching them to the eGC1 makes them available online to all authorized approvers, including OSP.

Be sure to organize the documents according to the sponsor’s specifications. Use the PDF file format unless the sponsor indicates otherwise.

If there are pages that OSP needs to sign, place those pages in a separate PDF and upload the file in this section.

You can attach a draft version and update it with the final version before indicating that your application is “ready to submit.”

Internal Documents for OSP

In this section, you should attach the documents that OSP needs for compliance reasons or for a better understanding of the information with the grant application.  OSP will not submit these documents to the sponsor. An example is the Cost Share Addendum.

If both OSP and your department reviewers need to view these internal documents, upload them here. Any reviewer can see all of the attached documents regardless of which section they are in.

Internal Documents for Dept/School/College

In this section, you should upload and attach the documents for your reviewers other than OSP.

Any reviewer can see all of the attached documents regardless of which section they are in.

Connected Budget Documents

The Connected Budget Data section links to the current versions of your connected budget and sub budgets. You will see the connected budget and sub budgets, with the budget number, budget type, budget name, and Budget Edit Number. To display a budget in Microsoft Excel, click the budget link.

When your eGC1 and budget are in Composing, Withdrawn, or Returned status, you can modify the data in the budget. The Budget Edit Number will change when you make modifications to the parent budget or any attached sub budgets. When your eGC1 and budget are in Routing or In OSP status, you cannot edit the budget unless you withdraw the eGC1 or OSP returns it.

Once OSP has approved the eGC1, you can edit the linked budget. When you link a budget period to an eGC1, you cannot link it to another eGC1. You can link the budget’s future periods to another eGC1. This allows you to revise the approved budget period and update future periods to reflect changes in funding.

Uploaded by OSP

These documents are uploaded by OSP in support of, or in reference to, this application. You can view the documents from within the eGC1. If the eGC1 is in Returned status, you can update an attachment, but you cannot delete it.

You can view award and administrative documents associated with your application from the Related Attachments section. This includes signed concurrence letters, notification documents from sponsor, agreements, extension approvals, and subaward documents.

Please note that you cannot view compliance documents, and significant financial interest (SFI) documents from Related Attachments.

Note: The Related Attachments list may not include some non-award agreements (NAA). This happens when OSP processes the NAA while the related eGC1 is still in Composing status. If you need to view an NAA that is not available, please contact OSP by email to request the file.

The following information is displayed for each file.

Field Description
Description As entered by the OSP administrator. Common descriptions may include:

  • Fully executed award
  • Signed Concurrence Letter
  • Notification from Sponsor
File Name  The name of the attached file.
Source The type of item and the item number to which the file is attached. Common item types include Funding Actions (FA), Pre-award notifications (PAN), Post Award Changes (PAC), and Subawards (SC).
Version The current version of the file, indicating whether the file was updated.
File Type As indicated by the OSP administrator who processed it. File types included are:

  • Agreement Documents
  • Award Documents
  • Internal (UW) Documents
  • Notification Documents to/from Sponsor.
Attached The date and time the document was attached to the source item. Documents display in reverse chronological order.

System Generated Budget Snapshots (Historical)

The System Generated Budget Snapshots (Historical) section is only displayed for eGC1s with budgets associated or disassociated before April 20, 2011. SAGE previously attached snapshots of the budget as it was when it was associated with or disassociated from an eGC1. To view the snapshots in Microsoft Excel, click the View link.  You cannot remove these documents. The system will not generate new snapshots.

Tip: To take advantage of the new budgeting versioning and integration features, disassociate the associated budget from the eGC1, and then connect your budget. You will see more detailed information in Budget History and be able to view your most current budget information in the eGC1.

When you connect an older budget, the Budget Edit Numbers will start with “1” regardless of how many edits you made before April 20, 2011.

Use the View Attachments button on the upper right of the Subaward Overview page to display the Subaward Attachments page.

This page lists all of the attachments associated with the subaward, grouped into Department Request Documents and OSP Documents. You can use the Filter function to display attachments for just a single request.

In addition to the standard information about an attachment, the list includes the Subaward Request Number.

To return to the Subaward Overview page, select the Close button below the list or use the breadcrumb.

The following image shows this page.

subawards view attachments page

OSP requires specific documents for New requests and for Modifications. Review the Setup page for Subawards for a description of the required documents.

To upload and attach a document, select Add Attachment. The following image shows the link.

subawards attachments section

When you upload the first attachment, the page will refresh. You will see two attachment subsections: Department Request Documents and OSP Documents. All of the documents you upload will display in the Department section. Any documents that OSP uploads will display in the OSP section.

The following image shows the attachments section with a file.

subawards attachments section

Once you have uploaded an attachment, you can view it by selecting its Description. Use the Update link to upload a new version of an existing attachment. The Delete link will remove the attachment. Note that if there is more than one version of an attachment, you can only update or delete the most recent version. The following image shows an example of an updated attachment.

subawards example of an updated attachment

Once you have submitted your subaward request, you will see a View Attachments button on the upper right of the Subaward Overview page. The View Attachments page displays all of the attachments associated with your subaward’s requests in one list.

Chrome and Attachment Names with Commas

Issue: If the file you attach to your eGC1 contains a comma in its name, you will have a problem opening it in Chrome.

Workaround: Rename the file before attaching to eliminate this issue, or if already attached, use a different browser to view the file.

How will I know when award or other documents are attached to my eGC1?

At this time, we do not send a notification when a new document is attached to your eGC1. The best strategy for tracking new documents is to check the Attached Documents page of your eGC1 regularly.

How do I attach, update and delete eGC1 documents?

October 2015 SAGE Maintenance Release

New Features, Changes and Bug Fixes

eGC1   

  • A new multi-select Country field has been added to the eGC1, to track where international work will be performed.  This field will be visible to users only when they answer “YES” to the question of whether work will be performed internationally.  This country-level data will be used in reporting and analytics.
  • The Sponsored Program Activity Type field on the eGC1 and FA was amended to allow users without a mouse to utilize the drop down control with keyboard alone. This change supports making the SAGE application more accessible.  The expand/collapse capability in the drop down is also removed, since this was causing some confusion with users.  The list of selectable options will be fully expanded, within their respective categories, making for a more intuitive user experience.
  • Bug Fix:  An issue that was causing eGC1 approval snapshots to not display attachments that had newer versions uploaded after the snapshot was taken has been fixed so that all point-in-time versions of attachments display in approval snapshots.

SAGE Reporting Update

The Subaward Status Report will be located in the BI Portal and will replace the existing static report found on the OSP website.  This version will be near real-time (data refreshed nightly), giving campus more timely information on the status of their pending subawards, and will alleviate the time consuming preparation done by OSP in posting the current static report.

Note: This report will be available in the days following the SAGE release.

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