Tag Archives: Awards

August 7, 2024 SAGE Suite Release Notes

SAGE-to-Workday Integrations

  • Award Integration When an Advance Exists: When an Award Setup Request (ASR) is routed to GCA and an award in Advance Spend status already exists in Workday, SAGE now sends the remainder of the award setup data to Workday. This integration will reduce manual entry for GCA and expedite processing of new awards from an existing advance.
  • Allow GCA to Select Award Lines to Integrate to Workday: When transitioning from an award in Advance Spent status to a fully setup award in Workday, GCA may now use the associated ASR to select which SAGE Budget worksheets should integrate as award lines in Workday. This prevents duplicate lines from being set up when multiple award lines already exist. When an award in Advance Spend status does not already exist, all award lines will be integrated by default.

Note: This feature is visible within SAGE Central for OSP and GCA only.

  • Display Message for GCA for Award Setup Requests for Advance Spend Awards: When transitioning from an award with Advance Spend status to a fully setup award in Workday, the associated ASR now displays a message for GCA to indicate that an Advance exists and provides guidance on system behavior.

Award Setup Requests

  • Display Workday Award Number in Header: When viewing an ASR in Processed status or one with an associated processed advance, users now see the Workday Award ID referenced in the header of the ASR.
  • Display Workday Budget Totals by Object Class and Ledger: All ASR users can now see the object class, ledger names, and totals within the Budget and Lines section. This represents the amounts by object class that will be sent to Workday via integration to establish the Workday Award Plan.
  • Customize View for Budget and Award Lines Section: All ASR users can now customize their Budget and Award Lines section to view or hide the object class/ledger or award line details for more concise viewing.
  • Fix: Erroneous Validation Messages on Award Setup Requests: Budget-related validations in an ASR will now only show when specific SAGE Budget or award line data is missing or problematic. The validation message now clearly specifies when a budget is not connected to a request.

Advance Requests

  • Advance Request Form Changes: Advance Request formatting has been adjusted to align with the design of the Award Setup and Modification Requests. This consistency improves the user experience and supports the future integration of Advance Requests. Key changes include:
    • Request Form Header: When available, the Workday Award ID and the legacy (FIN) budget number now display in the header of the advance.
    • Navigation: The right side panel of eGC1 information has been relocated to the General Information section of the left navigation.
    • General Information Section: The following eGC1 fields now display in the General Information Section: short title, long title, Sponsored Program Activity type. A new subsection now provides RFA details from the eGC1 for GCA benefit. Additional help text has also been added to clarify alternative department worktag needs. These same fields display in the Review and Submit section and the Request Summary once the request has been submitted.
    • Supporting Attachments Section: GCA can now add attachments to the Advance Request.
    • GCA Team Assignments Moved to “More Options”: GCA can now assign advances in the same way as other requests, adding consistency to their views and processes.
  • Renewal Advance Form Help Text Update: The General Information section of a renewal advance is now updated with help text to prompt users to add information related to the worktags in need of renewal.

Award Requests List

  • Label Update for Filter by Principal Investigator: The “By Department/Center” header in the Filter Requests section now reads “By Principal Investigator.” This filter allows users to display all requests for a given PI. Searches can be refined by selecting additional status filters.

eGC1/Applications

  • Fix: Applications Tasklist Sort in SAGE Central Not Working Properly: In SAGE Central, the Applications tasklist now properly returns sorted results when more than one sort level is specified.
  • Fix: Personnel and Role Type Search Not Working Properly in SAGE eGC1 Tasklist: Searching by personnel lookup and role type in the SAGE eGC1 tasklist is now functioning as expected.

April 11, 2024 SAGE Suite Release Notes

SAGE eGC1 Update

  • Principal Investigator (PI) Escalation Process Remediated: When PI Escalation is selected on an eGC1 Certify & Route page, the reviewer for the Cost Center Receiving Funding is now able to approve the eGC1 on the PI’s behalf in their absence.

SAGE Budget Updates & Fixes

  • Budget Navigation & Snapshot Help Text Updates: Within SAGE Budget, the left navigation menu text of an open budget has been updated from “History” to “Snapshots & History.” Once selected, additional help text clarifies the use of snapshots for Award Modifications.
  • Improved Performance on Complex Budgets: Technical improvements have been made to decrease the time it takes to load and save large, complex SAGE budgets, improving SAGE stability by reducing timeouts experienced by users.
  • Fix: Worksheet Custom F&A Saving Issues: An issue has been resolved where users were at times experiencing long wait times when saving custom F&A settings.

SAGE Awards Updates & Fixes

  • Character Limit for Return Comments Increased: When reviewers return Award Setup Requests (ASRs) or Modification Requests (MODs) to campus users, reviewers now may enter up to 1,000 characters when adding comments for return reasons.
  • Fix: Missing Workday Awards Synced to SAGE: The Workday award numbers now display for all processed award requests (Advance, Award Setup, and Modification Requests).Note: This fix was implemented as a patch on 3/27/2024 to address missing award ID reports.
  • Fix: Award PI Not Displaying on the Request List: When a PI is changed on an award, users now see the current Workday Award PI on the request list, instead of the PI at the time of the request.
  • Fix: Changing the Award Preparer Blocks ASR Resubmissions: Changing the Award Preparer while an ASR is in process no longer causes errors when attempting to resubmit returned ASRs.
  • Fix: Ad hoc Award Reviewer Events and Comments Not Saving: Ad hoc approver actions (approvals or returns) now log as event records in the Comments & History section, and reviewer comments are now saved as expected.Note: An update is still required to implement sending an email notification to the Award Preparer when an Ad Hoc Approver returns an item.

SAGE Subawards Update

  • Subaward Performance Improvements: Performance improvements have been implemented to decrease the processing time required to open and submit subawards.

SAGE Central Updates

  • Funding Entity Name Default in Admin Actions: When an Office of Sponsored Programs (OSP) user creates a new admin action that is linked to an eGC1, the current sponsor name from FECDM will default, instead of the original SAGE sponsor name from the eGC1.

Award Email Notifications

  • Award Notifications Updated: Notification formats for ADVs, ASRs, and MODs have been updated to provide clarity on when action is needed and by whom.

Miscellaneous Maintenance

  • SAGE No Longer Sends $0 Rows to Workday Plans: The SAGE integration to Workday has been updated so that rows with $0 amounts will not be integrated into Award Plans. This was occurring at times when PIs were added to SAGE budgets with no costs, or when line items existed with no costs in the current period.
  • Error Handling Updated for Dependent Services: To improve SAGE stabilization, improvements have been made to error handling when external services that SAGE depends on are unavailable. This will reduce load on the servers when issues arise that prevent SAGE from retrieving data from those systems and services.
  • Required Security Updates: To keep SAGE up-to-date with security needs, the technology used for development of SAGE user interfaces (Node, Angular, Nx) has been updated to the most recent versions.

February 6, 2024 SAGE Suite Release Notes

Contents

SAGE Award Request List Filters

The following enhancements to the Filter List provide more options to help users quickly and easily find their awards:

  • New Filters: Users can now select the new “All Statuses” or “All Request Types” filters.
  • Filter Defaults:
    • When filtering “By Award” and selecting a Workday Award ID, SAGE will automatically set the secondary filter to “All Request Types,” however users can choose to select only the request types they need before applying the filters.
    • The Filter List now clearly indicates which status and request types are selected by default (default selections are blue and include a checkmark).
      • For campus users, “All Statuses” and “All Request Types” will be selected by default.
      • For the Office of Sponsored Programs (OSP) and Grant & Contract Accounting (GCA), default statuses will be selected for their team’s statuses only.
  • Reordered Filters: Based on user feedback, filtering “By Award” and “By Department/Center” now displays at the top of the Filter List.

The Award search label has been updated from “Application (eGC1) ID” to “Request Application (eGC1) ID,” for added clarity around which eGC1 users are searching.

Reminder: Modification requests will only display in search results when a modification eGC1 was entered on the request.

SAGE Budget Alert & Validation for 03-62 (subaward) Line Entries

As an added reminder, SAGE Budget now displays an alert that the 03-62 (subaward) line entry is for the proposal budget only. Additionally, Award Setup Requests that include 03-62 as a line entry will be blocked from submission, and users will be reminded to instead create a subaward worksheet.

December 20, 2023 SAGE Suite Release Notes

Contents

Features and Fixes

SAGE Awards

New Data in the Award Request List

The following data has been added to the Award Requests List, for quick, at-a-glance context around each request:

  • Short title (added for Modifications; already exists for Awards)
  • eGC1 (added for Modifications; already exists for Awards)
  • Cost Center ID (added for Award Setup Requests; may not appear for Modifications)
  • Principal Investigator
  • Workday Award ID
  • Sponsor Name
  • Prime/Originating Sponsor Name

Filter Enhancements in the Award Requests List

The following enhancements for filtering the Award Requests List improve performance and provide more filter-by options:

  1. Award Filter Buttons
    • To improve performance when selecting award filters, users now need to select the new “Apply Filters” button at the top of the Filter Requests sidebar in order for the filtered results to display. Users can also remove all filters by selecting the new “Clear Filters” button
    • awards filter apply and clear buttons
  2. Filter by Award ID
    • Users can now filter the Award Requests List by Workday Award ID to see all Award Setup, Modification, or Advance Requests (ASRs, MODs, and ADVs) for a given award. This is helpful in confirming if a request has already been started, or to quickly monitor outstanding items for a particular award.
    • Note: When filtering by Award ID, users will only see items that they have permissions to view per the “Access and Roles” section. When searching for a given award, users will see all results, though they will only be able to view items they have access to.
    • Note: There is a known bug where recently processed ASRs may not display the Workday Award ID in the Award Requests List.
  3. Filter by Principal Investigator (PI)
    • Users can now filter the Award Requests List by PI. This allows users to view all requests (ASRs, MODs, and ADVs) for the selected PI.

filter by award id or principal investigator

Workday Awards Now Sync to SAGE

Workday awards are immediately available in SAGE for users to create subaward and MOD requests once the new ASR or ADV is processed in SAGE. The data sync also backfills data from converted awards and awards processed prior to this release.

SAGE Advances

Update: Status Filter for Processed Advances is Reactivated

The “Processed” status filter found on the Advance Tasklist is now reactivated for users. To protect system stability, the filter had been temporarily deactivated while performance improvements were pending.

SAGE Budget

Budget Export Fields Added

Cost Center, Security Grant Hierarchy, and worksheet-level Principal Investigators have been added to SAGE Budget exports. When budget exports are attached to MODs, these details will help GCA with the required setup in Workday.

November 30, 2023 SAGE Suite Release Notes

Contents

Features and Fixes

SAGE Awards

Search Award Request List by eGC1 or Request ID

Users are now able to search for Award Setup, Modification, and Advance Requests from within the Awards section by either the Request ID (ASRxxxx, MODxxxx, ADVxxxx) or the Application (eGC1) ID (Axxxx) associated with the request. This is an exact-match search, so the full ID is required.

award request tasklist search results

Note: For modifications, searching by Request ID is more accurate, since the eGC1 associated with the request may not always be populated.

SAGE Advances

Fix: Advance Extension Requests Budget Selection

Advance Extension requests no longer require selection of a budget number or sub budget, and can proceed with submission to GCA.

SAGE Budget

Fix: SAGE Budget Contacts and Access Caching Issue

An issue has been resolved where SAGE Budget contacts and access were not refreshing properly when navigating between budgets. The system now refreshes as expected, and users no longer have to do a manual refresh to see the accurate list of individuals.

Infrastructure and Performance Improvements

Improved Load Balancing Across Production Servers

In order to better handle the volume of users in SAGE and improve system stabilization, a change was made on 11/20/2023 to modify the approach used to balance users and system calls across the multiple production servers that support SAGE. ORIS and UW-IT have collaborated on the solution and are jointly monitoring its success and stability.

Optimized SQL Server Settings for Improved Stability and Performance

In order to improve performance of the SAGE Suite applications, a review of the SQL Server has been performed, and settings have been modified per best practices. Indexes have also been added to support improved performance.

Improved Error Handling for Award Request Workflow Status Delays

When the event handling service does not return the new status for a request that is returned, denied, or approved within a reasonable timeframe, the system will only retry a specified number of times before the user will get a message to try refreshing later. This will prevent possible system issues if retries continue indefinitely.

Note: This update will go out independently of the other updates, shortly following the release.

Refactored Approach to Search and Future Filters

The technical approach to award search and filtering was refactored to address past performance issues. This refactoring supports the search feature and will yield significant improvements for users with the additional filtering coming in the December release.

Awards Comments & History

The Comments & History section displays entries for events in the award request process. You can also add a comment at any time. The entries display in reverse chronological order, so the most recent one is first.

The following image shows an example of this page for a fully processed award.

Example of the Comments & History section on a processed award.

Note: Not all actions have comments, such as system-generated history events. For those entries, a dash (-) will appear in the Comment column.

Add and Delete Comments

You can manually add a comment by selecting the Add Comment button above the table, as shown in the following image.

add comment button next to Comments and History heading

A dialog window will display. When you start entering your comment, the Add Comment button in the lower right corner of the window will be enabled. Ensure you add explanatory comments to your requests for anything that might not be clear to OSP or GCA. Select Add Comment to save your comment.

You can only delete your own manually added comments. To remove the comment, select the trash can icon to the right of the comment in the table.

You can also add a comment from anywhere within the Award Setup Request by selecting the “more actions” (3 vertical dots) icon at the far left of the header, and choosing Add Comment.

more actions menu with add comment link

ASR & MOD Comment Examples

Information Type Sample Information to provide within comments ASR MOD
Explain what you are asking for on the Modification request
  • No Cost or Temporary Internal Extension?
    • Please extend Workday Grant IDs GR123456, GR123457
  • Change of PI?
    • We need to change Dr. XYZ to Dr. ABC
  • Progress report/RPPR?
    • Indicate the request is for a progress report
X
URL for SAGE Budget snapshot

required for all MODs requesting funding changes

E.g.: Budget snapshot: https://sage.admin.uw.edu/…06:21.1234567: 00

For help with creating and adding SAGE Budget snapshots to MODs, use the following 2 job aids:

X
Compliance Details IRB study numbers and approval dates or if items are pending, indicate they are pending:

UW IRB STUDY00123456 approved thru 1/26/25

OAW approval uploaded to Supporting Attachments

Dr. Harriette Husky is in the process of completing her FCOI training

X X
Sponsor Contact information Please send all correspondence to sponsor contact: Dr. Jane Doe,  jane.doe246@acme.com X X
Sponsor Deadline for Accepting Award or Modification? Include details about the deadline X X
Awards with Advances ADV12345 approved for this award X
NIH fellowship awards I am working with the fellow and mentor to get original signatures on the Activation Notice. Once I have these, I will send the original to OSP for institutional signature and to send to NIH. X

Comments & History Event Entries

The system will add an entry for the events described in the following table. The “Comment Type” column indicates if there will be any comment text, and if so, whether it is system-generated or user-entered.

History Event Event Trigger Comment Type
Created request Clicking “Select” button next to eGC1 (none)
Submitted for routing Clicking “Submit & Route” button on Review & Submit page System-generated
Resubmitted for routing Clicking “Submit & Re-Route” button on Review & Submit page after a return User-entered and required
Approved Clicking “Approve” button on Request Summary page of routing Award Setup Request or Modification Request (none)
Returned Clicking “Return Request” button in return modal of Award Setup or Modification Request User-entered and required
Withdrawn Clicking “Withdraw” button (none)
Added ad hoc approver Clicking “Add ad hoc Approver” button in add approver modal User-entered and optional
Removed ad hoc approver Clicking “Remove Approver” button on the ad hoc approver’s workflow graph node User-entered and optional
Commented Clicking “Add Comment” button on the Comments & History page, or by selecting “Add Comment” from the “more actions” menu in the advance header User-entered and required (to complete process)

July 2023 ORIS FT SAGE Modifications Release

Release Summary

  • Award Modifications (MODs): Campus and OSP can now create and route Award Modifications, and filter modification requests by request type and status from the Award Requests list. The following resources will be shared with campus:
  • SAGE Central
    • Filter Award Request List by OSP and GCA individual and/or team assignments

ORIS FT SAGE Release

Release Highlights Include:

  • SAGE Awards: The new SAGE Awards feature will replace email communication and provide a seamless award setup request process
    through autofill of eGC1 and SAGE Budget data, and integrations with Workday Finance. Additional SAGE Award highlights include:

    • Award Setup Requests: The Award Setup Request process in SAGE will be used to create new awards. SAGE Budget is now required during the Award Setup Request process. Learn more about creating an Award Setup Request.
    • Award Requests List: The Award Requests list will provide a centralized look for campus and central offices at in-progress award requests.
  • Cost Centers: With Finance Transformation, Cost Centers will replace Financial Organization Codes (Org Codes) across the SAGE Suite.
  • SAGE Central: SAGE Central will provide a centralized view of awards for the Office of Sponsored Programs (OSP) and Grant & Contract Accounting (GCA).
  • UW Centralized Sponsor & Donor Data: SAGE will now utilize a new centralized sponsor database. If SAGE users cannot find a sponsor in the SAGE sponsor search, rather than emailing OSP, there will be a link to the new Request Sponsor Form to have the sponsor added. Once the addition is confirmed, users can select the sponsor in SAGE.

New Terms/Abbreviations

  • Award Setup Request (ASR)
  • Modification Request (MOD)
  • Advance Request (ADV)
  • Funding Entity Core Data Management (FECDM)
  • Research Integration Platform (RIP)