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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.
SAGE Award Search Update
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.
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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:
- 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
- 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.
- 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.
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.
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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.
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.
