This SAGE update introduces to you easier collaboration with the Office of Sponsored Programs (OSP), more subaward status transparency and a refreshed user interface.
Collaboration
If you are a Subaward Preparer, you are able to:
Withdraw a subaward request with “In OSP” status
Cancel a subaward request either “In OSP” or “Withdrawn” status.
OSP can return subaward requests that are “In OSP” or “OSP Assigned” status and will include an return comment so you can revise and resubmit.
Transparency
For better transparency, a history of changes and comments now displays on your subaward.
You can track the following types of events and comments from the Subaward Overview and within each Subaward Request:
Status Changes (includes returns with explanations and related comments)
Ad hoc OSP comments to you about a subaward
OSP Assignment changes
Changes to attachments
Changes to OSP Assignment Date, Issue Date, and Fully Executed Date
The Subaward Overview page allows you to either view a comprehensive list of events for all related subaward requests, or filter to see only those for a particular request.
Ease of Use
Subawards refreshed design makes it easier for you to find the information that matters most.
Two new sections on the Subaward Overview Page:
Request In Process – This section helps you quickly identify the current request being worked on. This section includes requests that have not reached Active status (i.e. Composing, In OSP, OSP Assigned, Withdrawn, Returned, or Issued).
Processed Requests – This section includes any requests your items that have been processed for this subaward (i.e. Active, Expired, or Canceled).
You and OSP now share the same interface, which makes it easier for collaboration on subaward development.
My Subawards Task List
The “Latest Request Status” column helps you easily identify the status of requests that are still in process.
Your subaward requests in either “Returned” or “Withdrawn” status also have an arrow icon next to the status to help you identify those requiring action.
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.
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.
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.
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.
You can view changes to the subaward and its subaward requests in this section.
On the Subaward Overview page, the All Event History & Comments section shows all changes for the subaward and its related requests.
Initially, the accordioned section displays in collapsed mode. You can expand it by selecting the V-shaped “chevron” at the far right of the section title. Clicking the rotated chevron will collapse the section.
On a Request Details page, the Event History & Comments section shows events related to that specific request only.
When you expand the section, you can select Filter to display the filtering options. For the Event Type filter, all of the check boxes are unselected by default, so all types display. To limit the list to just one or more types, select those check boxes.
Status Change
All status changes with their associated comments
Comments
Just the comments from OSP, when a request is returned, and from campus, when the returned request is resubmitted
Assignment Change
Changes to the OSP Assigned To value
Contact Change
Changes to the UW or Subrecipient contacts; only appears in the “All” events section on the Overview page
Attachment Change
Added, updated and deleted files
When on the Overview page, you can also select a specific request from the Request ID drop-down menu to limit the events list to changes for just that item.
The following image show the All Event section filters.
For each event or comment, the information shown includes:
Event Type, such as Status Change
Subaward number (SC) or Subaward Request number (SA)
Person who made the change
Date and time when the change occurred
System generated description of the change
Comments from OSP and campus about a returned and resubmitted request
The Details page displays when you open a New request in Composing status, or when you select a request from the Request in Process or Processed Requests sections of the Subaward Overview page. If the request is in Composing, Withdrawn, or Returned status, you will be able to edit it.
Note: From the Request Details page, you can select the SC number part of the breadcrumb to return to the Subaward Overview page, as shown in the following image.
On the Request Details page, you will see these sections:
For a New request, this section displays the values you entered when you submitted the request. It will be read-only unless the request is in Composing, Withdrawn, or Returned status.
If you change the eGC1, the Look Up Funding Action button will re-display, and you will need to choose a Funding Action associated with the new eGC1.
The following image shows an example of this section.
Modification Details
This section displays the associated eGC1, the Funding Action, and Purchase Order Number. If the request is in Composing, Withdrawn, or Returned status, you may edit these fields. The FA Start and End Dates, and the FA Amount always display in read-only mode.
Changing the eGC1 requires you to select a new Funding Action from those associated with that new eGC1.
Modification Type(s)
This section displays the types selected and any associated values. Review Creating a Modification Request for details. The following image displays this section.
OSP Managed Information
This section provides information about the progress of your request. This image below shows a fully processed New request in Active status. Therefore all of the date fields have a value. The Modification Number value is only used with Modification requests.
Field
Description
SA Assigned To
The person in OSP who is reviewing your request, or File if the request has been processed.
SA Assignment Date
The date when the request was changed to OSP Assigned status.
SA Status
The current status of this request.
Modification Number
OSP enters this value. It is used to confirm the sequence of changes to the subaward agreement.
SA Issue Date
The date when the request was issued to the subrecipient.
When you are composing a new subaward request, you will need to complete the required fields for the UW and Subrecipient Contacts before submitting it. Once submitted, you can update the Contacts information on the Overview Page.
Adding UW Contacts
When you select the eGC1, the system auto-populates the UW PI from the application. While the request is in Composing status, you can change the PI information.
The Subaward Preparer auto-populates with the person who creates the New subaward request. You can change the preparer.
You will need to add the UW Financial Contact before you can submit your request. Use the look up button to search for and select the appropriate person. The system will auto-populate the Name, Email, and Phone fields. Once you have added a person, a Change link will display.
Subrecipient Contacts
You must add the name and email address for the Subrecipient PI (Principal Investigator) before you can submit your request. The phone number is optional.
Optionally, you may also add the name and email for a Subrecipient Contact. Include any other contact information in the Notes field.
Updating the Contacts
If you are a UW contact on the subaward, or have the Subaward Preparer ASTRA role, you may edit the non-PI contacts. Only OSP can make changes to the UW PI or Subrecipient PI.
Note: If the Subrecipient PI is blank, you’ll be able to add contact information regardless of status.
Select Edit Contacts to make the contact information editable, as shown in the following image.
The button label will switch to Save Contacts for saving your changes. A Cancel link displays below the button, if you decide not to make any changes.
The following image shows the Subaward Contacts section, in editing mode.
To update the current Subaward Preparer or Financial Contact, select the “change” link to access the personnel chooser.
Enter any new information for the Subrecipient Contact or notes.
This section displays general information about the subaward.
The following image shows an example of this section.
Field
Description
Project Title
Populated from the full title of the application associated with the initial subaward request.
Project Short Title
Populated from the short title of the application associated with the initial subaward request.
Subrecipient
The institution receiving the subaward.
Note: If the subrecipient’s certification status is expired and needs re-certification, a prompt will display beneath the subrecipient name, as shown in the image above
If you would like to help facilitate that process:
Click the link to the Subrecipient Certification PDF form
Have the subrecipient complete the form
Upload the signed form as an attachment in your Subaward Request
The form is not required prior to submission of the subaward request. This status prompt and link will also display in the Subaward Overview Summary section.
Populated from the Funding Action associated with the initial (New) subaward request. The Start Date for any modification requests will populated from that of the subaward. The End Date will adjust based on any modification requests that reach Active or Expired status.
Total Subaward Amount
Calculated field which includes any supplemental funding or de-obligation in modification requests that have reached Active or Expired status
Automatic carry forward authorization by PI?
Yes, No, or Not Applicable, as indicated when the subaward was created
Subaward Contacts
Review the Subaward Contacts article for details on managing the contacts information.
Request in Process
When a subaward request has a status of Composing, In OSP, OSP Assigned, Issued, Withdrawn or Returned, it will display in this section.
Note: Only one request can be in process at a time.
The following image shows this section.
Summary information displays for the request.
Field
Description
Request Type
“Initial” for a new subaward; one or more types for a modification
Modification Number
OSP enters this value. It confirms the sequence of changes to the subaward agreement.
Current Status
Status of the request
Request End Date
End Date for the request
Request Amount
Amount for the request
BPO Number
BPO Number for the request
OSP Assigned to
Upon submission, the system assigns a request to Subaward Intake. OSP will then assign it to the individual who will review it, generally when it moves to OSP Assigned status.
Latest Update
The latest status change event for this request. It shows who made the change and when, and includes a description and any related comments.
You can select the request number or the Open link to see the request details page.
From this section, you can also Withdraw a request in In OSP status, or cancel a request that is in In OSP, OSP Assigned, or Issued status.
If there is no request in process, a CreateModificationRequest button will appear. Select it to create a new modification.
Processed Requests
This section lists all of the requests associated with this subaward, with the most recent listed first. The following image shows an example of this section.
Field
Description
Subaward Request Number
The subaward request’s system-generated unique number
Modification Number
OSP enters this value. It confirms the sequence of changes to the subaward agreement.
Request Type
Initial for a New request or one or more of the following types for Modifications:
Extension
Early Termination
Supplement
De-obligation
Scope Change
Other Modification
Note that a modification cannot be both an Extension and an Early Termination.
When you create a new subaward, the Subaward and Request statuses will be the same from Composing through Active as OSP reviews and processes the new request. Once the subaward reaches Active status, the status of any modification requests will be independent of the overall subaward’s status.
When all of a subaward’s requests reach Expired status, then the system will automatically change the subaward’s status to Expired.
OSP can change a subaward’s status as follows:
From
To
Effect on Requests
In OSP, OSP Assigned, or Issued
Canceled, if there are no requests in Active or Expired status
If there is only a New request with a matching status, then the request will be Canceled.
Expired
Active
No change to requests
Expired
Closed Out
No change to requests
Close Out
Active or Expired
No change to requests
Canceled
In OSP, OSP Assigned, or Issued
No change to requests
Subaward Request Statuses
A Subaward Request will have one of the following statuses.
Status
Description
Composing
Newly created initial request or modification request, not yet submitted to OSP. You can delete requests that are in Composing status.
In OSP
Request is submitted to OSP for review; the system assigns the request to Subaward Intake initially. You can cancel or withdraw the request when it is in this status. OSP can return the request.
Withdrawn
Request was pulled back by campus for changes. You can only withdraw a requests in status In OSP. You can cancel a withdrawn request.
Returned
Returned to campus by OSP for changes. OSP can return a requests in either In OSP or OSP Assigned status. You can cancel a returned request.
The Subaward Preparer will receive an email notification when OSP returns a request.
OSP Assigned
Assigned to an OSP staff member for review.
Issued
Issued to the Subrecipient.
Canceled
Indicateds the request will not be processed. You may cancel a New or Modification subaward request that is in a status of Returned, Withdrawn, or In OSP.
If a subaward only has a New request, then the system will change the subaward to Canceled status.
Active
A fully-executed request.
Expired
The system will automatically change a Subaward request’s status to Expired once its end date is in the past.
Closed Out (Subaward only)
The Subaward has been completed. When OSP changes a subaward to Closed Out status, its request statuses remain unchanged .
You can create a modification for an existing subaward with a status of Active, Expired, or Closed Out, if it has no other modification in process.
In the Request in Process section of the Overview page, select CreateModification Request to display the modification request form.
Modification Details
Select Look Up eGC1 to choose the appropriate application from the list of related eGC1s for this subaward. Only Approved or Awarded eGC1s display in the list.
The page will refresh and display the Look Up Funding Action button. Use it to choose a Funding Action (FA) from those associated with the selected eGC1. The Funding Action’s Start and End Dates, and Amount will display for reference.
The following image shows this section with all data entered.
Modification Type(s)
You must select at least one type of modification, and fill in the corresponding information. The Subaward Start and End Dates, Subaward Total Amount and the Request Start Date fields display for reference.
Modification Type
Request Description
Additional Data Required
Extension
For a new Subaward End Date which extends the current project period; once you select Extension, Early Termination is no longer selectable
Request End Date
Early Termination
For a new Subaward End Date which shortens the project period; once you select Early Termination, Extension is no longer selectable
Request End Date
Funding Change
For a decrease (Deobligation) or increase (Supplement) to the subaward’s funding.
Enter a negative Funding Change Amount for a Deobligation.
Funding Change Type of De-obligation or Supplement and a Funding Change Amount
Scope Change
For a change in the Scope of Work
An attachment that includes background information and/or objectives and work to be performed
Other Modification
For other changes
Special Terms or Instructions for OSP. Note: characters such as < or > will cause errors.
The following image shows a modification for an extension and a supplement funding change.
Notes
SAGE will not allow you to submit a modification for both an Extension and an Early Termination.
The Request Start Date field is not editable.
If you just need to change the BPO number for your subaward, email ospsubs@uw.edu to request the change.
Attachments
If your modification includes a Scope Change, you must upload an attachment. Include any other appropriate attachments. OSP requires specific documents for modifications. Review the Setup page for Subawards for a description of the required documents.
Save or Submit
At the bottom of the page you can select either Save Draft and Close or Submit.
If you have not completed filling in all the required information, select Save Draft and Close to save and return to the Subaward Overview page. You can also save by selecting the SC number in the breadcrumb at the top of the page.
Selecting Submit will validate that you have completed all of the required fields. If not, the modification request page will re-display with validation messages for missing information.
Note: If your subaward is older and therefore missing contact information, when you select Submit, you will see a validation message. The Contacts section will display as part of the Modification page so that you can add the required data.
If all required information has been entered, the submission will complete and the Subaward Overview page will display a confirmation of the submission.
Note: If your modification is in Withdrawn or Returned status, the button’s label is Resubmit.
In order to create a new subaward for one of your existing eGC1s, you must have the SAGE Subaward Preparer ASTRA role.
Beyond that, your relationship to the subaward will determine whether you can edit or view it.
Campus Role or Access Type
Create New Subaward or Modification
Edit Composing, Withdrawn, or Returned Subaward Requests
Edit Contact Information (from Overview Page)
Edit Manage Access List
Open Subaward & View Request Details
Subaward Preparer ASTRA Role
YES
YES
YES
Subaward Contact (PI, Preparer, Financial)
Create only Modifications
YES
YES
YES
YES
Assigned Read/Write Access
Create only Modifications
YES
YES
YES
YES
Assigned Read-Only Access
YES
Any Role on any associated eGC1(s)
YES
Notes:
The category “Any Role on any associated eGC1(s)” includes anyone who has access to an eGC1 (PI, contacts, or read/write or read-only access) that is related to the subaward through its Funding Action(s).
The Edit Contact Information applies only to the following:
