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- Cancel a subaward request either “In OSP” or “Withdrawn” status.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 This section includes requests that have not reached Active status (i.e. Composing, In OSP, OSP Assigned, Withdrawn, Returned, or Issued).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Your subaward requests in either “Returned” or “Withdrawn” status also have an arrow icon next to the status to help you identify those requiring action.
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
Subaward Statuses
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 |
Indicates 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 . |
The new Subawards section in SAGE marks a change in both business process and system usage.
Former State:
- All subaward intake actions managed through Ariba
New State:
- Subaward intake initiates through SAGE, provides OSP the ability to issue agreements at an earlier stage
- Procurement setup & invoicing for subawards continues to initiate through Ariba
New in SAGE: Subawards
For this initial release, the following new capabilities and features are available to campus users through SAGE:
- Create a new subaward request and submit to OSP
- Create a new modification request and submit to OSP
- Search/View subaward requests and current status from My Subawards tasklist
- View a detailed summary of all subaward modification history
- Help documentation available through the “?” icons
Important ASTRA Permissions
Users must have the “SAGE Subaward Preparer” role to create new subaward and modification requests. ASTRA: Who Can Authorize me?
Outgoing Subaward Resources
Upcoming Releases
Over the next few months additional releases will provide other functionality, such as:
- returns and resubmit capability
- visibility to OSP comments and hold details
Based on your feedback, enhancements will be prioritized following this initial release.
A subaward is a formal legal agreement between the UW and another organization. For additional information on policy, review the UW Research Subawards material.
There are two types of subawards:
- Outgoing subaward: UW portions some work to another institution.
- Incoming subaward: Awarded institution portions some work to UW.
SAGE Subawards is for outgoing subawards only.
When UW portions work out to another institution, that institution is referred to as the subrecipient.
The Subaward Access and Permissions article describes who can create or edit subawards and subaward actions.