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.
The Approval Graph for an application is based on:
- The Cost Center Receiving Funding ID
- Any cost sharing Cost Center IDs
- Any additional Cost Center IDs listed on the “PI, Personnel & Organizations” page
- Any facilities or centers identified in the compliance section of the eGC1
- Cost Center for the PI and personnel listed on the eGC1
- Primary position unit’s Cost Center ID, if different from the selected unit, for the PI and personnel listed on the eGC1
Use the Additional Organizational Unit Reviewers section if this application requires the approval of any additional departments or units (not identified by the above categories) for:
- Joint Appointment Units
- TBA Personnel Units
- Space and/or Resources
- Other (for example, CoMotion)
Note: Only add those units not already represented on the approval graph.
You must add at least the Cost Center Receiving Funding on the Details page and the PI before SAGE can generate a draft approval graph. When that is done, you will see a “View draft approval graph” link below and to the right of this section. The graph will update as you add additional reviewers.
Select Look Up Cost Center (or Add another Cost Center) at the bottom left of this section to add the Cost Center Number and Name. You must then select the appropriate Approval Rule Type from the drop-down menu and add Comments.
The following image shows an example of an added organization for a joint appointment.
Use the Delete link to the right of the added department or unit to remove it from the list. The system will prompt you for a confirmation of the deletion.
This page is where you indicate:
- The Principal Investigator (PI)
- Any additional research personnel involved with the proposed project and their roles
- Any additional organizational or common interdisciplinary units that need to review the application
SAGE will pull in Financial Interest Disclosure System (FIDS) data to provide the disclosure and FCOI training status for all personnel who are investigators.
The Additional Organizational Unit Reviewers section allows you to add reviewers for joint academic appointments, TBA personnel units, space and/or resources, and any other reason.
The Common Interdisciplinary Organizational Unit Reviewers section allows you to quickly select a unit and add their reviewers.
Note: You should keep the PI and Personnel list up-to-date throughout the life of the research project.
Release date: 7/11/2017
SAGE was updated July 6th to reflect Workday salary and payroll data. This release includes a few fixes to the SAGE system.
Re-enabled Items
We’ve re-enabled the following
- Personnel Chooser: Re-enabled the ability to search for group NetIDs
- Approvals Tab: Re-enabled the Advanced Search
- Subcontract Sub Budgets: Re-enabled the ability to set custom fringe benefit rate settings for sub budgets of type Subcontract
Fixes
SAGE General Updates
Updates throughout SAGE Suite.
Data Source Updates
SAGE Suite will now use Workday data rather than HEPPS data.
Infrastructure Updates
Technology updates were made to modernize and stabilize SAGE system as areas of the software were updated.
SAGE Personnel Chooser (throughout SAGE Suite)
Search Options
Now search by EmployeeID, in addition to Name and UW NetID
Academic Appointments and Positions
When a Position and Academic Appointment are linked, they will be combined and displayed in one line
Displayed Fields
- Employee Name will display legal name
- Title will display the more useful Academic Appointment title when available. If not available, then Position title will display.
- Academic Appointment Type will display next to Title. This is new data available through Workday that provides information about the nature of the Academic Appointment. Academic Appointment Types can be Primary, Joint, Dual, or Admin. Academic Appointment Types are not applicable to Positions.
- Associated Organizational Units will display:
- Organization Name and Code display for Positions and Academic Appointments associated with a Position
- Supervisory Organization Name and Code display for Academic Appointments not related to a Position
- An indicator of a person’s Primary Position now displays next to the unit where the Primary Position resides. Primary Position replaces the former “home department” concept when determining necessary approvals.
SAGE eGC1 PI, Personnel, & Organizations Page Updates
Additional Organizational Reviewers Moved to Renamed PI, Personnel & Organizations Page
The former FG-9 Compliance page question for identifying additional organizational reviewers has been moved to the PI, Personnel & Organizations page, to align it with the personnel entries that are also feeding the approval graph. While selecting personnel, if joint appointment units need to be identified, you can now do so from the same page.
View Approval Graph link added to PI, Personnel & Organizations Page
The View Approval Graph link will now show in two places on the eGC1 — on the Certify and Route page (as always) and now also on the PI, Personnel & Organizations page. While you are changing personnel and adding additional organizational reviewers, this newly added link will allow you to quickly view the impact of your changes on the approval graph.
Primary Position Organization Code Added to Personnel Summary List
Once a person and their corresponding position have been added to the list of personnel, you will now see the organizational units for both the selected position and primary position for the chosen person. This will be a reminder that the primary position’s organizational unit will appear on the graph as well as the selected position.
SAGE Compliance Page Update
The additional organizational unit reviewers question (FG-9) has been relocated to the bottom of the PI, Personnel, & Organizations page (see above for more details).
SAGE Approvals Updates
Approval Graph Generation
- Primary Position Unit will now be used for adding Reviewers/Watchers to the Approval Graph, as the unit associated with the Primary Position replaces the concept of “home department”.
- Selected Unit will continue to be used for adding Reviewers/Watchers to the Approval Graph, but the unit will be derived as follows:
- If the selected line is for a Position, then SAGE will use the Position’s Organization Code
- If the selected line is for an Academic Appointment linked to a Position, then SAGE will use the linked Position’s Organization Code
- If the selected line is an Academic Appointment not linked to any Position, then SAGE will use the Supervisory Organization Code associated with the Academic Appointment
SAGE Budget Updates
Restructured to accommodate Workday data integration.
Object Codes
Object Codes
Are less granular in Workday with only one digit of sub-object code. They are associated with Job Profile and linked to Position rather than Distribution. Impacted Object codes are 01 Salaries and wages, 07 Employee benefits, and 08 Scholarships and awards.
- All ‘01-1X’ → ‘01-10’; ’01-2X’ → ’01-20’; etc.
- ’07-06’ → ’07-00’
- ’08-02’ → ’08-00’
Historical sub-object codes are still available for manual selection – if desired; user can select the old/more descriptive title description.
Multiple Object Code Types
The extra modal for Multiple Object Code types has been eliminated. The system defaults the object code to the one associated with the person’s Primary Position.
Benefit Rate & Costs
Default Benefit Exemptions
SAGE will now derive insurance and retirement benefit eligibility using the person’s Primary Position Object Code based on info provided by MAA as part of UW GIM 3 fringe-benefit-load-rate. This derivation of benefit exemptions works for all object codes except 01-70 (professional staff), which will default to “None” (no exemptions). For ’01-70’, there will also be an alert/message asking verify and update health and/or retirement benefit eligibility for professional staff personnel.
Earning Codes
In Workday, Earning Codes replaces the concept of Earn Types. Earning Codes are less granular and do not map exactly to historical Earn Types. Earning Codes will display on the Line Update page under Pay Type, providing additional context about salary and wages.
Institutional Base Salary (UW Monthly Salary)
Salary and wages that are considered IBS will now be pre-checked based on the updated GIM 35 definition of IBS.
RRD
Reduced responsibility cannot be uniquely identified in Workday, so the RRD personnel notification email from SAGE that’s sent post-award has been discontinued.
Non-Salary Distributions
Object Code ‘07’
SAGE does not receive any retiree Supplement data from Workday. Retirees without regular salaries but with active Academic Appointments can be added to your budget but salary and benefit information must be added manually using the [Starting Monthly Salary] field.
Object Code ‘08’
Stipends information under object code ’08’ is available as Stipends without benefits under ’08-00’ (less granular object code). Stipends under Object code ‘08’ are not considered UW Salary or IBS, and are excluded from benefit calculations.
Salary Amounts
There are 2 separate branches of distributions in Workday: planned compensation and period pays. Both are included in salary calculations for all salary fields. If current planned compensation and period pays, we will include those. If no current planned compensation or period pays are available, SAGE will utilize future dated data.
Update or Convert Salary
The SAGE Budget worksheet will now display an “H” icon next to Salary and Wages lines last updated with HEPPS data.
If you edit a HEPPS Salary and Wages line, the Line Setup modal will provide a link to “Convert” the salary, which will remove all HEPPS earning lines, and re-add the person’s latest salary lines from Workday. Prior to the removal, the system keeps a snapshot of the HEPPS earning data. The instant of the snapshot can be viewed using the History tab of a budget.
For Salary and Wages lines created or last updated with Workday data, no “H” indicator will display. The Line Setup modal will allow you to “Update” the salary (no conversion is needed).
Budget Periods
The Update Periods modal has all periods displayed on the same page for the selected line item.
With the right access, the user can update salary and benefit for each period (and thereafter). However, if the selected record is personnel from HEPPS, then the Update Salary link will not be visible. The Update Salary link only works for Workday data.
The display of Sea Pay personnel and salary info has been rearranged and shown with multiple periods. # of Hour info for each period can be entered on the same page.
Worksheet Line Setup (Non-Personnel)
The “NOTES” icon has been removed, and a note section is added to the line Item setup page. Instead of going to Period 1, 2, etc., user can access the new Line Item Update page directly by using the “Go to Iine Item Update”.
The Line Setup page includes all periods on the same page. Other than the calculated fields such as % and totals, cells for all periods can be edited together. However, the totals are not recalculated upon entry, but upon leaving. User will only be able to view the new totals after Return to Worksheet.
The setup page for personnel, including To Be Determined (TBD) persons, consists of four sections:
Primary Position Type & Fringe Benefit Rate
This section contains the values for the person added, as described in the following table. This following image shows the fields with example data for a budget that includes APL benefits.
| Field |
Description |
| Name |
The person selected in the Personnel Chooser or “TBD” for placeholder personnel |
| Title |
The selected person’s title or the user-entered title for a TBD person. |
| UW Sub Object Code |
The UW Sub Object Code for the person. |
| Include APL Benefits |
Displays if you selected Budget includes Applied Physics Lab (APL) in the Advanced Settings section of the Properties tab. If checked, the Benefit Type for this person will be APL. |
| Benefits Exemptions |
Provides current HR benefit exemption information on the individual. |
| Current Campus or APL Benefit Rates |
Displays the appropriate benefit information for this person.
If Include APL Benefits is checked, the two APL Rates will display. |
| Cascade Entries |
If checked, will indicate that the system cascaded salary values across periods. |
Project Role and Effort
This section indicates whether the person’s position is Calendar or Academic, their role in the project, and the amount of effort.
| Field |
Description |
| Worker Position Type |
Calendar is a 12-month period. Academic/Summer consists of a 9-month academic period plus a 3-month summer period. |
| Project Role |
Roles are:
- Principal Investigator
- Application PI
- Multiple PI
- Mentor
- Co-Investigator
- Faculty
- Key Personnel
- Post Doctoral Associate
- Graduate Student
- Undergraduate Student
- Secretarial/Clerical
- Fellow (deprecated)
- Other (default)
|
| % Effort
Academic % Effort
Calendar % Effort |
Used to calculate the Person Months, Period and Project Totals for the person’s (01) Salaries and Wages line items. It is dependent on appointment type.
- For a “Calendar” appointment, the percentage of effort is calculated on a 12-month period.
- For an “Academic” appointment, the effort periods are broken into two terms, Academic (9 months) and Summer (3 months).
|
| Academic Hours Per Month
Summer Hours Per Month |
Displayed only for Academic Appointment types, once for Academic and once for Summer. The value is equal to the % Effort times 173.3 (the number of hours in a standard month). |
Salary, Wages, and Stipends
This section displays information about the person’s earnings.
Note: Salaries are adjusted to reflect any salary cap on the Targets & Caps Tab. Personnel with a capped salary are indicated.
| Field |
Description |
| Date Retrieved |
System-generated date (mm/dd/yyyy) indicating when the salary information was retrieved from the source system. |
| UW Monthly Salary |
The salary of the person based on a 100% FTE. |
| Clinical Monthly Salary |
The clinical salary information where applicable. |
The earnings table lists all of the earnings for the selected person.
| Column |
Description |
| Checkbox |
This is checked by default to include this row in the Starting Monthly Salary total |
| PositionID |
Unique identifier for the Workday position |
| Obj-SubObject |
This value is 01 for Salary and Wages, followed by the sub-object code for the selected person |
| Cost Center |
Cost center name and code |
| Organization |
Organizational unit name and 10-digit code |
| Position Title |
Selected person’s title for this position |
| Pay Type |
Possible pay types are:
- Allowance
- Stipend
- Basepay
Administrative and Endowed Supplements are included for Non-Faculty Personnel. |
| Unallocated Rate |
Monthly or Hourly Rate |
| Distribution % |
Proportion of total for this earning type |
| FTE Rate |
Total of Unallocated Rate value times the Distribution percent |
The Starting Monthly Salary field will reflect the total of the selected (checked) earning rows.
Notes
This section displays any user-entered notes for this personnel entry.