Product Updates

SAGE Release Calendar

The SAGE Release Calendar provides SAGE users with awareness of work in progress and a schedule for upcoming releases.  You can also review historical release details in the Release History section.

Upcoming Releases

Release Date System Downtime Release Description
Late February, 2024 Yes Integration of ASR SAGE Budgets to Workday Plans

Release History

Below are the dates of our historical project and maintenance releases.  Not included are production support patches that may have gone out intermittently in response to urgent needs.

This document covers the years 2022 to the present. A second document covers the years 2017-2021.

Review the SAGE Product Updates for more detailed information on features and fixes for any of the release dates below. The updates are generally linked from the Release Description.

2024 Releases Delivered

Release Date Release Description
February 22, 2024 SAGE Suite Release Notes

  • SAGE
    • Award Setup Requests
    • Modification Requests
    • SAGE Budget
  • SAGE Central
    • Award Setup Requests (OSP & GCA only)
    • Admin Actions (OSP)
  • Performance Improvements
February 6, 2024 SAGE Suite Release Notes

  • SAGE
    • Award Request List Filters
    • Award Search Update
    • Budget Alert & Validation for 03-62 (subaward) Line Entries

2023 Releases Delivered

Release Date Release Description
December 20, 2023 SAGE Suite Release Notes

  •  SAGE
    • Additional data available in the Award Requests List
    • Added filter by Award ID and filter by PI
    • Sync of current and past Workday awards to SAGE
    • “Processed” status filter for Advances reactivated
    • Additional fields added to SAGE Budget export
  • SAGE Central
    • Changing sponsor on non-award agreements issue fixed
November 30, 2023 SAGE Suite Release Notes

  • Fixes and Features
    • SAGE Awards
    • SAGE Advances
    • SAGE Budgets
  • Infrastructure Improvements
November 9, 2023 SAGE Suite Release Notes

  • Subawards
  • Holds on Award Setup (ASR) and Modification (MOD) Requests
  • Required Fields on Award and Budget Setup
  • Miscellaneous Maintenance
  • User Interface Design Component Updates
September 14, 2023 Awards Updates and Grant Runner Forms-H

  • Search in Award Requests List
  • Change the Linked SAGE Budget from an Award Setup Request
  • Grant Runner Updated with FORMS-H
  • Additional Maintenance and Fixes
August 31, 2023 SAGE Maintenance and Fixes
August 17, 2023 SAGE Maintenance Release

  • SAGE users can delete modification request when created in SAGE in Composing status, but not modification requests created by OSP in SAGE Central and sent to Campus to complete (even though status is in Composing).
  • OSP can delete modification requests when created in SAGE Central in OSP Setup status.
  • Ability to change an incorrectly connected eGC1 or Budget on Award Setup Requests
  • Campus users will not be able to delete a SAGE Budget that is connected to an ASR
  • Modification requests will display in the Award Request List based on the Award
    Application (eGC1) Contacts & Access page.
  • Ad hoc reviewers of Award Setup Requests (ASRs) can now view, open and approve ASRs in their request list
  • SAGE Budget rounding error correction
August 10, 2023 SAGE Maintenance Release

  • Modification Request Validations: The following validations have been added to Modifications to ensure the form is completed correctly:
    • A message will display on the “Review & Submit” section to confirm the Award Preparer is added to the “Access & Roles” section.
    • A gray check mark will display next to each section of the Modification that has been completed.
  • Users Able to Approve Advances: Previously, campus approvers were unable to approve advances when a newly created eGC1 included only the Cost Center, and the Organization Code (Org Code) did not exist. This fix allows these Advances to be approved by department approvers.
  • Approval Workflow Now Generates Correctly When Award Preparer Is Added: Approval workflows for Award Setup Requests and Modifications were not generating correctly when an award preparer was added to the eGC1 after the Office of Sponsored Programs (OSP) had created the Award Setup Request or Modification. Campus users can now refresh the Approvals page to generate the correct approval workflow so that the Award Setup Request or Modification can be submitted.
  • Deletion of OSP-Initiated Award Setup Requests: As noted in a previous announcement, Award Setup Requests initiated by OSP cannot be deleted by campus users in order to prevent accidental loss of OSP work.
  • eGC1 Search Fix: When searching eGC1s in advanced search, duplicate eGC1 search results have been removed.
  • Advance Budget Extension Request End Dates: An issue with Advance Budget Extension requests where the end date was not calculating correctly has been fixed.
  • Budget Display for Award Setup Requests: When searching for budgets to connect to an Award Setup Request, SAGE will display only budgets that are not already connected to an eGC1 or Award Setup Request.
July 19, 2023 ORIS FT SAGE Modifications Release

  • Award Modifications (MODs): Campus and OSP can create and route Award Modification Requests
  • SAGE Central: Filter Award Request List by OSP and GCA individual and/or team assignments
July 7, 2023 ORIS FT SAGE Release

  • Award Setup Requests
  • Cost Centers
  • SAGE Central
  • UW Centralized Sponsor & Donor Data
March 16, 2023 SAGE Maintenance Release

  • HR/Payroll Web Service Update
  • FCOI Label Updates in FIDS

2022 Releases Delivered

Release Date Release Description
December 27, 2022 SAGE Maintenance Release
September 22, 2022 SAGE Maintenance Release

  • Grants.gov Cipher and Cloud Migration Transition
  • Adjustments to Financial Conflict of Interest (FCOI) Labels
June 8, 2022 SAGE Maintenance:  .NET Framework Upgrade

  • A technical infrastructure release only to upgrade the .NET Framework to version 4.8, across the SAGE Suite.
  • This update is necessary to keep the infrastructure stable, secure, and covered under Microsoft support plans.
February 23, 2022 SAGE Maintenance: Grant Runner Forms-G updates
January 28-29, 2022 SAGE Budget: Legacy Budget Format Deprecation

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 that ADVs only display on the Award Requests List in SAGE Central).
    • 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.

November 9, 2023 SAGE Suite Release Notes

Contents

Subawards

Award Lookup Now Used for Subaward Setup

Subaward requests can now be submitted using SAGE. With the transition to Workday, subawards are now associated with Awards, rather than Funding Actions (FAs). To set up a new subaward, users will search and select their award, and the eGC1 data will default based on the award selected.

subaward request award lookup buttonsubaward request award lookup resultssubaward request award details

Funding Action (FA) Validation and Lookup Removed

Since subawards are now associated with awards, the subaward FA lookup is no longer active or needed, and the validation has been removed. For legacy subawards, the FA fields will continue to display for reference.
subaward request details with F A data

Holds on Award Setup (ASR) and Modification (MOD) Requests

OSP and GCA Can Apply Holds to ASRs and MODs

OSP and GCA can now set and remove holds on ASR and MOD Requests. A new Holds section is available in the left navigation. After saving holds, an entry will display in the Comments & History section of the ASR/MOD.
A S R and MOD holds section

History of Holds Added to Comments & History Section

Campus, OSP, and GCA can view the history of holds activity on the Comments and History section of the ASR or MOD request.
holds data in comments and history section

Holds Banner Displays on ASR and MOD Requests

When holds are applied to an ASR or MOD request, users will now see a banner at the top of the request, alerting them to the hold. The campus banner will be informational only, and highlighted in blue. The OSP and GCA banner will be red, and indicate any action that may be needed before moving the item forward in the workflow.

Campus banner
SAGE holds banner

OSP & GCA banner
SAGE Central holds banner

Required Fields on Award and Budget Setup

Required Fields on SAGE Budget Worksheets

The SAGE Budget worksheet settings have been updated to show an asterisk next to fields that are required for ASR and MOD requests. These fields support the Workday award data needs.
sage budget worksheet settings required fields

In the SAGE Budget Salary and Benefit Costs section, additional help text has been added to remind campus that a person must be entered with the Principal Investigator role to provide the necessary grant PI data to Workday for award setup.
additional heop text for principal investigator requirement

Required Fields on Award Setup Requests

Required fields on the Award Setup Request now display an asterisk next to the field label. When the user clicks in a required field and navigates away, additional red highlighting will draw their attention back to the fields required.
award setup request required fields example

Miscellaneous Maintenance

eGC1 Status Updated to “Awarded” When Awards Are Processed

When awards are set up in Workday and the award setup request is marked as “Processed” in SAGE, the associated eGC1 status will now change from “Approved” to “Awarded.”

OSP Ability to Change the Linked eGC1 on Award Setup Requests

When OSP initiates an ASR and while it is in “OSP Setup” status, OSP can now change the linked eGC1 if an error has been made, prior to sending the ASR to campus. OSP will need to refresh the “Access & Roles” section after changing the eGC1 to see updated eGC1 data.

Modification Start and End Dates Display for Schedule Changes

On Modification Requests, when users select the Schedule Changes category, the “Current Authorized Spending Start Date” and “Current Authorized Spending End Date” fields will be visible and enabled for users to enter the dates. Existing MOD requests already processed with the Schedule Changes category will display the date fields without any dates populated.

Removal of Deny Reason for Requests

An issue was preventing the deny reason on requests from saving properly. Until a full fix can be completed, in the interim, the deny reason field has been removed and OSP or GCA will now enter the reason as a comment instead. The denial reason field will be added back into a future release.

Advance Extension Requests No Longer Show Former Budget Numbers

The former budget numbers no longer display for users on new Advance Extension Requests.

Award Request List Default Set to 25 Rows for OSP and GCA

In order to improve performance and reduce load on systems, the defulat setting of the Award Request List for OSP and GCA will initially show 25 rows instead of 50 rows. Users can still set it to up to 50 rows if needed, for now, but with dome deteriorated performance expected.

Fix: Truncated Comments on Requests with URLs

ASR and MOD request comments with URLs in them now show proper alignment without truncation.

Fix: SAGE Budget Personnel Side Panel Freezes

The SAGE Budget TBD personnel entry has been updated to prevent side panel freezing when users clicked out of fields quickly, prior to SAGE saving the data.

Update: Missing PI Validation Message on Award Setup Requests

The language used on the Award Setup Request Review and Submit page when the SAGE Budget worksheet PI is missing has been updated to direct users back to SAGE Budget to add a worksheet PI.

Fix: Cannot download previous version of attachments on Requests

Users can now select the current or prior version of attachments on ASRs, MOD, and Advance requests.

Fix: Animal Use Protocols Not Always Saving Country Data

An issue with the saving of “Country” data when a new institution was added to Animal Use protocols on the eGC1 has been fixed.

Temporary Change: Advance Tasklist “Processed” Filter Deactivated

Due to performance issues, we have temporarily deactivated the “Processed” status filter on the SAGE Advance Tasklist. While we work on improvements, this temporary solution will protect system performance and mitigate risk. In the meantime, if campus users need to locate a processed advance, they should use Advanced Search and search by either the Advance number or the eGC1 number to find an item.

Please note that SAGE Central filters will not change, but we recommend avoiding filtering for all “Processed” advances until we patch the issue next week.

User Interface Design Component Updates

A required Angular Material version upgrade has been completed, which has slight impacts to the SAGE user interface. The design changes of note include the following:

SAGE Budget, Advances, and Awards Sections: Excess table spacing has been reduced, small font sizes have been increased, and all capital letters on buttons and table headers have been removed to improve readability and accessibility.

SAGE Budget Icons: Subaward and Fabrication worksheet icons have been updated in the left navigation and the Budget Summary section within the Other Costs table. The More Actions menu (three dots) has been replaced with a Delete Worksheet button for Internal, Subaward, and Fabrication worksheets in the left navigation.

user interface design components example

September 2023 Awards Updates and Grant Runner Forms-H

New Features & Completed Updates

  • Search in Award Requests List: Users can now search in the Award Requests list by eGC1 ID or Request ID (Advance, Award Setup Request, or Modification Request).
  • Change the Linked SAGE Budget from an Award Setup Request: Users can now disconnect a mistakenly connected SAGE Budget from an Award Setup Request in “Composing,” “Returned,” or “Withdrawn” status.
  • Required Field Validations: The Award Setup Requests will now show a validation message if the worksheet/award line PI or Security Grant Hierarchy are missing. Users will be guided back to the SAGE Budget worksheet settings to make those updates.
  • Cost Centers in Copied eGC1s: When an eGC1 is copied, the Cost Centers from the original eGC1 will now flow to the copy and be added to the approval graph automatically. Only active Cost Centers will be copied.
  • Error Message Improvements: Award Setup Requests and Modification Request error pages will now display additional information to assist with troubleshooting.
  • Grant Runner Updated with FORMS-H
    • FORMS-H Research Plan Form Now Available in Grant Runner: The updated PHS 398 Research Plan form is available for National Institutes of Health (NIH) applications. This update will support the high volume opportunities due early October, such as R01, R03, and R21 types. For more information, review our previous NIH FORMS-H announcement.
    • Legal Names on Forms: As a result of the SAGE changeover to display preferred name on eGC1s, an adjustment was made to Grant Runner forms to instead show Legal Name by default for the PD/PI, since this is most often the name that matches the eRACommons account. The legal name will now sync across SF424, Key Persons, and RR Budget forms for the PD/PI. In the future, we will add a feature to allow users to explicitly identify what their eRACommons name and login is to further reduce discrepancies and allow submissions to go through more smoothly.
    • Future FORMS-H Releases: The PHS 398 Career Development Award Supplemental form and PHS Fellowship Supplemental form are targeted for release in Grant Runner later this fall.
  • Budget Visibility on Award Setup Requests: An issue was resolved where budget detail on Award Setup Requests was at times not showing for items that were in a read-only state for the user, such as “Processed.”

September 2019 Fall Maintenance Release

SPAERC & SERA

Updates to Post-Award Change (PAC)

In order to improve the data quality, reporting, and analytics around award data, the following changes have been made to the Post-Award Change in SPAERC and SERA:

  • Addition of Revised Start Date field, displayed for the PAC Requested Change type “Start Date Change”
  • Addition of Revised End Date field, displayed for PAC Requested Change types “Extension”, “Early Termination”, or “Relinquishment”
  • Addition of Temporary End Date field, displayed for PAC Requested Change type “Temporary Budget Extension” (formerly called “Advanced Extension”)
  • Addition of Modification Number field
  • Addition of Originating Sponsor Award Number field, which will pre-populate from the parent FA data, when present.

Updates to PAC Notification PDF

The above new PAC fields will also be displayed on the PDF attachment that is sent to campus when a PAC has been processed.

Updates to Pending Actions Report

The above new PAC fields are also included on the GCA Pending Actions Report

PAC Requested Change Type Updates

The following changes have been made to existing PAC types:

  • “Advanced Extension” is now relabeled as “Temporary Budget Extension”
  • “Significant Financial Interest” has been removed
  • “Create Program Income” has been removed
  • “Change of Award” has been removed
  • “Change in Authorized Action” has been removed

The removed PAC Requested Change types will continue to display on historical PACs.

Update to Cycle View of PAC Data

When in the SPAERC or SERA Cycle view, the PAC row will now display the new Revised Start Date, Revised End Date, and Temporary End Date fields when populated.

Intellectual Property Provisions validation message update

The validation message that appears when the Intellectual Property Provisions question is not answered will now match the current question label, for added clarity.

SERA only: Future budget biennium selection removed

The Budget Biennium field, updated by GCA in many of the items in SERA, will no longer show future biennium dates for selection. This change will help prevent erroneous biennium selections.

July 2019 Maintenance Release

FIX: Unprocessing of FAs/PACs/ADVs Can Cause Errors

Periodically GCA staff need to “unprocess” an item previously completed. When new fields are added to SPAERC and SERA, it would at times cause validation messages at time of unprocessing of an item, that were not able to be corrected by GCA. The system has been updated to suppress validations during unprocessing, to alleviate this problem. The validations will again run when the item is re-processed.

March 2016 Maintenance Release

Updates

Links to New SERA User Guide

Additional help icons (question marks) have been added to SERA. These link to contextual help in the new SERA User Guide.

Fixes

Error when Inactivating Advances

An issue that was causing users to receive an error when trying to discard advances has been fixed.

December 2015 Maintenance Release

Features

Expose Cycle Details tab in SERA

GCA can now view cycle details from SERA. This provides GCA staff with greater visibility to the relationship between items, and makes it easier to quickly research the chronology of an award.

Subcontracts open in a new browser window in SERA

Subcontracts in SERA will now always open in a new browser window and will include navigation to related cycle items.

October 2015 Maintenance Release

Features

Allow GCA to delete their own attachments

GCA is now able to delete erroneously uploaded attachments to the funding action and post-award change in SERA. When an attachment is deleted, a note is added to the item recording who deleted the attachment and at what time.

Bug Fixes

Sponsored Program Activity Type and Clinical Trial Phase validations will no longer be applied in SERA

Sponsored Program Activity Type and Clinical Trial Phase, which are read-only fields on the FA in SERA, were at times generating validation errors in SERA when the fields contained missing or invalid entries. The system has been updated to no longer trigger these validations in SERA. The validation rules will be applied only in SPAERC, and FAs already in GCA or completed prior to these fields being added to the system will not be subject to the validation rules.

FA or PAC returned by GCA getting bad dates when flipped and re-sent

When an item is converted from PAC to FA or FA to PAC the “Received in GCA” date is no longer defaulted to 01/01/0001. Instead, it now shows the actual “Received in GCA” date for the item.

September 2015 Maintenance Release

Bug Fix

Older FAs in SERA have problems opening

An issue that had prevented Funding Actions that predated the creation of the Authorized Action field from being opened in SERA has been fixed.

July 2015 Maintenance Release

Features

View FA Sponsored Program Activity Type from SERA

The new Sponsored Program Activity Type field will be viewable on the Funding Actions in SERA.

Update SERA Pending Activities Report with Sponsored Program Activity Type and Institutional Activity Category fields

The “Export Pending Actions” report in SERA will be updated to include the new Institutional Activity Category, and the Type of Award field will be replaced with the new Sponsored Program Activity Type field.

October 2014 Maintenance Release

Features

Make Short Title field uppercase

The Short Title field for FA or PAC inherits the original value from its parent eGC1 which typically is a mixed case entry. A change has been made to always store and display this field in uppercase in SERA independent of the eGC1. This will help speed up data entry as GCA staff can directly copy and paste the data in FIN, and the budget name will already be in uppercase as required by FIN.

Include new FA and PAC data elements in extract

About 30 additional FA/PAC fields have been identified by GCA and added to the data extract (through “Export Pending Actions” from the “Search” tab in SERA). The new fields are added to the end of the file, and the GCA flag is listed as 9 separate yes/no columns on the report. The addition of these fields will help speed up the budget setup process as GCA staff won’t need to look for the information elsewhere.

Make FA “Total Cost Share Amount” Field format Numeric

The “Total Cost Share Amount” field on an FA (previously alphanumerical format) has been cleaned up and all historic non-numeric data has been purged (approved by OSP). The field has been reformatted to accept numeric values only. It is allowed to be empty when the Cost Share flag is “no”, and a numeric value or zero is required when Cost Share is “yes” per business rules. This change will help with cost share amount calculation and match that to Cost Share Summary in eFECS. As a result of this change, the reporting field “totalCostShareAmount” in the Award table in the EDW 1.0 database RAD has also been updated to numeric.

Update auto-generated ADV emails and add to Admin tools

The auto-generated campus notification emails (for FA, PAC and ADV) have been edited by GCA and updated in SERA. The content of these emails is now stored in the admin database and can now be managed through the SAGE admin tool. A new admin UI “SAGE/SERA” (similar to SAGE/SPAERC) is yet to be developed so GCA staff can access this admin tool and manage the content of these emails. This task will be included in a future release (to be prioritized and scheduled).

March 2014 Maintenance Release

Features

Subcontract UI changes

The SERA system has been updated to show the full PO number for all types of PO’s that could be used for subcontracts (T requisition numbers, Ariba EI and BPO numbers). SERA subcontract search has been updated to allow for searching on PAS and ARIBA type of PO numbers.