Tag Archives: Post-Award Change

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.

This article describes when and to whom SERA sends email notifications. Select a link in the Email column to display an example of the email contents.

Note: Text in the examples that is in italic represents the specific values that the system adds to an email.

Email Purpose Sent When Sent To
Funding Action (FA) To notify owners that a funding action has been processed by GCA. The email includes a PDF of the completed form as an attachment. GCA completes the Campus Notify step while processing a funding action. PI, Application PI, Administrative Contact, Pre-Award Budget Contact, eGC1 Preparer, and first-level reviewers for the org code receiving funding.
Application Has Been Awarded To notify EH&S that an awarded application has an EH&S compliance approver or watcher. GCA completes the Campus Notify step while processing a funding action, and EH&S appears on the approval graph as a compliance reviewer. Appropriate reviewers for the node on the graph
Post Award Change (PAC) To notify owners of a post award change processed by GCA. The email includes a PDF of the completed form as an attachment. GCA completes the Campus Notify step while processing a post award change. PI, Application PI, Administrative Contact, Pre-Award Budget Contact, eGC1 Preparer and first-level reviewers for the org code receiving funding.
Advance Budget Request Processed​​​​​​​ To notify owners that an advance budget request has been processed by GCA. GCA completes the Campus Notify step while processing a budget advance. PI, the Advance Preparer(s).
Advance Sub-Budget Request Processed To notify the sub-budget PI and preparer that an Advance has been processed by GCA. GCA completes the Campus Notify step while processing a budget advance. Sub-budget Principal Investigator and the Advance Preparer(s)
Extension of Advance Budget Request Approved To notify the PI and preparer that an Advance Budget Number end date has been extended. GCA “Approve Extension” or “Approve Request to Extend Advance” Principal Investigator named on the Advance and the Advance Preparer(s)
Extension of Advance Budget Request Denied To notify the PI and preparer that a request to extend an Advance Budget Number end date has been denied. GCA denies the extension. Principal Investigator named on the Advance and the Advance Preparer(s)

You can return an action to OSP for changes as long as its status is other than Processed.

Clicking the Return to OSP link on the left navigation menu opens a pop-up window. The read-only section provides information about the action you are working on:

  • Admin Action Number or Funding Action Number
  • Current Status
  • Short Title
  • Principal Investigator
  • Sponsor
  • Budget Number
  • Budget Biennium
  • Current Location

The following image shows this dialog.

return to O S P dialog

You must include comments when returning an action. They will display on the History & Comments page in SERA, and on the OSP Notes page in SPAERC.

Below the Comments field, the “Item will be assigned to” field displays the OSP person assigned.

When you click the Return to OSP button, the action will close and your tasklist will display. You can click the Cancel link to return to the action without making any changes.

You can change who the action’s assignment by clicking the Reassign link on the left navigation menu. You can do this for an action in any status.

Clicking the link opens a dialog window, as shown in the following image.

action reassign dialog

The read-only section provides information about the action you are working on:

  • Admin Action Number or Funding Action Number
  • Current Status
  • Short Title
  • Principal Investigator
  • Sponsor
  • Budget Number
  • Budget Biennium
  • Current Location

The editable fields are:

Field Description
Comments An optional field; any comments entered will appear on the History & Comments page
Assign Item…to Location Select the new Team/Desk or location from the drop-down menu

Click Reassign to complete the process or Cancel to return to the action.

If you answered “No” to the “Is Data Entry Complete” question during the Campus Notify step, then you need to do this step to fully process the action.

When you click on the Complete link in the left navigation menu, a  dialog window displays with some basic information about the action, as shown in the image below.

  • Admin Action or Funding Action Number
  • Current Status
  • Short Title
  • Principal Investigator
  • Sponsor
  • Budget Number
  • Budget Biennium

action complete dialog

The system marks the data entry question “No” by default. You will need to mark it as “Yes”.

You must include comments. Your comments will display in the action’s history (and in the OSP Notes when viewed from SPAERC).

You are required to select an assignment field from the drop-down menu.

Click the Complete button to move the action to Processed status. The Last Action Taken will also change to Processed. Use the Cancel link to return to the action without making any changes.

Note: There is a brief overview of Cycles in a separate article.

Cycle Details Tab

The Cycle Details tab appears on Funding Actions and Post-Award Changes. It works a bit differently from the other tabs. Instead of clicking on it, you hover your mouse over the Cycle Details tab to see the “fly-out” menu. From that menu, you can see all of the items that are accessible from SERA and that are in the same cycle as the item you’re currently viewing.

Note: Items will not display in the fly-out menu if they are not accessible from SERA (either because they haven’t reached GCA, or, because they’re an item type not accessible in SERA).

cycle details tab showing fly-out menu

From the Cycle fly-out menu, you can either click on a specific item to open it or click the “View Cycle Details” link at the top to see the Cycle Details page. If you click on an application, you will see the “printable eGC1” PDF version of it.

Cycle Details Page

The SERA view of the Cycle Details page is a simpler version of the SPAERC Cycle Details page. The Basic Cycle Data section is the same, but in SERA you only see the Hierarchical View.

Basic Cycle Data

On the Cycle Details page, you can see basic details about all of the items contained within the cycle. You can click on the help link (question mark) next to Hierarchy View for a description of the columns displayed.

The Basic Cycle Data includes information common to the competing segment or project: the PI, Sponsor, the Short Title, and the Organization receiving funding. All of this information populates in the Cycle from the first item added to the Cycle.

cycle basic data section

Basic Cycle Data also includes:

Field Description
Cycle ID System assigned, unique to each Cycle.
PI The name of the PI responsible for this Cycle of research. Populates from the first item added to this cycle.
Sponsor The name of the funding sponsor for this Cycle of research. Populates from the first item added to this cycle.
Description A brief description of the Cycle that is more detailed than the Short Title.
File Location As of November 2013, this is always File.

  • Cycles created prior to January 2009 may have assignments other than File. Once assigned to File, however, they may not be reassigned. (Cycles created between January 2009 and November 2013 were automatically assigned to e-Shelf. In November 2013, any Cycle assigned to e-Shelf was changed to File via a data clean-up process.)
Related Cycles If the Cycle you are viewing has one or more related cycles, a drop-down appears that allows you to change which cycle you’re viewing.
Total Awarded This displays the total Awarded amount from the Funding Actions in this Cycle with a status of Processed.
Total All Related Cycles (Awarded) This displays the total awarded amount from all Funding Actions in this and Related Cycles (if any) with a status of Processed.
Are all eGC1s or funding actions related to this cycle currently in SPAERC? If there are paper documents associated with this cycle that pre-date eGC1s and funding actions, the answer to this question is “No.”

If there are any related cycles, they’ll be linked to in the Basic Cycle Data section.

Hierarchy View

sera cycle view hierarchically

You can customize the columns you see in this view by checking or un-checking the boxes. You can click on the help link (question mark) next to Hierarchy View for a description of the columns displayed.

Note: Only items that you can access from SERA will display an “Open” link.

In the Hierarchically view, the display column may represent something different based on the Item type. For example, the “Admin Action Types/App Types” column will display the Application type for Application Items, but will display the Requested Change type for a PAC.

The following table summarizes the information that displays for each Column based on the type of item.

View Column
Item Type Sponsor/
Subcontractor
Start Date,
End Date
Processing
Date
Amount Sponsor Award/UW PO Number Admin Action/
App Types
Applications Sponsor Proposed
Dates
Approved
Date
Requested Amount Sponsor Award Number App Types
Funding
Actions
Sponsor Actual
Dates
FA in GCA Date FA Current Amount Sponsor Award Number N/A
Subcontracts Subcontractor Period
Dates
Received Date SA Amount UW PO Number N/A
Other Admin
Actions
Sponsor N/A N/A N/A N/A Action-specific Admin Action Type (see below)
Advance
Requests
Sponsor Actual Dates Request Date Requested Amount N/A Adv Types

Each admin action type (PAC, PAN, etc.) defines actions specific to the type. The Admin Action Types column displays this type for each Admin Action Item in the cycle. The table below describes the column meaning for each specific Admin Action type.

Admin Action Type Admin Action Types Column Info
PAC Requested Change
PAN Content of Notification
NAA Agreement Type
CO Close Out Action

For all types, multiple selections may be made. When this occurs, the Hierarchically view displays “Multiple Types.”

OSP staff create Funding Actions (FA) and Post-Award Changes (PAC) using SPAERC. Once OSP completes the actions, they send them electronically to GCA for final processing.

You can return an FA or PAC to OSP for any needed changes by clicking the Return to OSP link on the left navigation menu. Once OSP makes the changes, they would resend the action for processing. The following images shows the link.

return to O S P link on the left navigation menu

Status Last Action Taken Process Stage
In GCA Received in GCA OSP completed the action and sent to GCA
Returned by GCA Returned by GCA GCA can return an action to OSP for any needed changes
Re-Sent by OSP Re-Sent by OSP OSP has made the requested changes and re-sent the action back to GCA
In GCA or Re-Sent by OSP Budget # Assigned/Confirmed GCA has added a new budget number to the action, or confirmed an existing one
In GCA Campus Notified GCA has notified campus that they completed the budget number set-up. The system sends the email to the PI, the eGC1 Administrative Contact and Pre-Award Budget Contact, the eGC1 Preparer, and the first level reviewers for the organization code receiving funding.
Processed Processed This indicates that all steps, including data entry, have been completed.

You will see the Assign/Confirm Budget Number link on the left navigation menu. This step allows you to either assign a new budget number to the action, or confirm the budget number automatically assumed by SAGE, based on related items.

When you click the link, a pop-up window displays. The set of read-only fields provides information about the action you are working on.

  • Admin Action or Funding Action Number
  • Current Status
  • Short Title
  • Principal Investigator
  • Sponsor
  • Budget Number
  • Budget Biennium

The following image shows this dialog.

assign confirm budget number dialog

The editable fields are:

Field Description
Type of Budget Select the appropriate budget category from the drop-down menu. Even if the action already has a Budget Number, the type will not display.
Budget Number When you select the Type of Budget, the system will automatically populate the Budget Number field with the next available budget number of that type. If the action already has a Budget Number, it will display.
Budget Biennium Once the Budget Number is populated, the system will display the Biennium value. If the action already has a Budget Biennium, it will display.

Click the Save button to complete the process, or the Cancel link to return to the action without making any changes.

After you add a budget number, the Notify Campus link will appear on the left navigation menu, and the system will set the Last Action Taken to “Budget # Assigned/Confirmed.”

Note: When an item is returned to OSP after the Budget Number Assign/Confirmed step, you will have to repeat this step once OSP re-sends it.

After you have assigned and/or confirmed the budget number for an action, you will see the Notify Campus link on the left navigation menu.  This link allows you to notify the PI, the eGC1 Administrative and Pre-Award Budget Contacts, the eGC1 Preparer, and the first-level reviewers for the organization code receiving funding, that you have set up the action’s budget.

Clicking the link opens a pop-up window. The Notify Campus section is read-only and provides information about the action you are working on. The following image shows this section.

notify campus dialog upper half

The data displayed are:

  • Admin Action or Funding Action Number
  • Current Status
  • Short Title
  • Principal Investigator
  • Sponsor
  • Budget Number
  • Budget Biennium

The following image shows the Confirm Data Entry section.

confirm data entry section

The editable fields are:

Field Description
Is Data Entry Complete? This is “No” by default.
Comments Enter any appropriate comments. These comments will display in the History for the action, and will be visible to OSP on the OSP Notes page.
Assign Item…to Location This is a required field.
Attach…to the email You can use the checkboxes to include additional attachments to the notification email. The file name, description, version and file type display for each attachment.
Recipient List The recipient list includes the Principal Investigator (eGC1’s PI), the Application Principal Investigator (eGC1’s Application PI), the eGC1 Preparer, Administrative Contact, Pre-Award Budget Contact, and the reviewers for the organization code receiving funding.

The reviewers may be division, department/center, or dean’s level depending on the unit’s routing rules. You can modify the campus notification recipient list if needed, as described below.

Click Notify Campus to complete the process or Cancel to return to the action.

The status of the action will vary depending on how you answered the Data Entry question.

  • If Yes, the action will change to Processed status.
  • If No, the action will remain in Campus Notified status. A new Complete link will appear on the left navigation menu. Use this to indicate that you have completed the data entry and to change the action to Processed status.

Examples of the FA and PAC notifications are in the SERA Notifications article.

Modifying the Recipients List

This list displays the name, email address, and relationship for each person included. Examples of the relationship would include Division Reviewer, Application eGC1 Preparer, Budget Contact. Each person’s entry also includes Update and Delete links. The following image shows an abbreviated example list.

example list of email recipients

Clicking Update allows you to change the email address of that person. An editable text box with the current email address appears, followed by a Save button and a Cancel link. You can change the address, and then click Save.

Clicking Delete for a person’s entry will display a confirmation pop-up that asks “Are you sure you want to delete this recipient?” You can click OK to confirm the deletion and remove that recipient, or Cancel to return to the list with no changes.

Below the recipients list is an Add Recipient link. This allows you to send the campus notification to additional people. Clicking the link will add another row to the list with a box to enter the person’s name, and another box for the email address. You can click Save to add the new recipient, or Cancel to return to the list with no changes.

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