Tag Archives: Admin Action

To delete an item in SPAERC, you must have the OSP System Admin ASTRA role.

For Admin Actions, you can delete one

  • regardless of status
  • with or without a parent
  • whether or not it is in a Cycle

You can create an admin action in three ways:

The best way to create an Admin Action is from a parent item. When you create an Admin Action from a parent item, the system automatically populates some fields with details from the parent item. An Application, Cycle, or Funding Action might be the parent of an Admin Action.

In rare situations, you may need to create an Admin Action without a parent. For example, OSP may receive notification of funding before the research team has submitted an eGC1. In this case, you can create an Admin Action, convert it to a Funding Action, and then make the FA a child of the application as soon as the eGC1 is complete and In OSP.

To create an Admin Action from the Tasklist of a Parent Item

  1. Click the appropriate tab for the parent item. For example, if the parent is an application, click the Applications tab.
  2. Locate the parent item on the tasklist, and click the Actions + button located in the right-most tasklist column.
  3. In the button’s drop-down menu, select Create New Action.

create new action from the tasklist

The new Unidentified Admin Action will display. The system will assigned it a unique number with a prefix of AA and the action will inherit basic project details from its parent.

create child action from tasklist

To create an Admin Action from within the Parent Item

If you have already opened the parent Application or Funding Action, select the Admin Actions tab, and click the Create New Admin Action link to create a new unidentified Admin Action.

application admin action tab

To create an Admin Action from the Administration Tab

Hover over the Administration tab, and select Create new Admin Action from the drop-down menu.

administration tab menu

After you create the Admin Action, you can look up and select a parent for it. If the parent is:

  • A new cycle, the system will copy the project details from the Admin Action to the cycle.
  • An existing cycle, the cycle’s data values for Short Title, Sponsor, Org Receiving Funding, and Sponsor Award Number will replace those of the action. The PI specified on the Admin Action will not change.
  • An existing eGC1, the project details from the eGC1 will replace those of the Admin Action.
  • An existing Funding Action, the system will copy project details from the FA to the Admin Action.

You can change any Funding Action or Admin Action in Approved, Denied, Duplicate, or Returned by GCA status back to In OSP status. Use the In OSP link on the left navigation menu to start the process.

action left menu in O S P choice

A pop-up window will appear that will allow you to change the status, reassign the item, and add comments if desired.

action to in O S P dialog

Add any explanatory comments you wish, reassign the item if necessary, then click on the In OSP button to complete the process. The pop-up window will close, and the item details page will refresh showing the new status.

Note: If you change an Admin Action assigned to the location File back to In OSP status, the system displays a warning message, which reads:

“An Admin Action with status of In OSP may not be assigned to File. Please modify the status or the assignment.”

To complete the process, you will need to reassign the Admin Action to a value other than File.

You can access the OSP Notes page by clicking the OSP Notes tab from an opened item. This page is only visible to people with access to SPAERC. You can use this page to:

  • Enter notes for the item.
  • View all the OSP Notes for the item.
  • View system-generated notes for holds or assignments.

Note: The OSP Notes History section at the bottom of the main FA or PAC page is visible to both SPAERC and SERA users, and contains some of the OSP Notes information. In an eGC1 application, the OSP Notes also display at the bottom of the Control Sheet.

To add an OSP note

  • From the open application, click the OSP Notes tab.
  • In the Notes field, enter your comments. You can then click the Reset button to clear the text or click Save to keep the note.
  • After clicking Save, the page will refresh and display the newly-added comment. Once you add a note, you cannot edit or delete it.

Information Displayed

The Application OSP Notes History displays the details of four types of actions: status changes, assignments, holds, and notes directly added.

A Funding Action may also have a note with a type of “GCA Update.” This indicates that GCA has edited a field. The note text will indicate the change. For example, Budget Details Location changed from [Award documents] to [eGC1 Attachments].

O S P notes for an application

Columns, reading from left to right, are:

  • Date: when the action occurred.
  • Type: what action generated the entry.
  • Entered by: the person taking the action.
  • Status: shows the value that resulted from the action taken.
  • Assigned to: for an assignment change, the new person.
  • OSP Note Text: system-generated comments or ones directly entered.

A single action can result in multiple entries on the OSP Notes page. The following image shows an example.

O S P notes multiple entry example

Reading from the bottom to the top:

  1. The application was assigned to Lauren
  2. Lauren returned it to campus
  3. When campus (Katherine) re-routed it to OSP at 4:36 PM, the system logged two entries:
    • An assignment to the OSP reviewer as part of the re-completion (indicated as SPAERC Administrator)
    • A change of status to In OSP

A breadcrumb trail displays immediately under the “SPAERC” heading. The left-most choice is “Back to Spaerc Tasklist” which you can use to return to the last tasklist viewed. To the right of that is the item number. Click it to return to the page you see when you first open that type of item. In the case of an eGC1, the last part of the breadcrumb is the page being displayed.

The page heading displays just below the breadcrumb and includes the Short Title, the item ID, and the name of the PI. This appears on every page as a quick reference. The following image shows these heading parts.

item breadcrumb links, title, I D, and P I name

This article covers:

Using the Action Bar

action bar icons

The icons on the action bar will vary depending on the item you are viewing, and whether the item is locked or unlocked.

Possible Icons in the Action Bar

save icon Save Writes any changes made to the database
reset icon Reset Form Clears any text entered on the page since the last save
Previous page icon Previous Page Displays the preceding page in an application
next page icon Next Page Displays the following page in an application

Note: any time you navigate from one page to another, SPAERC saves any changes made to the item.

Within an application, the eGC1 pages contain a Previous link and a Continue button, which provide another way to navigate from page to page.

Using the Left Navigation Menu

left navigation menu for an application

The left navigation menu for an item generally contains “action” links such as change status, place or remove holds, save & close. For an application, you will also see links to view its pages, a summary, the approval graph and related approvals pages.

Using the Item Tabs

Use the set of tabs across the top of the main display area to access pages related to the item. Generally, you use the left-most tab to return to the page you see when you first open that item.

The following image shows the set of tabs for an application. The tabs are: Application, Funding Actions, Admin Actions, OSP Notes, Assignments, Status, Auto Generated Documents, and Cycle Details.

application item tabs

Applications, Funding Actions, and Admin Actions have the following tabs in common.

Tab Description
OSP Notes Displays both system-generated notes and any that you add directly by using the text box on the page. For more details, see the OSP Notes Page article.
Assignments Used to reassign the item, and optionally some related items, to another individual within OSP. You can also view assignment history. For more details, see the Reassign an Item article.
Status Shows the history of status changes to the item from when it was initially created. For more details, see the Status article for the specific item type.
Auto Generated Documents Displays a page with email and/or letters you can use to communicate with the research team or the sponsor. See the Auto Generated Documents articles for more details.
Cycle Details When hovered over with the mouse, this tab displays a flyout list of this item’s cycle ID and all of that cycle’s related items. If no one has placed the item in a cycle yet, no list will appear. If you click the tab when there is no cycle, a pop-up window will appear with options for placing the item into a cycle. See the Cycles articles for more details.

In addition to the common tabs, since Applications and Funding Actions can have related items (children), they have tabs for viewing a list of these items, and accessing them.

  • Applications have a Funding Actions and an Admin Actions tab.
  • Funding Actions have a Subawards and an Admin Actions tab.

Note: Use the Admin Actions tab to create a new Admin and/or Funding Action as a child of the current item.

Cycles have just the OSP Notes and Assignments tabs.