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May 2013

May 5, 2013

  • OSP Notes for returning an item to GCA will be a required field.
  • A new date can be added to the tasklist called assigned to date. This will allow you to track when new items are added to your list.
  • Only users with the Subcontracts Role will be able to create a subcontract shell. General users will no longer be able to add a subcontract shell within an FA.
  • Subcontracts formerly assigned to Verenice Bendana (Barbosa) and Judy Yoshioka will be moved to e-shelf.
  • One additional question has been added to the eGC1 Security Compliance Questions. Approval workflow was added for Security Review when the preparer answers “Yes” to the new question. An automatic hold will apply when the preparer answers “Yes” to any of the Security questions. The new workflow process will apply to only newly created eGC1s at the time of release.
  • Budget number and prior budget number field validation has been placed to allow only numeric and dash in these fields.
  • Advance Budget Request will always be blocked until OSP allows the Advance Budget Request to go through. GIM updates, process updates and procedures are still being vetted.

Planned Bug Fixes:

  • The error message color block for Subcontracts page validation will be corrected to fully cover all the error text in color.
  • Status Checker will no longer display HTML code.
  • Pending Sponsor and Pending Flow Through Sponsor will not be allowed on approval of Applications or FA’s.

Related Funding and Admin Actions

To see a list of any related FAs or AAs, you can click on the Funding Actions or Admin Actions tab in an opened Application.

Related Funding Actions

For FAs, the information shown includes:

  • Funding Action Number
  • Funding Action Amount
  • Start and End dates of the funding period
  • UW Budget Number for the currently funded project (six digit value), if assigned
  • Sponsor Award Number, if present

You can click on the Open link to the left of the FA Number to open the item.

Related Admin Actions

The AAs displayed here are direct children of the application. An items such as a PAC, which is a child of an FA, will not display.

For AAs, the information shown includes:

  • Admin Action Number
  • Sponsor Name
  • PI Name
  • Short Title
  • Sponsor Award Number, if present
  • Comment (first 20 characters)

You can click on the Admin Action Number to open the item.

The Admin Actions tab also includes a link to “Create New Admin Action”. See Create an Admin Action and Create a Funding Action for more details.

Adobe Submission Status

After you submit an application to the NIH which uses an Adobe form set, you can have the system automatically update the submission status information. This information displays in both SPAERC and SAGE.

To request the status updates, your application must

  • have a status of In OSP
  • have a post-submission Grants.gov tracking number

To start the process:

  1. Open and unlock the application
  2. Click on the Status tab
  3. Enter the complete tracking number (GRANT plus all digits) in the text box.
  4. Click the “Receive Adobe Status Updates” button to start the process.

Information about the submission status will display on the application’s Status page and the History & Comments page.

adobe submission status

Status updates will begin to flow through to SPAERC within 10 minutes.  SPAERC users can edit the Grants.Gov tracking ID while the application is still in “In OSP” status. Once you approve the application, you can no longer edit the tracking ID. If you need to change the tracking ID of an approved application, contact the SAGE Help Desk.

Receiving the status updates will also cause the Adobe Submission icon to appear on the tasklist for the application.

Campus needs to use a sponsor that’s not listed. What steps need to be taken?

If a campus unit cannot find a specific sponsor when using the Sponsor Chooser, they should follow the instructions which appear on that page.

The instructions read:

If you cannot locate the sponsor in our database, please complete the following three steps:

  1. Send an email to osptech@u.washington.edu with the name of the sponsor, and any contact information you have for the sponsor (website, physical address, etc.) and a brief description of the organization. OSP will research your request and update the sponsor database as appropriate.
  2. Type the word “Pending” in the Search for: field on this page, and then click Search. Select the Sponsor Type most appropriate for your sponsor from the list of pending sponsors. When you select a pending sponsor, you will be returned to the Application Details Page. Under Sponsor enter the sponsor’s name and address in the Address field.
  3. Upon confirmation from OSP that the sponsor has been added, update your eGC1 with the correct sponsor information and proceed to the PI and Personnel page to send SFI disclosure notifications.

Reassign an Item

There are several ways to assign an item to another person or to a virtual location such as File.

  • From within the open item: click the Assignments tab
  • From the Tasklist: find the item you want to reassign, click on Actions + and select Reassign
  • From within the opened Cycle that contains the item: click Reassign next to that specific item

As a result, the Reassign page will display, either directly if the tab was clicked, or in a separate window.

Note: You cannot assign a Funding Action or any type of Admin Action to “File” if it has a status of “In OSP.”

Make the Reassignment

  • Under Reassign, use the Assign To drop-down menu to select the desired individual or location
  • Optionally, you can enter a comment in the OSP note field
  • To complete the process, click Assign

If the Reassign page had opened in a separate window, it will automatically close when you click the Assign button.

Note: You also have the option to reassign an item when you add or modify a Hold, or change its status (Deny, Mark as Duplicate, Approve, etc.).

When you are reassigning an item that’s in a cycle, you can reassign other Related Cycle Items at the same time.

View Assignment History

You can also see the item’s Assignment History from the Reassign page. The history shows prior assignments and indicates the date and time, who made the change, the new assignment, and any added notes.

  • On the Reassign page, scroll down to the Assignment History section, and click Show Assignment History to expand the section

The information displayed includes

  • Date Assigned is the date of the change.
  • Assigned By displays the person who made the change.
  • Assigned To displays the new assigned person or location.
  • OSP Note Text displays any notes entered with the reassignment; a system-generated comment displays for default, or initial, assignments.
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