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.
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.
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.
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.
If an advance budget has been requested on an application, advance details will appear on the application’s Non-Fiscal Compliance page and in any related Funding Actions. The advance number will also appear on Cycle Details flyout.
NOTE: Only advances in a routing or processed status will appear in these sections.
Viewing the details in an application is described below. For a Funding Action, review Complete the Funding Action.
Application
Open the application with a linked advance from the Applications tasklist. From the left navigation menu, select Non-Fiscal Compliance. The following image shows an application with several associated advances.
At the top of the Non-Fiscal Compliance page, you’ll see a blue information box that states, “These responses may have been updated in an advance request associated with this eGC1.” The information box will also include a link to the related advance, as well as the date the advance was processed.
Click the advance link to view any potential non-fiscal compliance or cost share information that has been updated on the advance in SAGE.
When you click the advance link, the SAGE Advance Budget Request will open in a new tab. You will have view-only access to the advance in SAGE.
By default, the Request Summary page will be open. Scroll down to the Cost Share and Non-Fiscal Compliance sections to view the latest advance budget information.
By default, the Request Summary page will be open. Scroll down to the Cost Share and Non-Fiscal Compliance sections to view the latest advance budget information. The following image shows this view.
NOTE: For now, you will need to manually compare the application’s original cost share and non-fiscal compliance information listed in SPAERC with the information listed on the advance in SAGE. However, the information listed on the most recent advance will include the most up-to-date information.
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].
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.
Reading from the bottom to the top:
- The application was assigned to Lauren
- Lauren returned it to campus
- 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
To open an application for viewing, click on its Application ID. This is always the left-most column on the tasklist.
When you first open an application, it is read-only, as noted in the pink banner near the top of the page.
To make changes to the application, or to attach a document, you need to Unlock it.
To Unlock an Application
- Click the padlock icon at the far right of the action bar, as shown below.
Closed Padlock: indicates the application is locked, or read-only.
Open Padlock: indicates the application is unlocked, or editable.
Tip: Applications open in a new browser window.