Tag Archives: Cycle

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.

From the Assignment tab of an open Cycle, you can reassign a cycle, or bulk assign items within a cycle to a new user, or view assignment history. The following image shows this tab.

cycle assignments tab

To reassign a Cycle to another user or File

  1. Locate and open the Cycle you want to reassign, and click the Assignments tab.
  2. Select the new assignee for the Cycle.
  3. Enter a note for the reassignment, if desired.
  4. Click assign to complete the reassignment.

Note: A Cycle assigned to File cannot be reassigned.

To bulk assign items to a new user

Because a Cycle contains a number of items, you can do a bulk assignment of the related items to a single user.

You may have two or more applications in a Cycle, with related Funding Actions and Admin Actions. Using the Cycle Assignment actions, you can reassign all these items to the same user.

  1. Open the Cycle containing the items to reassign, and click the Assignments tab.
  2. If hidden, click “Show Related Cycle Items” to display the Cycle items in this Cycle.
  3. Select the checkboxes for the items which you want to reassign.
  4. From the Assign to drop-down menu, select the new user to whom you are assigning the items.
  5. Add an OSP Note if desired.
  6. Click assign to complete the item reassignment.

View Cycle Assignment History

To view the assignment history:

  1. Open the Cycle
  2. Select the Assignments tab.
  3. Under Cycle Assignment History, click Show Assignment History to expand the Assignment History. This section lists the assignment history and comments for this item.
  • Date Assigned: The date when the assignment occurred
  • Assigned By: The person who made the assignment
  • Assigned to: The new assignment, either person or location
  • OSP Note Text: Any notes entered with a reassignment. If the system automatically assigns an item at creation, it will enter a system note.

You can view and add notes to a Cycle for others to review.

  1. Find and Open the cycle to which you would like to add a note.
  2. Select the OSP Notes tab. You will see all previous notes (some automated, some manually created).

cycle O S P notes tab

  1. To add a note, enter the note text, and click Save.

You can relate one cycles to one another.

Relate Two Cycles

  1. Open one of the two cycles you want to relate.
  2. Under Basic Cycle Data, select Relate Cycle.
  3. Search for and select the cycle you want to relate to the one you’re currently viewing.
  4. Enter your search criteria, and then click Search.
  5. From the results list, find the Cycle you want to relate, and click Relate.

cycle relate link

The page will refresh and display the current cycle with the selected cycle now related.

From the View Related Cycle drop-down menu, select the cycle you want to view, and then click Go. This will open the related cycle in the same window.

cycle select related to view

  1. Find and open either one of the related Cycles.
  2. Under Basic Cycle Data, from the View Related Cycle drop-down menu, select the Cycle you want to remove from the relationship.
  3. Click Delete Relationship.

cycle delete related cycle

  1. In the confirmation window that opens, click Confirm to delete the relationship. Once you confirm, the formerly-related Cycle will no longer appear in the related Cycles drop-down.

Regardless of the view, you can perform four actions on most items in a Cycle from the Cycle Detail page.

Exceptions: you cannot reassign, add a child or change the parent of an Advance Budget Request.

The following image shows the location of the links. Open is to the left of the item. Reassign, Add Child, and Change Parent are to the right.

cycle open and modify items

To open an item from the Cycle

  • From the Cycle Detail page in the list of items under Hierarchy View, select Open to the left of the item you want to view.

If you do not see the item you want to open in the list, try modifying the options selected under Show Items.

Tip: When you open an item, SPAERC displays it in a new browser window. If you open a second item of the same type, SPAERC will replace the display of the first item with the second item in the same window. In other words, while you may have multiple windows of various item types open, it is not possible to open multiple windows of the same item type.

Note: You can open Advance Budget Number Requests (ADVs), but you cannot edit them. ADVs open in the SAGE Interface, not SPAERC. Because an ADV opens in a new window, you can return to the Cycle Details at any time.

To reassign an item to a different person or location

Note: You cannot reassign actions with a status of In GCA or Processed, applications with a status of Awarded, and any item assigned to File. In these cases the Reassign link does not display.

  1. From the Cycle Detail page in the list of items under Hierarchy View, click Reassign next to the item you want to reassign.
  2. In the Reassign window that opens, select a value for Assign to from the drop-down menu. You can add a note, if you want.

Click Assign. The window will close, and the Cycle Details page will refresh, displaying the new assignment(s).

To add a child to an item

When you create a Funding Action or Admin Action directly from an application, the system automatically makes the action a child of the application and adds it to the application’s Cycle.

Note: A PAC cannot have a child item.

  1. From the Cycle Detail page in the list of items under Hierarchy View, click Add Child next to the item you want to reassign.
  2. In the Specify a Relationship Window, select the type of item you want to add as a child to the item. For an application, you can choose another application, a Funding Action, or an Admin Action.

cycle add item and specify relationship

  1. In the Search window that displays, specify the criteria to locate the item you want to add as a child, and then click Search.
  1. From the list of items returned, select the correct item and click Add To Cycle. This will close the selection window and return you to the Cycle Details page.

Note: If the item you want to add is already in a different Cycle, or has a parent already, then the system will prompt you to confirm that you want to overwrite the existing relationship.

To change the Parent of an Item

Similar to adding a child to an existing item, you may need to change the parent of an existing Cycle item. The new parent may be an item within the current Cycle, or elsewhere.

Note: PACs can only have an FA as parent, and FAs can only have an application as parent.

  1. From the Cycle Detail page in the list of items under Hierarchy View, click Change Parent next to the item you want to reparent.
  2. From the Relationship Window that opens, select the type of item you want as the new parent of the item. This will bring up the Search options.
  3. Once you have searched for the Item you want to be the new Parent, click Make Parent. The system will prompt you to confirm overwriting the relationship. You may also see a prompt to adopt fields from the new parent (e.g., Principal Investigator).

make parent link

Note: changing the parent on the item will require you to confirm the change in relationship. The change of parent may also result in a change of cycle dependent on the new parent/child relationship. The new cycle details will appear in your browser when this happens.