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November 2016 SAGE Maintenance Release

November 1, 2016

General Updates

Grant Runner Form Updates

Grants.Gov will be releasing new versions of select forms by end of October, primarily due to some forms reaching their expiration dates. Two Grant Runner forms will be updated as a result: RR Detailed Budget and RR Subaward Budget. The RR Detailed Budget will display a new “Total Costs and Fees” calculation for each period, and for the cumulative budget. This will be visible for any opportunities utilizing version 1.4 of the RR budget form.

Human Subjects Questions

CRBB has provided improved language and helpful alerts surrounding the HS-1-B compliance question. If you answer YES to HS-1, the HS-1-B compliance question appears. It will ask you about the use of UW Medicine Health System clinical services, procedures or tests in regards to human subjects use, and provides additional details intended to help you answer the question more easily.

SAGE Training Site Update

The subawards section of SAGE Training site now allows anyone iwith a UW NetID to create test subawards records. Keep in mind, the SAGE “Live” environment still requires the Subaward Preparer ASTRA role.

Fixes

SPAERC List/Edit OSP Administrators admin tool not working

The SPAERC List/Edit OSP Administrators admin tool has been updated to fix a rendering problem when selecting personnel. This update was released as a patch on 10/12/2016.

FFATA response on subawards reverting to NULL upon submission of request

An issue has been resolved that was causing the response to the “FFATA Reporting Required” question on subawards to revert to blank/NULL upon submission or resubmission of a child request.                                                                                               

Place of Performance Country/City defaulting to Afghanistan/Alabama

An issue has been resolved that was causing the Place of Performance Country and City on subaward requests to default to the initial value in each list, rather than blank/NULL.

Start and End Dates on subaward requests populating from FA rather than subaward

An issue has been resolved that was causing the Start and End dates on subaward requests to default to the dates on the related FA rather than on the subaward.

Start Date not displaying for Subaward Modifications in SPAERC

An issue has been resolved that was causing the Start Date to not display on the Subaward task list in SPAERC for modification requests.

December 2015 Maintenance Release

December 15, 2015

New Features

Allow deletion of subcontract actions beyond most recent

OSP can now delete any Subcontract Action, not just the most recent, as long as the Subcontract Action is in “Pending” status.

Provide OSP staff with ability to alter eGC1 status

All OSP staff now have the ability to reset eGC1s that had been accidentally set to “Approved”, “Denied by Sponsor”, or “Permanently Withdrawn” back to active statuses. Approved eGC1s can be reset to “In OSP” status, and “Denied” can be reset to “Approved”.  If an eGC1 reached “In OSP” or “Approved” status prior to being “Permanently Withdrawn”, then OSP can reset it back to either of those statuses.  eGC1s that are “Permanently Withdrawn” while in “Routing” status cannot be reset to an active status, but can still be copied.

October 2015 Maintenance Release

October 7, 2015

New Features

Attachments

  • OSP is now able to delete erroneously uploaded attachments to the “Documents Uploaded by OSP” section of the eGC1, as well as Funding Action and admin actions in SPAERC. When an attachment is deleted, a note is added to the item recording who deleted the attachment and at what time.

Subcontract Actions

  • OSP can now change the Funding Action associated with a Subcontract Action to correct any erroneous assignments.
  • Subcontract Actions in SPAERC will now have a new status of “Expired”. Subcontract Actions will now be automatically assigned the newly added status of “Expired” when the SA’s end date passes. This status addition will aid in reporting and trigger that team to take the necessary close out actions.
  • Subcontract Actions in SPAERC can now be assigned a status of “Canceled” which will allow the OSP Subcontracts Team to differentiate them from those that were erroneously created or completed and “Closed Out”.
  • The new Subcontract Action statuses of “Expired” and “Canceled” have been added as filters on the Subcontracts tasklist in SPAERC.
  • Subcontract Actions in SPAERC will now include read-only “Project Type” and “Sponsor Award Number” from the parent funding action which will allow the OSP Subcontract Team to more quickly access information needed to setup the subcontract.
  • The header row of each Subcontract Action in SPAERC will now display the start and end dates for that action. This will make it easier for the OSP Subcontracts Team to identify the chronology of all actions under that subcontract.
  • SPAERC users are now able to search for subcontracts with a partial Purchase Order (PO) number. Previously, SPAERC users were required to enter a complete PO Number including alpha prefix. This will make it easier to find subcontracts when only part of the PO number is known.

Bug Fixes

  • SA Attachment Upload: An issue in SPAERC subcontracts module was preventing users from successfully uploading attachments on first attempt. This issue has been resolved.
  • Budget # not defaulting for SAs with ARIBA BPO and EI: An issue has been resolved that had been preventing budget numbers from the financial system from displaying for Subcontract Actions (SA) in SPAERC when the SA listed a BPO or EI Purchase Order (PO) number.

July 2015 SAGE Maintenance Release

July 8, 2015

Overview:  Sponsored Program Activity Revisions

The majority of the July maintenance release is focused on updating the way sponsored program activities are defined and clustered in SAGE on both the eGC1 and on Funding Actions.  Prior to these changes, the “Funding Purpose” field on the eGC1 and the “Type of Award” field on the Funding Action tracked different but similar values.  This causes confusion for consumers of the data and challenges in reporting to federal sponsors, since neither field aligns cleanly with the categories used for federal reporting.

With the below changes, the eGC1 and FA activity types will be brought into alignment with each other, and with the federal reporting categories.  Additional fields are also being added to extend automation of reporting further.

Below are the current eGC1 and FA fields and the new Sponsored Program Activity Type fields for reference:

Current eGC1 “Funding Purpose” Current Funding Action “Type of Award”
  • Research: Basic
  • Research: Applied
  • Training: Research
  • Training: Other
  • Equipment
  • Fellowship: Undergraduate
  • Fellowship: Graduate/Professional
  • Clinical Trial
  • Construction
  • Conference/Workshop
  • IPA/JPA/Staff Assignment
  • Miscellaneous/Other
  • Other Sponsored Activity
  • Research
  • Training (Research)
  • Training (Other)
  • Fellowship (Grad & Professional)
  • Fellowship (Undergrad)
  • Equipment
  • Other Sponsored Activity
  • Miscellaneous

 

New eGC1 and Funding Action “Sponsored Program Activity Types” grouped by Institutional Activity Categories
Organized Research

  • Research: Basic
  • Research: Applied
  • Development
  • Fellowship: Research Undergraduate
  • Fellowship: Research Graduate/Professional
  • Other Training: Research
  • Clinical Trial: Federal Sponsors

Instruction

  • Training and Development (UW Internal)
  • Fellowship: Non-Research Undergraduate
  • Fellowship: Non-Research Graduate/Professional

Other Sponsored Activity

  • Professional Development/Public Service (UW External)
  • Construction
  • Equipment
  • Clinical Trial: Non-Federal Sponsors
  • Other Sponsored Activity
  • IPA/JPA/Staff Assignment

Specific changes within SPAERC  are as follows.

Replace FA Type of Award with Sponsored Program Activity Type

The Type of Award field on the Funding Action is replaced by a new Sponsored Program Activity Type field that will display in both SPAERC and SERA.  The options available will align with federal Uniform Guidance and will mirror those on the eGC1.    The Sponsored Program Activity Type on the first Funding Action for an eGC1 will auto-populate the selection on the parent eGC1.  When an eGC1 has multiple existing Funding Actions, the Sponsored Program Activity Type will auto-populate from the selection on the first/oldest Funding Action.

Migrate historical data to FA Sponsored Program Activity Type

The Sponsored Program Activity Type field is populated on all existing Funding Actions based on eGC1 Funding Purpose and Funding Action Type of Award data.  Populating the SPA Type field on all existing Funding Actions will allow for consistent historical reporting.

Add Clinical Trial Phase to the FA

When the Sponsored Program Activity Type is one of the two Clinical Trial activities (federal or non-federal sponsored), a Clinical Trial Phase field will display on the Funding Action in SPAERC. This will assist in reporting to the federal government.

View eGC1 Sponsored Program Activity Type from SPAERC

The new sponsored program activity type field will be viewable on the eGC1, the Control Sheet, and the task list in SPAERC.

View eGC1 Clinical Trial Phase from SPAERC

The new clinical trial phase field will be viewable on the eGC1 in SPAERC.

December 2014

December 10, 2014

An issue was resolved in SPAERC to again allow the Lock/Unlock feature to work as intended on the eGC1 Attachments & Routing Questions page.