Tag Archives: eGC1

October 2015 Maintenance Release

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

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

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

Assignment Factors

When a SAGE user completes an eGC1 for the first time and moves it into Routing status, the system assigns the eGC1 to a group/team and to a person who is the Administrator or GCC. There are a number of factors that contribute to the assignment.

Organization Code Receiving Funding: OSP uses the List/Edit OSP Administrators admin tool to associate organization codes with specific groups/teams within OSP.

  • Roll-Up of Organization Codes: When a SAGE user completes an eGC1 with an organization code receiving funding that has no group association, SPAERC steps up the organization code hierarchy to find a higher-level code that does have an associated group. Then, based on the logic below, the system assigns the eGC1 to a member of that group.
    • For example, a sub-division level code with no group, will roll up to the division level; a division level code with no group will roll up to the department level. See IT Connect’s page on Organization Codes for details on levels.
  • Failover: If the system cannot find a group for the eGC1’s organization code or its roll up codes, then the assignment is to the Failover Team. That team can reassign the eGC1 to the appropriate group, and add the organization code to the correct group via the admin tool.

Re-Completed eGC1s: When a campus user re-completes a withdrawn or returned eGC1, the system may change the group/team assignment in response to changes made in the eGC1. However, the system does not update the original person assigned (with the one exception being if the sponsor changes from, or to, RRF). This ensures that the recompleted eGC1 returns to the same OSP staff person for follow-up, rather than disappearing from that person’s tasklist due to an automatic reassignment. If the changes warrant assigning the eGC1 to another OSP person, you can manually reassign it (see Reassign an Item). Note: Manual reassignments only change the person, not the group. The only time a group changes is in response to changed data on a withdrawn or returned eGC1, upon re-completion.

Assignment Logic

The following set of rules determine the eGC1’s initial assignment to the group/team and person.

Conditions Assignment
RRF

Primary sponsor is the Royalty Research Fund

RRF reviewers
NSF

Primary sponsor is the NSF (National Science Foundation)

GCC (Grant & Contract Coordinator) role for the org code receiving funding
IPA/JPA

Sponsored Program Activity Type = IPA/JPA/Staff Assignment

GCC (Grant & Contract Coordinator) role for the org code receiving funding
Clinical Trials

  • Sponsored Program Activity Type = Clinical Trial – Non-Federal Sponsors
  • And Sponsor Type is Private Industry or Foreign Private Industry
Contracts Intake (Team C Administrator)
Certain federal primary sponsors where:

  • Application Type is either a Non-Competing Renewal or a Non-Competing Supplement
  • And the total amount requested is $2 million or less
  • And the primary sponsor or parent sponsor is DoED, DHHS, or ONR
GCC (Grant & Contract Coordinator) for the org code receiving funding
Non-Award Agreements

Application Type = Non-Award Agreement (new) or  Non-award Agreement (continuation)

Contracts Intake (Team C Administrator)
After-the-Fact

  • Sponsor Type = Private Industry or Foreign Private Industry
  • And After the Fact = Yes
Contracts Intake (Team C Administrator)
All other conditions Administrator role for the org code receiving funding

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.

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