Goal: Improve Award Data Quality & Transparency
Add link to MyResearch funding status details page from eGC1
For eGC1s that are in the Status of Approved, Awarded, or Denied by Sponsor, there will be two places where a user can link directly to MyResearch, to view processing details like holds placed on items, or comments left by OSP or GCA as funding actions are being set up.
- eGC1 task list, via eGC1 Status hotlink
- eGC1 left navigation
For eGC1s that are in Composing, Routing, or In OSP status, the left navigation element will not be shown, and the hotlink from the eGC1 status on tasklist will behave as it currently does (Routing or In OSP status takes a user to the Approvals page; Composing items have no hotlink on Status).
Add New Fields and “Terms & Conditions” section to the Funding Action
In order to streamline the award setup process and provide clarity on the terms and conditions, the following new fields will be added to the Funding Action in SPAERC and SERA:
- Carryover (options: Requires Sponsor Approval, Automatic Carryover, Subject to Sponsor Limitations)
- Carryover Explanation (when subject to sponsor limitations)
- Disposition of Balance (options: UW to Retain, Return to Sponsor, Subject to Sponsor Limitations, Not Applicable)
- Disposition Explanation (when subject to sponsor limitations)
There are three additional fields also added to the funding action that will improve our reporting, analytics, and sponsor award lookup capabilities:
- Award Modification Number
- Originating Sponsor Award Number
- Non-Monetary Amount
In order to provide a more consolidated area for setup and viewing of award terms, a new section called Terms & Conditions will be added to the Funding Action. The new fields above, plus the previously labeled “GCA Flags” will bundle under this section, along with Payment Type and Equipment.
Changes to eFunding Action Receipt (Notification) to Campus (SAGE-327, SAGE-206)
The new Funding Action fields listed above will be added to the eFA Receipt PDF, which is sent to campus when GCA completes processing of a new action. The new Terms and Conditions section referenced above will be added as well, and all available data in that section of the FA will display. These changes will give campus more comprehensive information on new awards, and will match the language of the FA with that of SPAERC and SERA, which will aid communications between campus, OSP and GCA.
The body of the email that contains the FA Receipt PDF will now include an explanatory statement related to budget setup, to clarify that budget data will not appear in MyFinancial Desktop, Grant Tracker, and Ariba until the day after budget setup is completed in the Finance System.
Add New Fields to GCA Pending Actions Report
The new funding action data fields will be added to the GCA Pending Actions Report in SERA.
Default Funding Action Fields when the Sponsor is Royalty Research Fund
To streamline award setup when the Sponsor is Royalty Research Fund (RRF), many of the Funding Action fields will default a value but remain editable.
Update SPAERC Funding Action tabbing for accessibility and efficiency
SPAERC users can now easily tab through the fields of the Funding Action and perform their entry using only the keyboard and with a logical flow. This change will bring the funding action up to accessibility standards and provide users with added efficiency gains through less scrolling and repositioning of the cursor.
Goal: Comply with Sponsor System-to-System Requirements
Grant Runner Update to New Grants.Gov Header and Hash SAGE-70)
Grants.Gov has changed the way that proposal submission data files are to be structured, with the addition of a new header and hash. The changes will allow for a cleaner way of identifying a unique funding opportunity and formset, through introduction of a PackageID into the header. The Grant Runner system is updated to comply with this new change.
Grant Runner Update to New Grants.Gov Web Services (SAGE-71, SAGE-193, SAGE-204)
Grants.Gov has replaced the web services that provide funding opportunity details and submission status, to new ones, coinciding with the new PackageID introduction referenced above. Grant Runner is updated to now call the following new services:
- GetOpportunityList
- GetSubmissionList
Goal: Improve Technical Infrastructure & Monitoring
The following SAGE technical work supports the goal of improving monitoring of new SAGE work being released. Tentative
- Additional unit tests added to Non-Fiscal Compliance section
- Preliminary release and monitoring of new services to be utilized by Budget Sync October release
Goal: Deliver small enhancements that add clarity for users or deliver high value capabilities
FIDS: Minor Language Change on Submit Disclosure Page
The affirmation statement found on the FIDS Complete Disclosure page was changed to remove a School of Medicine-specific reference that could more generally apply. The statement now includes the agreement to include “further details of my financial interests, as requested by the Office of Research and, when applicable, the Office of the Vice Dean for Research, or their equivalent in my school/college…”.
AUMS: Language change in Consult Email
The email that AUMS applicants receive when a consult with the Occupational Health Nurse is required has been updated with new contact information and guidance, due to recent organizational and business process changes in EHS.
You can add holds to Applications, Funding Actions, or any type of Admin Action. You can also modify or remove existing holds whether added manually or automatically by the system.
There are two categories of hold reasons: Non-Compliance and Compliance.
Non-Compliance hold reasons are:
- For Check
- Other (Campus)
- Other (Sponsor)
- Pending Fully Executed Agreement
- Pending Notice to Process/Activation Notice
- PI Signature
- Revised Budget
Compliance hold reasons are:
- Administrative Support
- Cost Share
- Export Control
- F&A
- Federal Flow-Through
- IACUC Approval
- IRB Approval
- SFI/FCOI
- PHS Training
Automatic Holds
- Applications: If there is an Export Control watcher on the approval flow, when the application reaches In OSP status, the system will automatically add an Export Control compliance hold. Manually added holds on Applications do not enforce any process rules.
- Actions: The system will automatically place some compliance holds on Funding Actions and Post-Award Changes. See the section on Automatic Holds for further details.
Add a Hold
- On the left navigation menu, select Add/Modify Hold
- In the dialog window that opens, check one or more hold reason boxes. The dialog window is shown in the following image for a Funding Action.
-
- Enter any optional OSP notes about the holds
- Click Save to complete the process.
Note: When you open the Add/Modify Hold dialog window after the first time, you will see an expandable bar below the list of holds titled “Previous OSP Note Hold Reason Comments.” Click on the bar to expand the section. A table displays that shows the date entered, the comment, and who the comment was entered by. The same information also displays under the OSP Notes tab. Clicking the bar again will hide the table. This section is shown expanded in the above image.
A yellow “On Hold” banner will display at the top of the item’s details page. The following image shows the banner on a Funding Action.
Modify or Remove a Hold
- Select Add/Modify Hold to open the dialog window
- Adjust the selected hold reasons
- Add an optional comment
- Click Save
If you clear all of the check boxes, the item will no longer be on hold and the banner and tasklist icons will no longer display.
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.
Applications: FCOI JIT Process Change
- With the creation of a new Just-In-Time flag being added to the Pre-Award Notification, the Just-In-Time button in the application Sponsor Decision window has been removed.
- The FCOI Just-In-Time email notification has been updated to send upon a new JIT flag being set on a Pre-Award Notification, or, upon the creation of a Funding Action. The primary contacts on the eGC1 will now only receive the FCOI JIT email once, rather than anytime the contacts listed on the eGC1 change.
Grant Runner Applications – Print Preview of Grants.gov Forms
In order to provide OSP reviewers with an alternative way of viewing Grant Runner forms, a PDF print preview feature has been added to the upper task bar of each Grant Runner form, merging the data into the familiar Grants.Gov form. Users may find this a helpful way of viewing Grant Runner forms and eGC1 details side-by-side.
At this time, users can print the Grant Runner forms individually. ORIS is working on a feature that will allow for printing of the entire Grant Runner form set in a single PDF. That feature will be released at a later date.
Please note there is a known defect with the PDF not showing attachment names. Until this issue is resolved, users should refer to the SPAERC Grant Runner form to open and view attachments.
Auto-Generated Documents
- The eGC1 Preparer will now be included as a recipient of the following auto-generated email notifications:
- Application Review Notice
- Notice of Award
- Request for Activation Notice for Fellowships
Funding Actions (FA)
- In order to apply the uniform guidance requirements with more clarity and consistency, the Sponsor Award Date on the Funding Action is now required prior to it being sent to GCA.
Pre-Award Notifications (PAN)
- A new Notification Type of “Just-In-Time” has been added to the PAN so that OSP staff can correctly identify the content of the sponsor fundable score notification received, and facilitate earlier communication of just-in-time to other compliance offices such as the Office of Animal Welfare (OAW).
Subcontracts
- A new Subcontract Title field has been added to Subcontract shell so that the OSP Subcontracts team can more easily identify particular subcontracts by name, and to facilitate future automation of federal reporting.
- The Subcontracts tasklist can be sorted and filtered by the new Subcontract Title field.
- A new Subcontract Action type of “Non-Contractual Revision” has been added to identify those SAs related to PAS/ARIBA transitions.
The following updates were released on May 29, 2014.
- New date fields have been added to the funding action to capture “Sponsor Award Date” and “OSP Received Date”. In addition, the Award Received data has been relabeled “FA Creation Date”. This was to allow OSP to meet federal reporting requirements.
- The following changes were made to the subcontracts page in order to help OSP report to the federal government.
- Reporting Date is now labeled Issue Date.
- Date Received is now labeled Assignment Date.
- Fully Executed date field has been added to the Subcontract Action.
- Date fields were re-ordered for the Subcontract Action.
- GIM 19 email notifications and HSD JIT email notifications will no longer be sent for applications that are after-the-fact or clinical trials.