Tag Archives: OSP Notes

May 2013

  • OSP Notes for returning an item to GCA will be a required field.
  • A new date can be added to the tasklist called assigned to date. This will allow you to track when new items are added to your list.
  • Only users with the Subcontracts Role will be able to create a subcontract shell. General users will no longer be able to add a subcontract shell within an FA.
  • Subcontracts formerly assigned to Verenice Bendana (Barbosa) and Judy Yoshioka will be moved to e-shelf.
  • One additional question has been added to the eGC1 Security Compliance Questions. Approval workflow was added for Security Review when the preparer answers “Yes” to the new question. An automatic hold will apply when the preparer answers “Yes” to any of the Security questions. The new workflow process will apply to only newly created eGC1s at the time of release.
  • Budget number and prior budget number field validation has been placed to allow only numeric and dash in these fields.
  • Advance Budget Request will always be blocked until OSP allows the Advance Budget Request to go through. GIM updates, process updates and procedures are still being vetted.

Planned Bug Fixes:

  • The error message color block for Subcontracts page validation will be corrected to fully cover all the error text in color.
  • Status Checker will no longer display HTML code.
  • Pending Sponsor and Pending Flow Through Sponsor will not be allowed on approval of Applications or FA’s.

May 2012 Release Notes


  • Subcontract shells can no longer be created from within an FA. They can only be created by the subcontracts team through the administration tab.
  • All subcontracts assigned to Judy Yoshioka and Verenice Barbosa/Bendana have been reassigned to e-shelf.
  • An Assigned To Date column has been added to the SPAERC Funding Action and Admin Action tasklists to notify users when a new item appears. The field appears as the right-most column, and can be moved if desired.


  • When Re-sending a PAC/FA to GCA, the OSP Notes field will be mandatory
  • The error message color block did not cover the entire error message. This has been corrected for the subcontract PO number error message.
  • An FA with a Flow-Through Sponsor of Pending cannot be approved in SPAERC, and therefore cannot be sent to GCA.
  • Subcontracts were not moving to the proper cycle when the parent FA was moved. This has been corrected so that the Subcontract will be moved with the FA However old data will still be an issue and will need to be resolved on a case by case basis. A list has been given to Carol Rhodes to help resolve these issues as 99 errors will be generated until it has been determined which cycle the Subcontract and FA should be in.
What’s the difference between the OSP Notes and History & Comments pages?

The OSP Notes page displays any information provided by an OSP staff member in the OSP Notes field. OSP Notes also displays system-generated information about changes in status, assignments, and holds, and the creation of auto-generated documents. If the application was created by copying another, that is indicated and includes the number of the original eGC1.

The History & Comments page provides an overview of all actions related to approvals, from when the application is first completed to when it is approved by OSP, including withdrawals, returns, and re-completions. For Grant Runner and Adobe package applications, submission status is also displayed here. History & Comments also includes any comments entered by campus users or OSP when processing the application. If the application was created by copying another, that is indicated and includes the number of the original eGC1.