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SAGE ASTRA Roles

To view the basic information about authorizations, review Accessing SAGE.

SAGE uses your UW NetID to authenticate your access the system.

Your ASTRA Roles define the operations that you may perform, based on your responsibilities within a department or unit. ASTRA is the UW Access to Systems, Tools, Resources and Applications system. You may visit the View My Authorizations page to see your current ASTRA roles. If you try to log in to SAGE without a SAGE ASTRA role, a page will display the link to ASTRA to review your roles.

Some ASTRA roles have limits that identify the administrative or academic unit in which a person has access (such as a specific department). SAGE ASTRA roles are based on a research hierarchy used behind-the-scenes as a bridge to connect Cost Centers to organizational review levels like Department or Dean needed for approvals in SAGE

The combination of your roles and limits define what operations you can perform within SAGE.

SAGE ASTRA Roles for Access and Authorization

Preparers and Contacts within SAGE

Preparers and Editors

Roles

  • Proposal Preparer
  • Global Edit
  • Subaward Preparer

The Proposal Preparer role is generally for the research administration staff who prepare eGC1s, budgets, and advance budget requests on behalf of a PI.  This role is not limited by Cost Center. Note: The PI role also allows creation of eGC1s, Budgets, and Advance Budget Requests.

The Global Edit role is for people who need to access items which they did not prepare, or to which they have not been assigned access. This role is limited by Cost Center. It is assigned primarily to preparers who are new to a unit and need to access historical items, and to reviewers who need to be able to edit items in addition to approving/watching them. With this role, you access applications through the Approvals tab rather than the eGC1 Forms tab. You can open and edit any application that has a matching Cost Center in one of the approval nodes.

The Subaward Preparer role is for those who prepare and submit subaward and subaward modification requests to OSP. This role is not limited by Cost Center.

Note: Anyone with an authorized role can create an eGC1, Budget, or Advance Budget Request. However, individuals that have the SAGE Read-Only role may experience some known role conflicts when preparing eGC1s.

Researchers (PI, Application PI, Multiple PI)

Roles

  • Principal Investigator
  • Non-PI Eligible Researcher
  • Researcher Requiring Faculty Sponsor

A person must have the Principal Investigator role to be selected as the PI on a grant application or contract. Each school or college determines the rules for who may be a PI. The PI may be a faculty member, research scientist, or professional staff member.

Note that the PI on an eGC1 can edit that eGC1 and any linked Budget.

The Non-PI Eligible Researcher and the Researcher Requiring Faculty Sponsor roles provide basic access in SAGE. These roles can be used for Application PIs or Multiple PIs that just need to access SAGE to approve an application, as can the Proposal Preparer role.

Reviewers: Business Units

Roles

  • Division Reviewer
  • Department or Center Reviewer
  • Dean’s Reviewer
    • Provides read-only access to previously routed and routing eGC1s, ASRs, MODs, and ADVs, limited by Cost Center.
  • Bothell Grants
  • Program Directors Reviewer (Bothell)
  • Vice Chancellor Academic Affairs (Bothell, Tacoma)
  • Vice Chancellor Administrative Services (Bothell, Tacoma)
  • Office of Research Reviewer
  • Advance Reviewer
    • Individuals assigned to this role will automatically receive email notifications when it is time for them to approve the routing Advance Budget Request. The role is limited by Cost Center. Advance Reviewers may add other individuals as approvers to the Advance’s approval flow.

Individuals assigned to these roles will automatically receive email notifications when it is time for them to approve or watch the routing application. The roles are limited by Cost Center.

These reviewers may add other approvers/watchers to the eGC1’s approval graph either by role or as a specific individual.

Reviewers:  Compliance Offices

eGC1-Related Roles

  • Animal Care
  • CHDD (Center on Human Development and Disability)
  • EH&S BioSafety
  • EH&S Diving
  • EH&S Fire Code Compliance
  • EH&S Radiation Safety
  • EH&S Select Agents
  • EH&S Waste Management
  • Export Control
  • Human Subjects
  • Primate Center
  • Security Reviewer

Individuals assigned to these roles will automatically receive email notifications when it is time for them to approve or watch the routing application. These roles are not limited by Cost Center. Reviewers may add other approvers/watchers to the eGC1’s approval graph either by role or as a specific individual.

FIDS Role

  • SFI Reviewer

Note: The SFI Review will be notified to review disclosures related to routing Advance Budget Requests.

Read-Only Roles

The SAGE Read-Only role provides read-only access to previously routed and routing eGC1s, ASRs, MODs, and ADVs, limited by Cost Center. You can open any application that has a matching Cost Center in one of the approval nodes. Note that it does not work well with the Preparer role. Therefore, authorize this role for previewing eGC1s only.

Note: Users will not automatically see all ASRs, MODs, and ADVs within their specific research hierarchy level on the Award Requests List. Instead, users must search by ASR or MOD identifiers (ASR12345, MOD12345), or Application (eGC1) for ADVs

OSP (Office of Sponsored Programs) authorizes the SPAERC Read-Only role. It allows staff in central offices to access SPAERC (the web-based system used by OSP staff to review, approve, and administer funding proposals and document awarded funding).

Historical Roles

These roles may display in historical data.

  • Intellectual Property and Technology Transfer (CoMotion)
  • Chancellor
  • Tacoma Grants

Preparers and Contacts within SAGE

Note: The following roles are assigned in SAGE, and not in ASTRA.

The people in these roles may be contacted by approvers during the review process and by OSP and/or GCA staff following the awarding of funds.  Along with the PI, they may receive email notifications and may assign access to others. They may edit the items (eGC1s, budgets, or advances) to which they have access.

Roles

  • Administrative Contact
    • assigned by an owner or editor
  • Pre-Award Budget Contact
    • assigned by an owner or editor
  • eGC1 Preparer
    • the person who creates an eGC1 is automatically assigned this role
    • an eGC1 can have only one person in this role
  • Budget Preparer
    • the person who creates a SAGE Budget is automatically assigned this role
    • a Budget can have only one person in this role
  • Advance Preparer
    • the person who creates an Advance Budget Request is automatically assigned this role
    • an Advance can have more than one Advance Preparer

Reviewers and ASTRA

Data from an eGC1 or Advance Budget Request plus each UW organization’s defined approval routing process determines which reviewer roles appear on the approval flow.  SAGE uses the information in ASTRA (Access to Systems, Tools, Resources and Applications) to determine the individual reviewers for each role in the approval flow. Review SAGE ASTRA Roles.

A reviewer’s authorization is a combination of role and Cost Center. The match to the Cost Center must be exact.

When SAGE cannot find any matching reviewers in ASTRA for a role on an approval graph, the system forwards the reviewer email notification to the SAGE Support Desk (sagehelp@uw.edu), which helps to resolve the issue so that the application’s approval is not delayed.

If there is no Advance Reviewer in ASTRA for an approval graph, the system will block the advance from being submitted, alerting the advance preparer of the need for a reviewer. The system also sends an email to the SAGE Support Desk (sagehelp@uw.edu), which helps to resolve the issue so that the advance’s approval is not delayed.

May 2016 SAGE Subawards Release 1

May 16, 2016

The new Subawards section in SAGE marks a change in both business process and system usage.

Former State:

  • All subaward intake actions managed through Ariba

New State:

  • Subaward intake initiates through SAGE, provides OSP the ability to issue agreements at an earlier stage
  • Procurement setup & invoicing for subawards continues to initiate through Ariba

New in SAGE: Subawards

For this initial release, the following new capabilities and features are available to campus users through SAGE:

  • A new SUBAWARDS tab

new subawards tab in sage

  • Create a new subaward request and submit to OSP
  • Create a new modification request and submit to OSP
  • Search/View subaward requests and current status from My Subawards tasklist
  • View a detailed summary of all subaward modification history
  • Help documentation available through the “?” icons

Important ASTRA Permissions

Users must have the “SAGE Subaward Preparer” role to create new subaward and modification requests. ASTRA: Who Can Authorize me?

Outgoing Subaward Resources

Upcoming Releases

Over the next few months additional releases will provide other functionality, such as:

  • returns and resubmit capability
  • visibility to OSP comments and hold details

Based on your feedback, enhancements will be prioritized following this initial release.

 

April 2013 SAGE Maintenance Release

April 25, 2013

New Features

SAGE Budget: Preliminary Benefit Rates are now available to users of SAGE Budget.

  • GIM 3 has been updated to display both current benefit rates and preliminary benefit rates for future budgeting as they become available.
  • SAGE Budget will use the correct rate based on the period start date and whether the user has opted to use current and preliminary rates or current-only rates.
  • Budget preparers can use a global update feature to update their budgets quickly when preliminary rates become available each year.
  • The period entry page for a given person will indicate whether the rate being used is current or preliminary for that period.

An ASTRA information page will display instead of an error message at sign in.

  • When you attempt to log in to SAGE without the required ASTRA role, SAGE will display a list of people in your unit who can authorize access to SAGE. You able to choose an authorizer and send him or her a message to request access to SAGE.

Designated Subcontract Actions (SA) attachments are viewable in SAGE.

  • Subcontracts Actions (SA) attachments will now be viewable in the Related Documents section of the Attached Documents page if the SA is in Active or Closed-Out status and if the type of attachment is not a To/From Communication.

EH&S has a new compliance question: “Will the project involve scientific diving?”

  • Anyone diving under the University of Washington’s auspices must have current certification as a University of Washington Scientific Diver and adhere to the standards set forth in the UW’s Diving Safety Manual. EH&S will contact you to assist in meeting Diving Safety Program requirements prior to diving.