In this section, upload and attach the documents that will ultimately be submitted to the sponsor. Attaching them to the eGC1 makes them available online to all authorized approvers, including OSP.
Be sure to organize the documents according to the sponsor’s specifications. Use the PDF file format unless the sponsor indicates otherwise.
If there are pages that OSP needs to sign, place those pages in a separate PDF and upload the file in this section.
You can attach a draft version and update it with the final version before indicating that your application is “ready to submit.”
Internal Documents for OSP
In this section, you should attach the documents that OSP needs for compliance reasons or for a better understanding of the information with the grant application. OSP will not submit these documents to the sponsor. An example is the Cost Share Addendum.
If both OSP and your department reviewers need to view these internal documents, upload them here. Any reviewer can see all of the attached documents regardless of which section they are in.
Internal Documents for Dept/School/College
In this section, you should upload and attach the documents for your reviewers other than OSP.
Any reviewer can see all of the attached documents regardless of which section they are in.
Connected Budget Documents
The Connected Budget Data section links to the current versions of your connected budget and sub budgets. You will see the connected budget and sub budgets, with the budget number, budget type, budget name, and Budget Edit Number. To display a budget in Microsoft Excel, click the budget link.
When your eGC1 and budget are in Composing, Withdrawn, or Returned status, you can modify the data in the budget. The Budget Edit Number will change when you make modifications to the parent budget or any attached sub budgets. When your eGC1 and budget are in Routing or In OSP status, you cannot edit the budget unless you withdraw the eGC1 or OSP returns it.
Once OSP has approved the eGC1, you can edit the linked budget. When you link a budget period to an eGC1, you cannot link it to another eGC1. You can link the budget’s future periods to another eGC1. This allows you to revise the approved budget period and update future periods to reflect changes in funding.
Uploaded by OSP
These documents are uploaded by OSP in support of, or in reference to, this application. You can view the documents from within the eGC1. If the eGC1 is in Returned status, you can update an attachment, but you cannot delete it.
Related Documents
You can view award and administrative documents associated with your application from the Related Attachments section. This includes signed concurrence letters, notification documents from sponsor, agreements, extension approvals, and subaward documents.
Please note that you cannot view compliance documents, and significant financial interest (SFI) documents from Related Attachments.
Note: The Related Attachments list may not include some non-award agreements (NAA). This happens when OSP processes the NAA while the related eGC1 is still in Composing status. If you need to view an NAA that is not available, please contact OSP by email to request the file.
The following information is displayed for each file.
Field
Description
Description
As entered by the OSP administrator. Common descriptions may include:
Fully executed award
Signed Concurrence Letter
Notification from Sponsor
File Name
The name of the attached file.
Source
The type of item and the item number to which the file is attached. Common item types include Funding Actions (FA), Pre-award notifications (PAN), Post Award Changes (PAC), and Subawards (SC).
Version
The current version of the file, indicating whether the file was updated.
File Type
As indicated by the OSP administrator who processed it. File types included are:
Agreement Documents
Award Documents
Internal (UW) Documents
Notification Documents to/from Sponsor.
Attached
The date and time the document was attached to the source item. Documents display in reverse chronological order.
System Generated Budget Snapshots (Historical)
The System Generated Budget Snapshots (Historical) section is only displayed for eGC1s with budgets associated or disassociated before April 20, 2011. SAGE previously attached snapshots of the budget as it was when it was associated with or disassociated from an eGC1. To view the snapshots in Microsoft Excel, click the View link. You cannot remove these documents. The system will not generate new snapshots.
Tip: To take advantage of the new budgeting versioning and integration features, disassociate the associated budget from the eGC1, and then connect your budget. You will see more detailed information in Budget History and be able to view your most current budget information in the eGC1.
When you connect an older budget, the Budget Edit Numbers will start with “1” regardless of how many edits you made before April 20, 2011.
New Funding Action (FA) fields added to SAGE API for GCA Budget Setup
The following fields have been added to the SAGE API, allowing GCA significant time saving in their budget setup automation work.
FA Number
Prepared By
Approved By
F&A Explanation
Disposition of Balance
Intellectual Property
Frequency of Report
Final Report
Following this SAGE API release, MyResearch squirrel will be updated so that GCA can fully access the FA data for budget setup automation (MyResearch release timing TBD).
SAGE eGC1
Budget Connection Issues Resolved
The following issues with budgets that are connected to eGC1s have been resolved:
Bad routing state caused by having a budget connected to a second eGC1
Linked budgets not opening correctly on non-editable eGC1
SAGE Budget
Minor Polish Updates
From the budget list, you can now right click on the budget title and it will open in a new tab.
When adding personnel costs, the new row is now added to the top of the salary and benefits table for greater visibility.
When viewing budget history snapshots, the banner text has been reworded for added clarity.
SAGE Grant Runner
Sponsor Budget Map Ordering
A minor issue with personnel ordering on the Sponsor Budget Map has been fixed.
Updated list of Countries and States on Grant Runner Forms
Grants.gov has updated their country and states list on forms version 3.0. Currently NIH does not have any opportunities using forms version 3.0 but they do have plans to use this form set in late Fall 2020. Proactively, we have updated Grant Runner forms version 3.0 to display the new country and state codes. Users will not see this change until NIH releases the opportunities using the new forms version. The updated forms are:
SF 424
Performance Sites
R&R Key Person Expanded form
PHS Human Subjects and Clinical Trials Inclusion Enrollment form
Updates to Grant Runner Forms F
Some minor updates to Forms F were made including improving some validations and updating the expiration dates on the following forms:
PHS 398 Career Development Award Supplemental form
PHS Fellowship Supplemental form
PHS Assignment Request form
PHS 398 Cover Page Supplement
PHS Human Subjects and Clinical Trials Inclusion form
SAGE Miscellaneous Bug Fixes
Grant Runner HSCT exemption numbers not clearing
Subaward form not allowing new lines in Internet Explorer
eGC1 Contacts & Access page conflicts with connected Budget contacts
SPAERC
Improve Visibility to FCOI Review Required
“ Review Required” has been bolded on the PI, Personnel, & Organizations page in SPAERC to make it easier for OSP reviewers to see.
Bug Fixes
The FA Current Amount was not displaying in the cycle details for applications connected to a current (V2) budget.
Returned eGC1s connected to a current (V2) budget were uneditable.
AUMS
Bug Fixes
From the OHN view, some details were not displayed in read-only mode.
SAGE Budget
Remove Worksheet Filter from Budget Summary Page
During internal testing, a minor variance was found in how rounding was applied to budget totals on the Summary when the worksheet filter feature was used. To avoid any discrepancies while further work is done on that feature, the worksheet filter has been temporarily removed from the Summary page.
When any open SAGE Suite application is left idle for 40 minutes (this can vary if you have other applications open that require UW authentication), users will now see an on-screen warning that their SAGE session will time out in 5 minutes without further activity. Renewing your 45 minute session can be done by simply clicking “Keep Working” in the warning pop-up. If your session expires, the system will automatically redirect you to a login page. This change will provide clear and consistent handling of session time-outs, reducing user confusion and accidental data loss.
SAGE eGC1
Improved eGC1 Status Handling at the Time of Award
An eGC1’s status changes to “Awarded” when a child funding action is initially sent to GCA. However, there were certain circumstances when the eGC1 status wasn’t updating appropriately if the child funding action was returned to OSP and then re-parented to a new eGC1. To catch these cases, the eGC1 status will also update to “Awarded” if the child funding action is “Re-Sent by OSP” to GCA. Existing eGC1s in “Approved” status with a child funding action in “Processed” status were updated to “Awarded” status.
The nightly batch job that updates the subaward status was simplified, and now evaluates Subaward End Date only. If the Subaward End Date is in the past, then the status is changed to “Expired”. If a new modification is approved, the subaward status will be changed to Active once again.
SERA
Funding Action and Post-Award Change Receipt Contact Updates
The electronic Funding Action (FA) and Post-Award Change (PAC) receipt PDFs that are sent to award contacts have been updated to include updated OSP and GCA contact information in the footer.
FIDS
SFI Value of Compensation Label Update
The significant financial interest form in FIDS has been updated to clarify that the “Value of Compensation” should be annualized — “Annual Value of Compensation”.
MyResearch Integrations
RegID included in SAGE API to MyResearch
RegID is now being provided from SAGE to MyResearch as a unique identifier to associate people to their eGC1s and Awards. While working in this area, an issue was resolved that had caused RegID to not be captured for PI changes on funding actions. Historical gaps in RegID data were also corrected.
When you are logged in to SAGE, but have not been actively using the system for 40 minutes, a dialog message displays indicating that your session will expire in 5:00 minutes. The dialog will continue to count down the time. You have the option to click “Keep Working” to re-activate your session.
If you do not click “Keep Working”, then when the time count reaches zero (0) minutes, your session will expire. Your browser will be redirected to a “session expired” page from which you can log back in to the system you were using. Any unsaved data at the time your session expires will be cleared.
The SAGE system has always timed out after 45 minutes of inactivity. We have now made the timeout more visible so you know that your session has expired, instead of sending you to the tasklist with no explanation.
The following image shows the session timeout dialog, with the time remaining until expiration and the instruction to click “Keep Working” if you want to continue to stay logged in.
Two new project types have been added to the eGC1. Users can now select “Cooperative Agreement” or “Other Transaction Authority” (a federal designation) from the list, in addition to the current options.
FIX: Sponsor Deadline warning displays when it should not
SAGE and SPAERC users were seeing a sponsor deadline warning message in cases where the deadline had not exceeded our internal due date, causing confusion. The issue was occurring due to time zone differences between east and west coast, and has now been resolved to disregard time of day when comparing the dates.
Update to Read-Only Non-Fiscal Compliance Page for EHS-1 and D-1
In a prior release, an update was made to the Non-Fiscal Compliance page of the eGC1, in order to display the full list of options a user was asked to choose from when responding to the Environment Health and Safety and Data and Technology questions. The display caused confusion for users and has now been updated with a more intuitive presentation of the responses, for added clarity.
Removal of Grant Runner attachment validation for spaces in file name
An old Grant Runner validation disallowing spaces in file names has been removed, to align with NIH current rules for file naming conventions. For details on all allowable characters, see the eGC1 and Grant Runner Attachments article.
Validation Update for Grant Runner
A validation has been added to Grant Runner, to indicate that the RR Research Plan attachment “Program Report Publication List” is required for Renewal applications. This coincides with a recent NIH update of the same.
Applicant PI Added to Email Notifications – Part 2
When an Applicant PI is identified in the personnel listing of an eGC1, that individual will now receive all priority notifications that the primary PI receives. This work was divided across two releases due to the volume of updates to be made, and work is now completed.
SAGE Suite-Wide
Caching Updates to Improve Releases
In the past, certain types of system updates would require the user’s cache to be reset before the change would be visible or to prevent unexpected behavior. The cache was automatically reset every 24 hours, but at times caused help desk calls the day after a release. Technical improvements have been made across the SAGE Suite that will no longer require users to clear cache to see certain changes.
SAGE Budget
FIX: Error on selection of staff with no salary or effort in Workday
An update has been made so that staff with no salary or effort in Workday will still be selectable in SAGE Budget, with a default of 0 in both salary and FTE fields. The user can manually update both salary and FTE as necessary, to project future salary for the individual.
FIX: Excluding Compensation Allocations with Earning Codes
Some personnel with special earning codes related to APL work were flowing through to SAGE Budget with multiple distribution rows, all at 100%. An update has been made to filter out these special APL Workday entries, so that the appropriate Institutional Base Salary is represented in SAGE Budget.
FIX: $25k cap for Subawards incorrectly applied to TDC budgets
For budgets using the base type Total Direct Costs (TDC), when an 03-62 subcontract expense was entered as a line item on the parent budget (and not as its own sub budget), the $25k cap on amount subject to F&A for subawards was incorrectly being applied. The total amount subject to F&A for the 03-62 line item was also showing an incorrect figure. Neither issue occurred when using sub budgets for subaward expenses. These issues have now been fixed.
SPAERC & SERA
Updates to Post-Award Change (PAC)
In order to improve the data quality, reporting, and analytics around award data, the following changes have been made to the Post-Award Change in SPAERC and SERA:
Addition of Revised Start Date field, displayed for the PAC Requested Change type “Start Date Change”
Addition of Revised End Date field, displayed for PAC Requested Change types “Extension”, “Early Termination”, or “Relinquishment”
Addition of Temporary End Date field, displayed for PAC Requested Change type “Temporary Budget Extension” (formerly called “Advanced Extension”)
Addition of Modification Number field
Addition of Originating Sponsor Award Number field, which will pre-populate from the parent FA data, when present.
Updates to PAC Notification PDF
The above new PAC fields will also be displayed on the PDF attachment that is sent to campus when a PAC has been processed.
Updates to Pending Actions Report
The above new PAC fields are also included on the GCA Pending Actions Report
PAC Requested Change Type Updates
The following changes have been made to existing PAC types:
“Advanced Extension” is now relabeled as “Temporary Budget Extension”
“Significant Financial Interest” has been removed
“Create Program Income” has been removed
“Change of Award” has been removed
“Change in Authorized Action” has been removed
The removed PAC Requested Change types will continue to display on historical PACs.
Update to Cycle View of PAC Data
When in the SPAERC or SERA Cycle view, the PAC row will now display the new Revised Start Date, Revised End Date, and Temporary End Date fields when populated.
The validation message that appears when the Intellectual Property Provisions question is not answered will now match the current question label, for added clarity.
SERA only: Future budget biennium selection removed
The Budget Biennium field, updated by GCA in many of the items in SERA, will no longer show future biennium dates for selection. This change will help prevent erroneous biennium selections.
SPAERC only: Grant Runner Submit no longer displays timeout error
Upon submission of Grant Runner applications in SPAERC, the system was displaying time-out errors that were misleading and likely to cause unnecessary alarm or confusion. The error tracking has been updated to improve the quality of the messages received by OSP on submission.
SPAERC only: Activity Locations Page Expanded by Default
The eGC1 Activity Locations page in SPAERC will now display as expanded by default, for easier viewing of relevant data without additional clicks.
AUMS
Automation of AUMS Renewal Reminders
In order to streamline processes for the Office of Animal Welfare (OAW) and Environmental Health & Safety (EH&S), the renewal reminders for AUMS screening will now be system-generated. The email notifications will be delivered as follows: For existing AUMS applicants who are still working with animals or whose animal exposure status is unknown, reminder emails will be sent on the following cycles, unless a new application is submitted prior:
35 days prior to renewal date (to applicant only)
7 days prior to renewal date (to applicant only)
1 day past renewal date (to applicant and their supervisor, when the applicant is an active employee.)
Applicants who are former staff, now inactive in Workday, will also receive the reminder notifications, since these individuals may continue to work with animals either on a voluntary basis or through an affiliation with the UW.
If the applicant no longer works with animals, the email will direct them to change their animal exposure status accordingly. (See next entry). When their animal exposure status is marked as “Inactive. No further work with or around animals”, no more reminders will be sent.
AUMS Status for No Further Work with Animals
The AUMS Profile now includes a field to indicate Animal Exposure Status. This will allow existing applicants to communicate to EHS & OAW that they no longer work with animals, or are again working with animals. When the exposure status is set to “Inactive. No further work with or around animals”, the individual will no longer receive any renewal reminders.
Profile History Display in AUMS OHN Module
When an AUMS applicant changes their animal exposure status in any way, the AUMS system will log the change, and the history of changes will be visible to the Occupational Health Nurses in EH&S and other authorized AUMS administrators. This will provide a helpful trail of when exposure status has changed for an applicant.
AUMS Ergonomic Questions now trigger “Consult Required” Review Action automatically
When an applicant has responded in the affirmative on any of the ergonomics questions on the AUMS questionnaire, the application’s Review Action will be automatically set to “Consult Required” to ensure an occupational health nurse reviews the application appropriately.
FIX: Can’t update AUMS Supervisor
An issue preventing the changing of an applicant’s supervisor in both the AUMS Applicant and OHN modules has been resolved.
FIDS
SFI Entity Type update
A change has been made to the Entity Type field when users are adding or updating SFI in FIDS. The “Foreign Government” entity type is now relabeled as “Foreign Government/Institution of Higher Ed” to better align with NIH disclosure requirements.
FIDS Reviewer: Update to Related Sponsored Research display
To better assist FIDS reviewers in monitoring compliance, a change has been made to the display of Related Sponsored Research (eGC1s). For eGC1’s that are in “Awarded” status the system will now show the most current and relevant related eGC1s based on the end date of the Funding Action instead of the end date of the eGC1. This will mitigate the accidental omissions of eGC1s whose anticipated start and end dates differ greatly from the Funding Action start and end dates.
For additional helpful context, the start and end dates of eGC1s will display in the list, when the eGC1 has not yet been awarded. Once awarded, then the Funding Action start and end dates will display in the list, along with the FA Number for reference.
MyResearch Integrations
SAGE Data Integrations with MyResearch
The following SAGE data was added to a web service to enable MyResearch future work.
eGC1 data needed for Current and Pending Support generation
New PAC fields mentioned above, for use in Award View
Carryover funding action field and new PAC fields in the SAGE web service will also enable GCA automation of award setup and changes in the financial system
In order to give reviewers/approvers better visibility to the application’s sponsor deadline, the deadline now appears on the Approval Graph in the Application Details section.
PI Assurance Statement Updated with Multiple PI Guidance
The Assurance Statement for Principal Investigators on eGC1s has been updated to include a statement guiding them on their responsibilities for ensuring Multiple PIs from external organizations provide proper assurance, in compliance with federal regulations. The newly included verbiage reads as follows, and is visible on the Certify and Route page when the PI is logged in, and on their approval page when they have not yet noted their assurance:
If this is a multiple PI application, I understand that if I am the eGC1 PI, my approval of the eGC1 indicates I have obtained written assurances from external PIs named in this application that include this Non-UW Multiple PI Assurance Statement.
Application PI Added to Priority Email Notifications
When an eGC1 contains personnel with the Application PI role, the Application PI will now receive the following email notifications to ensure they are alerted to important changes:
Final Sponsor Documents Required for eGC1 – reminder email for deadlines sent if eGC1 has not been marked “Ready to Submit”
eGC1 Returned by Reviewer (campus reviewer) – to inform owners their submitted eGC1 has been returned by a campus reviewer
eGC1 Returned by Reviewer (OSP) – to inform owners their submitted eGC1 has been returned by OSP
eGC1 Received at OSP – eGC1 has reached OSP and will begin the central review process; includes OSP assignment
Application Review Notice (auto generated by OSP) – generated after central review and includes OSP review comments
Requested Documents Ready for Pickup – signed and scanned documents are uploadable to an application and are ready for pickup
FCOI Just-In-Time notification – to indicate eGC1 has reached JIT
Funding Action email w/Funding Action pdf attached
Post Award Change email w/PAC pdf attached
FIX: Non-UW authorized SAGE users cannot create new eGC1
Non-UW SAGE users, such as partners as SCCA or Fred Hutch, were receiving errors when attempting to initiate new eGC1s. The system restriction has been updated, so that all persons with a valid UW NetID and an appropriate SAGE Astra Role can perform their SAGE duties as expected.
FIX: Common Interdisciplinary Org Unit Reviewer checkboxes can’t be unchecked
An issue was resolved where eGC1 preparers who had previously checked one of the Interdisciplinary Organizational Unit Reviewers to add to the approval graph, and then later wanted to uncheck the unit, were unable to do so. Users can now check and uncheck as necessary before completing the eGC1.
FIX: Activity Locations without an address display blank in summary table
In the case where a location sourced from the GeoSims database does not have an address, the summary table on the Activity Locations page will now show the test “Not Provided” for consistency and clarity.
FIX: Editing Activity Locations or International Involvement sections in Firefox causes page to freeze
An issue with Firefox and locking/freezing of the Activity Locations page on edit has been resolved.
SAGE Budget
SAGE Budget Updates to Workday Salary Data Displayed for Personnel
In order to clean up and clarify the salary distribution data presented to SAGE Budget users, the following updates were made:
Make Institutional Base Salary more easily configurable in SAGE and update existing rules
SAGE Budget can now be more easily updated when new Compensation Plans are added to Workday. This will ensure salaries in SAGE Budget reflect each person’s Institutional Base Salary. This release also brings SAGE Budget up to date with the Compensation Plans currently in Workday.
Distribution % for Administrative and Endowed Supplements no longer factor in FTE
Administrative and Endowed Supplements will now show the Distribution % direct from Workday. Previously, these Compensation Plans used the same Distribution % calculation as General Salary, which incorrectly reduced the total pay for people with supplements tied to part-time positions.
Administrative and Endowed Supplements now included for Non-Faculty Personnel
SAGE Budget will now include Administrative and Endowed Supplements in Institutional Base Salary for any UW personnel who have them. Previously, these Compensation Plans were only included for faculty.
Other Minor SAGE Budget Fixes
The following SAGE Budget issues are now resolved:
FIX: 07 Retirement Benefit percent does not update when changing personnel from APL to non-APL
FIX: The Update (Benefit) Rate button in personnel salary and benefits by period does not work
FIX: 01-70 Changing between exemption rate settings for 01-70 staff does not result in refreshed benefits rates for individual personnel entries
SAGE Grant Runner
Populate SF424 Federal Agency from the Opportunity Data
The SF424 Grant Runner sponsor form will now default in the Federal Agency from the opportunity information retrieved from Grants.Gov, instead of the sponsor listed on the eGC1. This will improve accuracy on the Grant Runner form and reduce the risk of issues at the time of submission.
FIX: Error on History & Comments page for Grant Runner eGC1s (Released via patch on 6/19/19)
An issue has been resolved that was causing an error for users when they would navigate to the History and Comments section of the Approvals tab for an eGC1.
The SAGE team is focusing in 2019 on expanding and improving SAGE Budget capabilities, and streamlining proposal budgeting processes. This release includes several high-value features that were identified by budget preparers across campus who responded to a budget-focused survey and subsequent focus groups.
SAGE Budget
New Salary Cap Feature
In SAGE Budget you can now indicate when the sponsor has a salary cap, allowing you to set a custom salary cap value from the newly-renamed Targets & Caps tab.
From the worksheet, you’ll be able to see what the cap is, and which personnel exceed it.
When you open the details for individual personnel, you’ll see their total uncapped salary in addition to their capped total for improved transparency.
Improved Visibility to Salary and Benefit Totals
When updating the period details for personnel, you’ll now have better visibility to Period Salary Totals, Period Benefits Totals, and for the first time, visibility to the combined Salary & Benefit Total. This will make it easier to copy this total into sponsor budget forms, while also improving the layout to reduce scrolling. (See “Total Salary + Benefits” in image above)
New Summer Tuition Amount Field
To make it easier and more transparent to budget for summer tuition (the rate which normally differs from other academic quarters), you’ll now be able to enter a discrete Summer Tuition Amount for personnel with student sub-object codes. You’ll also be able to enter a Summer Tuition Amount for stand-alone tuition lines in the 08 object code.
Copy Budget Improvements
Copying SAGE budgets and sub-budgets will now prompt you to update the Title of the new budget, and after confirmation will open the new budget in a new browser tab. This will make it more intuitive for you to identify the new budget from the original when copying.
Streamlined and More Accessible Expense Entry
Keyboard and mouse navigation in the expense entry screens has been improved to make the experience more intuitive and accessible. This will reduce the amount of time to enter expenses for users who navigate using keyboard or mouse.
General SAGE Suite Maintenance Items
SAGE
Activity Locations Entry Updated for Consistent Experience
The eGC1 Activity Locations page has been updated to make the entry of locations mirror the experience found on the Non-Fiscal Compliance page when entering Human and Animal protocols. This will make the entry experience more intuitive and the system more maintainable.
Improved eGC1 Performance
Testing of SAGE response time revealed that the Details and PI, Personnel & Organizations pages were slower than other parts of the eGC1. Those pages have been updated to drastically improve performance, allowing you to navigate with less waiting.
Compliance Question E-2 Has Been Updated
Non-Fiscal Compliance question E-2, concerning export of hardware, equipment, specimens, etc. has been updated to clarify that you do not need to report personal use laptops.
Fix: Country Field Displaying for Manually Entered Animal Use Institutions and Activity Locations
An issue causing the Country field to not display for manually entered Animal Use Institutions and Activity Locations has been resolved.
SAGE Grant Runner
New Grant Runner Warning for Expired NIH Funding Opportunities
When using Grant Runner, you’ll now see a warning at the top of the Check for Errors pop-up if you choose an NIH funding opportunity that closes prior to the Sponsor Deadline on the eGC1 Details page. This will provide you with transparency to the conflict, but will not prevent you from routing the eGC1.
Improved Usability for Country & State Entry on Grant Runner Forms
The Key Persons Expanded and Performance Sites forms on Grant Runner eGC1s have been updated to provide a more intuitive experience when entering Country and State. This also resolves an issue that could result in the State not saving.
Submission deadline warning notification no longer sent for RRF eGC1s
Principal Investigators and Preparers of eGC1s to the Royalty Research Fund (RRF) will no longer receive the automated email sent from SAGE 3-6 days prior to the Sponsor Deadline when the proposal is marked as not ready for submission. This notification was not applicable to RRF proposals and caused confusion.
SAGE Budget
Add links to connected eGC1s and Budgets on SAGE task lists
When an eGC1 is connected to a SAGE Budget, links between the two will now display on the My eGC1s and My Budgets task lists, making it quicker and easier to navigate between the two.
Prefix and/or Suffix fields added for personnel in SAGE Budget
Users can now enter a Prefix and/or Suffix for personnel in SAGE Budget. These will display on the Budget worksheet, and when using the Grant Runner Budget Sync feature will flow directly to the NIH RR Detailed Budget form on the connected eGC1. This ensures personnel will display on the sponsor form with their preferred titles/credentials.
Budget Sync performance improvements
The new Grant Runner Budget Sync feature has been optimized to now perform faster, allowing users to complete their proposals more quickly.
SAGE Grant Runner
Allow Grant Runner eGC1s to route with Grants.gov and NIH errors
The Certify & Route page of the eGC1 has been updated to make routing choices more clear and intuitive.
Additionally, when using a Grant Runner eGC1, as long as the eGC1 is marked “Ready to Submit” = No, users will now be allowed to route their eGC1s for review while there are still outstanding NIH and Grants.gov errors.
A new warning displays on Certify & Route page when there are grants.gov and/or NIH errors:
SPAERC
Add Award Modification Number to Cycle View
The Cycle view in SPAERC has been updated to include a “Mod Nbr” column to reflect Award Modification Numbers on Funding Actions and Modification Numbers on Subaward Actions.
Changes to Defaulting Behavior on Funding Actions
Defaulting logic for the Disposition and Carryover fields on Funding Actions has been revised to improve data accuracy.
If Payment type is changed to Cost Reimbursable from another value, then the Disposition of Balance field is reset to “Not Applicable”
If Payment type is changed to Letter of Credit from another value, then the Disposition of Balance field is reset to “Not Applicable”
If Sponsor is changed to Royalty Research Fund (RRF) from another value, then
Disposition of Balance field is reset to “Return to Sponsor”
Carryover is reset to “Automatic Carryover”
If SNAP is checked after a value is already set in the Carryover field, then the Carryover value is reset to “Automatic Carryover”
OSP Team C assignment updates
The rules that govern who the default OSP reviewer will be for eGC1s that have been routed for review have been updated to facilitate the appropriate eGC1s being assigned to OSP’s new Contracts Team. eGC1s will be assigned to the Team C Administrator under the following conditions:
Application Type = Non-Award Agreement (new) or Non-Award Agreement (continuation)
After the Fact (ATF) is marked “Yes” and the Sponsor Type is “Private Industry” or “Foreign Private Industry”
SERA
Add validation in SERA for missing short title
The Short Title on Funding Actions is now required in SERA prior to save in order to resolve an error that occurred when the Short Title was saved blank.
The SAGE team will be focusing the next six months on expanding and improving SAGE Budget capabilities, and streamlining proposal budgeting processes. This is the initial release in a series of SAGE Budget improvements to come in 2019.
SAGE Budget Rounding Changes
The SAGE Budget approach to rounding has been changed to better match user expectations and needs. These changes will facilitate accurate integration of budget data into sponsor budget forms when using the new Budget Sync feature.
Context:
Historically, SAGE Budget has used display-only rounding for individual expense items, and banker’s rounding for totals.
Display-only rounding is the equivalent of using the decimal display setting in Excel versus the round() formula. With display-only rounding, you may see a $5 on screen, but the stored value may really be $4.60. This can be confusing for users when viewing totals of display-rounded numbers.
For example, you might see:
$5 + $5 = $9 when the underlying values are $4.6 + $4.6 = $9.2 (rounded to $9)
The old display-only approach to rounding also resulted in an inability to fully reconcile SAGE Budget numbers to sponsor budget formats, where sponsor budgets require whole dollar entries.
Key Rounding Changes:
Display-only rounding of expenses will no longer be used in SAGE Budget. Rounding is now applied to each expense individually, not just to budget sum totals.
Budget sub-totals and totals now display the sum of the rounded expense totals.
Banker’s rounding has been replaced by Rounding Up approach on tie break. (Example: When rounding to whole dollars, $2.50 will now round up to $3, instead of down to $2.)
Users now have the choice to round to whole dollars or to cents (new!) or to not round.
When Grant Runner Budget Sync feature is used, the rounded values will flow to the RR Detailed Budget with 100% accuracy.
These changes to rounding in SAGE Budget will result in a clearer, more intuitive approach to display of rounded values that accurately matches sponsor budgets that require whole dollars entry.
Important Note for Existing Budgets:
Existing budgets set to whole dollar rounding at time of go-live will be migrated to the following settings:
Rounding is changed to Do Not Round
Decimals display is changed to 0
Banker’s rounding is used on tie
These settings will maintain the integrity of historical budgets and to allow users to make intentional decisions on whether to apply the new rounding methodology to active budgets.
When you Copy a budget with the above legacy settings, the new budget (and any child sub budgets) will automatically convert to the new rounding settings.
Converting Existing Budgets to New Round Approach:
To convert your existing budget to the new rounding approach, go to the Properties tab of your main worksheet, and select the appropriate rounding option.
When you change the rounding settings in the Properties for your parent budget, all sub-budgets will inherit that same rounding setting as well.
SAGE Budget: Period Updates Screen Improvements
Dynamic Update of Expense Totals
Users will no longer need to manually SAVE between changes to expenses to see the sub-total and totals update. Entry of personnel and other expenses will trigger a recalculation and refresh of the expense totals upon navigating away from the field where the entry occurred.
SAGE Budget: Properties and Settings Improvements
To improve the usability of the Properties and Advanced Settings pages, the following adjustments have been made:
Properties Tab Changes
The Properties page has been streamlined to combine what was formerly the Advanced Properties onto the main Properties page, for added visibility and convenience
New section headings add clarity to the choices available
New help text guides users when making selections
The same above changes have been applied to the Properties portion of the Budget Setup Wizard
The Properties page now has improved keyboard accessibility
As mentioned in the Rounding section above, the rounding setting now includes an additional option to round to Cents, in addition to Whole Dollar and No Rounding options.
Targets and Limits Tab Changes
Users will now enable Targets and Limits from the Targets and Limits tab.
The Budget Setup Wizard no longer includes the Enable Targets and Limits question, and will instead be enabled from the Targets and Limits tab upon completion of the wizard setup.
General SAGE Suite Maintenance Items
SAGE eGC1
Discontinuation of Human Subjects Just In Time Reminder Email
The email notification sent from SAGE to PIs and Administrators at Just in Time when human subjects is marked as YES on the eGC1, has been discontinued. Campus feedback indicated that this email often caused confusion, since it was not an official notice of action from the sponsor, and that the reminder was not helpful to their processes.
Fix: Display of Activity Locations and Non-Fiscal Compliance Page
The Activity Locations and Non-Fiscal Compliance pages were displaying beyond the right border for Internet Explorer users, causing read-only users in SAGE to be unable to access certain expand/collapse controls on the page. The issue has been resolved.
SAGE Budget
Update to APL Manual Entries in SAGE Budget
SAGE Budget has been updated to clarify to which APL expenses can be manually entered (sub-object codes 19-00 and 19-20) and which are based on the APL setting on the Properties tab (sub-object codes 19-10 and 19-40).
SAGE Grant Runner
Fix: Cognizant Federal Agency POC Field Display – RR Subaward Budget
An issue with display of the Cognizant Federal Agency POC field on the RR Subaward Budget form has been resolved. The saved data is now displaying as expected on the Grant Runner form.
Link to Sponsor Budget Map from RR Detailed Budget
Users will now see a convenient link to the Sponsor Budget Map page from the header of the RR Detailed Budget page, when using Budget Sync. This will serve as a helpful reminder to users that this new page exists and may need actions on their part to fully sync data from SAGE Budget to the RR Detailed Budget.
AUMS
Clearance Email and PDF Attachment Updates
The clearance email, sent from the AUMS system, has been updated to clarify contact and other helpful information for recipients.
FIDS
Fix: Update to Display of SFI Percent Ownership in Reviewer Module
The SFI Percent Ownership has been updated to address a display issue caused by a rounding setting in the FIDS reviewer module.
