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SERA Notifications

This article describes when and to whom SERA sends email notifications. Select a link in the Email column to display an example of the email contents.

Note: Text in the examples that is in italic represents the specific values that the system adds to an email.

Email Purpose Sent When Sent To
Funding Action (FA) To notify owners that a funding action has been processed by GCA. The email includes a PDF of the completed form as an attachment. GCA completes the Campus Notify step while processing a funding action. PI, Application PI, Administrative Contact, Pre-Award Budget Contact, eGC1 Preparer, and first-level reviewers for the org code receiving funding.
Application Has Been Awarded To notify EH&S that an awarded application has an EH&S compliance approver or watcher. GCA completes the Campus Notify step while processing a funding action, and EH&S appears on the approval graph as a compliance reviewer. Appropriate reviewers for the node on the graph
Post Award Change (PAC) To notify owners of a post award change processed by GCA. The email includes a PDF of the completed form as an attachment. GCA completes the Campus Notify step while processing a post award change. PI, Application PI, Administrative Contact, Pre-Award Budget Contact, eGC1 Preparer and first-level reviewers for the org code receiving funding.
Advance Budget Request Processed​​​​​​​ To notify owners that an advance budget request has been processed by GCA. GCA completes the Campus Notify step while processing a budget advance. PI, the Advance Preparer(s).
Advance Sub-Budget Request Processed To notify the sub-budget PI and preparer that an Advance has been processed by GCA. GCA completes the Campus Notify step while processing a budget advance. Sub-budget Principal Investigator and the Advance Preparer(s)
Extension of Advance Budget Request Approved To notify the PI and preparer that an Advance Budget Number end date has been extended. GCA “Approve Extension” or “Approve Request to Extend Advance” Principal Investigator named on the Advance and the Advance Preparer(s)
Extension of Advance Sub-Budget Request Approved XXXX To notify the PI and preparer that an Advance Budget Number end date has been extended. GCA “Approve Extension” or “Approve Request to Extend Advance” Principal Investigator named on the Advance and the Advance Preparer(s)
Extension of Advance Budget Request Denied To notify the PI and preparer that a request to extend an Advance Budget Number end date has been denied. GCA denies the extension. Principal Investigator named on the Advance and the Advance Preparer(s)
Extension of Advance Sub-Budget Request Denied ZZZZ To notify the PI and preparer that a request to extend an Advance Budget Number end date has been denied. GCA denies the sub-budget extension. Principal Investigator named on the Advance and the Advance Preparer(s)

eGC1 Attachments

This tab appears for Funding Actions.

Clicking it opens a separate window that shows all of the attachments for the eGC1. The following image shows the top portion of the page.

example e G C 1 attachments page

For each attachment, this information displays:

Field Description
Description Entered by the person who attached the file.
Version Indicates if more than one version of the file was uploaded.
File Name The name of the computer file uploaded.
Attached On The date and time the file was uploaded.

The most current version is displayed. You can access older versions by clicking the plus sign (+) to the left of the description.

Use the View link on the right side of an attachment to review it.

October 2014 Maintenance Release

October 30, 2014

Features

Make Short Title field uppercase

The Short Title field for FA or PAC inherits the original value from its parent eGC1 which typically is a mixed case entry. A change has been made to always store and display this field in uppercase in SERA independent of the eGC1. This will help speed up data entry as GCA staff can directly copy and paste the data in FIN, and the budget name will already be in uppercase as required by FIN.

Include new FA and PAC data elements in extract

About 30 additional FA/PAC fields have been identified by GCA and added to the data extract (through “Export Pending Actions” from the “Search” tab in SERA). The new fields are added to the end of the file, and the GCA flag is listed as 9 separate yes/no columns on the report. The addition of these fields will help speed up the budget setup process as GCA staff won’t need to look for the information elsewhere.

Make FA “Total Cost Share Amount” Field format Numeric

The “Total Cost Share Amount” field on an FA (previously alphanumerical format) has been cleaned up and all historic non-numeric data has been purged (approved by OSP). The field has been reformatted to accept numeric values only. It is allowed to be empty when the Cost Share flag is “no”, and a numeric value or zero is required when Cost Share is “yes” per business rules. This change will help with cost share amount calculation and match that to Cost Share Summary in eFECS. As a result of this change, the reporting field “totalCostShareAmount” in the Award table in the EDW 1.0 database RAD has also been updated to numeric.

Update auto-generated ADV emails and add to Admin tools

The auto-generated campus notification emails (for FA, PAC and ADV) have been edited by GCA and updated in SERA. The content of these emails is now stored in the admin database and can now be managed through the SAGE admin tool. A new admin UI “SAGE/SERA” (similar to SAGE/SPAERC) is yet to be developed so GCA staff can access this admin tool and manage the content of these emails. This task will be included in a future release (to be prioritized and scheduled).