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) |
After you have assigned and/or confirmed the budget number for an action, you will see the Notify Campus link on the left navigation menu. This link allows you to notify the PI, the eGC1 Administrative and Pre-Award Budget Contacts, the eGC1 Preparer, and the first-level reviewers for the organization code receiving funding, that you have set up the action’s budget.
Clicking the link opens a pop-up window. The Notify Campus section is read-only and provides information about the action you are working on. The following image shows this section.
The data displayed are:
- Admin Action or Funding Action Number
- Current Status
- Short Title
- Principal Investigator
- Sponsor
- Budget Number
- Budget Biennium
The following image shows the Confirm Data Entry section.
The editable fields are:
| Field |
Description |
| Is Data Entry Complete? |
This is “No” by default. |
| Comments |
Enter any appropriate comments. These comments will display in the History for the action, and will be visible to OSP on the OSP Notes page. |
| Assign Item…to Location |
This is a required field. |
| Attach…to the email |
You can use the checkboxes to include additional attachments to the notification email. The file name, description, version and file type display for each attachment. |
| Recipient List |
The recipient list includes the Principal Investigator (eGC1’s PI), the Application Principal Investigator (eGC1’s Application PI), the eGC1 Preparer, Administrative Contact, Pre-Award Budget Contact, and the reviewers for the organization code receiving funding.
The reviewers may be division, department/center, or dean’s level depending on the unit’s routing rules. You can modify the campus notification recipient list if needed, as described below. |
Click Notify Campus to complete the process or Cancel to return to the action.
The status of the action will vary depending on how you answered the Data Entry question.
- If Yes, the action will change to Processed status.
- If No, the action will remain in Campus Notified status. A new Complete link will appear on the left navigation menu. Use this to indicate that you have completed the data entry and to change the action to Processed status.
Examples of the FA and PAC notifications are in the SERA Notifications article.
Modifying the Recipients List
This list displays the name, email address, and relationship for each person included. Examples of the relationship would include Division Reviewer, Application eGC1 Preparer, Budget Contact. Each person’s entry also includes Update and Delete links. The following image shows an abbreviated example list.
Clicking Update allows you to change the email address of that person. An editable text box with the current email address appears, followed by a Save button and a Cancel link. You can change the address, and then click Save.
Clicking Delete for a person’s entry will display a confirmation pop-up that asks “Are you sure you want to delete this recipient?” You can click OK to confirm the deletion and remove that recipient, or Cancel to return to the list with no changes.
Below the recipients list is an Add Recipient link. This allows you to send the campus notification to additional people. Clicking the link will add another row to the list with a box to enter the person’s name, and another box for the email address. You can click Save to add the new recipient, or Cancel to return to the list with no changes.
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).
