New Features
Allow deletion of subcontract actions beyond most recent
OSP can now delete any Subcontract Action, not just the most recent, as long as the Subcontract Action is in “Pending” status.
Provide OSP staff with ability to alter eGC1 status
All OSP staff now have the ability to reset eGC1s that had been accidentally set to “Approved”, “Denied by Sponsor”, or “Permanently Withdrawn” back to active statuses. Approved eGC1s can be reset to “In OSP” status, and “Denied” can be reset to “Approved”. If an eGC1 reached “In OSP” or “Approved” status prior to being “Permanently Withdrawn”, then OSP can reset it back to either of those statuses. eGC1s that are “Permanently Withdrawn” while in “Routing” status cannot be reset to an active status, but can still be copied.
Overview: Sponsored Program Activity Revisions
The majority of the July maintenance release is focused on updating the way sponsored program activities are defined and clustered in SAGE on both the eGC1 and on Funding Actions. Prior to these changes, the “Funding Purpose” field on the eGC1 and the “Type of Award” field on the Funding Action tracked different but similar values. This causes confusion for consumers of the data and challenges in reporting to federal sponsors, since neither field aligns cleanly with the categories used for federal reporting.
With the below changes, the eGC1 and FA activity types will be brought into alignment with each other, and with the federal reporting categories. Additional fields are also being added to extend automation of reporting further.
Below are the current eGC1 and FA fields and the new Sponsored Program Activity Type fields for reference:
| Current eGC1 “Funding Purpose” |
Current Funding Action “Type of Award” |
- Research: Basic
- Research: Applied
- Training: Research
- Training: Other
- Equipment
- Fellowship: Undergraduate
- Fellowship: Graduate/Professional
- Clinical Trial
- Construction
- Conference/Workshop
- IPA/JPA/Staff Assignment
- Miscellaneous/Other
- Other Sponsored Activity
|
- Research
- Training (Research)
- Training (Other)
- Fellowship (Grad & Professional)
- Fellowship (Undergrad)
- Equipment
- Other Sponsored Activity
- Miscellaneous
|
| New eGC1 and Funding Action “Sponsored Program Activity Types” grouped by Institutional Activity Categories |
Organized Research
- Research: Basic
- Research: Applied
- Development
- Fellowship: Research Undergraduate
- Fellowship: Research Graduate/Professional
- Other Training: Research
- Clinical Trial: Federal Sponsors
Instruction
- Training and Development (UW Internal)
- Fellowship: Non-Research Undergraduate
- Fellowship: Non-Research Graduate/Professional
Other Sponsored Activity
- Professional Development/Public Service (UW External)
- Construction
- Equipment
- Clinical Trial: Non-Federal Sponsors
- Other Sponsored Activity
- IPA/JPA/Staff Assignment
|
Specific changes within SPAERC are as follows.
Replace FA Type of Award with Sponsored Program Activity Type
The Type of Award field on the Funding Action is replaced by a new Sponsored Program Activity Type field that will display in both SPAERC and SERA. The options available will align with federal Uniform Guidance and will mirror those on the eGC1. The Sponsored Program Activity Type on the first Funding Action for an eGC1 will auto-populate the selection on the parent eGC1. When an eGC1 has multiple existing Funding Actions, the Sponsored Program Activity Type will auto-populate from the selection on the first/oldest Funding Action.
Migrate historical data to FA Sponsored Program Activity Type
The Sponsored Program Activity Type field is populated on all existing Funding Actions based on eGC1 Funding Purpose and Funding Action Type of Award data. Populating the SPA Type field on all existing Funding Actions will allow for consistent historical reporting.
Add Clinical Trial Phase to the FA
When the Sponsored Program Activity Type is one of the two Clinical Trial activities (federal or non-federal sponsored), a Clinical Trial Phase field will display on the Funding Action in SPAERC. This will assist in reporting to the federal government.
View eGC1 Sponsored Program Activity Type from SPAERC
The new sponsored program activity type field will be viewable on the eGC1, the Control Sheet, and the task list in SPAERC.
View eGC1 Clinical Trial Phase from SPAERC
The new clinical trial phase field will be viewable on the eGC1 in SPAERC.
An issue was resolved in SPAERC to again allow the Lock/Unlock feature to work as intended on the eGC1 Attachments & Routing Questions page.
Assignment Factors
When a SAGE user completes an eGC1 for the first time and moves it into Routing status, the system assigns the eGC1 to a group/team and to a person who is the Administrator or GCC. There are a number of factors that contribute to the assignment.
Organization Code Receiving Funding: OSP uses the List/Edit OSP Administrators admin tool to associate organization codes with specific groups/teams within OSP.
- Roll-Up of Organization Codes: When a SAGE user completes an eGC1 with an organization code receiving funding that has no group association, SPAERC steps up the organization code hierarchy to find a higher-level code that does have an associated group. Then, based on the logic below, the system assigns the eGC1 to a member of that group.
- For example, a sub-division level code with no group, will roll up to the division level; a division level code with no group will roll up to the department level. See IT Connect’s page on Organization Codes for details on levels.
- Failover: If the system cannot find a group for the eGC1’s organization code or its roll up codes, then the assignment is to the Failover Team. That team can reassign the eGC1 to the appropriate group, and add the organization code to the correct group via the admin tool.
Re-Completed eGC1s: When a campus user re-completes a withdrawn or returned eGC1, the system may change the group/team assignment in response to changes made in the eGC1. However, the system does not update the original person assigned (with the one exception being if the sponsor changes from, or to, RRF). This ensures that the recompleted eGC1 returns to the same OSP staff person for follow-up, rather than disappearing from that person’s tasklist due to an automatic reassignment. If the changes warrant assigning the eGC1 to another OSP person, you can manually reassign it (see Reassign an Item). Note: Manual reassignments only change the person, not the group. The only time a group changes is in response to changed data on a withdrawn or returned eGC1, upon re-completion.
Assignment Logic
The following set of rules determine the eGC1’s initial assignment to the group/team and person.
| Conditions |
Assignment |
| RRF
Primary sponsor is the Royalty Research Fund |
RRF reviewers |
| NSF
Primary sponsor is the NSF (National Science Foundation) |
GCC (Grant & Contract Coordinator) role for the org code receiving funding |
| IPA/JPA
Sponsored Program Activity Type = IPA/JPA/Staff Assignment |
GCC (Grant & Contract Coordinator) role for the org code receiving funding |
Clinical Trials
- Sponsored Program Activity Type = Clinical Trial – Non-Federal Sponsors
- And Sponsor Type is Private Industry or Foreign Private Industry
|
Contracts Intake (Team C Administrator) |
Certain federal primary sponsors where:
- Application Type is either a Non-Competing Renewal or a Non-Competing Supplement
- And the total amount requested is $2 million or less
- And the primary sponsor or parent sponsor is DoED, DHHS, or ONR
|
GCC (Grant & Contract Coordinator) for the org code receiving funding |
| Non-Award Agreements
Application Type = Non-Award Agreement (new) or Non-award Agreement (continuation) |
Contracts Intake (Team C Administrator) |
After-the-Fact
- Sponsor Type = Private Industry or Foreign Private Industry
- And After the Fact = Yes
|
Contracts Intake (Team C Administrator) |
| All other conditions |
Administrator role for the org code receiving funding |