The following updates were released on November 26th, 2013:
- SPAERC applications, FAs, and AAs will now have a single location to be assigned after review by OSP – “File.” FAs and eGC1s with a status of “In OSP” can no longer be assigned to “File.” Items that now belong in “File” have been reassigned and documented with appropriate notes in the history.
- GCA and OSP collaborated to determine several Funding Action fields that could be opened up for GCA so that GCA can make necessary changes rather than having to send FAs back to OSP to make the changes. Several FA fields will now be editable in SERA for GCA staff. Changes made by GCA staff will be logged in the history of the FA in both SERA and SPAERC.The following FA fields will become editable in SERA:
- Payment Type
- Budget Details Location
- Current Period Start Date (except when Authorized Action is New)
- Current Period End Date
- F&A Cost Rate
- Cost Sharing
- Total Cost Share Amount
- Rate Location
Also, in SERA, the Current Period Start Date will be displayed as read-only if the Authorized Action value is New.
The following updates were released on September 26th, 2013:
SPAERC Updates
- FAs that are returned by GCA to inactive OSP staff members will be assigned to the “Failover Team” so that OSP may reassign FAs to an active OSP staff member. Currently, Al Marks monitors the Failover Team, which has been used for eGC1s and will now be used for FAs.
- The new OSP Pending FAs report will help OSP Managers monitor and manage the workflow and workload of my team to process FAs in a timely manner.
SAGE and FIDS Updates SPAERC Users may want to know about
- Now that FIDS is a year old, OSP needs to be able to determine if an Investigator is in compliance with GIM 10 for annual updates of SFI disclosure. On the PI & Personnel Page, the investigator’s primary disclosure will appear in italics and related disclosures will be ordered from most recent to oldest. This will allow OSP to find the primary disclosure easily and see the most recent related disclosure immediately below the primary disclosure.
- SAGE and SPAERC users will have access to a new pop-up window for Personnel Disclosure History by clicking on the name of an Investigator on the PI & Personnel page in SAGE. The new window will show an investigator’s recent history of submitted disclosures. This will aid in OSP’s review to make sure investigators are compliant with annual updates per GIM 10.
- In compliance with the UW Records Retention policy, on October 1st, we will be removing attachments from grant applications (eGC1s) which were never awarded and have a sponsor deadline before January 9th, 2009. This will free up storage space and simplify data management.The eGC1s without their attachments will remain in SAGE for reporting purposes. An entry about the deletion will display on the “OSP Notes” page in SPAERC.
- SAGE users will no longer be allowed to “Send Disclosure Notifications” for eGC1’s where the sponsor name is “Pending – Notify OSP of Correct Sponsor”. This is to help ensure that the correct disclosure rules and requirements are applied when the PI is updating their SFI in FIDS.
- To aid in compliance with GIM 10 for annual updates of SFI disclosures, FIDS now send automated email notifications. There will be a reminder when an annual update of disclosure is due in 45 days, a second reminder when the annual update is due in 15 days, and a notice when they are out of compliance (copied to the PI).
- To easily see who the current Public Health Service sponsors are, we created a new PHS Sponsors web page.
Issue: When the parent application is changed for an FA that is in Processed status, compliance auto-holds may appear, depending on the data in the new parent application. The process of applying auto-holds does not check the FA’s status when it is re-parented. Since the FA is not editable when in Processed status, the holds cannot be removed.
The system should either not allow re-parenting of processed FAs, or not apply auto-holds when a processed FA is re-parented. The appropriate fix based on business processes needs to be determined.
Funding Actions may have related Subawards, which you can view either from the main Funding Action page, or by clicking on the Subawards tab.
Subaward/Subcontract Information Section of the FA
This section contains a list of the related subawards, and displays the subaward number, the subrecipient name, and the first-year purchase order number.
Click on any subaward number to see additional details.
The Subaward Review modal will open on top of the FA details. This modal presents read-only information about the related subawards. It includes all of the subawards listed on the details page, but opens centered on the item you clicked.
Clicking on the subaward number or subrecipient name will open the actual subaward item, which will replace the Funding Action in the window.
The subaward section provides the following information:
- Total Subcontract Amount Awarded to Date – the sum of the SA Amount on all subcontract actions associated with this subcontract.
- Total Subcontract Expenditures to Date – this figure is updated daily from the Purchasing and Accounts Payable System and is the sum of all subcontract invoices paid to date.
- Total Subcontract UW F&A Expenditures to Date – this figure is automatically calculated based on the subcontract amount subject to F&A and the budget F&A rate specified in the Financial Accounting System.
- Subcontract Status – either Active or Closed Out.
- Subcontract Assigned To – identifies the OSP Subcontract Team member managing the subcontract.
- First Year SC (PO) Number – the University’s purchase order number for this action.
- Subcontract Amount Subject to UW F&A Costs – the total dollar amount subject to UW F&A Costs. The value is determined by the F&A Cost Base Type specified on the Funding Action.
- UW Subcontract F&A Cost Base Type – the cost base for this subcontract.
The following section displays a list of the Subaward Actions associated to the subrecipient. The information displayed includes:
- UW SC (PO) Number
- UW Budget Number
- FA Number
- FA F&A Base Type
- Subaward has ARRA Funding – Yes or No
- Subaward Action Amount
- Period Start and End Dates
- Subaward Action Type
Subawards Tab
This tab displays a list of related subaward, as shown in the following image.
The information shown includes:
- Subcontract (Subaward) Number – system-generated unique identifier
- Subcontractor (Subrecipient) – the institution receiving the outgoing subaward
- UW Subcontract (PO) Number – the Purchase Order number
- SA Amount – the dollar amount on the Subaward Action
- SA Reporting Date
- Status
You can click on the Open link to the left of the Subaward Number to open the item.
