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March 2016 Maintenance Release

March 23, 2016

Fixes

Error 99 when trying to change SC cycle in SPAERC

An issue in SPAERC that was causing users to receive a 99 error when attempting to re-parent a subcontract from the Cycle Details has been fixed so that SPAERC users receive a clear error message describing the existing business rule that disallows moving a subcontract between different cycles.

December 2015 Maintenance Release

December 15, 2015

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now have the ability to reset eGC1s that had been accidentally set to “Approved”, “Denied by Sponsor”, or “Permanently Withdrawn” back to active statuses.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  If an eGC1 reached “In OSP” or “Approved” status prior to being “Permanently Withdrawn”, then OSP can reset it back to either of those statuses.  eGC1s that are “Permanently Withdrawn” while in “Routing” status cannot be reset to an active status, but can still be copied.

October 2015 Maintenance Release

October 7, 2015

New Features

Attachments

  • OSP is now able to delete erroneously uploaded attachments to the “Documents Uploaded by OSP” section of the eGC1, as well as Funding Action and admin actions in SPAERC. When an attachment is deleted, a note is added to the item recording who deleted the attachment and at what time.

Subcontract Actions

  • OSP can now change the Funding Action associated with a Subcontract Action to correct any erroneous assignments.
  • Subcontract Actions in SPAERC will now have a new status of “Expired”. Subcontract Actions will now be automatically assigned the newly added status of “Expired” when the SA’s end date passes. This status addition will aid in reporting and trigger that team to take the necessary close out actions.
  • Subcontract Actions in SPAERC can now be assigned a status of “Canceled” which will allow the OSP Subcontracts Team to differentiate them from those that were erroneously created or completed and “Closed Out”.
  • The new Subcontract Action statuses of “Expired” and “Canceled” have been added as filters on the Subcontracts tasklist in SPAERC.
  • Subcontract Actions in SPAERC will now include read-only “Project Type” and “Sponsor Award Number” from the parent funding action which will allow the OSP Subcontract Team to more quickly access information needed to setup the subcontract.
  • The header row of each Subcontract Action in SPAERC will now display the start and end dates for that action. This will make it easier for the OSP Subcontracts Team to identify the chronology of all actions under that subcontract.
  • SPAERC users are now able to search for subcontracts with a partial Purchase Order (PO) number. Previously, SPAERC users were required to enter a complete PO Number including alpha prefix. This will make it easier to find subcontracts when only part of the PO number is known.

Bug Fixes

  • SA Attachment Upload: An issue in SPAERC subcontracts module was preventing users from successfully uploading attachments on first attempt. This issue has been resolved.
  • Budget # not defaulting for SAs with ARIBA BPO and EI: An issue has been resolved that had been preventing budget numbers from the financial system from displaying for Subcontract Actions (SA) in SPAERC when the SA listed a BPO or EI Purchase Order (PO) number.

May 2015 Maintenance Release

May 14, 2015

Applications: FCOI JIT Process Change

  • With the creation of a new Just-In-Time flag being added to the Pre-Award Notification, the Just-In-Time button in the application Sponsor Decision window has been removed.
  • The FCOI Just-In-Time email notification has been updated to send upon a new JIT flag being set on a Pre-Award Notification, or, upon the creation of a Funding Action. The primary contacts on the eGC1 will now only receive the FCOI JIT email once, rather than anytime the contacts listed on the eGC1 change.

Grant Runner Applications – Print Preview of Grants.gov Forms

In order to provide OSP reviewers with an alternative way of viewing Grant Runner forms, a PDF print preview feature has been added to the upper task bar of each Grant Runner form, merging the data into the familiar Grants.Gov form. Users may find this a helpful way of viewing Grant Runner forms and eGC1 details side-by-side.

At this time, users can print the Grant Runner forms individually. ORIS is working on a feature that will allow for printing of the entire Grant Runner form set in a single PDF. That feature will be released at a later date.

Please note there is a known defect with the PDF not showing attachment names. Until this issue is resolved, users should refer to the SPAERC Grant Runner form to open and view attachments.

Auto-Generated Documents

  • The eGC1 Preparer will now be included as a recipient of the following auto-generated email notifications:
    • Application Review Notice
    • Notice of Award
    • Request for Activation Notice for Fellowships

Funding Actions (FA)

  • In order to apply the uniform guidance requirements with more clarity and consistency, the Sponsor Award Date on the Funding Action is now required prior to it being sent to GCA.

Pre-Award Notifications (PAN)

  • A new Notification Type of “Just-In-Time” has been added to the PAN so that OSP staff can correctly identify the content of the sponsor fundable score notification received, and facilitate earlier communication of just-in-time to other compliance offices such as the Office of Animal Welfare (OAW).

Subcontracts

  • A new Subcontract Title field has been added to Subcontract shell so that the OSP Subcontracts team can more easily identify particular subcontracts by name, and to facilitate future automation of federal reporting.
  • The Subcontracts tasklist can be sorted and filtered by the new Subcontract Title field.
  • A new Subcontract Action type of “Non-Contractual Revision” has been added to identify those SAs related to PAS/ARIBA transitions.

March 2015

March 27, 2015

SPAERC Subcontract and Subcontract Action Updates

  • A new Subcontract Title field has been added to Subcontract shell in SPAERC so that the OSP Subcontracts team can more easily identify particular subcontracts by name.
  • Two new fields related to subrecipient DUNS number have been added to the Subcontract shell in SPAERC in order to aid reporting on subcontracts to the federal government.
  • The Subcontract Action (SA) section in SPAERC was redesigned to make it easier for the OSP Subcontracts Team to monitor high-level details about each SA, and then expand an accordion to view and edit the details. Design features developed for the Grant Runner Detailed Budget were leveraged to foster a consistent experience throughout the SAGE Suite.
  • Subcontract Actions (SA) in SPAERC are now identified with a unique SA ID to aid the OSP Subcontracts Team in identifying particular actions more easily in task list searches and in reporting. The SA ID will be visible in the subcontract actions section, on the subcontracts tasklist search results by default, and in the available columns section of the tasklist.
  • New fields for Place of Performance have been added to the Subcontract Action (SA) in SPAERC in order to aid reporting of subcontracts to the federal government.
  • The OSP Subcontracts Team will now be able to assign Subcontract Actions (SA) to individual team members so that they can more easily track what each team member is responsible for.  The new “assigned to” field will also display on the subcontracts tasklist as an available column, and by default for the tasklist results template.
  • With the addition of the new “SA Assigned To” field in subcontract actions, the Subcontract Assignment History section has been updated to add a column for “Item Type”. This column will clarify which section — subcontract or subcontract actions — the assignment pertains to.

SAGE Updates

  • Add Time of Day and Time Zone to eGC1 Sponsor Due Date

In order to better monitor and meet proposal submission deadlines, eGC1 preparers will now be asked to provide the specific time of day and time zone for which the applications are due. These fields will display alongside the existing sponsor due date field, and will be required entry.

  • Allow Grant Runner support for special characters

In an early February release, Grants.Gov updated their systems to allow many of the special characters that were problematic with submissions in the past to go through successfully. With this release we are updating SAGE Grant Runner to take advantage of this change as well. Grant Runner will no longer generate a validation error when users enter special characters such tildes, curly quotes, umlauts and other accent marks. This update will result in fewer submission errors and a more accurate read of the intended content.