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Tag Archives: Subaward

November 2014

November 20, 2014

Updates:

  • A new flag has been added to subcontracts in SPAERC to identify which will require FFATA reporting via the FSRS reporting portal. When the flag is set to ‘Yes’, each subcontract action will display a FFATA Reporting Date field to track the date on which it was submitted via FSRS.
  • A new database field “BPO Version number” has been added to the Subcontract Details page in SPAERC to keep Ariba BPO versions in sync with Subcontract modification actions. This new 3-digit integer field is designed to be used together with a BPO number when the PO type is Ariba BPO.
  • The OSP Subcontracts Team has four new auto-generated emails in SPAERC for modification/amendments and subaward agreements. Copies of sent emails will be archived in the SPAERC subcontract.

October 2014

October 30, 2014

Updates:

  • Three new, more specific, attachment file types have been added to the Subcontract Action for FFATA documents, replacing the previous single “FFATA” option. The new values are: FFATA Report For Grants, FFATA Collection Form, and FSRS Filing Confirmation.
  • The date fields on the Subcontracts search page were relabeled to more clearly indicate the date value search criterion.

Fixes:

  • The “SA Reporting Date” field on the Subcontracts tasklist and search page has been relabeled “SA Issue Date” to match the field labels used in the Subcontract Action itself.
  • The “SA AssignmentDate” field has been added as an available column on the Subcontracts tasklist and as a searchable field on the Subcontracts search page.
  • An issue in SPAERC that triggered an error when a user’s default filter for the Subcontracts tasklist included an “SA Status” has been fixed.
  • An issue in SPAERC that caused the “Cost Share Amount” field in the FA Notification PDF to display after the Cost Share question had been changed from “Yes” to “No” has been fixed.

May 2014

May 30, 2014

The following updates were released on May 29, 2014.

  • New date fields have been added to the funding action to capture “Sponsor Award Date” and “OSP Received Date”. In addition, the Award Received data has been relabeled “FA Creation Date”. This was to allow OSP to meet federal reporting requirements.
  • The following changes were made to the subcontracts page in order to help OSP report to the federal government.
    1. Reporting Date is now labeled Issue Date.
    2. Date Received is now labeled Assignment Date.
    3. Fully Executed date field has been added to the Subcontract Action.
    4. Date fields were re-ordered for the Subcontract Action.
  • GIM 19 email notifications and HSD JIT email notifications will no longer be sent for applications that are after-the-fact or clinical trials.

May 2013

May 5, 2013

  • OSP Notes for returning an item to GCA will be a required field.
  • A new date can be added to the tasklist called assigned to date. This will allow you to track when new items are added to your list.
  • Only users with the Subcontracts Role will be able to create a subcontract shell. General users will no longer be able to add a subcontract shell within an FA.
  • Subcontracts formerly assigned to Verenice Bendana (Barbosa) and Judy Yoshioka will be moved to e-shelf.
  • One additional question has been added to the eGC1 Security Compliance Questions. Approval workflow was added for Security Review when the preparer answers “Yes” to the new question. An automatic hold will apply when the preparer answers “Yes” to any of the Security questions. The new workflow process will apply to only newly created eGC1s at the time of release.
  • Budget number and prior budget number field validation has been placed to allow only numeric and dash in these fields.
  • Advance Budget Request will always be blocked until OSP allows the Advance Budget Request to go through. GIM updates, process updates and procedures are still being vetted.

Planned Bug Fixes:

  • The error message color block for Subcontracts page validation will be corrected to fully cover all the error text in color.
  • Status Checker will no longer display HTML code.
  • Pending Sponsor and Pending Flow Through Sponsor will not be allowed on approval of Applications or FA’s.

Maintenance Release – April 2013

April 24, 2013

The following updates were released on April 25th, 2013:

Subcontracts:

  1. Attachments are viewable in SAGE:
    1. SAGE will display Subcontracts Actions (SA) attachments in the Related Documents section of the Attached Documents page on the eGC1 if the  SA is in Active or Closed Out status and if the attachment type is other than To/From Communications.
    2. Recommendation: Use a file name that make it clear to the user what this attachment is related to (for example PO#857757SubcontractAGreement.doc.).
  2. Notes sections are now available:
    1. The Subcontract team now has the ability to type in Notes as needed for all status changes.
    2. These notes are required for changing to Denied or Duplicate status. A standard validation message will appear if you forget.
  3. SA has a new default status.
    1. Upon creation, an SA will have the default status of “pending”.
    2. You will not be able to close out a Subcontract if it has any SA  with the status  of pending or active. A validation message will appear when you try to do this.

ASTRA PAGE instead of error page

When people attempt to log in to a tool within the SAGE Suite (SAGE, SPAERC, and SERA) without the required ASTRA role, a page will display a list of people in their unit who can authorize access to it. Users will be able to choose an authorizer and send him or her a message to request access to the tool.

SAGE Updates SPAERC Users should know about:

New EH&S Compliance question in SAGE

  1. New question #7 :  Will the project involve scientific diving?
  2. Explanation: Anyone diving under the University of Washington’s auspices must have current certification as a University of Washington Scientific Diver and adhere to the standards set forth in the UW’s Diving Safety Manual. EH&S will contact you to assist in meeting Diving Safety Program requirements prior to diving.
  3. The link to the diving safety program is. http://www.ehs.washington.edu/rbsdiving
  4. Answering “yes” to question 7 will add a watcher node to the approval graph. Sam Sublett and Pema Kitaeff are the EHS Diving watchers, and they will follow up with the PI.

Preliminary Benefit Rates are now available to SAGE Budget users.

  • GIM 3 has been updated to allow Sage Budget preparers to choose between using current benefit rates or preliminary benefit rates for future budgeting. Users will also be able to look up rates within the revised GIM to view current and future rates as they become available.
  • SAGE Budget will use the correct rate based on the period start date when using current and preliminary rates or current-only rates.
  • Budget preparers can use a global update feature to update their budgets quickly when preliminary rates become available.
  • The period entry page for a given person will indicate whether the rate is current or preliminary for that period.