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Searching

You can search for subcontractor by Name, Country, Type, Status, or any combination of values.

When you search by Name, the system will return any subcontractor whose name contains the characters you enter. For example, searching for “seatt” or “ttl” or “seattle” will find subcontractors with Seattle in their name.

Country is the standard SAGE list, with the United States at the top for convenience.

Types are:

• All Types
• City of Seattle
• King County
• Local Government Other
• State of Washington
• State Government Other
• U.S. Federal Government
• Foreign Government Other
• Tribal Entity
• School District Other (K-12)
• Foundation
• Non-Profit

Status is Active or Inactive.

Editing a Subcontractor

When you select Edit next to a subcontractor’s name in the search results, the Edit Subcontractor page displays. You can update any of the displayed fields except Active.

Those fields include

• Name
• DUNS
• DUNS (+4)
• EIN
• Country
• Subcontractor Type
• Certification

Enter your changes and click the Save button to complete the process. The Manage Subcontractors main page will display.

Adding a New Subcontractor

When you select Add New Subcontractor from the main page, the Edit Subcontractor page displays.

For the Subcontractor Name, enter the full official one; if there is an acronym add it after the name in parentheses.

Fill in the DUNS, DUNS +4 and EIN values, and select the appropriate Country, Subcontractor Type and Certification status. These are all required fields.

By default, the Status will be Active.

Click Save to complete the process. Click Cancel to return to the Manage Subcontractors page without saving.

Deleting a Subcontractor

The Delete button only appears to the right of the subcontractor’s name on the search results list if it is not associated with any subawards in SPAERC. Selecting it will inactivate the subcontractor and refresh the results list.

The post Manage Subrecipients appeared first on SPAERC.

Use this tool to edit the hard-coded and default content in Grant Runner forms.

When the Grant Runner form set changes, you can use this tool to add new content, if needed. You can edit any existing item by clicking its Edit button to the right of the entry.

On the edit page, use the Text box to make your changes. Remember, changes you make here will appear in production within a very short time (10-15 minutes), so double check your changes before saving.

Once you save the updated values, users will need to open the affected form(s) for the system to pick up the changes.

The post Manage Grant Runner Form Content appeared first on SPAERC.

To retrieve the status of the application, first click the Select button to pick the endpoint. The Selected? checkbox to the left switch to checked. You must do this step even if there is only one endpoint.

Next, enter the full Grant Tracking Number, including “GRANT” and click Check Status.

The results of the status check will display.

The post NIH Status Checker appeared first on SPAERC.

Use this tool to view the full status history of a Grant Runner application.

Enter the eGC1 number (without the A) in the text box and press the Enter key. The applications status history will display.

By comparison, this is the status information from the GR Submission & Status page within the eGC1.

The post View Status History (Grant Runner) appeared first on SPAERC.

Use this tool to update the content of Auto Generated Documents (AGD). Note that you cannot add or delete AGDs  using this tool.

Start by selecting the document you want to edit by using the drop-down Document menu. Your choices are:

• For Applications
  • Application Review
  • Application Cover Letter to Sponsor
• For Funding Actions
  • Notice of Award
  • Request for Activation Notice – fellowships
  • Research Agreement Acknowledgement
  • Sponsor Document Cover Letter
• For Admin Actions
  • Request for SFI Extension Information
  • Sponsor Document Cover Letter
• For Subawards
  • Subcaward Cover Letter
  • Subaward Email Notification
  • Subaward Notice to NIH

Next, click the “edit” button for the section of text you want to change.

Enter your changes in the Text section. The Document and Section names display as grayed out, as these are not editable.

Note: Be sure not to change any of the text in square brackets, such as [DATA: FA#] or in angle brackets, such as <br> in the Application Sponsor Cover Letter.

Click “Save” to save the changes, or “Cancel” to return to the list.

The post Edit Auto Generated Document Text appeared first on SPAERC.

Use this tool to manage the data mapping of a team and Admin/GCC/PC to an organization code. When an application starts routing for approval, the system assigns it to a team and person based primarily on its organization code receiving funding. (For more details, see eGC1 Assignment Rules.)

Manage Users

You can use this section of the tool to

• Add a new user
• Delete a current user and reassign items
• Reassign all of a user’s items to another user

Adding a User

Clicking Add New Spaerc User opens the . Use it to search for and select the person you want to add. Once you exit and re-enter the tool, you can choose the newly added person in the various drop-down menus.

Deleting a User

Use the first drop-down menus to select the person you want to delete. Use the second menu to choose the person who you are assigning any outstanding items from the deleted person.

Click Reassign Items, and then OK in the confirmation pop-up, to complete the process.

Reassigning Items

Use this part of the tool to change the assignment of one person’s items to another. Select the appropriate person for the “From” and “To” and then click Reassign Items. Click OK in the confirmation pop-up window to complete the process.

Manage Teams

Use this section to designate members of the teams and assign the team’s org codes.

To display another team, use the drop-down menu to pick the desired Team name. The page will refresh and show the information for that team.

To change the Admin, GCC, or PC for a given group (column), just select a different name from that drop-down menu.

You can only add an unassigned organization code to a group. So you may need to first delete it from its current group. Do this by clicking on the red X to its left, and clicking OK in the confirmation pop-up window. To then add that code to the new group, click Add New Organization. This will open the organization code chooser. Once you’ve selected the code you want, the page will redisplay with the organization code added to that column.

To add a new group (column) to the page, click Add Team “team” Administrator. When you click the button, the personnel chooser will appear. Once you’ve searched for and selected the person you want, the page will redisplay with the new column at the far right. The person you selected will be the Admin, and the system will copy over the GCC and PC from the first (left-most) column.

To remove an existing group, you must first remove any organizations assigned to that group. Once that is done, click on the red X next to the Admin’s name, and OK in the confirmation pop-up window, to complete the process. The page will refresh and the deleted group will no longer display.

The post List / Edit OSP Administrators appeared first on SPAERC.

Use this tool to search for existing sponsors and edit their related information.

Start by entering the string of characters you want to search for, and then select what you what to search by. The choices are:

• All
• Sponsor Name
• Sponsor Parent
• Notes

You can further limit your search by using the Type drop-down menu to select the Sponsor Type, such as Federal Government or Association & Non-Profits.

Finally, you can limit your search by selecting a Status value of Active, or Inactive.

Click the Search button to run the search. The results list will display and include the following columns:

• Name
• Type
• Allows Escalation (True/False)
• URL
• Notes
• Active? (True/False)
• PHS? (True/False)
• Parent Sponsor

To the right of each sponsor listed, Edit and Delete buttons display.

• The Edit button opens a data entry form populated with the current data values. You can change any of the values displayed. Note: You cannot inactivate a sponsor that has active children.
• The Delete button refreshes the page and changes to an Undelete button.

In addition to the Search button, there are 3 other buttons:

• Add New Sponsor: click this to access the Add Sponsors tool described below
• Cancel: [generates a page error]
• Reset: click this to clear the search string and reset each of the drop-downs to the “all” choice.

Add Sponsors

Use this tool to add a new sponsor to the database. Please read through the displayed instructions for adding a sponsor.

The Allows Escalation? checkbox defaults to checked, which indicates this sponsor allows another approver, typically the department chair, to approver for the PI.

Check the Apply PHS FCOI Rules field if the new sponsor is a Public Health Service sponsor.

The three buttons are

• Save: refreshes the page and adds a light green banner with the text “Save was Successful”
• Cancel: returns you to the List Sponsors tool
• Reset: clears any data entered in the form

The post List / Edit and Add Sponsors appeared first on SPAERC.

The post Unapprove Application appeared first on SPAERC.

The SPAERC Admin Tools page has two sets of tools.

• Grant Runner Submission Queue Tools: You must have the OSP Administrator ASTRA role to use these tools.
• Editing Tools: You must have the OSP System Administrator ASTRA role for these tools, and the OSP Subcontracts ASTRA role for the Manage Subcontractors (Subrecipients) tool.

Grant Runner Submission Queue Tools

• Grant Runner Submission Queue: Monitor/Manage the Grant Runner submission queue. You can view status history, change status, remove an item from the queue, and initiate real-time queue updates. [editor’s note: full article under construction]
• View Status History: View full status history for a specific Grant Runner application
• Grants.gov Status Checker: Query Grants.gov webservice for a real-time status check (must have the Grant.gov Tracking Number). NOTE: This is a query only. This will not update the submission queue. [editor’s note: full article under construction]
• NIH Status Checker: Query NIH webservice for a real-time status check (need Grant.gov Tracking Number). NOTE: This is a query only. This will not update the submission queue.

Editing Tools

• List/Edit Sponsors: Edit, delete or undelete sponsors and parent-sponsor relationships.
• Add Sponsors: Add a new Sponsor.
• List/Edit OSP Administrators: Edit, delete or undelete OSP administrators, groups, and assignments.
• : Add, edit, delete or undelete subcontractors (subrecipients).
• Manage Grant Runner Form Content: Edit the hard-coded and default content in Grant Runner forms.
• Edit Auto Generated Document Text: Edit existing text blocks used to construct auto generated documents.

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