Managed Access

To make it easier for subaward preparers to cover absences and to allow for broader department review and access to subawards, you can now add additional users (beyond the three 91Ě˝»¨contacts) with either read/write or read-only access.

Expanded Subrecipient Profile

To improve OSP’s ability to report subaward information to sponsors and auditors, the following attributes have been added to the subrecipient profile in SAGE:

• Employer Identification Number (Federal Tax ID)
• DUNS and DUNS +4
• Country

Subrecipient Types have also been revamped to better align with reporting requirements.

Attachments Display Changes

• From a link on the Subaward Overview page, you can now view a consolidated list of attachments for the entire subaward.
• On the subaward request details page, the Attachments section now visually separates attachments that departmental subaward preparers uploaded from those that OSP did.

Performance Improvements

Using the Subawards section of SAGE and SPAERC will now be faster and more responsive, allowing you to accomplish what you need to get done with less waiting.

Improved Validations

The Start and End Dates on subaward requests are now checked by the system to ensure they make sense within the context of the broader award and subaward. This will help alert you to any easy mistakes made when preparing a request.

Other Enhancements

SAGE Tasklist

• The SAGE tasklist now displays the most recent BPO number, rather than the one listed on the first request. Searching the tasklist will also now only return subawards where the most recent BPO matches your search criteria.

Subaward Overview Page

• A visual cue displays in the Request in Process section on the Subaward Overview page to make it easier for users to identify how to open the details of request.
• A new Modification Number field has been added, which will be populated by OSP in SPAERC but will be visible on the Subaward Overview page in SAGE as well. The Modification Number will confirm the sequence of changes to the subaward agreement.
• You’ll now see the BPO number associated with each request, within both the Requests In Process and Processed Requests section of the Subaward Overview, for easy reference.

The post February 2017 SAGE Subawards Release 3 appeared first on SPAERC.

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.

The post October 2015 Maintenance Release appeared first on SPAERC.

The post October 2014 appeared first on SPAERC.

• The answer to the Ready to Submit question now displays on the SPAERC control sheet and the Attachments and Routing page for all application types.
• Navigational menus/links no longer display on popup windows such as auto-generated email draft windows.
• When the parent item of an Admin Action is changed, the Action text now reflects the appropriate Admin Action number.
• The SPAERC Task list now displays values for “Yes” and “N/A” in the Paper column.
• When updating FA, AA, and SC attachments the current description will display in the description field and be editable.
• Subcontracts will now appear on the Cycle Details page after every FA they are associated with, as they do on the Cycles Details flyout.
• Auto-generated document fields in SPAERC now have single spacing between lines of text entered.
• If an application’s initial sponsor is changed from RRF or to RRF, when the eGC1 is re-submitted, it will be appropriately re-assigned.
• Now you can directly re-parent an application which is the child of another application in the same cycle.
• For Grant Runner eGC1s that are connected to SAGE Budgets, the irrelevant Approved Attachments links have been removed from the History & Comments page and the Grants.gov Tracking History section of the GR Submission & Status page for actions associated with the submission steps (Name is Grants.gov).
• The “Change Action Type” drop down menu no longer includes “Post Award Change” as an option for FAs that have a parent (eGC1). This modification will enforce the parenting rules that have been established.
• On the Admin Actions’ Auto Generated Documents page, the email instructions label was changed to “SFI Compliance Notification”.

The post July 2013 appeared first on SPAERC.

• attach a document to an action
• view attached documents
• update an attached document
• delete an attached document

Both Funding Actions (FAs) and Admin Actions (AAs) have an Attachments section where you can upload and view documents.

For FAs, the Attachment section displays just above the OSP Notes History section, near the bottom of the page.

For AAs, the Attachment section displays at the end of the first page section.

The system will automatically attach a copy of any Auto-Generated Document you create for the FA or AA in this section.

SPAERC indicates the number of attachments for FAs just beneath the Attachments heading.

Note: Campus users can view the documents you attach to an action from the Related Documents section of the eGC1.

To attach a document

1. Click the Lock icon to unlock the action, if needed.
2. Click Add Attachment, and then enter a description for the attachment.
3. Use the File Type drop-down menu to select the type of document you plan to attach.

4. Then click Choose File to locate the file you want to attach, click the file name to select it.
5. Click Upload to complete the process. The page will display information about the attachment and the system will update the attachment count.

Note: You can change the File Type after you have attached the document.

To view attached documents

Click the View link to the right of the attachment information to open the attachment in a new window.

To update an attached document

You can upload a new version of the document using the “update” function for the existing attachment. SPAERC maintains all of the attached versions of a document.

1. Click Update to the right of the attached document you want to update. The File Type drop-down menu will automatically display the type of the document you are updating.
2. Enter a description, browse to find the new document, and upload it. Only the updated version will display in the list of attachments.
3. To see the earlier versions of a document, click the “+” to the left of the attachment description to expand the version history. Click the “-” button to contract it.

Note:

• you can update or delete only the most recent version of a document.
• When you update a document, the total attachment count doesn’t change.

To delete an attached document

1. °ä±ôľ±ł¦°ěĚýDelete to the right of the attached document you want to remove.

The post FA and AA Attachments appeared first on SPAERC.

• Basic Information
• Account Setup Information
• General Information
• Terms & Conditions
• Invoicing and Reporting
• Budget Information
• Subcontract Information
• Remarks
• Attachments

When you create an FA as a child of an application, information from the application will auto-populated a number of fields, as indicated in the following tables.

Basic Information

Account Setup Information

The information you enter into the Account Setup section helps Grant Contracts and Accounting (GCA) set up the account for this award.

General Information

Unless otherwise noted, all the fields in General Information auto-populate from the parent application when you create the child. Below is an image of a partially filled in section.

Terms & Conditions

This section details such items as Payment Type and Equipment Accountability.

Invoicing and Reporting

This section identifies information about the frequency and type of invoicing and financial reporting required by the sponsor.

Tip: When you click into a date field the calendar options appear. This allows you to click the calendar date to fill in the field.

Budget Information

Subcontract Information

This section lists any subcontracts (subawards) that are related to this FA. Subcontracts are created by the research team.

The subcontract ID, Subcontractor, and first year PO number are displayed. Clicking on the subcontract ID will open a read-only review window, showing the details of the subcontract and its subcontract actions.

Remarks

You can enter comments related to the Funding Action in the Remarks section.  Be aware that the PI and any contacts or preparer listed on the eGC1 can see any information entered in the OSP Comments and the GCA Comments fields when they receive receipt of the Funding Action.

Attachments

You can view, add, or update documents associated with the FA from the Attachments section. By default, the Attachments section is not expanded initially and displays only the number of attachments available.

For complete details on working with attachments, see the Attachments section.

OSP Notes History

The OSP Notes History section of the Funding Action displays the same information you see on the OSP Notes page. Only individuals with access to SPAERC can see the information entered in the Funding Action OSP Notes.

For complete details, see the OSP Notes Page section.

The post Complete the Funding Action appeared first on SPAERC.

A document is either an email which the system will send or a letter created as a PDF for printing. The system captures a copy of the communication and automatically attaches it to the related item.

For many of the documents, specific data from the item pre-populates email addresses, dates, sponsor names, proposal titles, and other information. You can edit this pre-populated information.

Available Auto Generated Documents

Applications

• Application Review Notice: use this email to send review comments to the Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer.
• Application Cover Letter to Sponsor: print this PDF-formatted letter and mail it to the sponsor in support of the application. The PDF file includes the 91Ě˝»¨letterhead. The eGC1 Campus Comments (entered in SAGE) display for reference at the top of the customization page. (They also appear on the Control Sheet.)

Funding Actions

• Notice of Award: use this email to send information about the award received to the Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer.
• Request for Activation Notice – fellowships: use this email to notify the PI of a fellowship award and request the PI to complete the Activation Notice.
• Research Agreement Acknowledgement: use this as a cover letter for the sponsor’s agreement sent to ensure the PI understands the terms. This is for industry sponsors.
• Sponsor Document Cover Letter: send this to the sponsor with the signed copies of the agreement.

Admin Actions

• SFI Compliance Notification: send this email to the PI about SFI disclosure for a budget extension.
• Sponsor Document Cover Letter: send this letter to the sponsor with the signed copies of the agreement.

Subawards

• Email Notification: send this email to the PI with attachments concerning the subaward.
• Notice to NIH: send this letter to NIH about the financial disclosures of the PI and the subrecipient.
• Cover Letter: send this letter to the subrecipient with the subaward agreement.
• Bilateral Modification/Amendment: send this email to the subrecipient with the appropriate attachments.
• Unilateral Modification/Amendment:  send this email to the subrecipient with the appropriate attachments.
• Bilateral Subaward: send this email to the subrecipient with the appropriate attachments.
• Unilateral Subaward: send this email to the subrecipient with the appropriate attachments.

Create an Auto Generated Document

• From within an open item, click the Auto Generated Documents tab.
• The page will open and display a list of email and/or letter choices.
• To select the email message or letter you wish to create, click its link.

The email or letter draft will display. You can edit most of the suggested content.

Note: You will need to add content wherever you see three asterisks on either side of a description, such as *** FREE TEXT ***.

Document Section Types

• Pre-populated values such as the PI’s email address or the sponsor’s name and address. You may edit them if necessary.

• • Paragraphs which may be complete as given, or may require the addition of specific information such as a date or amount of award.

For example, the Subject or Opening as shown in the following image.

• Choose One options allow you to select one section of content by clicking the radio button; you may edit the content. By default, some information is not displayed. To expand these sections, click the blue boxes.

• Choose Any options allow you to select one or more content sections by checking the box(es); after you select a section, you may edit the content.

Finalize and Send an Auto Generated Document

• After you have selected and edited the content, click the View Draft Email or View Draft PDF button to review the customized document. It will open in a separate window.
• You can close this window, make any necessary changes, and review the draft again, as needed.
• To create the final version of the document, click the Send Final Email or View Final PDF button.
  • For email messages, you will need to confirm that you want send the email and attach it to the permanent record. The system will send the email message to the recipients and a copy to your email account. The final email will display in a separate window. A confirmation message will display in the main window.
  • For letters, the final version displays as a PDF in a separate window. You may print the PDF and mail it.

View the Attached Copy of the Auto Generated Document

• For Applications, the document copy is attached in the Documents Uploaded by OSP section of the Attachments & Routing questions page. Campus user can view these attachments.
• For Funding Actions and Admin Actions, the system adds the document copy to the attachments area of the item. You may need to expand the attachments section to see the list of documents. Campus user can view these attachments in the Related Documents section of the application’s Attachments page.

Note:

• If you create another auto-generated document of the same type, the system will add it as a separate attachment.
• You cannot delete an attachment, but you can update it, depending on the item’s status

The post Auto Generated Documents appeared first on SPAERC.

• document options
• attaching a document
• updating an attached document
• viewing an attached document
• deleting an attached document

Document Options

You can attach many types of documents to an application, including the documents to be submitted to the sponsor, internal documents for OSP to review, and administrative and award documents. You can view all of these documents from the Attachments & Routing Questions page.

The following table outlines the document options on the Attachments & Routing Questions page of the application.

These are uploaded by OSP staff to the related Funding Actions and/or Administrative Actions, and are only displayed here for convenience. SAGE users can also view these attachments.

While different rules apply to each section of the Attachments & Routing Questions page, the basic functionality for viewing, attaching, and updating documents is the same. Documents that you attach would typically be placed in the Documents Uploaded by OSP section of that page.

Note: Anyone with access to the application can view any of the attached documents, regardless of which section they’re in.

When you create an Auto-Generated Document for the application, the system will automatically attach it in the Documents Uploaded by OSP section.

Attaching a Document

1. On the left navigation menu, click Attachments & Routing Questions
2. Click the Lock icon to unlock the application.

The following image shows the attachments part of the Attachments & Routing Questions page.

The Documents Uploaded by OSP section displays the comment “No attachments have been associated” and the Add Attachment link.

3. Click Add Attachment to display the Upload Attachments dialog box, as shown in the image below.

4. Enter a description for the attachment, and then click Browse to locate the file you want to attach.
5. Click the file name to select it and click Open, or double-click the file name.
6. Click Upload to complete the process.

Updating an attached document

Click Update to the right of the attached document you want to update. In the Upload Attachment dialog box, enter a description, browse to find the new version, and upload it. The most recent version will display in the list of attachments.

Note: You can view previous versions of a document, but you can only update the most recent version.

Viewing an attached document

From the open application, click Attachments & Routing Questions, and then scroll to the document you want to review. The description, file name, version number, and date and time attached display for each file you uploaded.

Select the Description for the document you want to view. If you have uploaded multiple versions of the document, click the “+” button to access previous versions of the document.

Deleting an attached document

You can only delete attachments that are in the Documents Uploaded by OSP section of the page. When you unlock the application, a Delete link will display.

The post Application Attachments appeared first on SPAERC.