An Admin Action may have one of the following statuses:

• In OSP: The default status of a newly created action. OSP staff can edit actions with this status.
• Approved: When you click the Approve link in the left navigation, the status of an action changes from In OSP to Approved.  OSP staff can still unlock and edit an action with this status.
• In GCA: PAC only – When you click the Send to GCA link in the left navigation, the status of a PAC changes from In OSP to In GCA. A PAC must have an Approved status, and not be on Hold, before you can send it to GCA. OSP staff cannot edit a PAC with this status.
• Returned By GCA: PAC only – This status indicates GCA sent the PAC back to OSP to add or correct information. OSP staff can unlock and edit a PAC with this status. When GCA returns a PAC, the system assigns it to the Prepared By person (or to the Failover Team if the person is no longer OSP staff). NOTE: You can  your tasklist to help identify these returned transactions.
• Re-Sent By OSP: PAC only – A PAC that was Returned By GCA status and OSP re-sent to GCA. OSP cannot edit a PAC with this status.
• Duplicate: An action has this status when you click the Mark as Duplication link. You must enter the number of the existing action that this one duplicates to assign this status.
• Denied: An action has this status when you click the Deny link in the left navigation.
• Processed: PAC only – A PAC has this status after GCA has fully processed the PAC and notified campus. OSP cannot edit a PAC with this status.

To view status history

If you have any questions about the status of an admin action, you can check its Status Page for the details.

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There are two categories of hold reasons: Non-Compliance and Compliance.

Non-Compliance hold reasons are:

• For Check
• Other (Campus)
• Other (Sponsor)
• Pending Fully Executed Agreement
• Pending Notice to Process/Activation Notice
• PI Signature
• Revised Budget

Compliance hold reasons are:

• Administrative Support
• Cost Share
• Export Control
• F&A
• Federal Flow-Through
• IACUC Approval
• IRB Approval
• SFI/FCOI
• PHS Training

Automatic Holds

• Applications: If there is an Export Control watcher on the approval flow, when the application reaches In OSP status, the system will automatically add an Export Control compliance hold. Manually added holds on Applications do not enforce any process rules.
• Actions: The system will automatically place some compliance holds on Funding Actions and Post-Award Changes. See the section on Automatic Holds for further details.

Add a Hold

1. On the left navigation menu, select Add/Modify Hold
2. In the dialog window that opens, check one or more hold reason boxes. The dialog window is shown in the following image for a Funding Action.

1. 3. Enter any optional OSP notes about the holds
   4. Click Save to complete the process.

���dzٱ�:��When you open the Add/Modify Hold dialog window after the first time, you will see an expandable bar below the list of holds titled “Previous OSP Note Hold Reason Comments.” Click on the bar to expand the section.  A table displays that shows the date entered, the comment, and who the comment was entered by. The same information also displays under the OSP Notes tab. Clicking the bar again will hide the table. This section is shown expanded in the above image.

A yellow “On Hold” banner will display at the top of the item’s details page. The following image shows the banner on a Funding Action.

Modify or Remove a Hold

1. ��������𳦳���Add/Modify Hold to open the dialog window
2. Adjust the selected hold reasons
3. Add an optional comment
4. Click Save

If you clear all of the check boxes, the item will no longer be on hold and the banner and tasklist icons will no longer display.

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A pop-up window will appear that will allow you to change the status, reassign the item, and add comments if desired.

Add any explanatory comments you wish, reassign the item if necessary, then click on the In OSP button to complete the process. The pop-up window will close, and the item details page will refresh showing the new status.

Note: If you change an Admin Action assigned to the location File back to In OSP status, the system displays a warning message, which reads:

“An Admin Action with status of In OSP may not be assigned to File. Please modify the status or the assignment.”

To complete the process, you will need to reassign the Admin Action to a value other than File.

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Related Funding Actions

For FAs, the information shown includes:

• Funding Action Number
• Funding Action Amount
• Start and End dates of the funding period
• 91̽��Budget Number for the currently funded project (six digit value), if assigned
• Sponsor Award Number, if present

You can click on the Open link to the left of the FA Number to open the item.

Related Admin Actions

The AAs displayed here are direct children of the application. An items such as a PAC, which is a child of an FA, will not display.

For AAs, the information shown includes:

• Admin Action Number
• Sponsor Name
• PI Name
• Short Title
• Sponsor Award Number, if present
• Comment (first 20 characters)

You can click on the Admin Action Number to open the item.

The Admin Actions tab also includes a link to “Create New Admin Action”. See Create an Admin Action and Create a Funding Action for more details.

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• From within the open item: click the Assignments tab
• From the Tasklist: find the item you want to reassign, click on Actions + and select Reassign
• From within the opened Cycle that contains the item: click Reassign next to that specific item

As a result, the Reassign page will display, either directly if the tab was clicked, or in a separate window.

Note: You cannot assign a Funding Action or any type of Admin Action to “File” if it has a status of “In OSP.”

Make the Reassignment

• Under Reassign, use the Assign To drop-down menu to select the desired individual or location
• Optionally, you can enter a comment in the OSP note field
• To complete the process, click Assign

If the Reassign page had opened in a separate window, it will automatically close when you click the Assign button.

Note: You also have the option to reassign an item when you add or modify a Hold, or change its status (Deny, Mark as Duplicate, Approve, etc.).

When you are reassigning an item that’s in a cycle, you can reassign other Related Cycle Items at the same time.

View Assignment History

You can also see the item’s Assignment History from the Reassign page. The history shows prior assignments and indicates the date and time, who made the change, the new assignment, and any added notes.

• On the Reassign page, scroll down to the Assignment History section, and click Show Assignment History to expand the section

The information displayed includes

• Date Assigned is the date of the change.
• Assigned By displays the person who made the change.
• Assigned To displays the new assigned person or location.
• OSP Note Text displays any notes entered with the reassignment; a system-generated comment displays for default, or initial, assignments.

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To create a Close Out, follow the directions to Create an Admin Action, and then convert the AA to a CO. This action is usually the child of an Application.

When you create a CO, you must specify the type by selecting a checkbox under Close Out Action.

Close Out Field Definitions

A Close Out has specific fields in addition to the fields.

Review  for details on the closeout process.

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1. From the Tasklist, search for and open the action that you need to mark as duplicate.
2. On the left navigation menu, click Mark as Duplicate.
3. Enter a comment in the OSP Notes section to track the changes, if necessary.
4. Enter the ID Number for the duplicate item, and then click Mark as Duplicate.

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1. Open the action you need to deny from the appropriate Tasklist.
2. On the left navigation menu, click Deny.
3. In the new window that opens, enter any notes, select the person or location for item reassignment to from the Reassign drop down menu, and then click Deny.

When you click Deny, the window will close and the action will display with the status of Denied.

If for some reason the status needs to change, the user may place the action back into the In OSP status by clicking In OSP on the left navigation menu and following step 3 above, clicking "In OSP" to complete the process.

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If necessary, the Close Out can be returned to In OSP status to have data added, and then be approved again.

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