Updates to Post-Award Change (PAC)

In order to improve the data quality, reporting, and analytics around award data, the following changes have been made to the Post-Award��Change in SPAERC and SERA:

• Addition of Revised Start Date field, displayed for the PAC Requested Change type “Start Date Change”
• Addition of Revised End Date field, displayed for PAC Requested Change types “Extension”, “Early Termination”, or “Relinquishment”
• Addition of Temporary End Date field, displayed for PAC Requested Change type “Temporary Budget Extension” (formerly called “Advanced Extension”)
• Addition of Modification Number field
• Addition of Originating Sponsor Award Number field, which will pre-populate from the parent FA data, when present.

Updates to PAC Notification PDF

The above new PAC fields will also be displayed on the PDF attachment that is sent to campus when a PAC has been processed.

Updates to Pending Actions Report

The above new PAC fields are also included on the GCA Pending Actions Report

PAC Requested Change Type Updates

The following changes have been made to existing PAC types:

• “Advanced Extension” is now relabeled as “Temporary Budget Extension”
• “Significant Financial Interest” has been removed
• “Create Program Income” has been removed
• “Change of Award” has been removed
• “Change in Authorized Action” has been removed

The removed PAC Requested Change types will continue to display on historical PACs.

Update to Cycle View of PAC Data

When in the SPAERC or SERA Cycle view, the PAC row will now display the new Revised Start Date, Revised End Date, and Temporary End Date fields when populated.

Intellectual Property Provisions validation message update

The validation message that appears when the Intellectual Property Provisions question is not answered will now match the current question label, for added clarity.

SPAERC only: Grant Runner Submit no longer displays timeout error

Upon submission of Grant Runner applications in SPAERC, the system was displaying time-out errors that were misleading and likely to cause unnecessary alarm or confusion. The error tracking has been updated to improve the quality of the messages received by OSP on submission.

SPAERC only: Activity Locations Page Expanded by Default

The eGC1 Activity Locations page in SPAERC will now display as expanded by default, for easier viewing of relevant data without additional clicks.

The post September 2019 SAGE Maintenance Release appeared first on SPAERC.

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.

The post March 2016 Maintenance Release appeared first on SPAERC.

The post Search for Cycle Items appeared first on SPAERC.

• Subcontract shells can no longer be created from within an FA. They can only be created by the subcontracts team through the administration tab.
• All subcontracts assigned to Judy Yoshioka and Verenice Barbosa/Bendana have been reassigned to e-shelf.
• An Assigned To Date column has been added to the SPAERC Funding Action and Admin Action tasklists to notify users when a new item appears. The field appears as the right-most column, and can be moved if desired.

FIXES

• When Re-sending a PAC/FA to GCA, the OSP Notes field will be mandatory
• The error message color block did not cover the entire error message. This has been corrected for the subcontract PO number error message.
• An FA with a Flow-Through Sponsor of Pending cannot be approved in SPAERC, and therefore cannot be sent to GCA.
• Subcontracts were not moving to the proper cycle when the parent FA was moved. This has been corrected so that the Subcontract will be moved with the FA However old data will still be an issue and will need to be resolved on a case by case basis. A list has been given to Carol Rhodes to help resolve these issues as 99 errors will be generated until it has been determined which cycle the Subcontract and FA should be in.

The post May 2012 Release Notes appeared first on SPAERC.

The page heading displays just below the breadcrumb and includes the Short Title, the item ID, and the name of the PI. This appears on every page as a quick reference. The following image shows these heading parts.

This article covers:

• Using the Action Bar
• Using the Footer
• Using the Left Navigation Menu
• Using the Item Tabs

Using the Action Bar

The icons on the action bar will vary depending on the item you are viewing, and whether the item is locked or unlocked.

Possible Icons in the Action Bar

	Save	Writes any changes made to the database
	Reset Form	Clears any text entered on the page since the last save
	Previous Page	Displays the preceding page in an application
	Next Page	Displays the following page in an application

Note: any time you navigate from one page to another, SPAERC saves any changes made to the item.

Using the Footer

Within an application, the eGC1 pages contain a Previous link and a Continue button, which provide another way to navigate from page to page.

Using the Left Navigation Menu

The left navigation menu for an item generally contains “action” links such as change status, place or remove holds, save & close. For an application, you will also see links to view its pages, a summary, the approval graph and related approvals pages.

Using the Item Tabs

Use the set of tabs across the top of the main display area to access pages related to the item. Generally, you use the left-most tab to return to the page you see when you first open that item.

The following image shows the set of tabs for an application. The tabs are: Application, Funding Actions, Admin Actions, OSP Notes, Assignments, Status, Auto Generated Documents, and Cycle Details.

Applications, Funding Actions, and Admin Actions have the following tabs in common.

In addition to the common tabs, since Applications and Funding Actions can have related items (children), they have tabs for viewing a list of these items, and accessing them.

• Applications have a Funding Actions and an Admin Actions tab.
• Funding Actions have a Subawards and an Admin Actions tab.

Note: Use��the Admin Actions tab to create a new Admin and/or Funding Action as a child of the current item.

Cycles have just the OSP Notes and Assignments tabs.

The post Navigate Within an Item appeared first on SPAERC.

To reassign a Cycle to another user or File

1. Locate and open the Cycle you want to reassign, and click the Assignments tab.
2. Select the new assignee for the Cycle.
3. Enter a note for the reassignment, if desired.
4. Click assign to complete the reassignment.

Note:��A Cycle assigned to File cannot be reassigned.

To bulk assign items to a new user

Because a Cycle contains a number of items, you can do a bulk assignment of the related items to a single user.

You may have two or more applications in a Cycle, with related Funding Actions and Admin Actions. Using the Cycle Assignment actions, you can reassign all these items to the same user.

1. Open the Cycle containing the items to reassign, and click the Assignments tab.
2. If hidden, click “Show Related Cycle Items” to display the Cycle items in this Cycle.
3. Select the checkboxes for the items which you want to reassign.
4. From the Assign to drop-down menu, select the new user to whom you are assigning the items.
5. Add an OSP Note if desired.
6. Click assign to complete the item reassignment.

View Cycle Assignment History

To view the assignment history:

1. Open the Cycle
2. Select the Assignments tab.
3. Under Cycle Assignment History, click Show Assignment History to expand the Assignment History. This section lists the assignment history and comments for this item.

• Date Assigned: The date when the assignment��occurred
• Assigned By: The person who made the assignment
• Assigned to: The new assignment, either person or location
• OSP Note Text: Any notes entered with a reassignment. If the system automatically assigns an item at creation, it will enter a system note.

The post Cycle Assignments appeared first on SPAERC.

1. Find and Open the cycle to which you would like to add a note.
2. Select the OSP Notes tab. You will see all previous notes (some automated, some manually created).

3. To add a note, enter the note text, and click Save.

The post Cycle Details: OSP Notes appeared first on SPAERC.

Relate Two Cycles

1. Open one of the two cycles you want to relate.
2. Under Basic Cycle Data, select��Relate Cycle.
3. Search for and select the cycle you want to relate to the one you’re currently viewing.
4. Enter your search criteria, and then click Search.
5. From the results list, find the Cycle you want to relate, and click Relate.

The page will refresh and display the current cycle with the selected cycle now related.

View a Related Cycle

From the View Related Cycle drop-down menu, select the cycle you want to view, and then click Go. This will open the related cycle in the same window.

Remove a Related Cycle

1. Find and open either one of the related Cycles.
2. Under Basic Cycle Data, from the View Related Cycle drop-down menu, select the Cycle you want to remove from the relationship.
3. Click Delete Relationship.

4. In the confirmation window that opens, click Confirm to delete the relationship. Once you confirm, the formerly-related Cycle will no longer appear in the related Cycles drop-down.

The post Relating Cycles appeared first on SPAERC.

• Open the item
• Reassign the item
• Add a child to the item
• Change the parent of the item

Exceptions: you cannot reassign, add a child or change the parent of an Advance Budget Request.

The following image shows the location of the links. Open is to the left of the item. Reassign, Add Child, and Change Parent are to the right.

To open an item from the Cycle

• From the Cycle Detail page in the list of items under Hierarchy View, select��Open��to the left of the item you want to view.

If you do not see the item you want to open in the list, try modifying the options selected under Show Items.

Tip: When you open an item, SPAERC displays it in a new browser window. If you open a second item of the same type, SPAERC will replace the display of the first item with the second item in the same window. In other words, while you may have multiple windows of various item types open, it is not possible to open multiple windows of the same item type.

Note: You can open Advance Budget Number Requests (ADVs), but you cannot edit them. ADVs open in the SAGE Interface, not SPAERC. Because an ADV opens in a new window, you can return to the Cycle Details at any time.

To reassign an item to a different person or location

Note: You cannot reassign actions with a status of In GCA or Processed, applications with a status of Awarded, and any item assigned to File. In these cases the Reassign link does not display.

1. From the Cycle Detail page in the list of items under Hierarchy View, click Reassign next to the item you want to reassign.
2. In the Reassign window that opens, select a value for Assign to from the drop-down menu. You can add a note, if you want.

Click Assign. The window will close, and the Cycle Details page will refresh, displaying the new assignment(s).

To add a child to an item

When you create a Funding Action or Admin Action directly from an application, the system automatically makes the action��a child of the application and adds it to the application’s Cycle.

Note: A PAC cannot have a child item.

1. From the Cycle Detail page in the list of items under Hierarchy View, click Add Child next to the item you want to reassign.
2. In the Specify a Relationship Window, select the type of item you want to add as a child to the item. For an application, you can choose another application, a Funding Action, or an Admin Action.

3. In the Search window that displays, specify the criteria to locate the item you want to add as a child, and then click Search.

4. From the list of items returned, select the correct item and click Add To Cycle. This will close the selection window and return you to the Cycle Details page.

Note: If the item you want to add is already in a different Cycle, or has a parent already, then the system will prompt you to confirm that you want to overwrite the existing relationship.

To change the Parent of an Item

Similar to adding a child to an existing item, you may need to change the parent of an existing Cycle item. The new parent may be an item within the current Cycle, or elsewhere.

Note: PACs can only have an FA as parent, and FAs can only have an application as parent.

1. From the Cycle Detail page in the list of items under Hierarchy View, click Change Parent next to the item you want to reparent.
2. From the Relationship Window that opens, select the type of item you want as the new parent of the item. This will bring up the Search options.
3. Once you have searched for the Item you want to be the new Parent, click Make Parent. The system will prompt you to confirm overwriting the relationship. You may also see a prompt to adopt fields from the new parent (e.g., Principal Investigator).

Note: changing the parent on the item will require you to confirm the change in relationship. The change of parent may also result in a change of cycle dependent on the new parent/child relationship. The new cycle details will appear in your browser when this happens.

The post Open and Modify Items appeared first on SPAERC.

• Show Items
• Customize your view of Cycle items
• Customize the Hierarchically View
• Show Columns
• Customize the By Item Type View
• Select Individual Columns to display
• Sort Items by Column
• Customize the In Progress View
• Customize the Related Attachments View
• View a Cycle Item’s Related Attachment

The Hierarchy View section of the Cycle Details page defines how items display, and enables you to customize which items to view, which data associated with the items displays and how to order the items or attachments listed.

Show Items

The “Show Items” radio buttons control which view to display. Each of the four views has its own set of customizations.

• Hierarchically is the default view, and displays all items in the Cycle in a single table. It displays the items according to their parent-child relationships, indented according to their place in the hierarchy. The order of items is from newest to oldest for direct children of the Cycle. For a given child, its related items generally display in order from oldest to newest.
• By Item Type displays Cycle items in a separate table for each Item Type; the user can select which Item Types to display
• In Progress displays just those items still being worked on: Applications not yet Awarded, Funding Actions and Admin Actions which are not yet Processed, and Subcontracts which are Active
• Related Attachments displays just those items which include Related Attachments, with links to view those attachments

You also have the option to include��any Subcontracts and/or PANs in the item list by selecting the appropriate checkbox. If you don’t need to work with these item types, you could choose not to display them to shorten the overall list.

Each view allows a common set of actions to work with the Cycle Items:

• Open the Item
• Reassign the Item
• Add a child item (see Items & Relationships for a better understanding of this)
• Change the Parent Item

See the Open and Modify Items section for more details.

Customize your view of Cycle items

1. Select the radio button corresponding to the view you want to see.

3. Select the options for the items you want to view:
   • Subcontracts and PANs when displaying the Hierarchically, In Progress, or Related Attachments views
   • Specific Item Types when displaying the By Item Type view

4. Select the options for the columns you want to view (as a whole, or per Item type). Wait for the page to refresh after each option change.

Customize the Hierarchically View

The Hierarchically view displays all items in a cycle, organizing them by their Parent-Child relationships. The following image shows an example of this view.

Show Columns

The Show Columns set of check boxes enables you to determine which data to display about each item in the list of items. The following image displays the check boxes, which occur just below the view choices.

In the Hierarchically view, a display column may represent something different based on the Item type. For example, the “Admin Action Types/App Types” column will display the Requested Change type(s) for a PAC, but will display the Application type for Application items.

The following table summarizes the information that displays for each Column where it varies based on the type of item.

Each admin action type (PAC, PAN, etc.) defines actions specific to the type. The Admin Action Types column displays this type for each Admin Action Item in the cycle. The table below describes the column meaning for each specific Admin Action type.

For all types, you can make multiple selections. When this occurs, the Hierarchically view displays the phrase “Multiple Types.”

Customize the By Item Type View

The By Item Type view displays Cycle Items in tables according to the item type, so all Applications display separately from all Funding Actions. Because of the individual tables, each column is specific to the Item Type being displayed.

The actions available on the different items are the same as in the Hierarchically view. You can, however, add some layout customizations in the By Item Type View.

Show Item Types

In the By Item Type View, you have complete control over which item types you want to display.

1. Select “By Item Type” in the Show Items list
2. Choose which item types you want to view
   1. Check the box(es) specific to the columns you want to see, or
   2. Click the “Show All” link to display all Item types for the Cycle

If there are no Items of a specific type, then you will see
There were no <item-types> found.

Select Individual Columns to display

Each Item type display has a separate control for specifying which columns to view.

1. From the Cycle Details Page, navigate to the table for the Item Type you want to customize
2. Select the Columns to display for that Item Type

Sort Items by Column

In the Item Type view, you can sort each display table by column

1. From the Cycle Details page, navigate to the table for the Item Type you want to sort
2. Click on the Column name in the item display. This will sort the column in a descending order
3. Click on the Column name again to sort in ascending order

Customize the In Progress View

The In Progress View displays

• Applications not yet Approved
• Funding Actions not yet Processed
• Admin Actions not yet Processed
• Subcontracts that are Active

This��layout is nearly identical to the Hierarchically view. The difference is that the items do not display in a defined order.

This view is customized in the same manner as the hierarchy view, and the columns have the same meaning. Refer to that section for working with the In Progress view.

Customize the Related Attachments View

The Related Attachments view displays only those Cycle items which have attached documents. Each item displays a list of the attached documents for viewing.

Note: Items that do not have attached documents will not appear in this view.����

In general, this view is similar the Hierarchically and In Progress views for column descriptions and layout customizations. The one added capability on this view is to list and view Attachments for each Item.

View a Cycle Item’s Related Attachment

1. In the Show Items list, select “Related Attachments”
2. Locate the Item for which you would like to view the attachments
3. Click the “Show Related File Attachments” link under the item. The list of attachments for the item will display
4. Locate and click ‘View’ on the attachment you would like to open

The post Cycle Item Views appeared first on SPAERC.