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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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.

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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.

The post Revert an Action to In OSP Status appeared first on SPAERC.

• Automatic holds will be applied to funding actions when either training requirements or disclosure requirements have not been met
• Ensure correct values appear for SFI on control sheet
• New JIT functionality for FCOI
  • OSP can trigger JIT notifications in SPAERC
  • JIT notifications will be sent to
    • Any investigators who have not yet taken training
    • Any investigators who have not yet completed disclosures (important for existing eGC1s)
    • Preparers and Owners to let them know that JIT has been invoked, and that they need to make sure that everyone who should be listed on the eGC1 personnel page is actually listed there
• JIT will trigger the status change from “Waiting for JIT” to “Review Required”  this is on the PI and Personnel page as well as in FIDS.
• JIT notifications are not sent for RRF sponsored applications at the time FA is created.
• Biennium field added to FA’s and PAC’s as optional to fill out.

FIXES

• A bug was fixed to correct an Orphan session issue where when a subcontract item was opened and then the FA was opened from the subcontract page the subcontract will no longer stay open in the background. This solves one area where the user had a stale session and a 45 minute lock on the subcontract item.
• Data clean up on some FA’s that were previously marked as duplicate that were accidentally changed to Processed. We are returning them to their duplicate status. This is to help with the EDW work.

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• Change the PAC to an AA (unidentified admin action)
• Change the parent to the appropriate Application
• Change the AA to an FA

The post How do I change a PAC to an FA when that option is not available in the drop-down menu? appeared first on SPAERC.

The post How do I avoid the attachment file type error message when changing an Admin Action type (e.g. PAN to PAC)? appeared first on SPAERC.

• 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.

The post Reassign an Item appeared first on SPAERC.

Clicking the return link opens a pop-up window. It includes a comments box for notes to OSP. The “Item will be assigned to” value is the OSP person the action is assigned to when GCA returns it.

When the GCA person clicks the Return to OSP button, the status of the action changes from In GCA to Returned by GCA, and the system automatically assigns the action to the person in OSP named in the Prepared By field (or to the Failover Team if the person is no longer OSP staff).

To see these items on your tasklist, you would need to include the Returned by GCA status in your tasklist option choices.

When you open the action in SPAERC, you can see the new status and assignment, and the action will be editable. It will be read-only for GCA.

You can see any text that GCA added to the GCA Comments field. In the OSP Notes History, you can see the entry for the Status change, with notes from GCA about the needed changes, and the Assignment to the OSP person who prepared the action.

Re-Send to GCA

On the left navigation menu, there will be a link to “Re-Send to GCA” for returning the FA or PAC to GCA once you have made the requested changes.

When you click the link a pop-up window opens, providing you a comment box.

Clicking on the Re-Send to GCA button will complete the process and change the action’s status to Re-Sent by OSP. A pink In GCA banner displays for the action and your access is set to read-only.

In SERA, the changes and notes are visible in the History section, which is similar to the OSP Notes History section, at the foot of the detail page.

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