When campus creates a new subaward, the Subaward and Subaward Request statuses will be the same from Composing through Active as you review and process the request. Once the subaward reaches Active status, the status of subsequent modification requests will be independent of the overall subaward’s status.

The system will automatically change the subaward’s status to Expired when the End Date is in the past. If a new modification is approved, the subaward status will be changed to Active once again.

OSP can change a subaward’s status as follows:

Subaward Request Statuses

A Subaward Request will have one of the following statuses.

The post Subaward and Subaward Request Statuses appeared first on SPAERC.

The Event History & Comments section for the subaward will display any assignment, dates, or status changes you make.

Links to the auto-generated documents, described below, display at the bottom of this section.

Auto-Generated Documents

There are 7 types of auto-generated documents:

• Email Notification which allows copies of attachments to be sent to the PI for any needed action.
• Notice to NIH which allows the creation of an editable PDF letter for informing the NIH of any SFI associated with the contractor or the PI.
• Cover Letter which allows the creation of an editable PDF cover letter to the subaward about the award.
• Bilateral Modification/Amendment creates an editable email notification to be sent to vendors, with attachments.
• Unilateral Modification/Amendment creates an editable email notification to be sent to vendors, with attachments.
• Bilateral Subaward creates an editable email notification to be sent to vendors, with attachments.
• Unilateral Subaward creates an editable email notification to be sent to vendors, with attachments.

For more information, see the article.

The post OSP Managed Information appeared first on SPAERC.

Subcontracts:

1. Attachments are viewable in SAGE:
   1. SAGE will display Subcontracts Actions (SA) attachments in the Related Documents section of the Attached Documents page on the eGC1 if the  SA is in Active or Closed Out status and if the attachment type is other than To/From Communications.
   2. Recommendation: Use a file name that make it clear to the user what this attachment is related to (for example PO#857757SubcontractAGreement.doc.).
2. Notes sections are now available:
   1. The Subcontract team now has the ability to type in Notes as needed for all status changes.
   2. These notes are required for changing to Denied or Duplicate status. A standard validation message will appear if you forget.
3. SA has a new default status.
   1. Upon creation, an SA will have the default status of “pending”.
   2. You will not be able to close out a Subcontract if it has any SA  with the status  of pending or active. A validation message will appear when you try to do this.

ASTRA PAGE instead of error page

When people attempt to log in to a tool within the SAGE Suite (SAGE, SPAERC, and SERA) without the required ASTRA role, a page will display a list of people in their unit who can authorize access to it. Users will be able to choose an authorizer and send him or her a message to request access to the tool.

SAGE Updates SPAERC Users should know about:

New EH&S Compliance question in SAGE

1. New question #7 :  Will the project involve scientific diving?
2. Explanation: Anyone diving under the 91̽��’s auspices must have current certification as a 91̽�� Scientific Diver and adhere to the standards set forth in the UW’s Diving Safety Manual. EH&S will contact you to assist in meeting Diving Safety Program requirements prior to diving.
3. The link to the diving safety program is. http://www.ehs.washington.edu/rbsdiving
4. Answering “yes” to question 7 will add a watcher node to the approval graph. Sam Sublett and Pema Kitaeff are the EHS Diving watchers, and they will follow up with the PI.

Preliminary Benefit Rates are now available to SAGE Budget users.

• GIM 3 has been updated to allow Sage Budget preparers to choose between using current benefit rates or preliminary benefit rates for future budgeting. Users will also be able to look up rates within the revised GIM to view current and future rates as they become available.
• SAGE Budget will use the correct rate based on the period start date when using current and preliminary rates or current-only rates.
• Budget preparers can use a global update feature to update their budgets quickly when preliminary rates become available.
• The period entry page for a given person will indicate whether the rate is current or preliminary for that period.

The post Maintenance Release – April 2013 appeared first on SPAERC.

The post Email Notifications appeared first on SPAERC.

NIH will require the use of FORMS-E application packages for due dates on or after January 25, 2018.  Grant Runner now includes the FORMS-E version for the following agency specific forms.  

• PHS 398 Cover Page Supplement
• PHS 398 Research Plan
• PHS 398 Career Development Award Supplemental
• PHS 398 Modular Budget (expire date change only)
• PHS Assignment Request
• PHS Human Subjects and Clinical Trials Information (New!!)

Federal-wide form updates that will also be incorporated into FORMS-E packages, and which are supported by Grant Runner, include:

• RR Budget and Subaward Budget
• RR Other Project information

NIH Form Change Resources

Review more information on:

High level FORMS-E

NIH:

NIH: FAQS for

New Human Subjects and Clinical Trials Information Form

Grant Runner now includes the new PHS Human Subjects and Clinical Trials Information Form.  You will have the option of completing the form in its entirety directly in Grant Runner, or importing a completed PDF version of the form into Grant Runner.  Due to the length of this form, it is recommended that you preview the form in Grant Runner or in PDF format, early in the proposal development process to plan appropriately for the information collection involved.

SAGE Subawards

Subrecipient Re-Certification Status and Form

When completing the subaward request in SAGE, a prompt will display below the subrecipient’s name if their certification status is in an expired state and needs re-certification. This prompt will have a link to the Subrecipient Certification PDF form that can be uploaded in the Attachments section of the Subaward Request once completed. Attachment of the Subrecipient Certification form is not required prior to submission of the subaward request. This status prompt and link will also display in the Subaward Overview Summary section.

SAGE eGC1

Non-Award Agreement Application Types

SAGE now provides a dedicated, streamlined eGC1 format for submitting Non-Award Agreements to OSP by requiring only the set of fields necessary for these application types. You will now select Application Types “Non-Award Agreement (new)” or “Non-Award Agreement (continuation)” for the following types of agreement:

• Confidentiality Agreement
• Data Use Agreement
• Memorandum of Understanding
• Unfunded Collaborative Agreement
• Unfunded Research Agreement
• Affiliation Agreement
• Master Transfer Agreement

Note that you should select “Non-Award Agreement (continuation)” to extend an existing agreement beyond the initial term.

Activity Locations Survey

We want your feedback on the new look and feel of the Activity Locations page. Click the “Give Feedback” link at the top of that page and let us know what you do/don’t like about the design as we evaluate updates to other parts of SAGE.

The post December 2017 SAGE Grant Runner Release appeared first on SPAERC.

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 91̽��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.

Clicking the button will open the Change Status dialog. In the status drop-down menu, all possible subaward statues display. However, you can only select the allowed ones.

The OSP Note is optional. If you enter a note, it will appear in the All Event History & Comments section of the overview page.

Valid Subaward Status Changes

The post Changing Subaward Status appeared first on SPAERC.

Collaboration

If you are a Subaward Preparer, you are able to:

• Withdraw a subaward request with “In OSP” status
• Cancel a subaward request either “In OSP” or “Withdrawn” status.

OSP can return subaward requests that are “In OSP” or “OSP Assigned” status  and will include an return comment so you can revise and resubmit.

Transparency

For better transparency, a history of changes and comments now displays on your subaward.

You can track the following types of events and comments from the Subaward Overview and within each Subaward Request:

• Status Changes (includes returns with explanations and related comments)
• Ad hoc OSP comments to you about a subaward
• OSP Assignment changes
• Changes to attachments
• Changes to OSP Assignment Date, Issue Date, and Fully Executed Date

The Subaward Overview page allows you to either view a comprehensive list of events for all related subaward requests, or filter to see only those for a particular request.

Ease of Use

Subawards refreshed design makes it easier for you to find the information that matters most.

Two new sections on the Subaward Overview Page:

• Request In Process – This section helps you quickly identify the current request being worked on. This section includes requests that have not reached Active status (i.e. Composing, In OSP, OSP Assigned, Withdrawn, Returned, or Issued).
• Processed Requests – This section includes any requests your items that have been processed for this subaward (i.e. Active, Expired, or Canceled).

You and OSP now share the same interface, which makes it easier for collaboration on subaward development.

My Subawards Task List

The “Latest Request Status” column helps you easily identify the status of requests that are still in process.

Your subaward requests in either “Returned” or “Withdrawn” status also have an arrow icon next to the status to help you identify those requiring action.

The post September 2016 SAGE Subawards Release 2 appeared first on SPAERC.

When viewing the Subaward Overview page, you’ll see an All Event History & Comments section which will show changes for the subaward and its subaward requests.

When viewing a Request Details page, you will see an Event History & Comments section that only shows events related to that specific request.

The section is an accordion which initially displays in collapsed mode. You can expand it by selecting the V-shaped “chevron” at the far right of the section title. Clicking the rotated chevron will collapse the section.

When expanded, you can select Filter to display the filtering options. For the Event Type filter, all of the check boxes are unselected by default, so all types display. To limit the list to just one or more types, select those check boxes.

• Status Change – displays all status changes with their associated comments
• OSP Notes – displays all related OSP Notes; this information displays only in SPAERC
• Comments – displays the comments from OSP, when they returen a request, and from campus, when they resubmit the returned request.
• Assignment Change – displays changes to the OSP Assigned To value
• Contact Change – displays changes to the 91̽��or Subrecipient contacts; only appears in the “All” events section on the Overview page
• Attachment Change – displays added, updated and deleted files

When on the Overview page, you can also select a specific request from the Request ID drop-down menu to limit the events list to changes for just that item.

For each event or comment, the information shown includes

• Event Type, such as Status Change
• Subaward number (SC) or Subaward Request number (SA)
• Person who made the change
• Date and time of the change
• System generated description of the change
• Comments from OSP and campus about a returned and resubmitted request

The post Event History & Comments appeared first on SPAERC.

Former State:

• All subaward intake actions managed through Ariba

New State:

• Subaward intake initiates through SAGE, provides OSP the ability to issue agreements at an earlier stage
• Procurement setup & invoicing for subawards continues to initiate through Ariba

An Outgoing Subaward Workflow Diagram is available for your reference.

New in SAGE: Subawards

For this initial release, the following new capabilities and features are available to campus users through SAGE:

• A new SUBAWARDS tab

• Create a new subaward request and submit to OSP
• Create a new modification request and submit to OSP
• Search/View subaward requests and current status from My Subawards tasklist
• View a detailed summary of all subaward modification history
• Help documentation available through the “?” icons

Important ASTRA Permissions

Users must have the “SAGE Subaward Preparer” role to create new subaward and modification requests. ASTRA:

Outgoing Subaward Resources

• Quick Guide
• Office of Sponsored Programs Subawards & Process
• Workflow Diagram, Roles & Responsibilities
• ASTRA:

Upcoming Releases

Over the next few months additional releases will provide other functionality, such as:

• returns and resubmit capability
• visibility to OSP comments and hold details

Based on your feedback, enhancements will be prioritized following this initial release.

The post May 2016 Subawards Release 1 appeared first on SPAERC.