SAGE ProjectUpdate & Demo of Advance Budget Request

Gretchen Davis RicheyOutreach & Support ManagerORIS

AGENDA

SAGE is changing New features & business process coming in 2008 You will see several faces on campus

Coming soon In development Working together Demo of Advance Budget Request form Resources

Under Construction!

FROM

Completion & Routing of Compliance Form

enter information about application

route for internal review process

TO

Grants Management System

upload and route electronic files create budgets create sponsor forms compile Grants.gov applications setup and track awards

SAGE is Changing

Multiple System Views into Same Database

Campus Research Community

Office of Sponsored Programs

Pre-Award Administration

Grant & Contract Accounting Post-Award Administration

(under development)

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New Business Process

Revised JIT approval process for Animal SubjectsLeverage current eApprovals functionalityAnnouncement to come from OSP & OAW in

coming weeks

New Functionality – June (1 of 4)

SAGE enhancementsSearch My eGC1s by date rangeReduce PI name search minimum to 2 lettersDirect entry of Organizational Code Assign Access page indicates person’s role

(i.e., Administrative Contact)Ability to clear Admin & Budget Contact dataChange “Attachments” page to “Attachments

and Routing Questions”

New Functionality - June (2 of 4)

eApprovals enhancementsApproved on date column added to My

ApprovalsSearch My Approvals by date rangeSnapshot of eGC1 at time of approvalDisplay non-UW Preparer names in History

New Functionality – June (3 of 4)

New web system for GCA - SERA “System for Electronic Research Accounting”

Advance Budget Request FormLinked to eGC1 & data pre-populated Data saved to databasePrint; gather signatures; route/send to GCA Incremental step before online routing availDemo at the end of today’s session!

New Functionality – June (4 of 4)

SPAERC – enhancements Bug fixes & code cleanup SQL 05 database upgrade

Coming later this year

System 2 System eNEA Detailed Budget Module Requirements gathering

What is System-2-System?

Allows PIs & administrators to complete their Grants.gov applications directly in SAGE

Allows OSP to submit applications direct to Grants.gov from SPAERC

S2S = System-2-System

S2S Benefits

Combines eGC1 & Sponsor forms Pre-populates data Validates data prior to submission Improves application quality Uploads documents in a flash! Reduces submission time for OSP Automates notification of status

Grants.gov tracking # & Submission status

Check for Errors = ValidationApplication can not begin routing in SAGEeApprovals until all data checks are passed. eGC1 “Check for Errors” Grants.gov validation NIH eCommons validation (for NIH grants)Benefits Less errors and warnings Reduce the number of re-submissions Let technology do the work

“It’s MAC friendly and it’s a lot of fun!”

Mary Beth Cunningham, School of Dentistry

“Integrating sponsor documents into the GC1 really helps bring the whole submission together & the auto-population feature saves duplication of effort. ”

Monica Fawthrop, Div of Pulmonary Critical Care, Medicine

Phase I Release

NIH - RO1s, RO3s, R21s Modular budget format only Incremental deployment Optional

S2S Deployment Plan

Involve users early and often, modify the systembased on feedback. Pilot #1 – November, 2007 Pilot #2 – March, 2008 Pilot #3 – Summer, 2008 Incremental deployment to select departments –

Fall, 2008 Deployment to entire campus – January 2009

eNEA In Development

Phase I – June New web system for GCA - SERA

“System for Electronic Research Accounting” Advance Budget Request Form Demo today Announcements will be sent in early JunePhase II – To be determined Electronic transfer of data from OSP to GCA Modifications in SPAERC

Detailed Budget Module

Phase I – stand alone budget buider module Budget UTG Spring-Fall 2007 Fall 2007 feedback sessions and final

scope & phasing Deployment date Winter 08/09 - optional Future Phase

Full integration with eGC1 Subs (sub-contracts, sub-budgets, fabrication) History & Snapshot versions Integration with time of award processes Integration with S2S

Budget Module Mission Statement

…a campus-wide tool that is standardized, comprehensive, consistent, easy to use and efficient.

…a tool that minimizes errors, improves data quality at all stages of the grant lifecycle, is modifiable and flexible.

…a tool that integrates with SAGE and facilitates tracking throughout the grant lifecycle while providing consistent output.

Screenshot of Budget Phase 2

Requirements Gathering

Workflow – Evaluation complete Aug 08 Subforms – August 09

Coming Soon! Many New Administrative Modules & Systems FDI Online Transactions

Beta testing – May/June Phased rollout - Summer

System2System (S2S) Pilot #3 – July Incremental Release – September Release to full campus – January 2009

eNEA Phase II – To Be Determined Simple Budget Building Tool – Winter eFECs

Phase I: Cost Share – Fall 2008 eFEC Phase II: Online FEC (Printed form) – Fall 2009 eFEC Phase III: Online Certification – Summer 2010

Working Together & Communication A fun little exercise

Demo of Advance Budget Request

Form integrated into SAGE Linked to eGC1 & data pre-populated Validation Data saved to database OSP able to flag applications ineligible Print; gather signatures; route/send to GCA All requests route to GCA Incremental step before online routing avail