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SAGE Release Plan Overview
System to Administer Grants
Electronically
Monthly Research Administrators Meeting
Jennifer Dobbelaere
January 14, 2010
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Agenda
• SAGE Suite: Release Plan Overview
• SAGE Suite: Individual Projects
• SAGE Suite Release Plan
• Questions?
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Background
• Developed SAGE Suite Release Plan in support of the
Research Roadmap vision
“Create an outstanding climate for research by making it
easier for campus to manage research administration and
compliance, providing personalized service for faculty and
staff involved”
• SAGE needs reshaping to help achieve the Research
Roadmap vision and support a dynamic and fluid
research administration process
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Background (con’t)
• Reshaping SAGE to support a dynamic and fluid
research administration process includes:
– Integrating research administration and compliance
processes, providing routing and notifications, enabling
compliance with sponsor and UW business rules
– Reducing duplicate and redundant data entry while
managing information throughout the grant lifecycle
– Collecting all necessary research administration data to
provide notifications and generate accurate, timely reports
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Research Roadmap Vision:
Personalized Service
Integrated information
and guidelines
• Reduce administrative burden
Manage research life
cycle
• Save time looking for information
• Reduce confusion
• Increase time available for
research and mentoring students
• Improve understanding of and
ability to meet compliance
requirements
Proactive concierge
service
• Make it easier to pursue new
opportunities
Integrated data
Personalized to individual
needs
Integrated processes
with parallel processing
Automated notifications and
routing of required tasks
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SAGE Projects
• Adobe Forms B
• SAGE Budget II & New Look
• SAGE Budget III
• SAGE Budget Quattro
• Subcontract Module I
• Electronic Sponsored Programs (eSP)
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Adobe Forms B
• Timing: Deployed in December 2009; communication at
November MRAM and via Grants eNewsletter
• Enhancement to GrantRunner that support the new
Grants.gov/NIH Adobe Forms B form changes
• Enhancement to provide submission status for Adobe
submissions for Grants.gov/NIH applications
• Modify GrantRunner performance site location to enable
accurate reporting of location to Grants.gov/NIH
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SAGE Budget II & New Look
• Enhancements to SAGE budget
– Create sub-budgets (including the ability to split F&A rates),
subcontracts and fabrication budgets
– Import existing budgets Refresh budget data
• Enhancements to usability for SAGE, SPAERC and SERA
– Revised form layout with clear path to completion
– In-context help and revised help text
– Alignment with SAGE Budget usability
– New ASTRA role to support appropriate access to eGC1s
• Timing: March 2010 deployment scheduled; after NIH
deadlines
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SAGE Budget III
• Enhancements to SAGE Budget to integrate with
GrantRunner
– Allows creation of NIH R01, R03, or R21 with modular or detailed
budgets (excluding subcontracts) within the SAGE Budget and
submitted via GrantRunner to Grants.gov
• Modify SAGE Budget to input full Grants.gov detailed
budgets
• Timing: September 2010 deployment scheduled
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SAGE Budget Quattro
• Enhancements to SAGE budget that support mandatory use
– Inclusion of proposed cost share
– Various outputs to support sponsor requirement formats
– Excel outputs that include formulas and calculations
– Ability to set target or limit amounts
• Enable business process improvements by sharing
information between SAGE budget and eGC1
• Enable easier re-use of information for renewals and
resubmissions
• Timing: Iterations in 2011
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Subcontract Module I
• Enhancements to SPAERC and SERA, potentially SAGE
– Entry and storage of additional subcontract data in the system
– Interface between SAGE database and FIN database to automate
tracking and updating of subcontract process
• Enable business process improvements via process
automation, creating data fields for OSP and eliminating
manual data entry performed by GCA
• Timing: June/July 2010 deployment scheduled; confirming
opportunities to reduce timeline
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Electronic Sponsored Program (eSP)
• Create or rebuild web-based tool for OSP to gather data
from electronic proposals and set up awards to faculty/staff
– Proposal record that houses all necessary data required for grant
proposals to be approved, submitted and awarded
– Proposal processing mechanism to gather data and create a project
record as the first step in the award process
– Award management system to administer awards from setup to
closeout, integrating SAGE budget, allowing for budget revisions,
integrating research compliance systems required for award
compliance, integrating financial systems necessary to distribute
award funding to sponsored research budgets
• Timing: Iterations in 2011
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SAGE Suite Release Plan
SAGE Suite Release Plan
Fiscal Year 2010-2011
Qtr 1 2010
Qtr 2 2010
Sep
Oct
Nov
Qtr 3 2010
Dec
Jan
Qtr 4 2010
Feb
Mar
Apr
May
Qtr 1 2011
Jun
Jul
Aug
Qtr 2 2011
Sep
Oct
Nov
Dec
SAGE Budget II / New Look / Refactor
Analysis & Design
Go Live
March 2010
Learning/Communication
Development
Test
Adobe Forms B
Req/Analysis
Learning/Comm
Go Live by
Dec 8th 2009
Development
Test
Subcontract Module I
Analysis & Design
Plan/Req
Test
Development
Learning/Comm
Go Live
July 2010
Data Conversion (duration and impact under review)
SAGE Budget III
Plan/Req
Plan/Req
Lng/Comm
Analysis & Design
Go Live
Sept 2010
Learning/Comm
Test
Development
eSP
Planning & Requirements
Iterative releases
Go Live
TBD 2011
SAGE Budget Quattro
Go Live
TBD 2011
Iterative releases
Planning & Requirements
Production Support
Rotation 1
Rotation 2
Rotation 3
Rotation 4
Rotation 5
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Questions?