February 2023 GMAS Release

Release Notes

The February 2023 GMAS release will be available as of the start of business on Monday, February 27th 2023. The focus of this release includes enhancements to support a new subagreement/subamendment workflow. Additional enhancements include updates to the Financial deliverables dashboard, a new risk assessment status for organizations, an "Email this page" link from the segment home, as well as others and bug fixes.

Enhancements

Subrecipient

Subrecipients in requests

  • The subrecipient addition at no additional cost request type has been converted
    • Adding subrecipients in this request type will include the ability to specify sub dollars 
  • Adding subrecipient records from any request type now has the ability to enter subrecipient contact information in free text entry (instead of forcing the creation of a person record), and the ability to enter primary performance location information. These are optional fields
  • The segment requests list screen now expands to displays subrecipient records created as part of the request

Subagreement and Subamendment Workflow

  • Department Administrators in GMAS can now request subagreement and subamendmend drafts 
  • Requesting a draft of a subagreement or subamendment can now be done in bulk from the subrecipient list screen
    • This can still be done from the subrecipient hompepage as well 
  • A new subagreement/subamendment screen is avaiable which includes:
    • A history section which will show all of the assignments, status transitions, and status update comments associated to the draft
    • Primary and secondary action buttons which move the draft through the workflow
      • Drafts can be deleted up until they are being drafted
      • Drafts can be rolled backwards through the workflow up until fully executed
      • Drafts can be placed in secndary statuses that represents deviations from the workflow and those statuses can be assigned to internal or external people 
        • If assigned to an internal person that has access to the segment, regardless of that persons security they are able to update the status with comments and remove the secondary status to allow the draft to continue through the workflow
    • A progress bar that maps out the workflow the draft will go through and highlights the current state
    • A summary section to further clarify who updated the draft last, when it was updated, and who the draft is with
    • A key information section to highlight special terms and FFATA reporting requirements
    • An actions required section to help indicate what data is still missing, or needs to be updated before the draft can progress
    • Panels to highlight the information entered
      • Central reviewer comments which are visible to central office representatives
      • Comments which are always visible and available for those with access to add
      • If a subamendment, a subamendment attributes panel is present to show which attributes are included in the subamendment
      • General information panel is always visible and includes risk assessment and UEI information related to the subrecipient orgnanization
      • Special terms panel is visible for subagreements and only on subamendments where the attribute was selected, and includes responses to the special terms questions 
      • Primary performance location panel is always visible for subagreements and only on subamendments where the attribute was selected, and includes the address entered 
        • For non-FFATA reportable subrecipients this is not a required entry, but for subagreements with a FFATA reportable subrecipient, an address will be required prior to the subagreement signatures being recorded
      • FFATA statement of work panel is only visible on subagreements for subrecipients that are FFATA reportable and only on subamendments where the attribute was selected, and includes the summarized version of the statement of work that is desired to be reported to fsrs.gov by FFATA reporters in OSP
      • Other changes panel is only visible on subamendments where the attribute was selected
      • Subrecipient contacts are always visible and display the instruction on how to contact the subrecipient institution about the draft
      • Documents are always visible
    • Removal of a persons name when capturing Subrecipient and Harvard signatures 

Sub Dashboard

  • There is a new Sub dashboard available from the GMAS homepage which includes a list of all subagreements and subamendments that are considered to be in process
  • The dashboard includes:
    • A top tier filter which allows filtering by area/portfolio (and My work for central office representatives)
    • Download feature which downloads all records in Excel
    • The ability to set default filters and clear all filters
    • The ability to reassign a central reviewer, drafter, or person who will process a segment revision from the dashboard

Subagreement Document Findability

  • Subagreements and subamendments now have their own document repositories to store documents related to the specific draft
  • The ability to categorize documents has been extended to request repositories, segment repositories, subrecipient repositories and subagreement and subamendment repositories
    • When categorizing documents in the request repositories or segment repositories, if selecting a sub category an additional option to associate the document to a subrecipient is available
  • Documents in the request repositories and segment repositories that were associated to subrecipients are now visible in a new panel on the subrecipient homepage called "Segment subrecipient documents"
    • This new panel is only visible on the screen if there are other repositories throughout the segment that have been associated with the subrecipient record

Subagreement Notification Preferences

  • Notifications have been created for every status transition and assignment event
  • Notifications will automatically be sent to individuals who have been assigned a role in a subagreement or subamendment
  • Notifications can be opted into at the subagreement and subamendment level to receive a notification for every status transition and assignment made within the subagreement/subamendment
  • Notifications can be opted into at the person level 
    • Specific statuses and assignments can be opted into so that notifications for that event across a persons portfolio are sent

Resources for subagreements

Other

  • "Email this page" link has been added to the segment homepage
  • Added segment research team member end dates to the OAIR send update feed
  • Updated the logic on the Financial Deliverables Dashboard that pulls in deliverables as "Ready to process" or "Ready with errors" to include all interim reports that are due within the first 15 days of the following month
  •  Added a new risk assessment status of "Assessment not required" to the "Risk assessments" section of external organizations

Bug fixes

  • Fixed a bug related to faculty on leave not properly displaying as faculty on all research team screens
  • Fixed language on "End-dated" panel on the segment research team screen to reflect singular when only one team member is end-dated
  • Fixed a bug on organizations so that when the organization type associated is foreign, the organization is also set as a foreign organization
  • Fixed a bug on the cost sharing form where attempting to navigate beyond the 5th budget period resulted in an error
  • Fixed a bug in segment revision where "Other transactional authority" was not available in the funding instrument drop-down when the sponsor is non-federal and the prime sponsor is federal 

Technical

  • Primefaces was updated to version 11 
  • Upgraded to EBS 12.2
  • Increased page_views to extend out 12 months instead of 6 months 
  • Updated the NE job to not display as a failure in July of each year