February 2023
The GMAS Subagreement Workflow enhancements are now available! Departments requesting subagreement and subamendment drafts will now do so in GMAS rather than emailing their Central Office and can expect the following:
- Reduced reliance on shadow systems/spreadsheets and email.
- Real time visibility to current status on all subagreements in the Sub Dashboard
- Improved “findability” of all subagreement documents.
- Customizable notification options
- Well defined statuses, visibility to assignments, and a subagreement history view that supports improved absence coverage and portfolio transitions.
Cutover
- OSP Grants and Contacts Specialists (GCS) will enter any “in process” subagreements and subamendments into GMAS today, Monday, February 27th. Subagreement and subamendment requests are considered “in process” if they were received in a complete and actionable state by the OSP GCS before Thursday, February 23rd at 5pm. Any subagreement and subamendment requests that were not submitted to OSP by Thursday February 23rd at 5pm, will be entered by the Department Administrator in GMAS.
- GCS’s will focus on cutover activity today which may result in a delayed response to emails.
- All “in process” subagreements and subamendments will be in GMAS and visible on the new Sub Dashboard on Tuesday, February 28th.
Resources Available
- GMAS Subagreement Training for Departments – Course 1 - 2/16 RMM Recording (HTP)
- GMAS Subagreement Training for Departments – Course 2 - 2/16 RMM Recording (HTP)
- GMAS Subagreement Overview course for Central Administrators (HTP)
- GMAS Subagreement Demonstration course for Central Administrators (HTP)
- GMAS Subagreement Job Aids
- University Wide GMAS Subagreement Business Process
- University Area Subagreement Business Process
GMAS Subagreement Office Hours for Departments
Optional drop in “Office Hours” via Zoom will be offered on Wednesday and Friday afternoons starting on Wednesday, March 1st, and ending on Friday, March 17th. These sessions are not formal meetings or training. Members of the GMAS Subagreement Committee will be available to respond to specific questions about using the new functionality.
Office hours will be held on Wednesdays (March 1, 8, and 15) and Fridays (March 3, 10, and 17) from 3:45 to 4:30 p.m., at this Zoom Office Hours link.
April 2022
OSP Pre-Award is pleased to announce as of April 4, 2022, we are live with our new, systemized award setup process. PIs and Department Administrators should expect to see the following changes related to award setup:
- We are logging notices in GMAS when they are received in our office, making tracking awards and negotiation status easier and more transparent.
- You will receive the GMAS notification and manual notification from our office when a notice is logged. Please remember, the award must be reviewed (and negotiated when relevant), and all approvals must be cleared prior to activation.
- Our new Department Administrator contact lists for University Area schools and large FAS departments will allow us to more easily target our communications to the right people in the departments.
- Notifying you earlier in our process will allow you to begin clearing GMAS approvals, while our office reviews the award and corresponds with the sponsor, as necessary.
- You now have access to the Sponsor Notice Processing Checklist for Departments, which should be completed before an Action Memo can be issued.
January 2022
OSP Pre-Award is pleased to announce the implementation of the following process improvements:
- Updated GMAS Document Repository Guidelines to enhance usability and “findability” for all University Area GMAS repository users.
- GMAS Retraction Criteria to clarify those items that would cause a record in GMAS to be formally retracted
- The new Supplement/Augment Revised business process to reduce administrative burden resulting from processing two separate requests for Augments (Supplement + No Cost Extension). When submitting an Augment, only the GMAS supplement request need be submitted.
- Both the Supplements/Augments and the New/Competing business processes are posted on-line to increase transparency into our processes and review criteria.
- The new Supplement/Augment review checklist and the New/Competing review checklist are posted on-line and will be piloted with a range of departments and schools with deployment across the University Area to follow. These checklists can be utilized by department research administrators to ensure submissions are complete before locking and routing in GMAS.