Resource Page for the UAccess Research Update

As part of the system conversion, all current access and roles with the exception of Lead-Unit pre-approval will be migrated over to the updated system environment. There is no action required on your part.

You will have access to items in the 'Proposals not routing' card on the dashboard if you:

• initiated the proposal document
• are included as Personnel on the project (PI, Co-I, Key Person)
• are provided viewer, editor, or aggregator privileges through the Access tab of the proposal
• are provisioned to view or approve proposals for any unit included in the proposal 
• are added as an Ad Hoc with an Acknowledge, FYI, or Approve action

You will be able to look up Negotations by department in the current version of UAccess Research (v. 5.2.1) until Thursday, January 20th before 5pm. After that, the old system will go dark. During system conversion, all negotiation records will be transferred over to the updated UAccess Research system. You will be able to look up Negotiations by department in the updated version of UAccess Research (Kuali SaaS) after go-live on Tuesday, January 25 after 8am. 

To search for Negotiations by department in the updated version of UAccess Research, click on the Common Tasks button in the left-hand navigation panel. Find the Negotiation card and click Search Negotiation. Enter the Unit Number in the appropriate field and click search. You will only be able to open a Negotiation if you are provisioned to be able to do so for that unit. 

Yes. The content included/shown on the Medusa page is the same in the updated UAccess Research System. It just has a different look and feel.

You will still have the options of displaying Proposal > Award where the Proposal is the top item and all awards, negotiations, and subawards associated with the proposal fall under it, or Award > Proposal where the Award is the top and all proposals, negotiations, and subawards associated with the award fall under it. You can expand each item by clicking on it, and have the option to open each item directly from the Medusa page (as long as you are provisioned to view that item). 

Yes. Your Automatic Refresh Rate, Action List Page Size, Fields Displayed, Color Coding for Route Status, and Email Notification Preferences will all be migrated over to the updated UAccess Research system.

No. Campus users may only create Proposal Development documents. Only Sponsored Projects, the Office of Research Contracts, and UAHS Contracts will be able to create Institutional Proposals, Negotiations, Awards and Subawards. You will receive an error message if you attempt to create any of these document types and do not have the appropriate provisioning. 

There are a few potential explanations: 

1. You are searching for items you are not provisioned for. The Search Records feature only displays search results you have access to. You have access to items where you were the document initiator, you were included as personnel on the document, you were provided a specific viewer, editor, or aggregator role on the document, you are provisioned to view or approve documents for any of the included units, or you were added as an Ad Hoc with an Acknowledge, FYI, or Approve action. If you would like to see all search results, you will need to use the specific search functions for Awards, Negotiations, Institutional Proposals, Proposal Development, and Subawards in the Common Tasks section. 
2. Your search parameters are too narrow. You may need to broaden your search terms to capture additional items. The more search terms you combine (Lead Unit, PI, Title, Deadline Date, etc.), the narrower your results will be. By searching for broader categories, you will obtain more results. 
3. You are using an incorrect parameter for a given search term. You may need to look in the All Links section for the specific term to find out what possible parameters are and the specific spelling, spacing, and punctuation. 

Click on Common Tasks in the left-hand navigation panel. Find the Proposal Development card and select Create Proposal. 

See the Create and Save a New Proposal video for step-by-step instructions. Be aware that there are additional videos for completing each section of the Proposal Development document and submitting the proposal to routing for review, approval, and submission. 

Both the Proposal number and Document number were available and acceptable under UAR 5.2.1, however the Proposal number was more difficult to locate so the Document number became the preferred way to reference a proposal. In the updated UAR SaaS environment the Proposal number is more prominent and easier to locate, but SPS will still accept both numbers when referencing your proposal. 

Title case is used to provide consistency in the system and in reporting. Please do not use ALL CAPITALS or all lowercase in proposal/project titles. 

In title case, major words are capitalized and most minor words are lowercase. If your title uses alternate capitalization where a letter other than the first letter of a word is used in the acronym and requires special emphasis, please capitalize as you feel is best indicated for your acronym. 

Major words include nouns, verbs, adjectives, adverbs, pronouns, and all words of four letters or more.

Minor words include short (i.e., three letters or fewer) conjunctions, short prepositions, and all articles. 

In title case, capitalize the following words in a title or heading:

• the first word of the title or heading, even if it is a minor word such as “The” or “A”
• the first word of a subtitle
• the first word after a colon, em dash, or end punctuation in a heading
• major words, including the second part of hyphenated major words (e.g., “Self-Report,” not “Self-report”)
• words of four letters or more (e.g., “With,” “Between,” “From”)

Use lowercase for minor words that are three letters or fewer in a title or heading (except the first word in a title or subtitle or the first word after a colon, em dash, or end punctuation in a heading):

• short conjunctions (e.g., “and,” “as,” “but,” “for,” “if,” “nor,” “or,” “so,” “yet”)
• articles (“a,” “an,” “the”)
• short prepositions (e.g., “as,” “at,” “by,” “for,” “in,” “of,” “off,” “on,” “per,” “to,” “up,” “via”)

Yes. As long as an original document was uploaded as an attachment prior to routing, the proposal initiator can replace the attachment with an updated/revised version by navigating to the Attachments section and clicking the Details button on the right side of the page next to the desired attachment. The initiator will then choose the new file to upload and click Save. 

In some proposals on the Dashboard you will see a small red Compliance pill:  . There is no action required on these proposals. It's simply a visual indicator that the project involves Human Subjects or live Vertebrate Animal Subjects. If you click on the Compliance pill you will see what Type (Animal Subjects or Human Subjects) and Status (Exempt, Not Yet Applied, Pending) were included in the proposal. 

Key Persons should always have been added to the proposal and included in routing for review and approval of their role and commitment on the project. Unit Details had to be added manually and were not included or required for Key Persons previously and they were not included in Award Credit and F&A Revenue allocations except in special circumstances.

With this update, the Key Person's HR Home Unit will automatically be pulled in and they default to being included in Credit Allocations. You may simply enter 0% for Award Credit and F&A Revenue allocation for these individuals, or you may uncheck the box "Include in Credit Allocation" to remove them from allocations altogether. 

UArizona will receive security updates and new system features for UAR on a continuous basis.  The standard UAR system maintenance windows are:

• Daily from 7:00 PM - 8:00 PM MST
• Sundays from 6:00 AM - 10:00 AM MST

If you choose to work in UAR during the maintenance periods, please save your work often.  While the system updates, you may have an interruption in service and unsaved work will be lost.

The JoinCostShare node will always display in the Current Route Node(s) regardless of whether a budget is included with cost share units as it allows the cost share workflow functionality. 

The Search Records feature will return results excluding disapproved and cancelled documents, while the individual searches in Common Tasks (Awards, Negotiations, Proposals, Subawards) will return all results, including disapproved and cancelled documents. 

Additionally, the Search Records feature is limited by your access/role, whereas the individual searches are not. Search Records will only return results for items you have access to, either because you created the document, you were provided an access role to the document, you are listed as personnel on the document, or you have been provisioned as a unit viewer/approver. You should be able to open any document that appears in your Search Records results. Individual searches in Common Tasks (Awards, Negotiations, Proposals, Subawards) will return all results, regardless of access, however you will only be able to open items for which you have access.  

A recall or return for edit action removes any pending workflow Approval and Ad Hoc FYI/Acknowledge/Approve actions and basically resets routing. 

If you are using an Ad Hoc FYI or Acknowledge to track a proposal in your Action List once it leaves your "Proposals not routing" card, you can take the Ad Hoc action and it will transfer to your Action List Outbox, where it will remain even if the proposal is recalled or returned for edit. 

To turn on our Action List Outbox:

• From your Action List, click the preferences button in the upper right corner.
• Ensure Use Outbox is checked in your Fields Displayed in Action List. 
• Be sure to click the save button at the bottom of the page!

At times your Action List Outbox may get very large and may take more time to load and process pages. You can delete older items if and as desired to pare down your Outbox and make it run more efficiently. 

To delete old items from your Action List Outbox: 

• From your Action List, click Outbox.
• Check each item you wish to delete.
• Click delete selected items.

We are working with Kuali to determine what we can do to improve these notifications to be clearer/more in line with a "Return for Edit". In the meantime, you can create a rule in Microsoft Outlook which marks the message as high importance and flags the message for follow-up that same day. 

1. Create Rule - In Outlook, Rules is in the top toolbar under the Move Section. 

2. Mark initial parameters and then select Advanced Options…

3. Select any additional parameters or refine existing

4. Select actions Mark it as importance and Flag message for follow up at this time. Then if you click on the hyperlinked text follow up at this time you can select Follow up Today and importance you can select high importance.

5. Provide exceptions to refine or ensure you’re not applying the action to replied/forwarded items (when others are asking question) or copied items (where you’re not the main recipient).
   Perhaps “except if the subject contains certain words” and include RE: and FW: as a filter criteria? Would help filter anything that was forwarded to them from others with a question.

6. Name the rule and then check “Run this rule now” to run the actions against anything meeting those criteria currently in their box.

There is an overnight process that runs behind the scenes in UAccess Research (UAR) to make sure dashboard cards like “Proposals not routing,” “Proposals routing to me” and “Proposal Workload Assignments” are updated with the latest changes. This process usually begins a little after midnight AZ time. Proposals approved after midnight may not be reflected in the UAR dashboard cards that day, they will update with the next overnight update.

If a looming deadline cannot wait for the next overnight update, please email Sponsored Projects Services (SPS) at UARhelp@list.arizona.edu to request assistance. Include the Proposal number or UAR document number in the request.

If you work with an investigator who has a preferred name in addition to their primary legal name, and who may have had proposals, awards, negotiations or subawards under both names, use the vertical line ‘or’ operator, “|”, in lookup screens accessed via Common Tasks in the UAR left hand navigation pane. This will allow a search for all names the person might have used in past records.

In the past, UAR only populated a person’s legal/primary name as it was entered into the UAccess Employee system. As of the January 25, 2022 UAccess Research (UAR) system update, both primary legal name and preferred name are brought into UAR, with the default being preferred name. As a result of added flexibility, people who have a preferred name or who have changed their name over time may have older records under a different name.

Example: john den|ja*den finds John R Den, Johnna Alden, OR Jack Den, Jason Hayden.

Lookup Wildcards

The Assistance Listing Number (ALN), formerly known as the Catalog of Federal Domestic Assistance (CFDA) Number, is a five-digit number assigned in the award document for all federal assistance award mechanisms, including federal grants and cooperative agreements. It is used for governmental reporting and auditing.

The first two digits of the Assistance Listing Number reflect the federal grantor agency followed by a decimal point. The final three digits following the decimal) indicate the federal program funding the project within the agency. The partial list below represents some common funding agencies for UArizona. Assistance listing format examples: ##.###, 93.866

    10: U.S Department of Agriculture (USDA)
    12: U.S. Department of Defense (DOD)
    15: U.S. Department of the Interior (DOI)
    43: National Aeronautics & Space Administration (NASA)
    45: National Endowment for the Arts & Humanities (NEA, NEH)
    47: National Science Foundation (NSF)
    64: Department of Veterans Affairs (VA)
    81: U.S. Department of Energy (DOE)
    84: U.S. Department of Education
    93: U.S. Department of Health & Human Services (DHHS)

The US Federal Government renamed the "Catalog of Federal Domestic Assistance" (CFDA) to "Assistance Listing Number" (ALN). Agency websites and awards may transition to the new labeling. In June, 2023 this label change appeared in the UAccess Research (UAR) system, most notably in Proposal Development, Institutional Proposal, and Award. UAccess Financials continues to use the "CFDA" label. No matter which label is used, it is the same identifier!