Executive Summary

The Research Administration and Compliance Systems team delivered a series of GMAS releases between March and June of 2018 in support of the ITCRB Financial Invoicing and Reporting Strategic Transition (FIRST) project. These releases represent the initial phase of the project and are focused on building features to support sponsor billing, invoicing, and reporting. See details below for more information. Visit the Financial Deliverable Dashboard and Financial Deliverable job aids for details. 

Release Details

Converted Screens

• Schedule financial report list screen
• Create new scheduled financial report screen

Other improvements

• Cost sharing to-do's have been turned on for T.H. Chan School of Public Health and Harvard Medical School
• Changed the language "Is a Subcontract plan needed?" to "Small Business Subcontracting Plan?" in the segment revision and on the additional award information screen
• Removed the sentence and broken link at the top of Research team details screen, "GMAS now tracks effort percentages for research team members. See here for more information about these changes."
• Removed the two Primate Center options from the account campus location drop-down (accounts with this selection prior to the change will retain their values).

 

Bug Fixes

• Resolved an issue where users were receiving a 404 error screen after using the breadcrumbs and then trying to navigate to an edit screen
• Corrected the Delete button on the Notices screen to properly read "Delete" instead of "Decline"
• Added the disable tool-tips back to the Edit GL budget buttons on the accounts list screen
• Fixed an issue where selecting Revise to resubmit was giving a screen error, but still created a new request
• Fixed an issue where proposals could not be deleted if there were associated subagreements (subagreement needs to be deleted first)
• Corrected the Action Memo to show pending sub agreements correctly
• Resolved an issue that was preventing people from being added to Standing teams
• Corrected an issue on the pre-conversion person look-up where apostrophes were resulting in incorrect results
• Corrected search results on the post-conversion person look-up to sort by last name, then first name, then middle
• Fixed a issue where when opening search results in multiple tabs, some tabs would result in an error message

Retirement
 

• Edit scheduled financial report screen

Technical

• Created BEDC deployment automation
• Created BIP deployment automation
• Created new functionality to make it easier to impersonate other users 

 

Release 1_46.02

Bug fixes related to Scheduled Report Deliverables

• When invoices are bulk approved, the invoice date is now displaying
• Approving review types properly sets the report completion date
• HUFI’s with due dates in the past are now showing on the scheduled deliverables dashboard
• Sorting is now working on the bulk approve screen
• On the financial deliverable page, when the editing the deliverable details, the "Update all"
• checkbox excludes finals when the submission method is set to ‘Fully automated’

Enhancements related to Scheduled Report Deliverables

• A display of the number of records returned when filtering has been added to the dashboard
• When a scheduled deliverable is approved and GMAS generates an invoice or financial report, the recipients now display on the History section of the segment for the event called ‘Report submitted to sponsor’
• The ability to edit the final figure on closed accounts has been removed
• The financial deliverable screen for finals, now shows financial transactions which occurred from the period start date to the date the deliverable was approved
• The text "Financials through" and the corresponding date, have been added to the financial deliverables screen
• "Open all/Close all" functionality was added to the deliverables screen
• The “Create person" functionality was removed from the person lookup on the on-hold modal, which is accessed from the financial deliverables screen
• The dashboard now remembers the top filters and tabs a user selected during their browser session

Enhancement’s related to Risk assessment panel on the Organization home page

• Sort for ‘HU Fiscal Year’ field now displays in descending order
• If a user creates a new assessment for an Audit Organization, they now have the option to either copy the assessment to the Associated Audit Organizations or not

Release 1_46.03

May 17, 2018

Bug fixes

• Financial deliverable details page
  • Updating the “Fully automated” question now updates the screen immediately after saving
  • <Submit for review> button is now disabled correctly for finals when the status is “On hold” and final figures are missing
  • <Approve> button is now disabled for all deliverables if the sponsor default payment method is blank
  • Updated "Open all" to work correctly after changing statuses
  • When editing a deliverable details, change the "GMAS email" question no longer clears other data
  • Pending subagreement amount now include pending subagreement IDC amounts
  • Fixed an intermittent error that could occur when visiting a deliverable page for the first time
• Financial deliverable dashboard
  • Fixed a database error when reassigning
  • Error label for "Prior report incomplete" updated to "Prior deliverable incomplete"
  • In bulk approve, obligated end date now shows correctly (was showing the anticipated end date)
  • Viewing comments from the dashboard no longer causes the screen to freeze
• Financial deliverable scheduler
  • Removing the due date no longer causes an error
  • Fixed a spelling mistake ("Quartely")
  • Fixed an issue where adding new deliverables to the schedule preview would clear any previous edits to dates in the preview
  • Fixed an issue where all finals were getting to set to "GMAS email" incorrectly
• Financial deliverable list
  • Display "deliverable" instead of "report" when there are no scheduled deliverables
  • <Create financial deliverables> button is no longer shown for closed segments
• Financial deliverable emailing
  • Improved error handling to prevent issues with deliverables sending multiple times
• Organization home
  • Fixed the header title to display correctly in the Risk Assessment panel
  • Related segments count now showing correctly for subrecipients from prior version requests
• Approvals
  • OAR approvals are no longer created when editing research team members in continuation requests

Enhancements

• Object codes 8401-8405 are now treated as direct costs ("Other Project Support"). Note - this change is only in GMAS and will not affect other financial or reporting systems.
• Adjustments can be made to financial deliverables for object codes that have not hit the GL yet.
• Multiple people can now share assignments for financial deliverables, and GMAS will alternate between them.
• Cost sharing signature reminder emails have been turned on for the university area

 

Release 1_46.04

June 14, 2018

Enhancements

 

Document categories

• Uploaded documents can now be assigned a category.
• Each repository type (requests, notice, etc) can have a different set of available categories.
• A category can be assigned to a document when uploading, or from the document list page.
• Document categories will be displayed on any home page that shows documents and the document list page.
• Documents with categories can not be moved to a user’s clipboard.
• Note: For this release, only Financial Deliverable documents will have categories available. Categories for other repositories will be added in the future.

Financial deliverable changes for document categories

• All deliverable types can now be set to email from GMAS (not just types with supported templates).
• The following document categories have been added for financial deliverables:
  • Deliverable
  • Supporting attachment
  • Draft deliverable
• For deliverables without a system template, a “Draft deliverable” document is required before submitting for review, and a “Deliverable” document is required before approving.
• When approving, any documents categorized as “Deliverable” will override any system templates.
• Any documents categorized as “Supporting attachment” will also be attached to the email to sponsor.
• The modal dialog for “Approve” has been updated to clearly show which documents will be included with the submission. Documents can be downloaded directly from this dialog.
• After approval, any documents submitted to the sponsor will be locked by the system and can not be deleted.
• When revising, any documents previously submitted are updated to “Prior deliverable” or “Prior attachment” categories (but are still locked)

Financial deliverable dashboard

• The “Through date” column now has its filter enabled.
• All filters now dynamically update based on each other.
• Most dropdown filters have been updated to allow for multiple selection and autocomplete searching.
• The limit of 50 deliverables for bulk approve has been removed.

Other changes for financial deliverables

• Reportable interest amount is now part of the calculated balance when adding deliverable adjustments.
• Deliverable errors now appear for all statuses, not just “Ready with errors”.
• The history view now shows all errors that applied when a deliverable moved to “Ready with errors”, instead of “Multiple”.
• For quarter and year end GL closes, deliverables will now become available after the 5^th business day of the month.
• Interim deliverables now “freeze” the financial view when approving (so will not show any GL transactions that hit after approval).
• Final figures panel now shows for interim deliverables as well as finals.
• The automatic overspent adjustment is now applied correctly when pressing <Start> from “Scheduled” or “Ready to process” statuses.
• When submitting for review, a warning is now shown if overexpenditures have not been adjusted for a deliverable.

Other

• GMAS can now set the default balance forward attribute for funds based on Tub.
• Budget and expense transactions for object codes 8980-8999 are now imported into GMAS.

Technical

• Mail notification exceptions are now logged correctly

Bug fixes

 

Financial deliverables

• Fixed an issue where fund could show as blank on the financial deliverable dashboard.
• Changed the label "Invoice comments" to “Deliverable comments” in the Additional information panel.

Other

• Changing the association of requests to a notice was incorrectly sending out “Confirm research team” emails even if the team had been confirmed.
• Proposal rollback was not available as an action if the submission method was Grants.gov, but not System-to-system.
• Fixed an issue on the account list where disabled buttons were not showing the correct tooltip.