The October 2023 release will be available on Monday, October 2nd. The focus of this release includes converting the receipts and receivables module to the new GMAS format, implementation of a new segment status, implementation of a new invoice details download from subrecipient screens, and more. 

Receipts and receivables 

Related resource: Receipts and Receivables Job Aids

Requested by: OSP Research Finance and the GMAS team  
Reason: 

• The current workflow included too many screens and some were not used. 
• Creating receipts needed to be logged in GMAS one at a time, which resulted in about two hours of work a day for a person. 
• Converting this module helps the GMAS convert work move forward (impacting 20 screens).  

Enhancements: 

• Converted the Income transaction screen. 
  • “Interest” was added as a third transaction type. 
  • Added a report that provides all income transactions on a segment. 
  • Ability to sort transactions. 
• Converted the receivable list screen 
  • The receivable list screen will now display all receivables associated to a segment and any receipts that have been applied to said receivable. 
  • Ability to sort receivables. 
• Converted the receipt view screen 
  • The receipt view screen will now allow for navigation to projects where the receipt has been applied. (Must have appropriate access to view projects) 
• Converted the receipt and receivable searches 
  • Added more criteria to search receipts by. 
  • Search results can now be sorted. 
  • Added reports for outstanding receivables and unapplied receipts. 
• New process to create receipts in bulk. 
  • GMAS will extract data from an excel spreadsheet to create receipt records. 
• Converted some screen’s functionality over to modals. 
  • Create and edit a receipt are now performed via modal 
  • Create and edit a receivable are now performed via modal 
• Retirement of 15 screens used in the previous workflow. 

 

New segment status 

Related resource: Segment Statuses Job Aid

Requested by:  OSP, the reporting community, and Research Administration and Compliance Reporting (RACR) team 
Reason:  

• The new status will allow GMAS segments in an "Active" status with end dates in the past to be excluded from university-wide reporting consistently while segment close out activities are in process.   

Enhancements: 

• A new secondary status of “Expired” was added to GMAS. 
  • It will display in addition to the “Active” status when the segment end dates are in the past and there are no pending requests. This will be applied when: 
  • The daily job runs, and the segment meets the criteria, or 
  • an action memo is issued changing the end dates of the segment to be in the past on a segment that meets the criteria.  
  • The new secondary status “Expired” is currently implemented for reporting purposes. A future enhancement to allow searching based off secondary statuses may be considered in a future release. 
  • The new “Expired” status can be removed from a segment through creation of a request, or through an action memo extending the end dates to a future date. 
• A new event and segment event detail have been added into GMAS to reflect when the new status was applied. 

Subagreement 

Related resource: Subagreement Job Aids

Reason: Continued work to support the previous update to the subagreement module. 
Enhancements: 

• Added an invoice detail download from the sub list screen and sub home screen. 
• Added two new assessment types for subrecipient monitoring (“Segment expired, Red” and “Segment expired, yellow”). 
• Added a preventative error that displays when multiple people are trying to create amendment attributes on the same amendment at the same time. 

Other enhancements 

• GMAS will display a banner at the top of every screen 30 minutes before a scheduled outage alerting that the system will be unavailable, and edits should be saved.   
• Changed the order of actions required on initial proposals/competing renewals so that the subagreement action displays above the budget action. 
• Updated screens with account dsiplay to show Paid Obligation account types as "PdOb - Paid Obligations".  
• Updated the list of approvals that send to OAIR for removal to include additional scenarios related to withdrawn OAIR approvals and deleted research team members. 
• Implemented a new financial deliverables assignment screen to allow OSP Research finance the ability to set rules to override assignments for financial deliverables. 
• Updated the display order for Harvard training courses on person profiles for consistent display. 

Bug fixes 

• Updated GMAS to allow for any domain name to be added in the organization web address field.  
• Request dashboard counts on the "Submitted" tab were fixed to ignore "Just in time" requests that were submitted to sponsor. 
• Reimplemented document sorts in the document repositories.  
• Fixed the issued end date in a subamendment budget to no longer allow dates prior to the issued start date. 
• Removed the ability to navigate to previously retired “Add research team members” screen in a Supplement request.  
• Fixed an issue preventing the sorting of date routed on the request dashboard. 

Technical upgrades​ 

• Update to primefaces components in GMAS 
• Enhanced the ECRT code to fix security warnings. 
• Implementation of a new job that will allow GMAS to consume IRB study data from ESTR. 
• RHEL8 upgrade and RDS to Oracle on EC2 migration 
• Upgrade Bouncy Castle to version 1.73 
• GMAS will now have an auto-lock feature for future releases. 
• Upgrade cas-client-core to version 3.6.4 
• Upgraded Maven to latest version 3.8.4 
• Retired old subagreement related code.