GMAS Releases

Wednesday 2/27/2008

Error no longer occurs when selecting a fellowship from the Last Five Projects Viewed
Error no longer occurs when selecting a breadcrumb after the 30 minute inactivity timeout

Friday 2/15/2008

ENHANCEMENTS

A request’s Preponderance of effort may be viewed and editted from the request home
A request’s Retroactive question may be edited from the request home
When an action memo is associated to a sponsor notice, the action memo email notification includes a direct link to the sponsor notice homepage
The order in which account groups appear on an action memo changed from ascending order to descending, causing the newest accounts to be listed first
For very large projects, performance is improved on the project homepage and the Allocate awarded funds screen in a segment revision
GMAS security error messages no longer include an unhandled exception error
After 30 minutes of inactivity, one is required to log back into GMAS

BUG FIXES

Emails with formatted text and no attachments now appear in the sender’s clipboard
In a Grants.gov submission, the maximum number of Other Attachments on the R&R Other Project Information form and the Appendix attachments on the PHS398 Research Plan increased from five to ten
When manually flagging a subactivity to be disabled, selecting the No button on the Disable Subactivity Confirmation screen no longer results in a system error
Single quote marks pasted from Microsoft Word no longer cause errors in the Edit award information screen in a segment revision
In the subagreement section of an action memo, long Subrecipient PI names word wrap and no longer overwrite information in subsequent columns
The error that occurs in the request guided steps when adding subrecipient with an organization name over 74 characters is corrected
Initiate internal review adds a request/segment to a signatory’s portfolio only when the signature is selected as required
The option to select Closed segments in the user portfolio has been removed since the search did not return closed segments

TECHNICAL CHANGES

ActionMemoSecurityServlet no longer omits ".pdf" extension from MIME filename
Corrected a database connection leak in the new action memo code from release 1_15

Thursday 12/20/2007

GMAS/IDM feed re-enables an HUID in GMAS when a new job is received

Friday 11/16/07

ACTION MEMO

Improved formatting and layout
Total carryforward amounts no longer appear doubled
Subagreements with negative pending amounts appear correctly
Fixed character display issues caused by smart quotes and HTML special characters
Enhanced email notification as follows:

Action memo content is no longer included in the body of the email; a PDF is attached instead
Email shows who else received the action memo

SCHEDULED REPORTS

Reminders, when scheduled, will be sent for financial and non-financial reports:

On the create report screens, the option to send a reminder is changed from a checkbox to a radio button to increase clarity
The reminder option is now editable in the report edit screens
As part of this enhancement, all existing non-financial reports were scheduled for a reminder 30 days before the due date; all existing financial reports have no reminder scheduled

Added a person lookup to specify the "completed by" person for both financial and non-financial reports
Fixed a spelling error on the word "occurrences" on all reports screens

OTHER ENHANCEMENTS

Comments can be added to receivables
Moved the budget upload functionality from the dates and dollars screen to its own screen. This significantly improves performance on the dates and dollars screen for large projects
Added closed accounts to the dates and dollars screen and now both active and closed accounts are listed in the account dollars summary section
The school specific questions screen no longer appears in the request guided steps when there are no questions
When an account value is re-enabled in the general ledger, a data change is no longer required to update the value's status in GMAS

OTHER BUG FIXES

<Edit closed accounts> button appears in a segment revision when there is pending subagreement money
Subagreements created in any request default into continuation and supplement budgets
Request and segment titles are limited to 200 characters to prevent problems with the account setup interface (CSMA)
Additional notification comments entered on the notification screen when committing a segment revision and initiating review of a notice or subagreement can now contain quotation marks
Preferred email defaults into above referenced notification screen for all recipients
Fixed the display of HMTL special characters throughout GMAS
Subagreement list screen displays dates correctly for all subagreement statuses

TECHNICAL CHANGES

Secured direct URL links to action memos through PIN login
Fixed a problem in the instructional copy content management regarding screens containing capital letters
Switched to using mailhost instead of camail for sending email from GMAS
Migrated service for receiving emailed documents to a different server
Added a new web server to separate the database and application layers (per security best practices)

Wednesday 10/31/2007

Removed the dash from the Animal Assurance Number on the Grants.gov R&R Other Project Information form
Scenario in which Harvard jobs were not appearing on the Grants.gov R&R Senior/Key Person form is corrected

Friday 9/28/2007

An external organization name can be displayed on the Grants.gov R&R Senior/Key Person form
Employer Identification Number (EIN) on the Grants.gov SF424 is corrected to show different suffix for each area (HMS, SPH, OSP) of the University
A Grants.gov submission may be viewed regardless of the Grants.gov server availability

Friday 9/14/2007

Document Repository:

All documents in a repository may be downloaded except for the person repository. As usual, person repository documents can be downloaded only by those who uploaded them or a central administrator
When download is selected for a document scanned by the OSP scanner, it will be downloaded as a PDF document
The <View> and <Create virtual document> buttons are no longer available in the document repositories
Central administrators may delete notices with the status of <Reviewed> and <Declined>
Standing Team team owners will no longer receive an unhandled exception error when deleting team members with assignments
Performance on the subagreement list screen is improved for segments with many subagreements

Transparent, a.k.a. “behind the scenes”, changes:

The 170 Systems rasterization service is no longer used by the GMAS document repositories and is disabled
The scenario that caused two person records to be created for one person (HUID) is corrected
Structural changes made to GMAS On-line Help
New prefix and suffix columns are added to the internal_organizations table for Harvard’s Employer Identification Number
Account F&A rates where the rate effective date is the same as the account create date were sent to the GL one day late; this delay no longer occurs

Tuesday 7/31/2007

Harvard person information now feeds from IDM instead of HUID

Saturday 6/9/2007

Navigation through project search results is quicker due system "caching"
When adding a document to the repository GMAS will allow only the following characters in a file name: A through Z, a through z, 0 through 9, hyphen (-), underscore (_), and period (.)
The link to the Participation Agreement (PA) in the PA reminder notification is updated due to an address change in the OTD website
Upgraded to the latest version of the 170 Systems MarkView application. As a result, when you <View> a document, in addition to the document you wish to view, a window called the "170 MarkView Control Window" will open. Do not close the control window until after you close the viewed document or you will close GMAS. You may minimize the control window at any time
Upgraded to the latest version of the Oracle database and back-end security framework
Issues causing certain account F&A rates to not go to the GL are corrected
The Indirect Cost Rate feed is enhanced to automatically send two rates to the GL during year end

Saturday 3/31/2007

Grants.gov forms and their associated attachments may be viewed, printed, and saved as one PDF document before and after submission
Grants.gov validation errors link back to the edit screens where they may be corrected
An application rejected by Grants.gov or the sponsoring agency can be corrected and submitted again. A new button, <Resubmit to Grants.gov>, on the request homepage allows this
When a document is associated to a request as a Grants.gov attachment, the request’s document repository will indicate the association with a
The Grants.gov questions screen shows child questions only when they must be answered
The Grants.gov budget template has been expanded for use with continuations and supplements
Added “Date received by Grants.gov” to the submissions details screen
Updated the instructional text on the validation and preview screens
An attachment is automatically generated for the R&R Project/Performance Site Location form when more than eight performance sites are entered in GMAS
An attachment is automatically generated for the R&R Budget form when more than ten line items of equipment are entered in the budget in GMAS, or when more than eight key persons are entered in the research team
The request title can display quotations
Comments section on the request home will remain open at all times and the comments edit screen allows hard returns
The <Dates & Dollars> section on the request home is renamed <Budget> and links directly to budget view screen
Target dollars entered in the request guided steps can be edited in the budget
Research team member names are links to person profile
The description required for the <Other> research team role is expanded from 22 to 40 characters

Friday 1/26/2007

Commit revision no longer errors when there are large numbers of allocations for subagreements
The Participation Agreement log signature screen no longer freezes when navigating to the screen from the Person Profile

Saturday 1/13/2007

The option to develop and electronically submit Grants.gov applications from GMAS is available. A summary of the enhancements follows:

Associate a Grants.gov opportunity to a GMAS request
Validate the opportunity against Grants.gov
Answer questions and attach files specific to the application package
Develop the budget using the Grants.gov budget template with person month calculations, key person identifiers, and concurrent IDC rates
Add eRA Commons ID and job titles to a person profile for inclusion in the application package
Preview the application package and run error checking validations
Monitor applications routed for internal review at Harvard
Certify and submit Grants.gov applications
Track the Grants.gov submission status

GMAS supports 13 Grants.gov forms commonly used across NIH, NSF, DOEnergy and DOD grant applications:

SF424 Research & Related
Research & Related Other Project Information
Research & Related Budget
Research & Related Senior/Key Person Profile
Research & Related Project/Performance Site Location
Research & Related Personal Data
PHS398 Research Plan
PHS398 Cover Page Supplement
PHS398 Checklist
PHS398 Cover Letter
PHS398 Modular Budget
NSF Grant Application Cover Page
NSF Application Checklist

Friday 8/18/06

Security for the person document repository has been changed to allow GMAS to function as a secure drop box
The size limit for uploading documents has been increased to 30MB

Sunday 6/25/06

ENHANCEMENTS

There is a new module on the request homepage for comments
The object code dropdown on the request re-budget screen is now sorted numerically
The SPH school specific questions have been updated

BUG FIXES

GMAS users only on project teams are now able to access the GMAS homepage
Approval comments now work correctly for department administrators
Guidance link to the vendor justification form on the request equipment screen now points to the fillable pdf version
Guidance links on the request homepage have been updated
Editing the request rebudget component is no longer possible after submission
The spelling of "electronically" has been corrected when signing in GMAS
The reminder for non-financial reports now links to the correct screen
All submission types now show correctly on the submission screen
The reminder text for subagreement debarment has been corrected
Instructional text has been corrected on the request rebudget screen

Saturday 4/1/06

ENHANCEMENTS

Inconsistencies with person search have been corrected. Persons with one HUID and multiple current jobs will display as one entry when searching. Person searching can now be done by middle name in addition to first and last names.
Guidance links have been added to the submission screen allowing users to link directly to the appropriate tracking website for the selected submission method.
A second version of SNAP questions has been created in GMAS to match those currently in use by NIH. The second version will be effective when the 'Due to Sponsor' date is 3/11/06 or greater.
The term 'Expanded authorities' has been changed to 'Institutional Authorities', to more broadly encompass any federal extension of grantee authorities.
Applied current Longwood HUIDC functionality to all Tubs in response to change in university area policy.
Applied current non-financial report comment functionality to financial reports.
Organization chart ranges are now editable in GMAS by the GMAS team. This will decrease turnaround time significantly when authorized requestors need to adjust their ranges in GMAS.

BUG FIXES

The OSP scanning functionality for the approvals document repository has been fixed.
Download button has been removed for OSP scanned documents; scanned documents cannot be downloaded.
OSP scanning functionality corrected to allow for subfolder scanning.
User friendly page error now thrown if document description is greater than 2000 characters.
Users are now able to rename virtual documents.
Revert button no longer appears for read only documents.
'Other sponsor' type (co-sponsor/payee pass through only) can now be changed in a segment revision.
A given subagreement's budget line item will only appear in a segment revision when the subagreement request is awarded or is in the process of being awarded.
Adjusted subagreement issuance amount to validate with authorized amount (obligated + carryforward).
Corrected the subagreement comments to not display the text 'null' when the comments are null.
Added a column to the action memo (pdf and email versions) in the subagreement section to display the HUIDC amounts for unspecified and/or issued subagreements.
Corrected comment sections on action memo (admin change comments and action memo comments) to allow users to enter in text with quotation marks.
Fast-forward button functionality has been corrected for the supplement budget upload preview screen.
Effort percent in the salary calculator now rounds correctly.
Versioning numbers are now properly captured for LOC details in database.
Modify date and modify user are now properly updating LOC summary amounts in database.
LOC comments have been adjusted to accept over 3500 characters.
Sorting of LOC reconciliation screen has been corrected to display holding accounts grouped together, placement depends on ascending or descending sort.
Edit frequency functionality has been corrected for financial and non-financial reports when using a Safari browser.
Choosing 'Other' in a dropdown box now correctly shows a text field for financial reports, non-financial reports and research team when using a Safari browser.
User friendly page error is now thrown when a user is trying to create an invoice for an organization that does not have all attributes established.
Adjusted non-financial report comment field to properly retain latest user entry including null entries.
Correction to last five projects viewed for closed segments.
Code has been corrected to limit segment titles to 250 characters.
The advanced search checkboxes have been adjusted to work properly when multiple boxes are selected. Also the Co-I checkbox has been expanded to include Co-I and Co-PI.
Suffix dropdown order has been corrected when creating new people.
Request title length is limited to 250 characters throughout the application.
Equipment vendor name has been increased to allow 100 characters.
Equipment to be purchased field has been increased to allow 1000 characters.
Reminders will not be sent externally for non-gmas users.
The email link in the error message has been corrected to link directly to contactgmas@harvard.edu.
The NE Interest Income interface has been adjusted to put any interest earned for non-consolidated tubs onto the exception report to be manually posted by the business owner.
The SAA interface has been corrected to send two overhead rates (current and previous fiscal year) from July 1st to fifth close of June.
Modify date and modify user captured in User Team Involvements database table.

Saturday 3/11/06 (FINDINI 3.1.4)

ENHANCEMENTS

GMAS users will be able to log into GMAS from anywhere with a valid HUID and Pin. Users will no longer require VPN for off campus access.
GMAS will now appear in a separate window without browser buttons or the URL.
The weekly backups have been altered to limit scheduled system down time from 1-2am Sunday mornings.

Tuesday 2/18/06

GMAS has been upgraded to have a dual connection to the network.

Tuesday 12/13/05

PI now defaults as an optional signature requirement for internal requests
Reminder for request signature to do has been turned on
When job sharing exists, GMAS generates to do's for all team members in the same role
Request signature to do's are displaying properly in person profiles

Wednesday 12/7/05

A table name has been corrected for the NE Interest Income interface.

Sunday 10/23/05 (FINDINI 3.1.3)

ENHANCEMENTS

A mentor checkbox has been added to limit person results when using advanced search.
On the subagreement homepage, the subagreements and amendments component has been frozen in the open position
When creating a new person, the salutation list has been ordered by frequency of usage and then alphabetically.
A dashboard has been created to monitor GMAS usage.
|< and >| buttons have been added to all budget period screens to help in the navigation of projects with multiple budget periods.
User preferences (notifications/reminders) will be automatically set for new GMAS users.
Standing team names on the person profile screen links to the specific standing team homepage.
Standing team person assignment screen displays orgs in numeric order
Help content has been added for person, organization, research team and report scheduler.
The ability to edit request comments/justification regardless of request status has been given to all central administrators.

BUG FIXES

"Prepared by" and "Date" text fields have been added to the scanner cover page.
The perm file label has been corrected to display the most recent segment award number.
Equipment Re-budget Dollar field has been increased to allow fifteen characters.
The error message given to unauthorized people trying to access GMAS has been corrected to match the GMAS standard security error.
HU Standard Invoice/Standard Form 272 forms have been corrected to open appropriately
Subagreement budget uploads will display the current GL budget on the upload screen.
Awarded dollars budget upload screen will display the associated segment information.
The email subject line of the action memo has been corrected to display the proper fund value in the case of remapped accounts.
The org/fund header of the action memo has been corrected to display the proper org and fund value in the case of remapped accounts.
The pdf version of the action memo has been corrected to display appropriate obligated/anticipated amounts
Change in LOC sponsor doc reference number now updates for all associated deleted accounts
Renaming a scanned document has been corrected to no longer throw an error
Users are now able to edit the description of a scanned document
Error message text has been clarified when deleting a virtual document

Sunday 7/3/05

Letter of Credit module has been implemented
Interface between OSP Scanner and GMAS has been established

Saturday 6/11/05 (FINDINI 3.1.2)

ENHANCEMENTS

Closed Account Reallocation
Disabled account allocations can now be reallocated in a segment revision. This will allow central users to carryforward funds from disabled subactivities. Note: This will not change the GL amounts, only GMAS amounts.
Budget Categorization (scr_39)
Carryforward "current" and "total" columns have been added to the budget categorization screen, allowing users to better track carry forward within a project.
Action Memo
- - The email subject line of the action memo has been altered to include the Principal Investigator name and Fund number. It will now read: GMAS Notification: PI: (PI Name) Fund: (Fund #) Action Memo.
- - The comments/remarks section has been moved to the bottom of the first page to allow quicker reference to the purpose of the action memo.
- - A page header noting the main account org and fund numbers has been added to the first page of the action memo for filing purposes.

BUG FIXES

No cost extension request remaining balance validation has been adjusted to equal authorized dollars minus expenses
No cost extension request dates will be retained upon revisiting the remaining balance screen
Canned report link on financial detail screen has been removed
Financial detail screen will now display the transaction_line_description first 30 characters
UDO approval and notification have been adjusted
GMAS homepage (Last 5 Projects Viewed) now reflecting proper PI when the PI changes across segments
Project homepage now reflecting proper PI when the PI changes across segments
Segment revisions no longer give an error when only entering sponsor award number
Migrated projects are now displaying the appropriate activity descriptor
CSMA reconciliation file able to handle multiple add/mod files
TOOR report has been adjusted to allow for tub and associated orgs in the same file
Advanced search screen misspelling has been corrected
Migrated projects are now displaying the appropriate change in title on the segment homepage
Action Memo notification text has been clarified
Budget upload screen now displays current GL budget and allocation amounts.
Request title is now restricted to 255 characters.
Once a subagreement has been drafted, all related to do's are completed.

Wednesday 4/27/05

Performance has been improved for users with over 100 To-Do's

Saturday 3/05/05 (FINDINI 3.1.1)

Segment Revision/Subagreements
When a user tries to categorize specific subagreement money to a newly created budget period in the current open segment revision, the subagreement fields will appear uneditable. Once the segment revision is committed that establishes the newly created budget period, these subagreement fields will become editable.
GMAS Homepage
A 'Fund numbers only' check box has been added under the search box on the GMAS homepage.
Perm File labels have been resized to fit the current Avery standards.
Participation agreement text has been changed to clarify the pre-award office location.
Document repository maximum document size has been increased.
Persons module - when creating multiple new people, the new person search refreshes to find potential matches.
Last 5 projects viewed now works for closed projects without segment revisions.
Deletion of under development requests no longer gives error message.
GL budgets in GMAS now only display sponsored budgets.

Saturday 1/22/05

Letter of credit module has been added.
Removing orgs from standing teams no longer gives error message
Cache has been expanded for the largest project in GMAS
Standing team members can view each other's To-Do's and Inboxes
GL budgets now appearing when rebudgeting across accounts

Tuesday 1/04/05

Deleted or withdrawn requests now eliminate any pending to do's.
Person profile cache has been expanded.
Project home page now displaying correct segment org.
<Save and continue later> for carryforward segment revisions no longer duplicating the open revision.
Special characters in person suffix eliminated (only seen through the database)

Tuesday 12/07/04

Personal To Do's navigation has been corrected.
TOOR - Process has been updated for new orgs from TOOR interface.
Last 5 projects viewed - current segment PI now appears on home page.
Transferring assignments now working properly between team members.
Receivable account group displaying properly on detail screen
Action Memo
- Email version of action memo error message corrected.
- Subagreement pending issuance total amount corrected.

Saturday 11/06/04

Receivables module will now display the associated project information in the upper right corner
Action Memo
- Dollars over one million are no longer squished together
- Campus location now displays properly
- Will now display the pending subagreement bucket properly
Submission details now has an option for fax
Segment Revision
- Users will now see the proper person who has started the segment revision in the prior segment instead of "Dmig User 1"
- Specific segment error message resolved from large account volume
- Specific segment error message resolved related to account type change
Organization module - error message no longer received when entering in multiple LOC numbers
Notifications - No one will receive notifications when a check box has been unselected for that particular person

Monday 10/25/04

Action Memo PDF
- Indirect cost rate deleted in GMAS no longer appears
- Total obligated and anticipated, and pending subagreement amounts now appear
GMAS links
- Error message and footer email links no longer return undeliverable mail message
- Link in reminders for overdue reports now points to the correct URL
Reminder Preferences set to internal no longer get sent externally
Disclosure Form screen displays in entirety
Last 5 projects viewed is now refreshing
Revision comment size limit has been increased to 4000 characters
Padlock on account screen has been disabled, and will no longer produce a system error
Dates & dollars link works correctly when there are many accounts (200+) in a segment
No-cost extension end date now defaults to the current segment
Non-GMAS users will not receive reminder emails