UFIRST Known Issues & Alerts:  Next Scheduled Patch June 2, 2017

Next UFIRST patch scheduled for: June 2, 2017

Issues to be addressed are:

  1. Create ability to mass update people
  2. Expand Viewer role to proposals & agreements
  3. Redefine protocol exception workflow to allow DRC to manage the entire process
  4. Continue to fix UFIRST myUFL integration bugs
  5. 8 bug improvements to fix errors in integration & validation between UFIRST and myUFL
  6. Allow Subaward Owner to be changed on subaward mod
  7. Add Subaward Worklist Filters to include project details
  8. Default sort by on Inbox by deadline first then last date modified
  9. Add a SmartForm “Jump-to” selector on the UFIRST workspace
  10. Show post submission proposal deadline on the inbox rather than original proposal deadline
  11. Expand Viewer role to include all UFIRST modules
  12. Revise Country/international questions on Proposal SmartFrom page 3.0
  13. Add Project Manager as a search field on the All Projects Tab
  14. Create ability to mass update core office individuals
  15. Redefine Protocol Exception Approval Workflow so that DRC Manages the DRC Exception Dates
  16. Exempt, Exempt Approved, Emergent Use, Converted, or Closed Protocols should never send shutdown or warning notification
  17. Send  notification to DSP Owner if Manage FCOI or Manage Award Compliance Form is completed while in the DSP Review
  18. On the All Projects Worklist, align the rows despite wrapping
  19. Only send Award Mod Notification to project level recipients when that project has changed
  20. On financial award mod, create selection of increase for release of additional temp funding
  21. Auto expose protocol/compliance page when creating new project

Future Patches Scheduled:


  1. Agreements overhaul
  2. Overhaul to post submission updates and revised budgets
  3. Updates to Clinical Trials to improve 214 management and accommodate OCR

Historical Patches:

May 5, 2017

  1. Inbox was separated into “do” lists and “watch” lists
  2. Update inbox when departmental personnel change
  3. Budget Smartforms: make consistent the rounding, inflation impact and calculations for salary budgets
  4. Project end dates and KK dates when carryover authorized should reflect all allocations, released or not
  5. Fix UFIRST to myUFL integration bugs

April 21, 2017

  1. Expand who can perform the “Update Project IDC Centers” activity to include administrators on the parent project departments.
  2. On Award Mod page 11.0, simply remind users that subaward mods may need to be created.
  3. On DSP Acknowledge Subaward – DSP must enter the DSP Subaward Tool ID and an email will be automatically triggered to the Project Manager & Subaward Contact that DSP has been acknowledged.
  4. Limit the content of the DSP Unassigned tab to only include DSP review & Under Negotiation states
  5. Create Activity for DSP to correct parent subaward data when on modifications and make “DSP Subaward Tool ID Correction” available in all parent subaward states. Add ability for DSP to change total allocation amount, estimated cumulative total, budget period dates, and project period dates on Core Office Correction activity.

April 14, 2017

  1. Complete overhaul of the subawards functionality
  2. Award Modifications: new temp option on the increase funding selection on Page 3.1 Q 1.0
  3. Award Modifications: new projects created on modifications link to myUFL activated
  4. IDC center allocation updates moved to an activity not modification
  5. Wherever departments are displayed on Proposals, Budgets, and Agreements, display the DeptID
  6. Make all options for selecting recipients of the Send Email Activity consistent across Proposal, Award, and Mod.
  7. Effort Commitments for one month based on days and therefore a 28 day or 31 day month might display as 0.98 or 1.02 months
  8. Allow Award Modification to change more titles and demographics
  9. Award Mod page 1.0 add Internal Notes box separate from Modification Description field
  10. Expand “mod type detail” column in Award Workspace Modification tab and correct title on “net dollar change” column
  11. Allow expanded DSP authority to remove protocols when entered incorrectly
  12. When DSP notes “Sponsor Approval Received” on a modification, send to DSP Review not C&G Review
  13. Correct Project Details table and Budget Release amount to include Indirect Manual Adjustment Amount
  14. Correct that Project Units changed on a mod revert back to the old project unit once a subsequent mod is completed
  15. Allocations selected to be made perm should be automatically unselected once the temp-made-perm question is set to “no”.
  16. Attachments tab – “Uploaded By” column needs to show the most recent uploader instead of the original one.
  17. Allow DSP to move attachments between internal and official on Award Modifications.

March 17, 2017

  1. Attachments workspace:
    1. All column headers are now sortable
    2. Any activity that allows a user to attach a document now posts those attachments to a new “Activity Documents” section on the workspace.  Along with the link to the attachment, the section includes the activity that was performed when the document was loaded (i.e. ad hoc review, send email), the executor of that activity and the date it was loaded.
    3. For proposal FCOI documents, we have added the person name & role to the section where the attachments are loaded.  We have combined the PI section with all other key personnel for a single listing and easy sorting.
    4. The Date Uploaded column now reflects the last version loaded rather than the date the original version was loaded (note that the Uploaded By still reflects the original person  but will be fixed on April 7)
    5. DSP now has an activity to ‘move’ attachments between submission/official and Internal sections of the workspace to maintain better clarity in the documents
  2. Temps: 
    1. When you do an award modification on any award for which NO PROJECTS are in temp status, you will no longer see the question “Are you indicating that sponsor  authorization has been received for any current temporary projects (temporary-made-permanent)?”
    2. When you do an award modification on any award for WITH PROJECTS IN TEMP STATUS and answer yes to “Are you indicating that sponsor authorization has been received for any  current temporary projects (temporary-made-permanent)?,” you will immediately be presented with a list of projects in temp status from which you select the projects you wish to make permanent.  This eliminates the need for an additional page in the process where that list was previously presented.
  3. Effort Commitments:  When a row has been created in error or if you need to completely remove an individual from future effort commitments, you can now mark an effort row for deletion rather than having to zero out the commitment as done previously.
  4. IRB/IACUC protocols:
    1. If humans or animals was marked yes in error and subsequently changed to no, we have corrected the way the old protocol stays linked with the project.  Please note that if human or animal work EVER occurred, it should REMAIN YES and the protocol appropriately CLOSED with the committee.  This is only for projects where the original response was in error.
    2. If a project has an exception from the Asst Vice President for Research Compliance to proceed without having an approved protocol in place and then subsequently garners approval, the data is now accurately updated.

March 10, 2017

  1. The PI Certification activity is now available in all Proposal states: If a PI changes for any reason during the submission process, the new PI will now have the option to certify electronically.
  2. Application type (New, Resubmission, Renewal, etc) on the Proposal Smartform is now a required question. A proposal can no longer be submitted for review and approval without a response to this question.
  3. The customized budget periods functionality has been improved so that whole month periods no longer show as 1.02 or 2.02, but 1 or 2.
  4. Security for Proposal Edit Access has been further refined. Users that do not have Edit access (grants approvers, UFAs, any other user that was provided view access) to the Proposal Smartform and Budget no longer have the ability to execute the Submit for Review and Approval, Respond to Change Request, Respond to DSP Change Request, or Submit Post Submission Response activities. These activities are now restricted only to users with edit access.
  5. Faculty should no longer be receiving extraneous emails to complete their FCOI certifications if they have already successfully done so: From here out, if a faculty member has already completed their FCOI activity and they receive a notification to go back into UFIRST and re-certify, this is an intentional request and the recertification will be required before the award can be released.
  6. Code has been updated to ensure that the reconciled and released budget amounts are reflected properly on the Project Details tab in the Awards module. In addition, the “Total Change” column in the Modification workspace has also been updated to ensure the proper figures are reflecting here as well.
  7. When setting up a new project within an award, the start date of the project cannot precede the overall award start date. Adjustments to the KK date to allow for pre-award spending are updated by C&G in myUFL.