National Oceanic and Atmospheric Administration
Grants Business Process Re-Engineering Grants Management Workshop 2006
Grants Online Recipient Functionality
Lillian Barnes and Steve Drescher NOAA Grants Online Program Management Office
Overview
Recipient Roles
System Screen Shots
Login and Inbox Viewing and Accepting an Award Managing Recipient Users Post Award Actions
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Award Action Requests Progress and Financial Reports
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Additional Resources
Appendix A: Navigating around Grants File Appendix B: Workflow Process Maps
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Grantee Roles in Grants Online
Recipient Business/Fina ncial Representative
FUNCTIONALITY / ROLE
Recipient Administrator
Recipient Authorized Representative
Recipient Investigator (PI/Co-PI)
Recipient User (Additional Key Personnel)
Access All Awards for Organization
Access Specific Awards for Organization Manage Organization User Profiles Manage Organization User System Access Reassign Tasks Initiate Award Action Requests Initiate Financial and Progress Reports
X
X
X X X
X X X X X
X X X X X X X X X
Submit Award Action Requests
Submit Financial and Progress Reports
X X
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NOAA Grants Online Home Page – https://grantsonline.rdc.noaa.gov
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Advisories - Default Page for Inbox Tab
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Recipient’s Inbox with Task to Accept Award
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Recipient Administrator – Task Management
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Award Package Launch Page – View Award Details
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Award Details Page (New Award)
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Award Details Page cont.
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Award Package Launch Page – Accept Award
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Accept Award Page – Identify Recipient System Administrator
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Recipient Administrator Inbox Task to Manage Award Users
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Manage Award Users Screen (Award Specific)
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Manage Recipient Users Screen (Org-Wide)
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Manage Recipients Results Screen - top
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Manage Recipients Results Screen - bottom
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Org-Wide Award Access Report
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Recipient Investigator (PI) – Award Search
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Award Action Request (AAR) Index Page
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Reprogram or Rebudget AAR Screen
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Grants File Launch Page – Associated Documents
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Progress Report “Launch Page”
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Progress Report Details (top)
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Progress Report Details (bottom)
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Grants File “Launch Page” with Progress Report
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Additional Resources
Go to the Grants Online PMO Website at www.ofa.noaa.gov/~grantsonline to access:
Grants Online Training/Support Resources Frequently Asked Questions
GrantsOnline.QandA@NOAA.gov
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Appendix A – Navigating around Grants File
Top Level: Grants File Level 2: Award Package, Award File, Progress or Financial Reports (select Grants File from “Associated Documents” Level 3: Amendment (select Award File from “Associated Documents”, Go to Level 2
NOTE: Use links under “Associated Documents” on Launch Pages to go back to previous Level; use links under “Sub Documents” to go forward to next Level.
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Appendix B – Workflow Process Maps
1. Workflow Overview – Accepting the Award / Managing Users
2. Accepting the Award: Role of Recipient Authorized Representative 3. Managing Award Users: Role of Recipient System Administrator
4. Workflow Overview – Award Action Requests
5. Award Action Requests: Role of Recipient Users 6. Award Action Request: Role of Recipient Authorized Official
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1. Workflow Overview – Accepting the Award/Managing Users
1
2
3
4
5 Done
6
7
NOAA Grants Office
Approve Award File and Obligate Funds
Recipient Authorized Official
Accept Award
Accept Award/Confirm Recipient System Administrator
Recipient System Manage Award Administrator Users
9
8
Manage Award Complete
Manage Award Users Screen, press Done Button
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2. Accepting the Award: Role of Recipient Authorized Representative
STEP 1 STEP 2
Decline Award
3
Accept Award
Enter System Administrator Info: •Name •E-mail •Phone
Click Save
Submit Acceptance to Agency
Recipient Authorized Official
Receives e-mail indicating they need to contact the Help Desk to obtain password
Receives task in Inbox to Accept/Decline Award Return to NOAA for Revisions Grants Officer
View Award Details
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3. Managing Award Users: Role of Recipient System Administrator
STEP 1 STEP 2
6
Manage Award Complete
System Administrator
Receives task in Inbox to Manage Award Users View Manage Award Screen
Identify Authorized Representatives: • • • • • Edit Primary Authorized Representative Add PI/CO-PI’s/Other Investigators Add Business/Finance Representatives Add Additional Key Personnel Add Other Key Performers
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4. Workflow Overview – Award Action Requests
1
2
3
Recipient Authorized Official, PI, Co-PI, or Finance Representative
Search for Awards via The Awards Tab
Select Award Action Request link and enter the Required fields 4 Done 5 6 7
Recipient Authorized Official
Forward To Agency
Program Officer
1.) Review Award Action Request 2.) Forward to Grants Specialist
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10
9
8
AAR Approval Notification
Program Officer and/or Recipient Authorizing Official
1.) Review AAR 2.) Approve AAR
Grants Officer
1.) Review Award Action Request 2.) Forward to Grants Officer
Grants Specialist
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5. Award Action Requests: Role of Recipient Users
STEP 1 STEP 2
1
Recipient Authorized Official, PI, Co-PI, Finance Representative, or Key Personnel
Search for Awards via the Awards Tab
Select Award Action Request link
Recipient must provide (as applicable): • Dates • Justification • Budget of remaining funds • Supporting documentation • Lease vs. purchase analysis • Compliance with Fly America Act • New PI contact information • SAC completion justification • Cost amount • Transfer amount • Sub-award method of selection • Attachments
4
Select Save and Submit
Recipient Authorized Official
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6. Award Action Request: Role of Recipient Authorized Official
STEP 1 STEP 2
6
Forward to Agency
4
Recipient Authorized Official
Receives task in Inbox to Review Award Action Request
Edit/Review Award Action Request
Award Action Requests may include: • Dates • Justification • Budget of remaining funds • Supporting documentation • Lease vs. purchase analysis • Compliance with Fly America Act • New PI contact information • SAC completion justification • Cost amount • Transfer amount • Sub-award method of selection
Program Officer
Withdraw Award Action Request
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