Grants Business

National Oceanic and Atmospheric AdministrationGrants Business Process Re-EngineeringGrants Management Workshop 2006Grants Online Recipient Functionality Lillian Barnes and Steve DrescherNOAA Grants Online Program Management OfficePage 2OverviewRecipient RolesSystem Screen ShotsLogin and InboxViewing and Accepting an AwardManaging Recipient UsersPost Award Actions—Award Action Requests—Progress and Financial ReportsAdditional ResourcesAppendix A: Navigating around Grants FileAppendix B: Workflow Process MapsPage 3Grantee Roles in Grants OnlineFUNCTIONALITY /ROLERecipientAdministratorRecipientAuthorizedRepresentativeRecipientBusiness/FinancialRepresentativeRecipientInvestigator(PI/Co-PI)Recipient User(AdditionalKey Personnel)Access All Awards for OrganizationXXXAccess Specific Awards for OrganizationXXManage Organization User ProfilesXXManage Organization User System AccessXXReassign TasksXXInitiate Award Action RequestsXXXXInitiate Financial and Progress ReportsXXXXSubmit Award Action RequestsXSubmit Financial and Progress ReportsXPage 4NOAA Grants Online Home Page –https://grantsonline.rdc.noaa.govPage 5Advisories -Default Page for Inbox TabPage 6Recipient’s Inbox with Task to Accept AwardPage 7Recipient Administrator –Task ManagementPage 8Award Package Launch Page –View Award DetailsPage 9Award Details Page (New Award)Page 10Award Details Page cont.Page 11Award Package Launch Page –Accept AwardPage 12Accept Award Page –Identify Recipient System AdministratorPage 13Recipient Administrator Inbox Task to Manage Award UsersPage 14Manage Award Users Screen (Award Specific)Page 15Manage Recipient Users Screen (Org-Wide)Page 16Manage Recipients Results Screen -topPage 17Manage Recipients Results Screen -bottomPage 18Org-Wide Award Access Report Page 19Recipient Investigator (PI) –Award SearchPage 20Award Action Request (AAR) Index PagePage 21Reprogram or Rebudget AAR ScreenPage 22Grants File Launch Page –Associated DocumentsPage 23Progress Report “Launch Page”Page 24Progress Report Details (top)Page 25Progress Report Details (bottom)Page 26Grants File “Launch Page” with Progress ReportPage 27Additional ResourcesGo to the Grants Online PMO Website at www.ofa.noaa.gov/~grantsonlineto access:Grants Online Training/Support ResourcesFrequently Asked QuestionsGrantsOnline.QandA@NOAA.govPage 28Appendix 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 2NOTE: 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.Page 29Appendix B –Workflow Process Maps1.Workflow Overview –Accepting the Award /Managing Users2.Accepting the Award: Role of Recipient Authorized Representative3.Managing Award Users: Role of Recipient System Administrator4.Workflow Overview –Award Action Requests5.Award Action Requests: Role of Recipient Users6.Award Action Request: Role of Recipient Authorized OfficialPage 301. Workflow Overview –Accepting the Award/Managing UsersNOAA GrantsOfficeApprove Award Fileand ObligateFundsAccept AwardRecipient Authorized OfficialManage Award Users Screen, press Done Button12435Accept Award/Confirm Recipient System Administrator68Manage Award UsersDone9Manage Award CompleteRecipient System Administrator7Page 312. Accepting the Award: Role of Recipient Authorized RepresentativeSTEP1STEP2Recipient Authorized OfficialReceives e-mail indicating they need to contact the Help Desk to obtain passwordAccept AwardEnter System Administrator Info:•Name•E-mail•PhoneClick SaveSubmit Acceptanceto Agency3Return to NOAA for RevisionsDecline AwardGrants OfficerReceives task in Inbox to Accept/Decline AwardView Award DetailsPage 323. Managing Award Users: Role of Recipient System AdministratorSTEP1STEP2System AdministratorReceives task in Inbox to Manage Award UsersView Manage Award ScreenIdentify Authorized Representatives:•Edit Primary Authorized Representative•Add PI/CO-PI’s/Other Investigators•Add Business/Finance Representatives•Add Additional Key Personnel•Add Other Key Performers6Manage Award CompletePage 334. Workflow Overview –Award Action Requests12Recipient Authorized Official, PI, Co-PI, or Finance RepresentativeSearch for Awards viaThe Awards Tab3Select Award ActionRequest link and enter the Required fields4Forward To Agency5Program Officer61.) Review Award Action Request2.) Forward to Grants Specialist7Grants Specialist81.) Review Award Action Request2.) Forward to Grants Officer9Grants Officer101.) Review AAR2.) Approve AARRecipient Authorized Official11Done12Program Officerand/orRecipient Authorizing Official13AAR ApprovalNotificationPage 345. Award Action Requests: Role of Recipient UsersSTEP1STEP2Search for Awards via theAwards TabSelect Award ActionRequest linkRecipient Authorized OfficialRecipient Authorized Official,PI, Co-PI, Finance Representative, orKey PersonnelRecipient 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•AttachmentsSelect Save and Submit14Page 356. Award Action Request: Role of Recipient Authorized OfficialSTEP1STEP2Recipient Authorized OfficialAward 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 selectionReceives task in Inbox to Review Award Action RequestWithdraw Award Action RequestEdit/Review Award Action RequestForward to AgencyProgram Officer46