2009 PTFP Grantee Orientation

Document Sample
2009 PTFP Grantee Orientation Powered By Docstoc
					2010 PTFP Grantee Orientation

     Unlocking the Mysteries of
         PORTS and ASAP
        Webinar Overview
 Answers to the following questions
• Who handles what on the Federal side?
• Where to find information about required
• How to use the PTFP Online Reporting and
  Tracking System- PORTS?
• How to use the Automated Standard
  Application for Payments- ASAP?
• What are your questions?
Two Agencies Administer PTFP Grants
• PTFP - Public             • NIST - National
  Telecommunications          Institute of Standards
  Facilities Program          & Technology
• (Program Office)          • (Grants Office)
• PTFP Program Officer      • NIST Specialist handles
  guides application          ASAP, financial aspects
  process; handles            of grant; reporting,
  program-related             accessing funds, and
  activities, PORTS,          close-out.
  reporting and close-out
                Your Questions
• At any time during this presentation, please
  e-mail your questions to the webinar
  – At any time while completing your project:
     • Questions for NIST and the ASAP should be directed to
       your Grant Specialist listed in your award documents,
       item #4, with contact information. See

     • Questions for PTFP and PORTS should be directed to
       your Federal Program Officer listed in your award
       documents, item #5, with contact information. See
 Automated Standard Application for
         Payments - ASAP
• Information about ASAP is included with the
  award package.
• This is the system for electronic payment of
  Federal grants.
• Register by October 15 so that payment
  requests can be handled easily and quickly.
                   ASAP #1
• Recipients should be aware that all ASAP
  Recipient IDs are created by the EIN/DUNS
  combination that is listed on their application.
• You do not need to re-enroll if your
  organization is currently in the ASAP system
  and the EIN and DUNS numbers have not
• To keep your ASAP account active you must
  check in every 60 days.
                   ASAP #2
• To enroll, see Special Award Condition #14 for
  information. Provide your Grants Specialist
  with the following:
  – Your point of contact person;
  – His or her e-mail address;
  – EIN and DUNS Numbers; and then
• Your Grants Specialist will begin the on-line
  enrollment for you.
                  ASAP #3
• When enrolling , you should list a Point of
  Contact who is available to complete the
  enrollment process.
• Avoid listing people who are too busy or
  unavailable, the enrollment process requires
  several steps to be taken by the recipient
  which takes some time.
                   ASAP #4
• Recipient should make sure that the DUNS
  provided on their application indicates the
  same city that is listed on their application. To
  find out which city is listed for a specific
  DUNS, recipient can log in to and
  run a search. NIST requires that ASAP, CCR
  and Recipient’s Application/Award
  Documentation list the same city.
                   ASAP #5
• RECIPIENT/REQUESTOR IDs will always be the
  same ID in all NIST financial records.
  Recipients cannot use a different REQUESTOR
  ID –this is important to note, especially for
  some stations that are run or associated with
  a University. In the past “centralized business”
  offices at the Universities were allowed to act
  as the Requestor only; this is no longer the
  case for new awards.
                  ASAP #6
• If RECIPIENT has a valid/active ASAP Recipient
  ID that they are using for a new award, it is
  important to make sure that the ID is in fact
  linked to the appropriate ALC/REGION in - NTIA is Region 1306000102.
  If not, NIST can set that up. Then the
  Recipient’s Financial Official must log in to
  ASAP and link their ALC/REGION.
                ASAP #7

• Financial Reports, SF-425 – Copy to PTFP
• Quarterly Performance Reports
• Special Award Conditions
          Where to Find Forms
• All Federal forms for grant administration are
  available through the Office of Management
  and Budget website. This is the direct link:

• The forms are listed by number.
                    PTFP #1
• Construction Schedule: Due October 31
  – Your first assignment is to prepare a Construction
    Schedule and submit it through the PTFP Online
    Reporting System – PORTS
  – You will find that the milestones for many of the
    reporting requirements are already listed on the
    Construction Schedule.
  – What should be on a Construction Schedule?
   Detailed Instructions for Reports
    are found at the PTFP Website
• Go to
• Click on
                 PTFP #2
• Submit reports and requests through PORTS
• Go to
• PORTS can be accessed through the PTFP
  Main Page and vice versa
• Click on “How to Use PORTS” for online
                      PTFP #3
• Use PORTS to Submit Reports
  –   Construction Schedules
  –   Quarterly Performance Reports
  –   Equipment List Amendment Requests
  –   Special Award Conditions & Extension Requests
  –   Project Extension Requests
  –   Close-out Extension Requests
  –   Close-outs
  –   Exception: Planning Close-outs must be submitted on
                    PTFP #4
• To finalize and submit reports

  – Fill in the appropriate blanks
  – Click on continue button at the bottom of the
  – You will then be asked to confirm your submission
  – “Click to Confirm the Report”
  – The message appears:
  Report has been sent for [grant number]
  Quarterly Performance Reports
• Quarterly Reports are due 30 days after the
  end of the quarter—the first one for this grant
  is due January 30, 2011.

• E-mail reminders are sent out to the PORTS
  contact early in the month that they are due.
               PORTS Tip #1

• Passwords expire every 90 days. If you
  request a link to change your password, you
  must use it within a few hours; otherwise the
  link expires.
          Password Reminder

• A request to change your password was
  received from IP Address:
• on 05-Oct-09 at 11:02 AM.
• Please use the link below to change your
               PORTS TIP #2

• You may either write your narrative report
  directly in PORTS, or you can write the report
  in Word and attach it to your PORTS filing;
  and remember to “Click to Confirm the
             PORTS TIP #3
Keep It Simple
– Unless the Construction Schedule has been
  revised, check the box “Use my most recently
  submitted Construction Schedule.”
– If no equipment has been purchased during the
  quarter, check the box “Use my most recently
  submitted Equipment List.”
               PORTS TIP #4
• Ignore any warnings about a lack of a Security
  Certificate that appear when you go to PORTS.
  The Federal Government does not subscribe
  to the security services.
• Be assured that the PORTS and PTFP websites
  are SECURE.
• Click through the warning and continue to
  prepare your PORTS reports.
         PORTS Grantee Contact
• Make sure that the person filing the reports is the
  official contact in PORTS.
• The PORTS official contact is not necessarily the
  Authorizing Official. The best person is closely
  involved with the project.
• There may be only one PORTS contact per
• The PORTS contact receives convenient e-mail
  reminders about reporting deadlines.
• This task can be delegated using the PORTS
            Keep in Touch with
           Your Program Officer

• Before you submit in PORTS an equipment list
  amendment , extension request, or close-out.
             PTFP Program Officers
Lynn Chadwick:      AZ, CO, GU, HI, ID, MT, NM, NV, UT, & WY 202-482-8338

Larry Dyer:    AK, CA, IL, IA, KS, MN, MO, NE, ND, OK, SD & WI 202-482-1762

Brian Gibbons:     AL, AR, FL, GA, LA, MS, NC, SC, TN, TX, & WA 202-482-6094

Walter Sheppard:          CT, DE, DC, IN, KY, ME, MD, MI, NH, NJ, NY,
OH, OR, PA, RI, VT, VA, & WV 202-482-1949

Shared By: