Transcript Grants Online Recipient Functionality Grants Business Process Re-Engineering Grants Management Workshop 2006

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
—
Award Action Requests
—
Progress and Financial Reports
 Additional Resources
 Appendix A: Navigating around Grants File
 Appendix B: Workflow Process Maps
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Grantee Roles in Grants Online
FUNCTIONALITY / ROLE
Access All Awards for Organization
Recipient
Administrator
X
Recipient
Authorized
Representative
Recipient
Business/Fina
ncial
Representative
X
X
Access Specific Awards for
Organization
Recipient
Investigator
(PI/Co-PI)
X
Manage Organization User Profiles
X
X
Manage Organization User System
Access
X
X
Reassign Tasks
X
X
Initiate Award Action Requests
X
X
X
X
Initiate Financial and Progress
Reports
X
X
X
X
Submit Award Action Requests
X
Submit Financial and Progress
Reports
X
Recipient User
(Additional
Key Personnel)
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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5
Recipient’s Inbox with Task to Accept Award
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6
Recipient Administrator – Task Management
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7
Award Package Launch Page – View Award Details
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8
Award Details Page (New Award)
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9
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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20
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

[email protected]
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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
6
7
Done
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
Manage Award
Complete
8
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
Recipient
Authorized
Official
Receives e-mail
indicating they
need to contact
the Help Desk
to obtain
password
Enter System
Administrator Info:
•Name
•E-mail
•Phone
Click Save
Submit Acceptance
to Agency
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
Identify Authorized Representatives:
Receives task
in Inbox to
Manage
Award Users
View Manage
Award Screen
•
•
•
•
•
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
2
1
Recipient Authorized
Official, PI, Co-PI, or
Finance Representative
3
Search for Awards via
The Awards Tab
Select Award Action
Request link and enter the
Required fields
4
Recipient
Authorized Official
13
AAR Approval
Notification
12
Program Officer
and/or
Recipient Authorizing
Official
5
Done
11
1.) Review AAR
2.) Approve AAR
Forward To
Agency
10
Grants Officer
6
7
Program Officer
1.) Review Award Action Request
2.) Forward to Grants Specialist
9
1.) Review Award Action Request
2.) Forward to Grants Officer
8
Grants Specialist
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5. Award Action Requests: Role of Recipient
Users
STEP
1
1
Recipient
Authorized Official,
PI, Co-PI, Finance
Representative, or
Key Personnel
Search for
Awards via the
Awards Tab
Select
Award Action
Request link
STEP
2
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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