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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 - PowerPoint PPT Presentation
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National Oceanic and Atmospheric Administration
Grants Business Process Re-Engineering
Grants Management Workshop 2006
Grants Online Recipient Functionality
Lillian Barnes and Steve DrescherNOAA Grants Online Program Management Office
Page 2
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
Page 3
Grantee Roles in Grants Online
FUNCTIONALITY / ROLERecipientAdministrator
RecipientAuthorizedRepresentative
RecipientBusiness/
FinancialRepresentative
RecipientInvestigator(PI/Co-PI)
Recipient User(AdditionalKey Personnel)
Access All Awards for Organization X X X
Access Specific Awards for Organization X 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
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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
Page 9
Award Details Page (New Award)
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Award Details Page cont.
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Award Package Launch Page – Accept Award
Page 12
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
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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
NOAA GrantsOffice
Approve Award File
and ObligateFunds
Accept AwardRecipient Authorized
Official
Manage Award Users Screen,
press Done Button
1 2 43 5
Accept Award/Confirm
Recipient System Administrator
6
8
Manage Award Users
Done
9
Manage Award Complete
Recipient System Administrator
7
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2. Accepting the Award: Role of Recipient Authorized Representative
STEP1
STEP2
Recipient Authorized Official
Receives e-mail indicating they need to contact the Help Desk to obtain password
Accept Award
Enter System Administrator Info:•Name•E-mail•Phone Click Save Submit Acceptance
to Agency
3
Return to NOAA for Revisions
Decline Award
Grants Officer
Receives task in Inbox to Accept/Decline Award
View Award Details
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3. Managing Award Users: Role of Recipient System Administrator
STEP1
STEP2
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
6Manage Award Complete
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4. Workflow Overview – Award Action Requests
1 2
Recipient Authorized Official, PI, Co-PI, or Finance Representative
Search for Awards viaThe Awards Tab
3
Select Award ActionRequest link and enter the Required fields
4
Forward To Agency
5
Program Officer
6
1.) Review Award Action Request2.) Forward to Grants Specialist
7
Grants Specialist
8
1.) Review Award Action Request2.) Forward to Grants Officer
9
Grants Officer
10
1.) Review AAR2.) Approve AAR
Recipient Authorized Official
11
Done
12
Program Officerand/orRecipient Authorizing Official
13
AAR ApprovalNotification
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5. Award Action Requests: Role of Recipient Users
STEP1
STEP2
Search for Awards via theAwards Tab
Select Award ActionRequest link
Recipient Authorized Official
Recipient Authorized Official,PI, Co-PI, Finance Representative, orKey Personnel
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
Select Save and Submit
1 4
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6. Award Action Request: Role of Recipient Authorized Official
STEP1
STEP2
Recipient Authorized Official
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
Receives task in Inbox to Review Award Action Request
Withdraw Award Action Request
Edit/Review Award Action Request
Forward to Agency Program Officer
4
6
