national oceanic and atmospheric administration grants business process re-engineering grants...
TRANSCRIPT
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
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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 / 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
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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
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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
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8
Manage Award Users
Done
9
Manage Award Complete
Recipient System Administrator
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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
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Select Award ActionRequest link and enter the Required fields
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Forward To Agency
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Program Officer
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1.) Review Award Action Request2.) Forward to Grants Specialist
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Grants Specialist
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1.) Review Award Action Request2.) Forward to Grants Officer
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Grants Officer
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1.) Review AAR2.) Approve AAR
Recipient Authorized Official
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Done
12
Program Officerand/orRecipient Authorizing Official
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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
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