Office of Program Development Office of Program Development and Fundingand Funding

Electronic Grants Management System

Tutorial #3: Reviewing a Grant Application(for External Board Review)

Once Logged on to GMS, click the “Accept” button

Log in to the system. Most defaultUsernames are your first initial, last name.The default password is the same, with an asteriskAdded to the end of the password.

To begin an application, select “Project” from theleft menu frame

A list of currently active grants will be returned.Click “Search” to find the Project you wish to review.

In the box for “Project Number”, enter the first 9characters in the Project Number. Click Search.

Your search will return a grid displaying theProject you requested. Click on the blue ProjectNumber to open the Project for review.

This is the Project General screen, containing basicinformation from the grant application.Now go to the “Participants” tab – Participantsare Grantees and/or Implementing Agencies.

The Participant tab displays information about thoseagencies involved in the Project, whether as the Granteeor an Implementing Agency. Contact persons associatedwith the grant are also displayed.

The next tab is Budget. The top of the screen displaysa summary of the budget information entered bythe applicant.

Scrolling down, you’ll see the detail lines of the budget. Click on any blue-colored line to open it.

By opening the budget detail line, you see thejustification given for that budget line.

The next tab is the Work Plan. This displays the Project Goal, as well as the Tasks, Objectives and PerformanceMeasures entered by the applicant.

Scrolling down will bring all of the Work Plan into view.Click on any blue-colored Objective or Task to open it.

Opening an Objective or Task allows you see the details of just that Item.

Next is the Contract Tab. This area displays generalinformation about the contract, if any, as entered byOPDF staff. Prior to approval of the application, informationin this area is limited.

By the same token, information in Contract Tracking will bevery limited or blank. This area records the processing ofand application/contract throughout its life.

Skipping the Review tab for a moment – the Activity Logtab records correspondence between OPDF unit staffand the applicant/grantee.

Now move on to the Review Tab. In this area, OPDF staff creates its formal reviews of the application. This screen shows a brief summary of the reviews completed. Click on any blue-colored number or Representative name to open a review.

Here you can see who did the review, on what date, andany general comments made by the reviewer.

By scrolling down you will see the questions used in the formal review, along with their scores, comments, and atabulation of scores.

By clicking on a blue-colored question, you open thedetail view. Here you can see an individual question,along with its score and any reviewer comments.

By clicking on “Attachment” in the left menu frame, youcan access any additional files uploaded by the applicant in support of their application.

When you have finished reviewing an application, please remember to Log Out of GMS.

Thank you for viewing this Tutorial.

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