federal program officer agenda ntia sept 2009
TRANSCRIPT
Federal Program Officer Training Agenda - NTIA
Tuesday, September 29, 2009 Session 1: 8:00 am – 12:00 noon
Session 2: 1:00pm – 5:00pm
Tuesday, October 6, 2009 Session 3: 1:00pm – 5:00pm
Application Processing and Post Award Actions
Introduction and Agenda Acronyms and Grants Online Overview User Roles in Grants Online Online Demonstration and Hands On Exercise with Screen Shots and Process Maps: Preparing an Application Package for GMD Grant File and Award File Overview Online Demonstration and Hands On Exercise: Recipient Acceptance of Award Additional Training Resources Questions Evaluations
Objectives – By the end of this class students should:
- Have a basic understanding of the structure of the Grants Online system - Be able to find application and award information in Grants Online - Be able to distinguish between the Certified and Un-Certified FPO/Program Office Staff roles in
Grants Online - Have a basic understanding of the Application processing workflow in Grants Online
o Be familiar with the data fields needed for the Application data entry process o Be familiar with the “Review Minimum Requirements” and “Conduct Negotiations” tasks o Be familiar with preparing the three Program Office subdocuments of an Award File for
GMD review - Understand the Award File approval and acceptance processes - Understand where to find additional help when needed
Training Materials:
1. Agenda and Objectives 2. Acronyms 3. Grants Online Overview 4. Grants Online Roles – Functions and Definitions 5. Student Screen Shots – Application Processing 6. Grantee Quick Reference Guide 7. Course Evaluation
DO
C G
rant
s an
d G
rant
s O
nlin
e A
cron
yms
AA
RA
war
d A
ctio
n R
eque
stA
GO
Acq
uisi
tion
& G
rant
s M
anag
emen
t Offi
ce, N
OA
AA
OA
utho
rizin
g O
ffici
al o
n P
rocu
rem
ent R
eque
sts
(see
als
o "B
O")
AR
or A
OR
(Rec
ipie
nt) A
utho
rized
Rep
rese
ntat
ive
ASA
PA
utom
ated
Sta
ndar
d A
pplic
atio
n fo
r Pay
men
t (D
epar
tmen
t of t
he T
reas
ury)
BA
AB
road
Age
ncy
Ann
ounc
emen
tB
OB
udge
t Offi
cial
(In
Gra
nts
Onl
ine
this
is a
ctua
lly th
e P
rocu
rem
ent R
eque
st A
utho
rizin
g O
ffici
al)
CA
MS
Com
mer
ce A
dmin
istra
tive
Man
agem
ent S
yste
m (
now
kno
w a
s C
BS
)C
BS
Com
mer
ce B
usin
ess
Sys
tem
s (fo
rmal
ly C
AM
S)
CD
Con
gres
sion
al D
istri
ctC
D-
Com
mer
ce D
epar
tmen
t (w
hen
used
in a
form
num
ber s
uch
as C
D-4
35, C
D-4
50, C
D-4
51)
CFD
AC
atal
og o
f Fed
eral
Dom
estic
Ass
ista
nce
CFR
Cod
e of
Fed
eral
Reg
ulat
ions
CM
Com
petit
ion
Man
ager
Co-
PI(R
ecip
ient
) Prin
cipl
e In
vest
igat
or -
Sec
onda
ryD
OC
Dep
artm
ent o
f Com
mer
ceD
OC
-OS
Offi
ce o
f the
Sec
reta
ry, D
OC
FALD
Fede
ral A
ssis
tanc
e La
w D
ivis
ion
of D
OC
FCS
U.S
. and
For
eign
Com
mer
cial
Ser
vice
, ITA
FFO
Fede
ral F
undi
ng O
ppor
tuni
tyFF
RFe
dera
l Fin
anci
al R
epor
tFI
PSFe
dera
l Inf
orm
atio
n P
roce
ssin
g S
tand
ards
FON
Fund
ing
Opp
ortu
nity
Num
ber
FPO
Fede
ral P
rogr
am O
ffice
rFR
NFe
dera
l Reg
iste
r Not
ice
GM
AC
Gra
nts
Man
agem
ent A
dvis
ory
Com
mitt
ee (N
OA
A)
GM
DG
rant
s M
anag
emen
t Div
isio
n (S
ilver
Spr
ing
and
HC
HB
), D
OC
/NO
AA
GO
Gra
nts
Offi
cer
GS
Gra
nts
Spe
cial
ist
IAIm
port
Adm
inis
tratio
n, IT
AIT
AIn
tern
atio
nal T
rade
Adm
inis
tratio
nLO
Line
Offi
ceM
BD
AM
inor
ity B
usin
ess
Dev
elop
men
t Age
ncy
DO
C G
rant
s an
d G
rant
s O
nlin
e A
cron
yms
NC
EN
o C
ost E
xten
sion
NEP
AN
atio
nal E
nviro
nmen
tal P
olic
y A
ct
NES
DIS
Nat
iona
l Env
ironm
enta
l Sat
ellit
e, D
ata,
and
Info
rmat
ion
Ser
vice
(NO
AA
Sat
ellit
e S
ervi
ce)
NFA
or O
FAN
OA
A F
inan
ce a
nd A
dmin
istra
tion
NM
FSN
atio
nal M
arin
e Fi
sher
ies
Ser
vice
(NO
AA
Fis
herie
s S
ervi
ce)
NO
AA
Nat
iona
l Oce
anic
and
Atm
osph
eric
Adm
inis
tratio
nN
OFA
Not
ice
of F
unds
Ava
ilabi
lity
(See
FFO
, FR
N, R
FA)
NO
SN
atio
nal O
cean
Ser
vice
(NO
AA
's O
cean
Ser
vice
)N
TIA
Nat
iona
l Tel
ecom
mun
icat
ions
and
Info
rmat
ion
Adm
inis
tratio
nN
WS
Nat
iona
l Wea
ther
Ser
vice
, NO
AA
OA
RO
cean
and
Atm
osph
eric
Res
earc
h (N
OA
A R
esea
rch)
OG
CO
ffice
of G
ener
al C
ouns
el, D
OC
OH
RM
Offi
ce o
f Hum
an R
esou
rce
Man
agem
ent,
DO
C-O
SO
IGO
ffice
of I
nspe
ctor
Gen
eral
, DO
CO
LAO
ffice
of L
egis
lativ
e A
ffairs
(NO
AA
, MB
DA
)O
LIA
Offi
ce o
f Leg
isla
tive
and
Inte
rgov
ernm
enta
l Affa
irs, D
OC
OM
BO
ffice
of M
anag
emen
t and
Bud
get (
part
of th
e E
xecu
tive
Offi
ce o
f the
Pre
side
nt)
OS
Offi
ce o
f the
Sec
reta
ry, D
OC
OTI
AO
ffice
of T
elec
omm
unci
atio
ns a
nd In
form
atio
n A
pplic
atio
ns, N
TIA
PD(R
ecip
ient
) Pro
ject
Dire
ctor
PI(R
ecip
ient
) Prin
cipl
e In
vest
igat
orPM
OG
rant
s O
nlin
e P
rogr
am M
anag
emen
t Offi
cePO
Pro
gram
Offi
ce (s
ub o
rgan
izat
ion
unde
r a L
ine
Offi
ce)
PPR
Per
form
ance
Pro
gres
s R
epor
tPR
CF
Pro
cure
men
t Req
uest
and
Com
mitm
ent o
f Fun
ds (C
D-4
35) /
Fun
ding
Mem
oR
FAR
eque
st fo
r App
licat
ion
SAC
Spe
cial
Aw
ard
Con
ditio
nsSE
CO
ffice
of t
he U
nder
Sec
reta
ry fo
r Oce
ans
and
Atm
osph
ere
(US
EC
abb
revi
ated
to S
EC
for u
se in
FO
N)
SF-
Sta
ndar
d Fo
rm is
sued
by
the
Offi
ce M
anag
emen
t and
Bud
get (
as in
SF-
424,
SF-
269,
SF-
270,
etc
.)SO
Sel
ectin
g O
ffici
alU
SEC
Offi
ce o
f the
Und
er S
ecre
tary
for O
cean
s an
d A
tmos
pher
e (N
OA
A U
pper
Man
agem
ent)
Gra
nts
Onl
ine
Ove
rvie
w
Sept
embe
r 200
9
Page
2S
epte
mbe
r 200
9
Pre-
Aw
ard
Aw
ard
Post
-Aw
ard
Clo
se-O
utIn
itiat
e
C
lose
-O
ut
App
rove
Fin
al
Doc
umen
ts
Rec
onci
le
Fina
ncia
l In
form
atio
n
Clo
se G
rant
G -S
ubm
it Pr
ogre
ss R
epor
ts
Impo
se/R
emov
e Sp
ecia
l Aw
ard
Con
ditio
ns
Am
end/
Susp
end/
R
eact
ivat
e/Tr
ansf
er/
Term
inat
e A
war
d
Obl
igat
e Fu
nds
Prep
are
Aw
ard
Pack
age
Aw
ard
Gra
nt
Rec
omm
end
App
lican
t for
A
war
d
App
rove
Sel
ectio
n Pa
ckag
e
Publ
ish
NO
FA
Rev
iew
, Eva
luat
e A
pplic
atio
ns
Rev
iew
App
licat
ion
Pack
age
Not
ify A
pplic
ants
Mod
ify/W
ithdr
aw
App
licat
ion
Rec
eive
A
pplic
atio
ns v
ia
Easy
Gra
nts
KEY
Gra
nts
Onl
ine
(G
ram
tee
func
tion
–G
)
Easy
gran
ts
Cer
tify
Prog
ress
&
Fina
ncia
l Rep
orts
G -
Acc
ept G
rant
A
war
d
G -
Initi
ate
Aw
ard
Act
ion
Req
uest
s
G -
Man
age
Use
r A
ccou
nts,
Upd
ate
Org
Info
G -
Subm
it Fi
nal
Doc
umen
tsSu
bmit
App
licat
ions
via
Ea
sygr
ants
G -S
ubm
it Fi
nanc
ial R
epor
ts
NTI
A G
rant
s Li
fe C
ycle Fu
nctio
nalit
y ou
tsid
e of
Gra
nts
Onl
nean
d Ea
sygr
ants
Not
ify C
ongr
ess
Page
3S
epte
mbe
r 200
9
Gra
nts
Onl
ine
and
Easy
gran
ts
App
lican
ts
Rec
ipie
nts
Gen
eral
Pub
lic
DO
C
Page
4S
epte
mbe
r 200
9
Gra
nts
Onl
ine
and
ASA
P
Rec
ipie
nts
Dep
artm
ent o
f C
omm
erce
Trea
sury
Dep
artm
ent
Rec
ipie
nts
CB
SFi
nanc
ial S
yste
ms
Dep
artm
ent o
f C
omm
erce
(N
OA
A an
d N
IST)
Man
ual D
ata
Ent
ry
Page
5S
epte
mbe
r 200
9
Gra
nts
Onl
ine
Doc
umen
t Rel
atio
nshi
ps
Awar
d Fi
le(N
ew A
war
d or
A
men
dmen
t)
RFA
(NO
FA)
App
licat
ion
Gra
nts
File
Awar
d A
ctio
n R
eque
sts
(AA
Rs)
Pre
-Aw
ard
Pro
cess
ing
Pos
t-Aw
ard
Pro
cess
ing
Inte
rnal
DO
C U
se O
nly
Whe
n S
elec
ted
for
fund
ing
AA
R A
men
dmen
ts
NO
FA P
oste
d
App
licat
ion
Sub
mitt
ed
App
licat
ion
Sele
cted
by
NTI
AP
rogr
ess
Rep
orts
Fina
ncia
l Rep
orts
Cor
resp
onde
nce
and
Fede
ral R
epor
ts
Sup
plem
enta
ry
Info
rmat
ion
PO
Che
cklis
t,Fu
ndin
g M
emo,
FAIS
, etc
.
Page
6S
epte
mbe
r 200
9
Gra
nts
Onl
ine
Hel
pful
Hin
tsD
o N
OT
use
the
Bro
wse
r “B
ack”
but
ton
(Use
bre
adcr
umbs
inst
ead)
On
Hom
e Pa
ge, c
lick
on “
Forg
ot y
our p
assw
ord?
” to
get
Hel
p D
esk
phon
e nu
mbe
r.
Afte
r clic
king
“Sa
ve a
nd S
tart
Wor
kflo
w”
alw
ays
go to
you
r Inb
ox T
asks
for y
our n
ext
actio
n. (I
f you
do
not s
ee th
e ne
w ta
sk, c
lick
“Tas
ks”
in th
e le
ft na
viga
tion
pane
to
refr
esh
the
page
.) A
lway
s ch
eck
Task
s be
fore
logo
ut.
Page
7S
epte
mbe
r 200
9
But
tons
vs.
Col
umn
Hea
ding
s
Dar
k bl
ue b
utto
ns
with
whi
te le
tterin
g in
dica
te a
n ac
tion
to b
e ta
ken.
Dar
k bl
ue c
olum
n he
adin
gs lo
ok li
ke b
utto
ns
exce
pt th
at th
ere
are
one
or m
ore
addi
tiona
l lin
es o
f in
form
atio
n be
neat
h th
em.
The
first
line
will
be
disp
laye
d w
ith a
med
ium
bl
ue b
ackg
roun
d an
d th
e ne
xt li
ne w
ill ha
ve a
pal
e bl
ue b
ackg
roun
d.
Und
erlin
ed c
olum
n he
adin
gs in
dica
te
that
the
data
un
dern
eath
can
be
sorte
d by
that
co
lum
n.
Page
8S
epte
mbe
r 200
9
Gra
nts
Onl
ine
Trai
ning
and
Hel
p D
esk
Gra
nts
Onl
ine
Web
site
Look
ing
For M
ore
Info
rmat
ion
Abo
ut G
rant
s O
nlin
e?
—G
o to
the
Gra
nts
Onl
ine
PM
O w
ebsi
te a
t ht
tp://
ww
w.c
orpo
rate
serv
ices
.noa
a.go
v/gr
ants
onlin
e
Hav
e A
Que
stio
n W
hen
Trai
ning
is O
ver?
—E
mai
l the
Hel
p D
esk
at G
rant
sOnl
ine.
Hel
pdes
k@no
aa.g
ov
—C
all 3
01-4
44-2
112
or 1
-877
-662
-247
8to
ll fre
e
Rea
dy to
sta
rt w
orki
ng in
Gra
nts
Onl
ine?
—G
o to
http
s://g
rant
sonl
ine.
rdc.
noaa
.gov
—N
TIA
Use
r Aut
horiz
er: W
ayne
Ritc
hie
202-
482-
5515
Gra
nts
Onl
ine
Use
r Rol
e D
efin
ition
s
RO
LE N
AM
ED
EFIN
ITIO
NA
SAP
Aut
horiz
erTh
is ro
le is
giv
en to
the
user
s w
ho a
re re
spon
sibl
e fo
r the
firs
t ste
p in
set
ting
up a
new
aw
ard
in th
e A
SA
P S
yste
m (f
or c
urre
nt
AS
AP
reci
pien
ts) o
r add
ing
fund
s to
a c
urre
nt a
war
d as
app
ropr
iate
.B
udge
t Offi
cer
(Pro
cure
men
t Req
uest
Aut
horiz
ing
Offi
cial
)Th
e "B
udge
t Offi
cer"
role
in G
rant
s O
nlin
e sh
ould
be
give
n to
use
rs w
ho a
re a
ctua
lly P
rocu
rem
ent R
eque
st A
utho
rizin
g O
ffici
als.
Th
e pe
rson
with
this
role
che
cks
avai
labi
lity
of fu
nds
for t
he a
war
d an
d pr
ovid
es fi
nal a
ppro
val f
or th
e P
rocu
rem
ent R
eque
st (C
D-
435)
of t
hose
fund
s as
wel
l as
valid
atio
n of
the
AC
CS
cod
es if
not
alre
ady
done
. Th
is ro
le h
as a
n ac
com
pany
ing
thre
shol
d am
ount
whi
ch th
e sy
stem
use
s to
ver
ify a
utho
rizat
ion
to c
omm
it P
rogr
am O
ffice
fund
s.C
AM
S Fi
rst A
ppro
ver
CA
MS
Seco
nd A
ppro
ver
CA
MS
Firs
t and
Sec
ond
App
rove
r
Thes
e ro
les
are
give
n to
use
rs re
spon
sibl
e fo
r ent
erin
g gr
ant o
blig
atio
ns in
to th
e in
stan
ce o
f the
Dep
artm
ent o
f Com
mer
ce's
CB
S
that
trac
ks fi
nanc
ial a
ctio
ns fo
r tha
t par
ticul
ar B
urea
u.
The
busi
ness
pro
cess
is s
light
ly d
iffer
ent a
t diff
eren
t bur
eaus
so
the
vario
us ro
les
refle
ct th
ese
diffe
renc
es.
Cre
dit C
heck
erTh
is ro
le is
giv
en to
the
user
with
in a
par
ticul
ar B
urea
u w
ho is
resp
onsi
ble
for r
eque
stin
g cr
edit
chec
ks a
s ne
eded
dur
ing
the
prep
arat
ion
of a
n aw
ard
file
for G
rant
s O
ffice
r sig
natu
re.
FALD
This
role
is g
iven
to u
sers
in th
e D
epar
tmen
t's F
inan
cial
Ass
ista
nce
Law
Div
isio
n w
ho a
re a
ssig
ned
to a
par
ticul
ar B
urea
u.Fe
dera
l Pro
gam
Offi
cer -
Cer
tifie
dTh
is ro
le is
giv
en to
a p
erso
n w
ho is
resp
onsi
ble
for t
he d
evel
opm
ent o
f fun
ding
ann
ounc
emen
ts, a
pplic
atio
n re
view
s, a
nd th
e pr
oces
sing
of a
war
d an
d po
st-a
war
d re
com
men
datio
ns to
be
sent
to th
e G
rant
s M
anag
emen
t Div
isio
n. W
ithin
Gra
nts
Onl
ine,
on
ly F
PO
s w
ho a
re C
ertif
ied
can
com
mun
icat
e be
twee
n th
eir o
wn
Pro
gram
Offi
ces
and
outs
ide
entit
ies
such
as
FALD
, GM
D, a
nd
Rec
ipie
nts.
For
inst
ance
, an
Unc
ertif
ied
FPO
can
not "
Cer
tify"
a P
O C
heck
list o
r for
war
d an
Aw
ard
File
to th
e G
rant
s M
anag
emen
t Div
isio
n. P
erso
ns g
iven
this
role
are
ass
umed
to h
ave
obta
ined
a c
erta
in le
vel o
f tra
inin
g in
the
Gra
nts
Man
agem
ent a
rena
.Fe
dera
l Pro
gram
Offi
cer -
Unc
ertif
ied
This
role
is in
tend
ed fo
r per
sons
who
are
on
track
to b
ecom
e C
ertif
ied
Fede
ral P
rogr
am O
ffice
rs b
ut h
ave
not y
et o
btai
ned
the
nece
ssar
y cr
eden
tials
requ
ired
by th
eir L
ine
Offi
ce.
They
may
ass
ist w
ith a
ll ta
sks
norm
ally
don
e by
a C
ertif
ied
Fede
ral P
rogr
am
Offi
cer,
but c
anno
t for
war
d an
y do
cum
ents
to e
ntiti
es o
utsi
de o
f the
ir ow
n P
rogr
am O
ffice
. Th
e do
cum
ents
mus
t be
reas
sign
ed to
a
Cer
tifie
d Fe
dera
l Pro
gram
Offi
cer f
or th
at p
urpo
se.
Fina
nce
Offi
ceTh
is ro
le is
giv
en to
use
rs to
per
form
var
ious
Fin
ance
rela
ted
role
s su
ch a
s A
SA
P C
ertif
icat
ions
and
fina
ncia
l clo
seou
t act
iviti
es.
GM
AC
(Gra
nts
Man
agem
ent A
dvis
ory
Com
mitt
ee)
This
role
is re
serv
ed fo
r the
offi
cial
mem
bers
of t
he N
OA
A G
rant
s M
anag
emen
t Adv
isor
y C
omm
ittee
and
thei
r des
igna
ted
back
-up
s, a
long
with
the
poin
ts o
f con
tact
for t
he n
on-N
OA
A b
urea
us.
Ther
e ar
e us
ually
one
or t
wo
GM
AC
use
rs w
ithin
eac
h Li
ne
Offi
ce.
The
user
s w
ith th
is ro
le a
re re
spon
sibl
e fo
r aut
horiz
ing
the
addi
tion,
upd
atin
g, o
r rem
oval
of G
rant
s O
nlin
e us
ers
with
in
thei
r res
pect
ive
Line
Offi
ces.
Gra
nts
Offi
cer
This
role
is re
serv
ed fo
r Gra
nts
Man
agem
ent D
ivis
ion
pers
onne
l who
hav
e be
en g
iven
aut
horit
y to
mak
e aw
ard
offe
rs to
re
cipi
ents
on
beha
lf of
DO
C.
They
als
o m
ake
the
final
dec
isio
ns w
ith re
gard
to a
ppro
val o
r den
ial o
f Aw
ard
Act
ion
Req
uest
s.
This
role
is a
ccom
pani
ed b
y a
syst
em e
nfor
ced
appr
oval
thre
shol
d fo
r fun
ding
.G
rant
s Sp
ecia
list
This
role
is g
iven
to G
rant
s M
anag
emen
t Div
isio
n pe
rson
nel w
ho h
ave
resp
onsi
bilit
y fo
r adm
inis
trativ
e pr
oces
sing
of a
war
d fil
es
in p
repa
ratio
n fo
r DO
C's
offe
r to
the
reci
pien
t. T
hey
are
also
resp
onsi
ble
for t
he re
view
of F
inan
cial
Rep
orts
and
Aw
ard
Act
ion
Req
uest
reco
mm
enda
tions
from
the
Pro
gram
Offi
ces.
NEP
A O
ffici
al/C
oord
inat
orN
EP
A O
ffici
al re
view
s an
d ap
prov
es th
e N
EP
A d
ocum
enta
tion
as p
art o
f an
Aw
ard
File
prio
r to
subm
issi
on to
GM
D.
Pag
e 1
Gra
nts
Onl
ine
Use
r Rol
e D
efin
ition
s
OLA
This
role
is g
iven
to th
e pe
rson
who
will
per
form
Bur
eau-
leve
l fun
ctio
nalit
y in
the
Gra
nts
Not
ifica
tion
Sys
tem
(GN
S) r
elat
ing
to
cong
ress
iona
l not
ifica
tions
of a
war
ds.
The
pers
on w
ith th
is ro
le w
ill re
ceiv
e no
tific
atio
ns fr
om G
rant
s O
nlin
e th
at a
reco
rd h
as
been
sen
t to
the
GN
S s
yste
m.
They
do
not n
eed
to lo
g in
to th
e G
rant
s O
nlin
e sy
stem
to d
o an
y w
ork,
but
they
nee
d to
hav
e an
ac
coun
t in
Gra
nts
Onl
ine
in o
rder
to re
ceiv
e th
e no
tific
atio
ns.
Prog
ram
Offi
ce R
eque
stor
The
role
of P
rogr
am O
ffice
Req
uest
or is
giv
en to
a u
ser w
hose
onl
y fu
nctio
n is
to p
rovi
de fi
rst-l
evel
"Req
uest
or" a
ppro
val o
n P
rocu
rem
ent R
eque
sts
(CD
-435
) prio
r to
subm
issi
on to
the
Bud
get O
ffice
r.Pr
ogra
m O
ffice
Rev
iew
erTh
is ro
le is
usu
ally
giv
en to
a p
erso
n w
ho n
eeds
to b
e in
clud
ed in
the
wor
kflo
w to
revi
ew a
Req
uest
For
App
licat
ion
(RFA
), a
Pro
cure
men
t Req
uest
, or a
Pro
ject
Pro
gres
s R
epor
t (P
PR
) but
has
no
othe
r rol
e in
Gra
nts
Onl
ine.
Prog
ram
Offi
ce S
taff
This
is a
sta
ffing
role
to F
eder
al P
rogr
am O
ffice
rs. T
hey
may
ass
ist i
n th
e de
velo
pmen
t of R
FA's
, ass
ist i
n th
e pa
per a
pplic
atio
n pr
oces
s, a
ssis
t in
the
revi
ew p
roce
ss, a
nd c
ompl
ete
the
PO
che
cklis
t as
nece
ssar
y. U
sers
with
this
role
hav
e th
e sa
me
acce
ss in
G
rant
s O
nlin
e as
use
r with
the
role
of U
ncer
tifie
d Fe
dera
l Pro
gram
Offi
cer.
Prog
ress
Rep
ort R
evie
wer
This
is a
Fed
eral
Pro
gram
Offi
ce ro
le g
iven
to a
use
r who
se o
nly
resp
onsi
bilit
y is
to re
view
Pro
ject
Pro
gres
s R
epor
ts re
ceiv
ed
from
the
gran
t rec
ipie
nts.
Thi
s fu
nctio
nalit
y ca
n al
so b
e do
ne b
e us
ers
with
oth
er P
rogr
am O
ffice
role
s su
ch a
s Fe
dera
l Pro
gram
O
ffice
r (C
ertif
ied
or U
ncer
tifed
), P
rogr
am O
ffice
Sta
ff, a
nd P
rogr
am O
ffice
Rev
iew
erPu
blic
Affa
irs L
iais
onTh
is ro
le is
giv
en to
use
rs w
ho n
eed
to b
e no
tifie
d ab
out g
rant
aw
ards
for t
he p
urpo
ses
of d
oing
pre
ss re
leas
es a
nd/o
r oth
er
Pub
lic A
ffairs
type
act
ivite
s th
at a
re n
ot ti
ed to
the
Con
gres
sion
al n
otifi
catio
ns w
hich
are
per
fom
ed b
y pe
rson
nel u
sing
the
Gra
nts
Not
ifica
tion
Sys
tem
(GN
S).
Rec
ipie
nt A
dmin
istr
ator
Use
rs w
ith th
is ro
le h
ave
the
perm
issi
ons
need
ed to
set
up
othe
r peo
ple
in th
eir o
rgan
izat
ion
as u
sers
of t
he G
rant
s O
nlin
e sy
stem
and
to g
ive
them
acc
ess
to s
peci
fic a
war
ds a
s ap
prop
riate
.R
ecip
ient
Aut
horiz
ed R
epre
sent
ativ
eTh
is ro
le is
inte
nded
for r
ecip
ient
use
rs w
ith s
igna
ture
aut
horit
y to
sig
n of
ficia
l gra
nt d
ocum
ents
suc
h as
an
SF-
424
(app
licat
ion)
, or
cou
nter
sign
s an
Aw
ard
docu
men
t suc
h as
a C
D-4
50 (n
ew A
war
d) o
r CD
451
(am
endm
ent).
Mor
e th
an o
ne p
erso
n ca
n ha
ve
this
role
at a
ny o
rgan
izat
ion;
how
ever
on
each
Aw
ard
one
pers
on w
ill b
e de
sign
ated
the
prim
ary
“Aut
horiz
ed R
epre
sent
ativ
e”.
(Des
igna
tion
as "p
rimar
y" d
oes
not p
rovi
de a
ny a
dditi
onal
acc
ess
to a
war
ds in
Gra
nts
Onl
ine.
)R
ecip
ient
Bus
ines
s/Fi
nanc
e R
epre
sent
itive
This
role
sho
uld
be g
iven
to re
cipi
ent u
sers
who
nee
d to
fill
out F
inan
cial
Rep
orts
(SF-
425,
SF-
272
or S
F-27
0, S
F-26
9).
Ther
e ar
e tw
o ve
rsio
ns o
f thi
s ro
le -
user
s w
ith a
"sub
mitt
ing"
role
can
sub
mit
Fina
ncia
l Rep
orts
dire
ctly
to D
OC
; use
rs w
ithou
t the
"s
ubm
ittin
g" ro
le c
an o
nly
forw
ard
the
Fina
ncia
l Rep
orts
to th
eir A
utho
rized
Rep
rese
ntat
ive
who
can
in tu
rn s
ubm
it th
em to
DO
C.
Bot
h ve
rsio
ns o
f thi
s ro
le w
ill a
llow
the
user
to in
itiat
e an
Aw
ard
Act
ion
Req
uest
(AA
R) b
ut a
ll A
AR
s m
ust f
irst b
e fo
rwar
ded
to a
n A
utho
rized
Rep
rese
ntat
ive
for s
ubm
issi
on to
DO
C.
Rec
ipie
nt P
rinci
ple
Inve
stig
ator
This
role
sho
uld
be g
iven
to re
cipi
ent u
sers
who
nee
d to
fill
out P
roje
ct P
rogr
ess
Rep
orts
(PP
Rs)
. Th
ere
are
two
vers
ions
of t
his
role
- us
ers
with
a "s
ubm
ittin
g" ro
le c
an s
ubm
it P
PR
s di
rect
ly to
DO
C; u
sers
with
out t
he "s
ubm
ittin
g" ro
le c
an o
nly
forw
ard
the
PP
Rs
to th
eir A
utho
rized
Rep
rese
ntat
ive
who
can
in tu
rn s
ubm
it th
em to
DO
C.
Bot
h ve
rsio
ns o
f thi
s ro
le w
ill a
llow
the
user
to
initi
ate
an A
war
d A
ctio
n R
eque
st (A
AR
) but
all
AA
Rs
mus
t firs
t be
forw
arde
d to
an
Aut
horiz
ed R
epre
sent
ativ
e fo
r sub
mis
sion
to
DO
C.
RFA
Pub
lishe
rTh
is ro
le is
giv
en to
use
rs w
ho a
re re
spon
sibl
e fo
r pos
ting
gran
t opp
ortu
nity
not
ices
at G
rant
s.go
v an
d fo
r ove
rsee
ing
the
bure
au
and
depa
rtmen
t lev
el re
view
, app
rova
l, an
d pu
blic
atio
n of
Fed
eral
Reg
iste
r Not
ices
. Se
lect
ing
Offi
cial
The
role
of S
elec
ting
Offi
cial
is g
iven
to a
use
r who
has
the
auth
ority
to a
ppro
ve th
e S
elec
tion
Pac
kage
gen
erat
ed fr
om
appl
icat
ions
rece
ived
in re
spon
se to
a C
ompe
titiv
e fu
ndin
g an
noun
cem
ent.
View
Pro
gram
Offi
ce (L
ine
Offi
ce,
Age
ncy)
This
role
is a
vaila
ble
for F
eder
al s
taff
who
nee
d vi
ew-o
nly
acce
ss to
Gra
nts
File
s. T
he ro
le is
ava
ilabl
e at
thre
e di
ffere
nt le
vels
: P
rogr
am O
ffice
, Lin
e O
ffice
, or B
urea
u (A
genc
y).
Pag
e 2
Gra
nts
Onl
ine
Use
r Rol
es -
Fede
ral
FUN
CTI
ON
S/R
OLE
SC
ert
FPO
UnC
ert
FPO
Pgm
O
ffice
St
aff
Bud
get
Offi
cer
(Aut
h O
ffici
al)
Pgm
O
ffice
R
evie
wer
Pgm
Offi
ce
Req
uest
erN
EPA
O
ffici
alSe
lect
ing
Offi
cial
GM
AC
Gra
nts
Spec
ialis
tG
rant
s O
ffice
rVi
ew A
war
dsX
XX
XX
XX
XX
XX
Cre
ate
RFA
(Inc
ludi
ng F
FO a
nd S
ynop
sis)
XX
XR
evie
w F
FO a
nd S
ynop
sis
XX
XX
XX
XX
XX
XR
evie
w R
evie
wer
Inst
ruct
ions
XX
XM
anag
e C
ompe
titio
nX
XX
Be
Ass
igne
d Pr
ogra
m O
ffice
r on
RFA
XX
XB
e A
ssig
ned
Prog
ram
Offi
cer o
n A
pplic
atio
nX
XX
Not
ify R
ecip
ient
s fo
r Non
Com
petit
ive
App
sX
Acc
ept C
ompe
titiv
e A
pplic
atio
nsX
App
rove
Sel
ectio
n Pa
ckag
eX
Forw
ard
Doc
umen
ts to
FA
LDX
XC
ompl
ete
Neg
otia
tions
XX
XA
CC
EPT
Min
imum
Req
uire
men
ts C
heck
list
XX
XR
EJEC
T M
inim
um R
equi
rem
ents
Che
cklis
tX
Com
plet
e PO
Che
cklis
tX
XX
Cer
tify
and
Forw
ard
PO C
heck
list
XC
ompl
ete
and
Forw
ard
NEP
A D
ocum
ent
XX
XA
ppro
ve N
EPA
Doc
umen
tX
Com
plet
e an
d Fo
rwar
d Pr
ocur
emen
t Req
uest
XX
XB
e R
eque
ster
on
Proc
urem
ent R
eque
stX
XX
XX
XX
XX
XR
evie
w P
rocu
rem
ent R
eque
stX
XX
XX
XX
XX
XA
utho
rize
Fund
s on
Pro
cure
men
t Req
uest
XIn
tiate
Par
tial F
undi
ngX
XX
Initi
ate
Aw
ard
Act
ion
Req
uest
X**
XIn
itiat
e A
men
dmen
tX
Com
plet
e A
dmin
istr
ativ
e R
evie
w o
f Aw
ard
File
XA
ppro
ve A
war
dX
Acc
ept P
rogr
ess
Rep
ort
XA
ccep
t Fin
anci
al R
epor
tX
Aut
horiz
e B
urea
u U
ser A
cces
s to
Gra
nts
Onl
ine
XX
** S
peci
al A
ppro
val N
eede
d fr
om G
MD
Chi
ef a
nd G
MA
C R
epre
sent
ativ
e
Gra
nts
Onl
ine
Use
r Rol
es -
Gra
ntee
FUN
CTI
ON
S/R
OLE
SR
ecip
A
uth
Rep
Rec
ip
Adm
inR
ecip
PI
/PD
Rec
ip
Biz
/Fin
Rep
Rec
ip
Key
Pe
rson
View
Aw
ards
XX
XX
XIn
itiat
e A
war
d A
ctio
n R
eque
stX
XX
XSu
bmit
Aw
ard
Act
ion
Req
uest
XSu
bmit
Aw
ard
Act
ion
Req
uest
XA
ccep
t or R
ejec
t Aw
ard
XM
anag
e R
ecip
ient
Use
rsX
Com
plet
e Pr
ogre
ss R
epor
tX
XX
Subm
it Pr
ogre
ss R
epor
tX
X*C
ompl
ete
Fina
ncia
l Rep
ort
XX
XSu
bmit
Fina
ncia
l Rep
ort
XX*
* Rec
ipie
nt A
dmin
istr
ator
Nee
ds to
gra
nt "
Subm
ittin
g" R
ole
Gra
nts
Onl
ine
FPO
Cla
ssSt
uden
t Scr
een
Shot
s (R
evis
ed)
App
licat
ion
Proc
essi
ng
Oct
ober
200
9
Page
2O
ctob
er 2
009
2
Page
3O
ctob
er 2
009
FPO
/PO
Sta
ff
Page
4O
ctob
er 2
009
FPO
/PO
Sta
ff
Page
5O
ctob
er 2
009
FPO
/PO
Sta
ff
Page
6O
ctob
er 2
009
FPO
/PO
Sta
ff
Page
7O
ctob
er 2
009
FPO
/PO
Sta
ff
Page
8O
ctob
er 2
009
FPO
/PO
Sta
ff
Page
9O
ctob
er 2
009
FPO
/PO
Sta
ff
Page
10
Oct
ober
200
9
FPO
/PO
Sta
ff
Page
11
Oct
ober
200
9
FPO
/PO
Sta
ff (N
ew S
lide
adde
d af
ter C
lass
)
Page
12
Oct
ober
200
9
FPO
/PO
Sta
ff (N
ew S
lide
adde
d af
ter C
lass
)
Page
13
Oct
ober
200
9
FPO
/PO
Sta
ff (N
ew S
lide
adde
d af
ter C
lass
)
Page
14
Oct
ober
200
9
FPO
/PO
Sta
ff (N
ew S
lide
adde
d af
ter C
lass
)
Page
15
Oct
ober
200
9
FPO
/PO
Sta
ff
Page
16
Oct
ober
200
9
FPO
/PO
Sta
ff
Page
17
Oct
ober
200
9
FPO
/PO
Sta
ff
Page
18
Oct
ober
200
9
FPO
/PO
Sta
ff
Page
19
Oct
ober
200
9
FPO
/PO
Sta
ff
Page
20
Oct
ober
200
9
FPO
/PO
Sta
ff
Page
21
Oct
ober
200
9
Page
22
Oct
ober
200
9
FPO
/PO
Sta
ff
Page
23
Oct
ober
200
9
FPO
/PO
Sta
ff
Page
24
Oct
ober
200
9
FPO
/PO
Sta
ff
Page
25
Oct
ober
200
9
FPO
/PO
Sta
ff
Page
26
Oct
ober
200
9
FPO
/PO
Sta
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Grants Online Quick Reference Guide - Grantees
Page 1 of 6
Last Updated: March 31, 2009Grants Online Release v3.03
About Grants Online: Grants Online operates in a web environment. Internet Explorer is the preferred browser for PC users; FireFox is the preferred browser for MAC users. No software is required for installation. Logins and passwords are required. If you do not have a password, you can contact the Grants Online Help Desk for assistance in obtaining your login credentials. As a recipient of a grant, you can use the Grants Online system to manage your post-award grants activities. Grants Online allows recipients to: Accept Awards electronically, Manage user roles for individuals within their organization, Submit post-Award action requests and Performance Progress reports, and Correspond with your Program Officer and Grant Specialist. To access Grants Online, enter the following URL in your address bar: https://grantsonline.rdc.noaa.gov For more information, e-mail [email protected] or call the Help Desk at 301-444-2112 or toll free at 1-877-662-2478 between the hours of 8:00 am and 6:00 pm Eastern Time Monday through Friday excluding Federal holidays. Warning: Avoid using the browser “Back” button in Grants Online; it will log you out of Grants Online. Processing a Task in your Inbox The Grants Online system allows users to process actions using a workflow design. Workflow provides the technical mechanisms to assign task(s) to the appropriate user based on the roles and organizations assigned to the user’s profile. Users that have task(s) in their inbox are allowed to take action on the task or modify the documents associated with the task. Use this section to process tasks in your inbox. 1. Click the “Inbox” tab. 2. Click the “Tasks” link. 3. Click the “View” link next to the task you wish to
process. 4. The Launch page is displayed for the corresponding
document task selected. Select the action you wish to perform from the action dropdown menu and click the “Submit” button. NOTE: The actions available to select from are task dependent.
Reassigning a Task Use these steps to reassign a task between users in the same organization. Both users must be affiliated with the same organization and have the same user role in Grant Online.
You can also search for open tasks in your organization by following the steps up to #4. 1. Click the “Inbox” tab. 2. Click the “Task Management” link. 3. From the Search Criteria dropdown menu, select
“Recipient Auth. Rep”. If you wish to view tasks belonging to other recipient roles you can select the appropriate role in this dropdown list.
4. Click the “Search” button, located in the bottom portion of the main window.
5. From the search results, select the “Reassign” link next to the task you wish to reassign. a. The “Search Users” page is displayed for you; enter
the last name of the user you wish to reassign the task to in the Last Name field and click the “Search” button.
b. Press the “Select” link next to the name of the user that will have the task reassign to them.
c. The “Task Management” page is displayed for you to confirm your request. Select the “Yes” button to complete your request and the “No” button to cancel the request.
Reassign Link
Task Management
Inbox tab
View Link
Task Link
Inbox tab
Grants Online Quick Reference Guide - Grantees
Page 2 of 6
Last Updated: March 31, 2009Grants Online Release v3.03
Accepting an Award NOTE: This action can only be performed by users that have the Recipient Authorized Representative role. Use the steps below to accept a grant awarded to your organization. 1. Follow the steps 1 through 3 listed under Processing a
Task in this document, and then follow the steps listed below.
2. The “Award File” launch page is displayed. Select an action from the Action dropdown menu. You will have several options to choose from including: “Accept Award”, “Decline Award”, “Return to Grants Online for Revisions”, or “View Award Details”.
3. To accept the award a. Select “Accept Award” from the dropdown menu
and click the “Submit” button. The Accept Award page is displayed.
b. On the Accept Award page, scroll to the bottom of the page and verify the Recipient Administrator Information. If the “Recipient Administrator Information” is blank, you will have to contact the Grants Online Help Desk.
c. Click the “Save” button located at the bottom of the page.
Note: The Recipient Administrator selected above will receive the “Manage Award Users” task. This task will allow the administrator to assign or add users to the award. Manage Award Users 1. Follow the steps 1 through 3 listed under Processing a
Task in this document, and then follow the steps listed below.
2. In the Action box, go to the drop-down menu and select “View Manage Award Screen” and click “Submit”.
3. On the next screen click on the link “Add another Investigator” to select the PI for this award.
4. On the “Recipient Search” screen find the user who will be the PI on this award and click the “Select” button to the far right of their name. (If the PI’s name is not listed, use the “Add a new user” link at the bottom of the screen to add them into the system.)
5. You will be returned to the previous screen. Scroll to the bottom and click the “Done” button.
6. In the Action box, go to the drop-down menu and select “Manage Award Complete” and click “Submit”.
Printing the Award Acceptance Letter Use the steps below to view and print the CD450. Prior to grantees accessing Grants Online, this document was received by mailed. 1. Click the "Award" tab. 2. Click the "Search Awards” link. The “Search Award”
page is displayed. 3. Input your Award number and click the “Search” button
on the “Search Awards” page. When your search results populate, click the award number, which you are attempting to view. NOTE: You can enter the award number to limit the search results to a specific award or you can leave the search criteria blank for all of the awards you have access. DO NOT use the “Applicant Name” search criteria.
4. The “Grants File” launch page is displayed. Scroll down to the Sub Documents section and select the Award Package ID number.
5. The “Award Package” page is displayed. Select the “Go to Award Package Detail Page” link.
6. Scroll to the bottom of the page and click the “CD450 Report” button. The “Financial Assistance Award” page is displayed in Adobe for you to review and print.
Submitting & Reviewing an Award Action Request (AAR) 1. Click the "Award" tab. 2. Click the "Search Awards” link. The “Search Awards”
page is displayed. 3. Input your Award number and click the “Search” button
on the “Search Awards” page. When your search results populate click the award number, for which you are submitting your AAR.
4. On the “Grants File” launch page, select the “Create Award Action Request” action from the action dropdown menu then click the “Submit” button.
Grants Online Quick Reference Guide - Grantees
Page 3 of 6
Last Updated: March 31, 2009Grants Online Release v3.03
5. The “Award Action Request Index” page is displayed with the available AARs. Click the link to the AAR that you wish to submit, the requested page will be displayed for you to complete. Enter the required fields and click the “Save” button.
6. The AAR page is re-displayed with the attachment link and other fields. You can upload documents. After completing the required information, click the “Save and Return to Main” button. Another message will display where you can confirm your request and start workflow, click the “Yes” button.
7. A review task is sent to your “Task” inbox for this request. Follow the steps listed under the Processing a Task in this document. The review task will go first to the creator of the document and then to the Recipient Authorized Representative(s) in the organization. If you have the role of “Recipient Authorized Representative” you will have to submit the request to Grants Online, thus you will have processed two tasks.
Submitting a Performance Progress Report NOTE: Only applies to NOAA, ITA, and OSEC 1. Click the "Award" tab, located across the upper portion
of your Grants Online page. 2. Click the “Search Report” link located on the left hand
side of the page. 3. The “Search Financial and Performance Progress
Reports” page is displayed. On this page, click the “Search” button to retrieve all reports available to you. In order to limit your selection to specific reports, populate the search criteria and click on the “Search”.
4. In the search results, locate and click on the “Progress Report” you wish to complete. The “Performance Progress Report” detail page is displayed.
5. On this page, you can enter the report in the text box above the “Spell Check” button or you can attach your report. The Federal Program Officer is the authority on the acceptable form and content of Progress Reports. *** Large attachments may not upload; try to limit your attachments to fewer than 10 megabytes.
6. To upload attachments a. Scroll to the bottom of the page and click the
“Attachment” link. b. Click the “[+]” link
o Another section will display to allow you to search your computer for the file.
o Click the “Browse” and follow the prompts. o You must fill in the “Description” field with a
short description of the attachment. NOTE: If you do not enter a description, the attachments will not save.
o Click the “Save Attachment” button and the attachment is uploaded to Grants Online.
7. To start workflow, click the “Save and Return to Main” button. Another message will appear confirming that you want to start workflow, click the “Yes” button.
8. A review task is in your “Task” inbox for this request. Follow the steps listed under the Processing a Task in this document. The review task will go to the creator of the document and the Recipient Authorized Representative(s) in the organization. If you have the role of “Recipient Authorized Representative” you will have to process two tasks to submit the request to Grants Online.
Submitting an SF-425-Cash Flow/SF425-Full Report Federal Financial Report 1. Click the "Award" tab, located across the upper portion of
your Grants Online page. 2. Click the “Search Report” link located on the left hand
side of the page. 3. The “Search Financial and Performance Progress Reports”
page is displayed. On this page, click the “Search” button to retrieve all reports available to you. In order to limit your selection to specific reports, populate the search criteria and click on the “Search”.
4. In the search results, locate and click on the “Financial Report” you wish to complete. The “Federal Financial Report-Cash Flow” detail page is displayed.
5. The form contains thirteen sections of detailed Financial Report information, including the fields that are locked and cannot be edited. All fields requiring data be entered are flagged with a red asterisk (*). Although some fields cannot be edited, all fields should be reviewed for accuracy.
6. To start workflow, click the “Save and Return to Main” button. A review task will be sent to the creator’s inbox for review.
Submitting an SF425A Federal Financial Report-Multiple Awards/Interim Report Only (Cash Flow) NOTE: For MBDA, ITA, OSEC recipients will need to submit an SF-425-Full Report for interim. 1. Click the "Award" tab, located across the upper portion of
your Grants Online page. 2. Click the “SF-425A for Multiple Awards” link located on
the left hand side of the page. 3. In the search results, locate and click on the “Financial
Report” you wish to complete. Click the “Go to SF-425A: Multiple Award Cash Flow SF-425 details page”
4. The awards are now listed under the “Awards Included in this SF-425”
5. You must fill in the “Cumulative Federal Cash Disbursement”. All required fields are flagged with a red asterisk (*).
6. Once all of the data has been entered, click the “Go to the SF-425 Details page” link. If you are not ready to proceed to the SF-425 details page, you have the option to save the
Grants Online Quick Reference Guide - Grantees
Page 4 of 6
Last Updated: March 31, 2009Grants Online Release v3.03
data for later use by selecting “Save”. Select “Print” to populate a printable .pdf version of the SF425A.
7. The SF-425 form will appear. This form contains multiple sections of detailed Financial Report information, including the fields that are locked and cannot be edited. Although some fields cannot be edited, all fields should be reviewed for accuracy. The data in this form should be based on the transactions for all awards included on the SF-425A.
8. To start workflow, click the “Save and Return to Main” button. A review task will be sent to the creator’s inbox for review.
9. Click the “Inbox” tab, followed by the “Task” link which is located on your left hand side.
10. Click the “View” link next to the task you wish to process.
11. The Federal Financial Report launch page will appear. The action dropdown menu will contain the following three options: o Forward SF-xxx Report to Agency – this option
forwards the report to the agency for approval. (This option is only available to users that have Authorized Representative or Business/Finance Representative-Submitting roles. If you do not have one of these two roles, only the next two options will be available to you.)
o Forward SF-xxx Report to Authorized Representative – this option routes the report to all internal authorized representative for approval prior to the report being submitted to the agency. (If there are more than one Authorized Representatives in the organization, only one needs to act on this task.)
o Review/Edit SF-xxx Details- this option opens the report details page for review. The document is not locked and revisions can be made prior to sending approvals.
12. Select “Forward SF-425A Report to Agency” from the action drop down menu, then click “Submit”
Adding/Editing your organization users NOTE: This action can only be performed by users that have the System Administrator Role. 1. Click the "Award" tab, located across the upper portion
of your Grants Online page. 2. Click the “Manage Recipient Users” link located on the
left hand side of the page. 3. Select your organization from the dropdown menu. 4. Click the “Show” button and the list of users in Grants
Online for the organization selected is displayed. 5. To update a user’s access follow the steps below:
a. Click the “Manage Award Access” link located across from the user you are updating.
b. Select or deselect the appropriated checkbox(s) for the access you want to grant to the user.
c. Click the “Assign” button at the bottom of the page to complete the changes and then click the “Cancel” button to return to the previous page.
d. To deactivate a user, click the “Disassociate” button at the bottom of the page and then click the “Cancel” button to return to the previous page.
6. To activate a user without a username follow the steps below: a. Click the “Edit Profile” link located across from the
user you are updating. b. Verify the user’s information listed on the Edit Profile
page: First and Last names, e-mail address, and phone. Make correction as needed.
c. To generate the user’s username you will have to click the “Generate Username” button. The username is a combination of the first initial of the first name and the entire last name.
d. Populate the security question and answer, as these fields are required.
e. Click the “Save” button. If there are no errors the user name is created, otherwise you will have to make the needed corrections.
7. To add users to the organization follow the steps below: a. Click the “Add Another User” link at the bottom of
the “Manage Recipient Users” page. b. Enter the required fields with the user’s information
on the Edit Profile page: First and Last names, e-mail address, and phone.
c. To generate the user’s username you will have to click the “Generate Username” button. The username is a combination of the first initial of the first name and the entire last name.
d. Select a user’s role from the “User Role” dropdown list.
e. Populate the security question and answer, as these fields are required. If the information is not available, uses “XXX” in both fields.
f. Click the “Save” button. If there are no errors the user name is created, otherwise you will have to make the needed corrections.
NOTE: The username displayed on this page is also the default password for the user. To change the user’s access use step #5 in this section. The System Administrator should notify the user of their username and password once the account is created.
8. To unlock a user’s account or reset the user’s password follow the steps below: a. Click the “Edit Profile” link located across from the
user you are updating. b. To unlock a user account:
o Click the “Unlock Account” button on the Edit Profile page. This will unlock the account; normally a user’s account is locked after 3-
Grants Online Quick Reference Guide - Grantees
Page 5 of 6
Last Updated: March 31, 2009Grants Online Release v3.03
consecutive unsuccessful attempts to log into the Grants Online system with the same username.
c. To reset a user password: o Click the “Reset Password” button on the Edit
Profile page. A confirmation button is displayed.
o Click the “Yes” button to continue with the resetting of the user’s password. The user’s new temporary password is displayed on the screen. Please provide this password to the user.
o Click the “No” button to cancel the request.
General Navigation Guide Grants Online uses a “Tab” style of page formatting. There are tabs across the top of the web site providing general categories of features. Each tab contains its own page. Under each tab are links to items related to that page. These are shown down the left-hand column of the page, and for most pages are also listed on the main page when the tab is clicked. Recipients only have access to the Inbox, Award, Account Management, and Help Tabs. The other tabs are for the use of internal Grants Online users and are grayed-out for recipients. Each active tab and its links are described here: Inbox Tab:
o Advisories – This page is always the first page displayed after successful login and acceptance of use conditions. Please review any advisories directed towards recipients.
o Archived Notifications – Notifications that were originally under the Notifications link, but chosen for archiving. Archived notifications may be deleted from the system.
o Notifications – Notifications are sent to recipients as internal messages (shown here) and external email messages. They may be viewed, deleted, or archived from this window. Additionally, clicking the View Task link will bring the user to the related document. It says “View Task” because most notifications are related to a task that the user has open or has already acted upon.
o Send Message – This feature provides a means of sending an email message to another user of Grants Online; however, the message will be sent from [email protected]. If you send a message using this facility, please make sure to identify yourself and your return email address. You MUST use the “Search” button to find your message recipient.
o Task Management – This allows tasks to be reassigned between users. For tasks to Recipient Authorized Representatives (RAR), only the “Accept/Decline Award” task originally goes to one person and is an immediate candidate for reassignment. The rest of the RAR tasks go to all RARs. The tasks are cancelled for other RARs when one RAR chooses to “View Details” in the workflow action section of the related document
launch page. Once a single RAR is identified with a document, that same person will receive future workflow tasks for that document unless reassigned through the Task Management window. See Reassigning a Task on Page 1.
o Tasks – Most users generally navigate to this section immediately after viewing the Advisories. All tasks assigned to a user are shown here. For successful submission of documents or acceptance of awards/amendments, these tasks must be completed. See Processing a Task on Page 1.
Award Tab:
o Manage Recipient Users – Only Recipient Administrators have this link. This link allows them to provide access to their own recipient users to Grants Online. See Adding/Editing your organization users on Page 3.
o Search Awards – Clicking the Search button without entering any parameter information will return all recipient awards. Each returned award has a link to allow navigation to its Grants File Launch Page.
o Search Reports – Federal Financial Reports and Project Progress Reports can be found here. Each report has a navigation link to its launch page.
Account Management Tab:
o My Delegations – You can “delegate” your inbox to other users. The “Find Peers” button will only find other users in your organization with the same or greater privileges. If another person is your “delegate”, they will be given the option to work as themselves or as your delegate. When they choose to work as your delegate, they will see your inbox tasks and have the ability to act on your behalf. When they act as your delegate, the workflow history will show “John Smith acting as delegate for Jane Doe”.
o My Preferences – Change the look and feel of your Grants Online experience here; also change your password. Recipient Users should never uncheck the Email Inbox.
o My Profile – Set your security question/answer; update your email and other personal information here.
Grants Online Quick Reference Guide - Grantees
Page 6 of 6
Last Updated: March 31, 2009Grants Online Release v3.03
Grants Online Grantee User Roles – Definitions User Role Definition
Recipient Authorized Representative Recipient Authorized Representative users are individuals with signature authority who sign official grant documents such as an SF-424 (application), or countersigns an Award document such as a CD-450 (new Award) or CD451 (amendment). More than one person can have this role at any organization; however on each Award one person will be designated the primary “Authorized Representative”.
Recipient Administrator Recipient Administrator users have the permissions needed to set up other people in their organization as users of the Grants Online system and to give them access to specific awards as appropriate.
Business / Financial Representative (BIZ/FIN)
Business/Financial Representative users are able to initiate Award Actions Requests and fill out Federal Financial Reports in Grants Online but cannot submit them directly to the Federal agency. Instead they will be sent to the Authorized Representative for their organization.
Business / Financial Representative – Submitting (BIZ/FIN)
Business/Financial Representative - Submitting role is the same as the Business/Financial Representative Role, except users with this role are allowed to submit Financial Reports directly to the Federal agency without routing them through an Authorized Representative.
Principal Investigator/Project Director (PD/PI)
The Principal Investigator role is assigned to the PI/PD and Co-PI in an organization. Users with this role can initiate Award Actions Requests and fill out Project Progress Reports but cannot submit them directly to the Federal agency. Instead they will be sent to the Authorized Representative for their organization.
Principal Investigator/Project Director – Submitting (PD/PI)
The Principal Investigator/Project Director - Submitting role is the same as the Principal Investigator Role, except users with this role are allowed to submit Project Progress Reports directly to the Federal agency without routing them through an Authorized Representative.
Key Personnel Persons with the role of Additional Key Personnel will be able to view the Awards for their organization; they can also initiate Award Action Requests, but they will be sent to the Authorized Representative for their organization for review and submission to the agency.
*** More than one user can have the same role and each user can have more than one role. Grants Online Grantee User Roles - Functionality
Role / Functionality
Recipient Administrator
Recipient Authorized Representative
BIZ/FIN Representative
BIZ/FIN Submitting
PI/PD Investigator
PI/PD Submitting
Recipient User
View/Access All Awards for Organization
X X X X
View/Access Only Assigned Awards X X X Manage Organization User Profiles X Manage Organization User System Access
X
Reassign Tasks X X Initiate Award Action Requests X X X X X X X Initiate Financial Reports X X X Initiate Progress Reports X X Submit Award Action Requests X Submit Financial Reports X X Submit Progress Reports X X Useful Links: https://grantsonline.rdc.noaa.gov/flows/home/Login/LoginController.jpf - Use this link to access the Grants Online’s login page. http://www.corporateservices.noaa.gov/grantsonline/FAQ.html - This is the Grants Online Frequency Asked Questions page, in the grantee section of the page, you can review answers to the most commonly asked questions by grantees. http://www.corporateservices.noaa.gov/grantsonline/gol_training.html - This is the Grants Online Training page, on this page you can locate grantee’s training documents and detailed user manuals. The user manuals provide the detail steps needed to perform any action in Grants Online. http://www.corporateservices.noaa.gov/grantsonline/whats_new.html - This is the Grants Online “What’s New” website link, on this site you can stay up-to-date on Grants Online changes and meetings. http://www.corporateservices.noaa.gov/grantsonline/Documents/ASAP_Enrollment_and_Certification.pdf - This is a presentation detailing the steps involved with getting set up to use the ASAP system for drawing down award funds.
FPO Training Evaluation NTIA Application Processing ___Session 1 – Sep 29, 2009 ___Session 2 – Sep 29, 2009 ___Session 3 – Oct 6, 2009
© 2006 BearingPoint, Inc. All rights reserved 9/28/2009
As part of our overall training assessment, we are providing course assessment on Grants Online training course. The assessment determines your existing Grants Online knowledge, if any, and the course assessment will determine if the training objectives were adequately reached. Your feedback will be used to remedy any training deficiencies for future sessions.
Name (Optional):
Office and Title:
Phone:
Email Address:
Course Feedback Directions: Using the key below, circle the category that best fits the performance of this event.
Rating Category and Performance Standard
Poor
Fair
Average
Above
Average
Excellent
1. Session objectives were clearly defined. 1 2 3 4 5
2. Session objectives were achieved. 1 2 3 4 5
3. The materials received were used in the course. 1 2 3 4 5
4. The amount of materials received is appropriate for the course. 1 2 3 4 5
5. The material was presented in a clear and logical manner. 1 2 3 4 5
6. The course was easy to follow. 1 2 3 4 5
7. The course provided ample time per objective. 1 2 3 4 5
8. The course is relevant to my role in Grants Online. 1 2 3 4 5
9. Extensive hands-on training was provided. 1 2 3 4 5
Grants Online FPO Training
© 2006 BearingPoint, Inc. All rights reserved 9/28/2009
10. The instructors gave ample opportunity to practice on the system. 1 2 3 4 5
11. The instructors were receptive to questions. 1 2 3 4 5
12. The instructors answered questions clearly and completely. 1 2 3 4 5
13. The instructors provided hands on assistance when needed. 1 2 3 4 5
14. Post-training help and assistance instructions were provided. 1 2 3 4 5
15. I am comfortable using the system after training. 1 2 3 4 5
16. List specific topics or issues not addressed during this session that you would like covered in future trainings.
17. Provide additional comments below. Thank you for attending!