grants online training for eda grantees - noaa 11, 2017 · grants online training for eda grantees...

Grants Online Training for EDA Grantees

February 2017

WHY GRANTS ONLINE?

WHY GRANTS ONLINE

• Speeds EDA processing of awards via automatic download of applications and population of data from Grants.gov

• Enables access to grant files – anywhere, anytime via the internet for both EDA and grantees

• Fully electronic system eliminates need for paper files

ACCEPTING AN EDA AWARD

NEW AWARD NOTIF ICATION

1. Notification will come via email to the Authorized Organizational Representative (AOR)

2. The AOR should call or email the Grants Online Helpdesk to get a username and password

Once the award is accepted, the AOR will have the ability to designate other users for their organization

LOGGING IN

• https://grantsonline.rdc.noaa.gov/flows/home/Login/LoginController.jpf

• System Requirements: Internet Access and a Browser

• Don’t try to log in more than twice before clicking “Forgot your password” or your account will lock.

• Don’t use your browser’s back button while in the system

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Presentation Notes

WARNING: If the user enters his/her username or password incorrectly, s/he will see a red error message on the screen. After three unsuccessful attempts to log in, the system locks the user out of his/her account. The user must click the “Forgot your password?” link and provide the correct responses to his/her security questions. If the issue is “Forgot your username?” click that link to obtain the Help Desk phone number.

https://grantsonline.rdc.noaa.gov/flows/home/Login/LoginController.jpf



VIEWING “TASKS”

1. Click on the “Tasks” option under the “Inbox” tab

2. Click “View” next to the “Accept/Decline Award” task

REVIEWING AWARD DOCUMENTS

3. From the “Action” Dropdown Box, choose “View Award Details” and click “Submit”

4. The Award Details Page Contains links to Award Terms and Conditions

ACCEPTING THE AWARD

5. From the Action dropdown box on the main page, choose “Accept Award” and click “Submit”

6. The system will not consider the award “accepted” until a “Recipient Administrator” is designated on the next screen

DESIGNATE AN ADMINISTRATOR Option 1: AOR Is Also Administrator

• For your first award, the system will default to making the Authorized Representative an Administrator for your organization.

• If this is acceptable, just click “Save.”

Option1

Designated “Recipient Administrators” have the power to manage users for their organization, including adding/changing user roles and permissions in the system.

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Presentation Notes

Designated “Recipient Administrators” have the power to manage users for their organization, including adding/changing user roles and permissions in the system. Additional Administrators and Authorized Representatives for your organization can be designated at any time.

DESIGNATE AN ADMINISTRATOR Option 2: Designate a Different Administrator

Option 2 1. If the AOR will not be the Administrator, then click “Add/Change Recipient Administrator”

3. Fill out the form to create a new user for your organization

2. If the your designated Administrator does not already have a Grants Online account, then click “Add a new User”

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Presentation Notes

Designated “Recipient Administrators” have the power to manage users for their organization, including adding/changing user roles and permissions in the system.

MANAGE RECIPIENT USERS

1

2

3

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Click on the Awards Tab and then the “Manage Recipient Users”. Find the user that you wish to make the Project Director and select the “Manage Award Access” link under the “Action” column. On the next screen the Recipient Administrator may need to select which organization to manage if they have access to manage more than one recipient organization. If the you need to add a new person to your organization, at the bottom, there is an option to “Add another user”

SET UP PROJECT DIRECTOR

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Presentation Notes

Find the award number(s) for which this user needs to be the Project Director and click on the radio buttons under the preferred category – either “PI/PD” or “PI/PD – Submitting”. The submitting role allows a Project Director who is not also an Authorized Representative to submit the Progress Report directly to EDA without being routed through the Authorized Representative.

LOCATING AWARD FILES WHEN NO “TASKS” ARE ASSIGNED

The Next Day…

SEARCHING FOR AN AWARD

1. Click on “Awards” tab. 2. Click on “Search Awards”

on the left menu. 3. Click on the “Search”

button. (Will bring up all awards for your organization in the Grants Online system.)

4. Click on desired Award Number. This will bring you to the “Grants File” page for that award.

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Presentation Notes

The Grants File page contains links to all parts of your award, including your initial application, award documents (including terms and conditions), progress reports, financial reports, and any other post-award actions, including amendments. The Grants File page will also enable you to initiate an “award action request” with EDA.

SAMPLE GRANTS F ILE PAGE

PROGRESS REPORTS Post Award Management

SUBMITTING PROGRESS REPORTS

1. First, search for your award in Grants Online

2. On the “Grants File” page, scroll down to the Progress Report Section, and click on the ID number of the Progress Report for the period you are reporting on

3. Click through to the “details page”


4. Complete the Progress Report Form. Be sure to click “Save” before adding any attachments.

5. Add any attachments (i.e. a word or pdf document with your complete report), using the small “+” sign.

6. Click “Save and Start Workflow” – this will bring you back to the main report page.

Click to add attachment


7. In the action box, you should have an option to either “Forward Progress Report to Agency” or to forward the report to an AOR if you do not have submitting powers.

Any comments entered into the comment box will also be transmitted to EDA when you click “Submit.”

FINANCIAL REPORTS Post Award Management

SUBMITTING F INANCIAL REPORTS

1. Search for your award in Grants Online

2. On the “Grants File” page, scroll down to the Financial Report Section, and click on the ID number of the Financial Report for the period you are reporting on

3. Click through to the “details page”


4. Complete the Financial Report Form.

5. Links on the report will pre-populate some information for you

6. Red starred fields are required – if a field does not have a red star and is not relevant to your EDA award (i.e. program income), leave it blank, rather than add a zero. This will reduce the likelihood of “errors” when the system checks your form

7. Once the form is complete, click “Save and Start Workflow” – this will bring you back to the main report page.


8. In the action box, you should have an option to either “Forward SF-425 Full Report to Agency” or to forward the report to an AOR if you do not have submitting powers.


AWARD ACTION REQUESTS Post Award Management

WHAT ARE AWARD ACTION REQUESTS?

• Generally, anything that requires prior approval from EDA, should be submitted via an award action request in Grants Online.

• Because all EDA awards are set to “Agency Review” in ASAP, this also includes an ASAP Drawdown Request for ASAP recipients.

• Before initiating an Award Action Request, it is recommended you contact EDA for specific guidance regarding your particular request.

CREATING AN AWARD ACTION REQUEST

1. Search for your award in Grants Online

2. On the “Grants File” page, choose “Create Award Action Request from the “Action” dropdown and click “Submit.”

3. On the next page (Award Action Request Index Page), select the type of Award Action Request you would like to submit.

SUBMITTING AWARD ACTION REQUESTS

4. Complete the form on the next page, and click save. This will enable an option for attachments.

5. Once you have attached any required supporting documentation, click “Save and Start Workflow” at the bottom of the page – this will bring you back to the main Award Action Request page.

6. In the action box, you should have an option to either “Forward to Agency” or to forward to an AOR if you do not have submitting powers.


ASAP DRAWDOWN REQUEST

1. Follow the steps to create an Award Action Request and choose “ASAP Drawdown Request” from the Index page.

2. Complete the ASAP Drawdown Request form and click “Save.”

3. If an SF-270 is required for your award, attach it using the attachments feature before clicking “Save and Start Workflow” – this will bring you back to the main Award Action Request page.

4. In the action box, you should have an option to either “Forward to Agency” or to forward to an AOR if you do not have submitting powers.

ASAP DRAWDOWN REQUEST

After submitting your request in Grants Online, you will need to complete the second step and submit the request in the ASAP system. 1. Log into ASAP and submit your

disbursement request (same as what you would have done for previous Partnership Planning grants).

2. Once you submit the request, ASAP will give you a notice “Holding for Agency Review”. This just means your request is waiting in the queue to be manually approved. Staff from the accounting office will need to match up the “accepted” request in Grants Online with the request in ASAP, in order to release the funds. This usually takes 1-2 business days.

FOR MORE INFORMATION

GRANTS ONLINE WEBSITE

• Grants Online Website: – https://grantsonline.rdc.noaa.gov/flows/home/Login/LoginControll

er.jpf • Grants Online Quick Reference Guide for Grantees:

– http://www.corporateservices.noaa.gov/grantsonline/Documents/Quick%20Reference%20Guides/GrantRecipients_Quick_Ref_Guide.pdf

• Other Grants Online Training Materials and Information: – http://www.corporateservices.noaa.gov/grantsonline/gol_training_

GRANTEE.htm



http://www.corporateservices.noaa.gov/grantsonline/Documents/Quick%20Reference%20Guides/GrantRecipients_Quick_Ref_Guide.pdf



http://www.corporateservices.noaa.gov/grantsonline/gol_training_GRANTEE.htm

http://www.corporateservices.noaa.gov/grantsonline/gol_training_GRANTEE.htm

GRANTS ONLINE HELPDESK INFO

Email: [email protected] Phone: (301) 444-2112 or (877) 662-2478 (toll-free) Help Desk Hours: Monday – Friday, 8am-6pm (Eastern Time)

mailto:[email protected]

QUESTIONS?