national oceanic and atmospheric administration welcome to grants online webinar orientation
TRANSCRIPT
National Oceanic and Atmospheric Administration
Welcome to Grants Online
Webinar Orientation
Page 2
Today’s Presenters
Mark LaFave
Training Team Lead
Jennifer Hippert
Training Team Member
Steve Drescher
NOAA Program Management Office
Page 3
Grants Online PMO Introduction
Steve Drescher: Grants Management Division, Grants.gov Liaison, DoC Interim Grants Manual Subject Matter Expert, PMO Member
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Grants Online Steering Committee
Fisheries (NMFS) Cynthia Binkley, Southeast Region
Robin Bruckner, Habitat Programs
JoAnna Grable, Overall Programs
Alicia Jarboe, Saltonstall - Kennedy Program
Joyce Lacerda, Fisheries Northeast Regional Office
Cecilia Linder, Fisheries Habitat Programs
Derek Orner, Chesapeake Bay Program Office
Dennis Seem (Fisheries System)
NESDIS Kathy LeFevre
NFA/AGO Steve Drescher (Grants Management
Division, Grants.gov Liaison, DoC Interim Grants Manual Subject Matter Expert)
NFA/CIO Program Management Office
Lillian Barnes
Steve Drescher (via GMD)
Sinh Nguyen
Dennis Seem (via Fisheries)
Ken Sragg
NWS Sam Contorno
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Grants Online Steering Committee
• OAR NOAA Undersea Research Program
– Al Kalvitas
• OAR (Overall Programs)– Sandy Wine
• OAR Sea Grant– Leon Cammen– Jonathan Eigen
• NOS Coastal Ocean Programs– Laura Golden– David Hilmer– Leslie McDonald– Marc Suddleson
• NOS OCRM– Dwight Reynolds
• OAR Ocean Exploration– Randi Neff
• OAR Office of Global Programs
– Stephen Auer– Diane Brown
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Current NOAA Capability
Front End
Back End
Fisheries System
450 Grants
ASAP
OFA
Grants Administration System
Central Award Process
NESDIS
18 Grants No System
OAR Other
~ 147 Grants
OAR
Sea Grants
~ 125 Grants
NOS Other
214 Grants
No System
Other
27 Grants No System
NWS
23 Grants No System
OAR/OGP
162 Grants
Self Contained System
CAMS
Query Performance Data
Applicants
GMD
Line Offices
- 1498 Grants - $906 million - FY 2002
NOS Coastal Zone Management
57 Grants Small/stable user
base
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Project Goals
• NOAA Single Unified Grant Processing and Administration, using an electronic solution, that will reduce processing time.
• A scalable solution for high volume usage and robust, available operation.
• A NOAA interface with the Grants.gov initiative to provide “one-stop” shopping for Federal grants-related activities
• Standardized business processes that will contribute to a more efficient and effective use of resources.
• A direct interface to other systems such as the CAMS/ASAP, FinLitLog
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STG/Bearing Point Developing System
Hardware Delivered
Iteration Development
Data Migration In Planning
Training Beginning
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Welcome to Grants Online!
Agenda
Topic I: Introduction
Topic II: Functional Overview
Topic III: Training Overview
Topic IV: Questions and Answers
Page 10
Introducing Grants Online
Existing Challenges With Grants Processing
What Grants Online Will Do For You
The End Results Of Using Grants Online
Topic I: Introduction
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Topic I: Introduction
Introducing Grants Online
Management Involvement
— Grants Online effort is a direct result of the Admiral’s Performance Review Team (PRT) recommendations
— NOAA Steering Committee - representatives from NOAA’s grant-making line offices
— Grants Online Program Management Office
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Topic I: Introduction
Existing Challenges With Grants Processing
Inefficient paper process mixed with dissimilar IT systems
Lack of centralized enterprise repository
Duplication of effort and information between line offices
Lack of corporate tracking capabilities
Erratic schedules slow down grants award process
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Topic I: Introduction
What Grants Online Will Do For You
Efficient Electronic Process
— Eliminate paper-based processes
— Reduce data entry hours from 17 hours/grant to 2 hours/grant
— Eliminate duplication of effort throughout NOAA community
— Complete, quality applications received via Grants.Gov
Consistent Workflow Process
— Create workflows to improve work process
— Customize workflow process to accommodate line/program office practices
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Topic I: Introduction
What Grants Online Will Do For You, Continued
Tracking Capabilities
— Ability to track grants throughout entire lifecycle
— Increased accountability – timers and reminders prompt users to expedite workflow
Reduced Data Entry Hours
— Annual data-entry time savings of approximately 2,833 days
— More time for staff to utilize specialized grants administration abilities
— Increased employee morale
— More time for application reviews and award compliance activities
— More time to work on science-related activities
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Topic I: Introduction
The End Results Of Using Grants Online
Everyone Wins
— The Grants Online and Grants.gov interface will save Grantees valuable time and money by submitting online applications (Grants.gov) and administering the full life cycle; Reports Close Out (Grants Online)
— Federal workforce will be seen as stewards of government funds and not clerks/typists
— NOAA’s efforts will better serve public interest
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Topic II: Functional Overview
Development Process
What is Grants.gov?
Grants.gov Registration Process
Grants Online System Demonstration
Page 17
Topic II: Functional Overview
Manage Users And Roles
Basic Request For Application (RFA) &
Application Processing
Review Processing
Progress & FinancialReporting
ManageAwardees
Post Award Management
Functions
Award Processing
Pre-AwardProcessing
Functionality Developed:
Functionality In Final Testing:
Requirements Established with Functionality to be Developed:
Development Process
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Topic II: Functional Overview
Pre-Award Award Post-Award Close-Out
Initiate Close-Out
Initiate Close-Out
Receive Final Documents
Receive Final Documents
Reconcile Financial
Information
Reconcile Financial
Information
Close GrantClose Grant
Certify Progress Reports
Certify Progress Reports
Certify Financial Reports
Certify Financial Reports
Impose/Remove Special Award
Conditions
Impose/Remove Special Award
Conditions
Amend/Suspend/ Reactivate/Transfer/Terminate Award
Amend/Suspend/ Reactivate/Transfer/Terminate Award
Manage Site Visit Reports
Manage Site Visit Reports
Receive Significant Product Notice
Receive Significant Product Notice
Obligate FundsObligate Funds
Prepare Award Package
Prepare Award Package
Award GrantAward Grant
Recommend Applicant for
Award
Recommend Applicant for
Award
Approve Selection Package
Approve Selection Package
Create, Review, Publish
RFA/FFO/FRN
Create, Review, Publish
RFA/FFO/FRN
Review, Evaluate Applications
Review, Evaluate Applications
Review Application Package
Review Application Package
Notify Successful/ Unsuccessful
Applicants
Notify Successful/ Unsuccessful
Applicants
Modify/Withdraw Application
Modify/Withdraw Application
Receive Applications
Receive Applications
Grants Lifecycle and Key Activities
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Topic II: Functional Overview
Grants.gov“Find and Apply”
Grants OnlineNOAA Grants Processing
Applicants
Recipients
GeneralPublic
NOAA
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Topic II: Functional Overview
What is Grants.gov?
Grants.gov is a direct result of Public Law 106-107
Single, secure, time and money saving source to find Federal
government-wide grant opportunities. — “Find Grant Opportunities” allows users to:
– Search for available grant opportunities
– Register to receive notification of grant opportunities
— “Apply for Grants” allows users to:– Search for and download application packages
– Complete application packages offline
– Submit completed application packages
– Track the status of submitted applications
* Based on Grants.gov Presentation to NOAA July 28th, 2004
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Topic II: Functional Overview Grants.gov Applicant Registration Process
Preparing to Apply for grants via Grants.gov opportunities is a 3-step process:
— Register organization with Central Contractor Registry (CCR) (one time)
— Individual authentication through Grants.gov Credential Provider (one time)
— Logging in to Grants.gov as a verified member
Register with Grants.gov as an AOR (Authorized Official Representative)
Download PureEdge Viewer to open application forms
— This free program allows you to access, complete and submit applications electronically and securely.
Please Note: Takes 7 to 14 business days to process
* Based on Grants.gov Presentation to NOAA July 28th, 2004
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Topic II: Functional Overview
Grants Online
System
Demonstration
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System Demonstration Scenario and Purpose
Scenario
Navigate an existing Request for Application (RFA)
Purpose
Demonstrate what the system looks like
Examine data fields
Interesting features
Page 24
Topic III: Training Overview
Grants Online Training
Grants Online Help Desk
Grants Online Website
Page 25
Topic III: Training Overview
Grants Online Training
Orientation Training Sessions
— Open forum available to all potential users of Grants Online
— Users briefed on Grants Online
— Users view demo of the system
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Topic III: Training Overview
Grants Online Training
Skill Building Training Sessions
— Hands on training of Grants Online
— Users learn to navigate the system
— Users participate in guided activities using scenarios related to their current jobs.
Skill Building Training
Federal Program Officer User Sessions (6 different session times offered)
3 day session Late October – Early December
Grants Specialists, GMD User Sessions (2 different session times offered)
2 day session Late October – Early November
Review and Approval User Sessions (4 different afternoon and 4 morning sessions offered)
1 afternoon session; Mid November 1 morning session; Early November – Early December
External User Sessions (4 different session times offered)
2 hour session Early November – Early December
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Topic III: Training Overview
Grants Online Training
Just In Time Implementation Support
— Supports refresher training sessions
— Offered to line and program offices using Grants Online for the first time
— Users apply Grants Online to specific areas of work
Just In Time Implementation Support
Webinar Review Sessions Early December – Early February
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Topic III: Training Overview
Grants Online Help Desk
Setup to support system users throughout the grants lifecycle
Help Desk staff available to address:
— Technical Issues
— Procedural Issues
— Program Inquiries
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Topic III: Training Overview
Grants Online Website
Looking For More Information About Grants Online?
— Go to the Grants Online website at www.ofa.noaa.gov/~grantsonline
Have Questions About Grants Online?
— Send questions to [email protected]
Looking for Grants Online Training?
— Click the Grants Online Training tab on the website to view the training schedule
Have A Training Question Outside Of Grants Online?
— Send questions to [email protected]
Need To Register For Grants Online Training?
— Click on the Grants Online Training tab to register for training events
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Topic IV: Questions & Answers