# Presentation: 552815

## Overview

**Grants Life Cycle**
**Grants Online and Grants.gov**
**Recipient Roles in Grants Online**
**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**

**Notes:**
Find out how may attendees have already used Grants Online.

## Grants Life Cycle

**Pre-Award****	****           ****	****            Award****	****              Post-Award****	****       ****	****Close-Out**

**Initiate       Close-Out**

**Approve Final Documents**

**Reconcile Financial Information**

**Close Grant**

**Submit Progress Reports**

**Impose/Remove Special Award Conditions**

**Amend/Suspend/ Reactivate/Transfer/Terminate Award**

**Obligate Funds**

**Prepare Award Package**** **

**Award Grant**

**Recommend Applicant for Award**

**Approve Selection Package**

**Create/Review/ Publish RFA in Grants Online, FFO in Grants.gov and FRN**

**Review, Evaluate Applications**

**Review Application Package**

**Modify/Withdraw Application**

**Receive Applications via Grants.gov**

**Certify Progress & Financial Reports**

**Accept Grant Award**

**Initiate Award Action Requests**

**Manage User Accounts, Update Org Info**

**Submit Final Documents**

**Submit Applications via Grants.gov**

**Submit Financial Reports**
**(Coming Soon)**

**Notes:**
Note on pink boxes:
Review, Evaluate Application – Functionality is in system; Reviewer Pool issues still need to be addressed; no date yet for enhancements
Obligate Funds – Grants Officer signature technically obligates funds; but there is no system-to-system interface with CBS so actual accounting obligation is done manually in the CBS system (outside of Grants Online)
Submit Financial Reports – Waiting for new forms to be approved; new requirements may be needed because new forms do not have all of the data fields that are in the old forms.  GMD currently reports data from the old forms to the Finance Office.

## Grants Online and Grants.gov

**Grants.gov**
- “Find and Apply”

**Grants Online**
- NOAA Grants Processing

***Applicants***

***Recipients***

**General**
**Public**

**NOAA**

## Grantee Roles in Grants Online

| FUNCTIONALITY / ROLE | Recipient
Administrator | Recipient
Authorized
Representative | Recipient
Business/
Financial
Representative | Recipient
Investigator
(PI/Co-PI) | Recipient User Read Only
(Additional
Key Personnel) |
| --- | --- | --- | --- | --- | --- |
| Access All Awards for Organization | X | X | X |   |   |
| Access Specific Awards for Organization |   |   |   | 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 |   |
| Initiate Financial and Progress Reports | X | X | X | X |   |
| Submit Award Action Requests |   | X |   |   |   |
| Submit Financial and Progress Reports |   | X | X
 | x  |   |

**Notes:**
This matrix shows the actions that can be taken by recipients in the Grants Online system and which recipient roles can perform each action.

## NOAA Grants Online Home Page –https://grantsonline.rdc.noaa.gov

**Notes:**
This page includes links to the Grants.gov and GMD home pages as well as links to the Public Search feature of Grants Online and the Grants Online Training page with training resources for both NOAA and Grantee users of the system.

## Advisories - Default Page for Inbox Tab

**Notes:**
After logging in, you will have to read the warning banner indicating that this is a government system.  Once you pass the warning banner, you will not see it again during your session.

The basic screen layout of the Grants Online system consists of tabs across the top of the page and left navigational links for each tab.  The Inbox tab defaults to the “Advisories” page.  The Advisories page contains important information regarding system availability, system updates, and general notices.  The audience for each advisory will be listed in all caps at the beginning of the message.

The other left navigational links under the “Inbox” tab include:
Notifications – short messages that can also be sent to your native email notifying the user of actions that have happened in Grants Online related to their awards.  Some of the messages are merely informational.  Others inform the user that there is a “task” waiting for them to perform.  Notifications can be archived or deleted in order to purge the messages.

Archive – feature to allow users to view archived notifications.

Tasks – items for user to act upon.

Send Message – feature that allows user to send a message to another Grants Online user without leaving the system.  Not a full-fledged email system.  Message is sent to recipient’s native email from “GrantsOnline.QandA@noaa.gov”, not the actual sender’s name.

## Tab Menu Pop-up 

**Notes:**
Each tab has a submenu that will appear when the cursor is resting on that tab.  The pop-up menu contains the same as the options available on the left hand navigation pane when that tab is selected.

## Navigation Breadcrumbs 

**Notes:**
You cannot use the browser “Back” button, but breadcrumbs are available to return to a previously visited page.

## Recipient’s Inbox with Task to Accept Award

**Notes:**
Only the person listed on the negotiated application as the Authorized Representative will receive the task to Accept or Decline a new award.   If the Authorized Representative has changed since the award was negotiated, the Recipient Administrator can reassign this task to another person. 

## Award Package Launch Page – View Award Details

**Notes:**
First page from Task Box is called the “Launch Page.”   It will have a drop-down box with available actions that can be taken on any task.  When a new award is received the Authorized Representative should view the details of the award before selecting the “Accept Award” option.

## Manage Award Users Screen (Award Specific)

**Notes:**
This page will allow the Recipient Administrator to make sure the organization’s access to this award is properly set up.   This screen should primarily be used for PIs and Additional Key Personnel who need access specifically to this award.   Another feature for managing awards users is available under the Awards tab.  That feature will allow for easier organization-wide setup for Authorized Representatives and Business/Finance Representatives (See next slide.)

## Award Action Request (AAR) Index Page

**Notes:**
Each link represents a different type of request.  The “Other” link can be used for requests that do not have a specific link.

The Expanded Authority No Cost Extension does not have any workflow.  Once it is invoked, the extension date is automatically applied to the award.  However, the Grants Office does get notification of this action so that the extension date can also be applied to the accounting system and ASAP to extend the time that the recipient can drawdown their money.   Currently there is no automatic update of the accounting system or ASAP.

The No-Cost Extension and Extension to Closeout will be sent to the Grants Specialist; all other requests are sent to the Program Officer.

See the workflow process maps in the appendix of this presentation.

## Reprogram or Rebudget AAR Screen

**Notes:**
This is a typical AAR screen.  Some links may have a few additional data fields.  NOTE: In order to upload attachments, the justification must be saved first.

## Progress Report Details (top)

**Notes:**
Progress Report Details

Large box is for text of progress report if not using an attachment.

## Progress Report Details (bottom)

**Notes:**
“Save” returns you to the same page.
“Complete Report” returns you to the Progress Report Launch Page.  It also puts a task in the initiator’s box to “Review Progress Report” with an option to forward the report to the Authorized Representative.   Only the Authorized Representative can submit the report to NOAA.

Financial Report is very similar to the Progress report except for the addition of radio buttons to indicate the type of report (269, 272, or Both).  The FFR also displays the amount of Federal Funds Authorized and the Cash Receipts (drawdowns) for the reporting period.

## 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
_**GrantsOnline.QandA@NOAA.gov**_