# Presentation: 481643

## FBMS

- EGrants Demonstration
- _With_
- Kathy Craig
- Wally Adcox

## Create the NOFA

- Very First Step in eGrants is to Create the Notice of Funding Availability (NOFA)
- Account Numbers Must be Programmed into SAP

## Slide 3

**Notes:**
Briefly explain the steps to the process.

## FBMS eGrants web address:  

- _[https://](https://www.fbms.doi.net/irj/portal/anonymous?guest_user=Anon_DOI)__[www.fbms.doi.net/irj/portal/anonymous?guest_user](https://www.fbms.doi.net/irj/portal/anonymous?guest_user=Anon_DOI)__[=](https://www.fbms.doi.net/irj/portal/anonymous?guest_user=Anon_DOI)__[Anon_DOI](https://www.fbms.doi.net/irj/portal/anonymous?guest_user=Anon_DOI)_

**Notes:**
To log in, your User ID is: last name, first initial @mms.gov (i.e. gambinos@mms.gov).
Your password is the same one you use to get into your computer in the morning.
You have logged in, clicked on the Financial Assistance tab underneath the mountains and to the right in the blue bar.  If you don’t see this Tab, you have not been granted access to eGrants.  Next you click on “Launch Financial Assistance” on the left under “Detailed Navigation” and you come to the following screen: 

## Slide 5

**Notes:**
Click on “Financial Assistance”

## Slide 6

**Notes:**
Click on “Launch Financial Assistance”

## FA HOME SCREEN

**Notes:**
The list of items under “Notifications” are grant applications you’ve taken some sort of action on in the system.  The first number is called the “Application ID.”  When you click on the blue link, you will be able to go into the actual application.  Remember, you won’t see the project or budget narratives in eGrants.  You will only be able to see the SF-424 application form and the SF-424A Budget Form.
So if you click on the first blue link for the first application on this screen, you get this screen:

## Slide 8

**Notes:**
This is the Financial Assistance Home Page.

## The SF-424 Application

**Notes:**
You are now looking at the SF 424 application forms for the grant. Notice the words, “SF 424,” “Applicant,” “Project,” and so on.  When you click on those links, it will correspond to the various sections in the SF 424 form.  
On the end is a link called “Budget.”  That’s the SF-424A Budget form.  When you click on “Budget,” you will get another series of links that will correspond to the various sections of the SF 424A budget form.

## Slide 10

**Notes:**
The Funding and Budget Sections of eGrants correspond to the SF-424 Budget Form.  Here you see the section with the Budget Categories.
Now let’s go back to the Main Screen (by clicking the “Home” link on the very left to take you back to that screen):

## Back to the Home Screen

**Notes:**
Look at the top right-hand part of the screen.  It says “Go” and then there’s a pull down menu to the left of the word “Logout.”  Pull down the menu and click on “Forms Interface.”  Click once, not twice.
BE PATIENT.  Wait for it to load.  Expand the screen to full screen so the decision tree appears in the big box on the left.

## Set Up Reviews Here

**Notes:**
Your are now in the section where you will set up your reviews.  
TO BEGIN:
STEP 1 TYPE OF REVIEW:  After you clicked on Forms Interface, you came to the screen that has the tree (menu) on the left. It’s slow to come up, so give it time.  Make this a full screen or the tree won’t display.  If it still doesn’t display, click somewhere in the white box on the left and it will probably show up.

## Setting Up Project Officer Review of Applications

**Consists of 3 parts:**
**Setting up the **_**Type**_** of Review--**_**Staff**_** versus **_**Peer**_** Review **
**   ****(Peer Review is Conducted by Persons Outside of the Bureau)**
**Setting Up **_**Who**_** Will do the Review**
**Picking **_**Which**_** Application will be Reviewed**

## Schedule for Staff Review

**Notes:**
On the menu tree on the left, your first action is to schedule your application for staff review.  
On the tree, click on “Reviews.”  When you can’t get to the next level in the tree, you probably are clicking once.  You have to click twice. 

## Choose “Review Administration”

**Notes:**
Now, when the 2 sub-choices come up, select “Review Administration.”

## Select Review Stages

**Notes:**
Review administration has a number of subchoices under it.  Next click on “Review Stages.”  This screen will enable you to select staff versus peer review.  The following screen will come up:

## Search for Your NOFA

**Notes:**
Notice the blank boxes are in yellow?  When the boxes are in yellow, you are in the “Query” mode.  When you are in a query mode, you can search for things in the boxes.
Now imagine this huge FBMS database with all these applications from MMS and OSM, and it will grow and grow as more bureaus come on board.  So you have to find your application first by narrowing down the database.  
The first thing you are going to do is look for the NOFA for your program and in this case the NOFA is for the CIAP program for Louisiana.  You query by using the % sign before and after a word and it will search on that word or words.
Click on the arrow next to the yellow box marked “NOFA name.”  The following box will pop up.

## Select the Correct NOFA

**Notes:**
We’ll put in %Coastal Impact Assistance Program% and click on “find” at the bottom of the white box.  Click on the correct NOFA name and click “OK” at the bottom.  The CIAP NOFA will appear in the box. 

## The NOFA is Selected

**Notes:**
Next, see the 3 icons on the top with the question marks?  Those are the “query” icons that you use for a search. The one in the middle is what you click, and when you put the cursor over the icon, the words “execute query” will appear next to it.  
The Stage Type and Stage # should come up.  It should be “Staff” and Stage “1.”  This has already been set up, so you don’t have to do anything more on this screen.  So we can go to the next screen  by clicking on the “X” in the upper right of the screen.  This will take you back to the menu tree:

## Select Who Will Do the Review

**Notes:**
2. WHO WILL DO THE REVIEW:  Next, click on “Review Panels” to set up the person who will do the review 

## First Select the NOFA

**Notes:**
Again, you have to pull up the NOFA out of all the NOFAs in the database (same as the previous instructions for pulling up the NOFA).

## Select from Staff Review Names

**Notes:**
The next thing you want to do is tell the system who will do the review. This would come from a pull-down menu of individuals that have already been assigned one or more of the Project Officer roles in your bureau.  Click on the “Staff Review Name” box and a name will come up.  
This name can be changed from by clicking on the little arrow next to the name and a box will pop up.

## Select Name of Project Officer to Review Application

**Notes:**
Search on the name using the percentage signs on each side of the name, click on “find,” and when it comes up, click on it and then click “OK.”  This is the person who will be notified that this application needs to be reviewed.  The box now says Bob Martinson.
After you have selected the person to do the review, don’t click out of this screen.

## Select Application to be Reviewed

**Notes:**
STEP 3 SELECT APPLICATION TO BE REVIEWED:  The next step is to choose the application that needs to be reviewed.  There is a green tab in the middle of the screen marked “Applications.”  Click on the green tab.

## Check for Correct NOFA in the Box at the Top

**Notes:**
If the NOFA doesn’t come up in the NOFA Name box, you would query like you did before.  However, to find the applications ready for review, you need to go to the bottom and click on the button on the bottom left marked “Query Applications.” 

## Finding the Application

**Notes:**
This screen will come up to look for the applications.  Click on the arrow on the right under “Application ID.”  A white box will come up that will list the applications that are ready for review under this particular NOFA.  Click on the correct Application ID number and click “OK,” or you can do a search on the application ID number by putting percentage signs on either side of the number and click on “Find.”

## Select Application from Pull-Down List

**Notes:**
Once you find the correct application, click “OK” and the application will come up in the box like the screen above.
After your application comes up in the box, there’s another step to actually schedule the application for review.  Click on the box on the bottom that says “Query Applications”  and the following box will come up:

## Select the Applications for Review

**Notes:**
Click on the little white box on the right under “Select.”  Next select “Add to Panel” on the bottom. You have now set up this application for review.  Click the yellow “save” icon in the upper left.  Then go to X on the green bar on the right and click it to get out of this box and you are back to your decision tree.
You have now scheduled your application for your review.

## Back at the Decision Tree

**Notes:**
You are back at your decision tree screen after you exited out of Review Panels.  You’ve set the application up for review and now you are ready to go in and execute the review.  Go towards the bottom third of the tree and select “F. A. Awards” and click twice.  Double click on “Initial Staff Review.”  This will be the place you will select the people for the review.

## Project Officer Reviews Applications

- Identify the people to do the review;
- Fill in the budget period and the approved start and end dates (take notice of the ***quirk***); and,
- Execute the approvals by the Program Officer, Senior Program Officer and Program Office Director (all 3 can be done by 1 person if that person has all 3 roles in eGrants)

## Identify the People Approving the Application

**Notes:**
STEP 1 Identify the People:  Here’s the screen that comes up.  Again, you have to find your NOFA.  You do that by query.  You query on the NOFA to find the CIAP NOFA. Again, you can’t query unless the box is yellow.  If it’s not yellow, go up to the icons with the question marks and find the one that says “query” (the first of the 3 icons).

## Selecting the Names for the Roles

**Notes:**
After you query the NOFA, there’s your application you recommended for funding, in this case it’s called Violet Diversion!  On the right is a box “Staff Recommends for Funding.”  Click the box.
Now go down to the boxes on the bottom left and select the people for the review by clicking on the arrow to the right of the white box.  We’ll will pick Adcox to do the 3 Program Office reviews for this application, Judith Gurrero as Budget Officer, and Kathleen Craig for the 2 Grants Officer boxes.

## Individuals Have Been Selected

**Notes:**
The number in the white box “Recommended Grant Amount” must be correct.  Check and double check to make sure this is correct.  Click “Save.”  Always click save as you go along.  
Once you have filled out the names of the reviewers and double checked the award amount, go up to the very top and click on “Agency.”  When the pull down menu comes up, click on “recommend for review.”  Click on the green X to get out of the screen and it’s now ready for the Project Officers to execute their review.

## Step 2

- Fill in the Start and End Dates

**Notes:**
STEP 2 Fill in start and end dates:  Back on the Decision Tree, click “Program Review.”
Do you remember how to query your application in the Application ID box to pull up the application?  Remember, the box has to be yellow in order to query.  Type in the application ID number and click on “Execute Query.”  The boxes should populate with your application.

## Budget Period Start and End

**Notes:**
Next, you must fill in the boxes for the 
Budget Period Start
Budget Period End
Approved Start
Approved End
MAKE SURE Budget Period Start and Approved Start are the same.
MAKE SURE Budget Period End and Approved End are the same.
Otherwise, it will really get messed up, says Wally.
Now here comes a quirk in the system.  The approved end will default to 3 years after the budget period ends.  Go back and fix it to say the same date as the budget period.  Then when a little box pops up to ask you if you want the date to be 3 years after the budget period ends, say no.

Check one more time to make sure the “Approved Amount” to be funded is correct.  If you want to put comments in the big “PO Comments” box, go ahead, or leave it blank.

## Step 3

- Execute the Approvals

## Execute the Approvals

**Notes:**
You will get a small box.  Click on “Certified by the PO”  and “Execute Action.”
Another small box will come up and will ask you to “Continue” or “Close.”  DON’T CLICK CLOSE or you’ll have to start your approvals again.  CLICK “CONTINUE.”
The next approval is for the Senior Project Officer.  This can be the same person as the Project Officer (if they were granted the Senior Project Officer role in eGrants when you signed up for a password). 
Do the same thing.  Click on “Agency.”  The screen below will come up.  Click on “Certified by SPO (SPO to DIR).  The click “Execute Action.”  When the second box comes up, click “Continue,” not “Close.”

## Director Executes Their Approval

**Notes:**
The next step is for the Director to do the same thing. Once the Director role finishes their action, just X out of the screen and it’s ready for the Budget Officer to perform their role. 

## The Budget Officer

- Budget Officer Selects Funding Lines and Commits Funding

## Slide 40

**Notes:**
Wally Explains

## Budget to Grants Officer

- Committed Action from Budget Officer
- Goes to Grants Officer/Senior Grants
- Officer
- GO Checks Performance Periods

## Slide 42

**Notes:**
Wally Explains

## Grants Officer

- Grants Officer Certification Screen Updates as
- Each Step Finishes

## Slide 44

**Notes:**
Wally Explains

## Grants Officer

- Grants Officer Fills Out Required Information

## Slide 46

**Notes:**
Wally Explains

## Grants Officer

- Grants Officer Enters “Change” Amount
- Then Senior Grants Officer Re-enters
- Amount and Clicks “Obligation”
- Then Awards the Grant/Coop Agreement

## SAP

- New Obligation is Created in SAP Under
- New eGrants Number
- SAP Sends the New Obligation to ASAP to
- Set Up an Account for Recipient to Withdraw
- Funds

## Recipient Withdraws Funds

- The Award Process
- is Complete
- End of Presentation