# Presentation: 684402

## Grants Business Process Re-EngineeringGrants Management Workshop 2006 Grants Online/Grants.gov Functionality Update 

- Lillian Barnes and Steve Drescher
*NOAA Grants Online Program Management Office*

**Notes:**
Cover Page of Presentation

## Overview

**Grantee Rollout Progress/Process**
**Federal Program Officer System Updates**
- Progress Reports
- Reassigning Award Files
- Partial Funding
**Grants.gov followup**
**Q & A**

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

## Grantee Rollout Status

**As planned, monthly grantee deployments commenced in October.  Monthly roll-outs will continue until all grantees have been deployed onto Grants Online.  The next deployment is scheduled for January 30, 2006.**
**To date, 105 grantees have been deployed onto Grants Online during the 1****st**** Quarter.  Approximately 80 additional grantees will be deployed on January 30, 2006. The remaining quarterly targets:**
- Q2 = 172
- Q3 = 172
- Q4 = 170
- FY06 total = 600
**A complete list of deployed grantees is updated monthly and located at:**
**	****http://www.corporateservices.noaa.gov/~grantsonline/Documents/Deployed_Org_Spreadsheet.xls**

## Grantee Deployment Process

**As the following flow-chart shows, the Grantee deployment and data scrub involves a series of steps and approximately 10 individuals.  **
**While the grantee deployment itself takes time and resources, it has become apparent that the simultaneous Grants Online data scrub, crucial to each individual grantee’s deployment, requires an even greater level of effort from the Grants Online team.  **
**The data scrub involves, for example, ensuring that each grantee record in the database has a DUNS, and that each grantee organization has a correct address and reflects a standard naming convention.  This might involve differentiating, for instance, all State of Alaska records into Alaska Department of Fish & Game; Alaska Department of Natural Resources; etc.  It also involves updating the Grants Online database so that all award records for Pennsylvania State University are shown in the database as belonging to Pennsylvania State University, not: The Pennsylvania State University, Penn State University, and The Board of Regents of the Pennsylvania State University.  **

## Grantee Deployment Process

## Lessons-Learned to Date

**Need more than one individual assigned to contact the grantees by phone to determine who from the grantee organization should serve as the reviewer/verifier of the Grants Online award data. As expected, the importance of thorough and frequent communication with the grantees and the FPO’s is a key to deployment success.**
**Originally, awards and number of deployed grantees were considered as metrics for the grantee roll-out.  However, it is now evident that the deployment of each grantee takes approximately the same amount of time (regardless of the number of awards that the grantee possesses).  Therefore, the Grants Online team is focusing on “number of grantees” to track deployment progress.  **

**Notes:**
Originally, one individual was assigned to contact the grantees by phone to determine who from the grantee organization should serve as the reviewer/verifier of the Grants Online award data.  In November, a second individual was added to this task.  A third individual has been added.  This step requires good communication and telephone skills and attention to detail.  This step (contacting grantees, forwarding to them their spreadsheets, receiving back the validated spreadsheet) is requiring additional time.  It takes time to locate a valid phone number and POC (a web search is necessary sometimes).  Furthermore, even if a valid phone number and POC are available immediately, approximately 40 percent of grantees must be contacted more than once to be reminded to return their validated spreadsheet.

## Federal Program Officer System Updates

## Viewing, Re-assigning, 
and Accepting 
Progress Reports

**and Accepting **
**Progress Reports**

## Review Progress Report Task

**Upon completing the Progress Report, the Program Officer will receive a task titled *****Review Progress Report*****. To view the task, select the *****Tasks***** link from the *****Inbox***** tab. Select the *****View***** link next to the *****Review Progress Report***** task.**

## Review Progress Report Task

**Upon selecting the *****Review Progress Report***** task, the Program Officer will have the following options from the action drop down menu:**
**Accept Progress Report**
**Reassign Progress Report**
**Send Progress Report for Optional Review**
**View Progress Report**

## View Progress Report

**To view the Progress Report, select *****View Progress Report***** from the *****Review Progress Report***** task action drop down menu and select the *****Submit***** button**

## View Progress Report

**The *****Performance Progress Report - Simple Version***** screen is displayed.  Select the comment icon to add comments or view comments entered by other users.  The comments are viewable by all users including internal NOAA users and recipients.**

## View Progress Report

**Review the detailed Project Progress Report information, including designation of Final Report, Reporting Period, and Due Date.  If you wish to attach files, you may do so by selecting the *****Attach Files***** link. Once all the information has been modified and or entered, click the *****Save***** button followed by the *****Complete Report *****button.**

## Reassign Progress Report

**To Reassign the Progress Report, select *****Reassign Progress Report*****  from from the *****Review Progress Report***** task action drop down menu and select the *****Submit***** button**

## Reassign Progress Report

**To reassign the task select the *****Reassign***** link.**

## Reassign Progress Report

**Upon selecting the *****Reassign***** link, the following page will allow you to search for the user you would like to reassign the task to. Enter the search criterion and select the *****Search***** button. To search for all results, leave all fields blank. **

## Reassign Progress Report

**From the search results, click on the *****Select***** link next to the user you would like to reassign the Review Progress Report task to.  **

## Reassign Progress Report

**In the following screen select the button titled *****Yes***** to reassign the Review Progress Report task. **

## Send Report for Optional Review

**To send the report for optional review, from the Review Progress task action drop down menu, first select *****View Progress Report***** and select *****Submit*****.**

## Send Report for Optional Review

**The *****Performance Progress Report - Simple Version***** screen is displayed. Scroll down to the bottom and select the *****Add***** button in the *****Optional Reviewers***** section.**

## Send Report for Optional Review

**The following page will allow you to search for the user you would like to add as an Optional Reviewer. Enter the search criterion and select the *****Search***** button. To search for all results, leave all fields blank. **

## Send Report for Optional Review

**From the search results, click on the *****Select***** link next the user you would like to add as an Optional Reviewer.**

## Send Report for Optional Review

**Select the***** Save***** button followed by the *****Complete Report***** button.**

## Send Report for Optional Review

**From the Review Progress task action drop down menu, select *****Send for Optional Review***** and select *****Submit*****. The individual selected as the optional reviewer will then receive a task to review the Progress Report.**

## Accept Progress Report

**To accept the Progress Report, from the Review Progress task action drop down menu select *****Accept the Progress Report***** followed by the *****Submit***** button.**

## Reassigning an Award file 

**When an Award file is reassigned and there are sub-documents, e.g. Procurement Request, NEPA and PO Checklist for the Program Officer, they also are reassigned to the new Program Officer ****	****- When the Grants Specialist has the Award File in their inbox at the time of the Program Officer reassignment is made, there is a workflow entry for changing the Program Officer and when the Grants Specialist sends it back to the Program Officer, the reassigned Program Officer will receive the action.****	****- There will be a track record in the workflow history of the date and time that the reassignment happens. ****	****- User will see the reassigned task in his/her inbox under closed tasks. The action taken will show as reassigned in the workflow history. **

## Partial Funding

**The following buttons are now on the Partial Funding Document entry screen: Save, Save and Return, and Cancel. **

**FOLLOWUP**

## The “Apply” process

-    You must use the DUNS Number that matches the DUNS Number you used for the registration process

**The “Apply” process**

- Select this icon to receive field-sensitive help

## The “Apply” process...(continued)

-    Submit button will not become activated until the following has been completed:

**The “Apply” process...(continued)**

-  All _**Mandatory Fields**_ have been completed
-  All _**Mandatory Documents**_ have been completed and move to the Completed box
-  All _**applicable Optional Documents**_ have been completed and moved to the Completed box

-     Helpful Hint: To get the “Submit” button activated, use the “Check Package for Errors” Button to find uncompleted Mandatory Fields

## Submitting your application

- Click Submit to begin the upload process
- It may take a few minutes for the upload – it is dependent on the size of your application

**Submitting your application**

## Submitting your application

**Submitting your application**

- Enter your Grants.gov username and password – you must be fully registered to successfully submit

- The application will connect automatically to the Internet and to Grants.gov

## Submitted Application Confirmation

**Submitted Application Confirmation**

- Scroll to the bottom of the confirmation screen to receive:
-  Grants.gov Tracking Number
-  Date/Time Stamp

## What to expect after submission

**Successful Submission**
- The submitter will receive the following emails:
- Successful Grants.gov verification email
- Application downloaded by the agency
- Agency-specific tracking number assignment
*	***This is an optional email notification – if an agency does not assign agency-specific tracking numbers, you will not receive this email**
**Unsuccessful Submission**
- The submitter will receive an email that the application failed the Grants.gov verification process
- Email will list what the applicant needs to correct

## Reasons for Unsuccessful Submission

**Incorrect DUNS Number**
- You must use the DUNS Number that is listed in your applicant profile
**Not Registered Successfully**
- Grants.gov or the E-Business Point of Contact for your organization has not assigned you the rights to submit grant applications on behalf of your organization through Grants.gov.
**Virus Detected**
**Opportunity is closed**

## Additional Resources

**Go to the NOAA Grants Online PMO Website at **_**www.ofa.noaa.gov/~grantsonline**_ **to access:**
- Grants Online Training/Support Resources
- Frequently Asked Questions
- _[GrantsOnline.QandA@NOAA.gov](mailto:GrantsOnline.QandA@NOAA.gov)_
**Grants.gov Contact Center**
- Monday – Friday, 7 AM – 9 PM ET
- 1-800-518-4726
- support@grants.gov

## QUESTIONS?

## Slide 38