FEMA Mitigation e-Grants


System Training


Grant Applicant 
Quick Reference Guide




October 5, 2006 Version 2.07.03


Table of Contents

Introduction	1
Overview	1
About This Guide	2
Your Experience	3
Welcome to the Mitigation e-Grants System	4
What e-Grants Can Do	4
Who Uses e-Grants?	5
How Applications Are Processed	6
Becoming a Registered User	8
Internet Access	8
System Requirements	8
User ID and Password	8
Using the Mitigation e-Grants System	10
Using e-Grants	10
Navigating within e-Grants	10
Menus	11
Entering Data	12
Required Fields	12
Saving Data	13
Grayed Buttons	14
Getting Help	14
Field Help	14
Application Help	14
Technical Support	15
Logging On to the Mitigation e-Grants System	16
How to Access the Mitigation e-Grants System	16
Requesting Access and Creating Your User ID	17
Logging In Once You Are a Registered User	18
The Grant Applicant Home Page	19
Changing Your User Profile	20
Changing Your Password	20
Logging Out of e-Grants	21
e-Grants System Administration	22
System Administration	22
Accessing the e-Grants Administration Function	22
Setting Preferences	23
Managing User Registrations	24
Reviewing User Registration Requests	25
Changing User Roles	27
Revoking a User ID	28
Reviewing Subgrant Applications	29
What is a Review?	29
Checking Out and Checking In Subgrant Applications	29
Reviewing a Subgrant Application	30
Creating Applications in e-Grants	35
Grant Applications in e-Grants	35
Sections of the Application	36
How to Create a New Grant Application	37
How to Use a Search Function	38
Attaching Subgrant Applications to Your Grant Application	39
Attaching Documents, Maps, and Studies to Your Application	41
Updating/Completing an Un-submitted Application	42
Copying an Existing Grant Application	44
Deleting an Un-submitted Grant Application	46
Entering Assurances and Certifications for a Grant Application	47
Reviewing and Submitting Your Grant Application	48
Authorizing Access to Grant Applications	50
Working with Submitted Grant Applications	54
Viewing the Status of a Submitted Application	54
Revising/Amending a Submitted Application	54
Changing the Point of Contact for a Submitted Application	57
Award Packages	58
The Award Packages in e-Grants	58
How It Works	58
Reviewing an Award Package	59
Accepting an Award Package	60
Not Accepting an Award Package	61
Viewing a Submitted Award Package	62
Quarterly Reports	65
Quarterly Reports in e-Grants	65
Creating a Quarterly Report	65
Updating a Quarterly Report	67
Submitting a Quarterly Report	68
Revising a Submitted a Quarterly Report	69


Introduction
Overview
Welcome to the Federal Emergency Management Agencys (FEMAs) 
Mitigation e-Grants Management System.
The objective in developing this system was to provide states, federally 
recognized Indian tribal governments, territories, local communities, and 
non-profit organizations the ability to apply for grants and manage their 
grant application processes electronically. FEMA developed this intuitive, 
user-friendly, Web-based system, which follows the current paper-based 
application process.
Relationships established for processing the paper applications are used in e-
Grants. With this electronic system, local entities submit applications for 
mitigation grant funds to their state. The states review and approve the local 
applications and include them as sub-applications in their grant applications 
to FEMA. Federally recognized Indian tribal governments may apply 
directly to FEMA or through their state. Award packages, revisions, and 
amendments are all handled electronically. Paper documents can be scanned 
and attached to the electronic applications as necessary.
For assistance with e-Grants, please contact the e-Grants Help Desk toll-
free at 1-866-476-0544 or via email at MTeGrants@dhs.gov. For answers to 
eligibility and program questions, local entities should contact their state 
hazard mitigation officer, and states should contact their FEMA regional 
office. We also welcome your input and comments as we continue to 
improve the e-Grants system.


About This Guide
This guide introduces you to the FEMAs Mitigation e-Grants System and 
tells you:
?	About the Mitigation e-Grants System
?	How to access the Mitigation e-Grants System
?	How to use the Mitigation e-Grants System to create and submit grant 
applications
This guide also helps you master:
?	Registering and approving Subgrant applicant users
?	Reviewing submitted and un-submitted Subgrant applications
?	Creating and submitting Grant applications to FEMA
?	Accepting an award package
?	Preparing and submitting quarterly reports
Because this guide is a quick reference guide, it focuses specifically on the 
information you need to step through the activities associated with creating, 
managing, and submitting grant and Subgrant applications.
In addition, this guide offers tips to help you enter the information needed 
and use the Mitigation e-Grants System effectively.
 
Look for this symbol for tips on how to use e-Grants effectively.


Your Experience
This guide assumes that you know how to use a personal computer and are 
familiar with how to operate the computer using the Microsoft Windows 
operating system. It also assumes that you have at least some experience 
working with Web-based applications and Internet browsers.


Welcome to the Mitigation e-Grants 
System
The Mitigation e-Grants System (e-Grants) is an intuitive, user-friendly, 
Web-based application that allows Grant and Subgrant applicants to use the 
Internet to apply for Grants and Subgrants. e-Grants replaces the paper-
based process that has previously been used.
A part of the eGovernment initiative, e-Grants streamlines the application 
process by providing the ability to apply for and manage their Grant and 
Subgrant applications over the Internet. It manages the processing of 
applications and facilitates FEMAs review and award process, from 
submission of an application through the entire Grant life cycle.
Because e-Grants is a Web-based application, the program is installed on 
an application server managed and maintained by FEMA; there is no 
software to install on your system. In addition, files are stored on the 
application server, not on your computer.
What e-Grants Can Do
e-Grants allows users to:
?	Create and submit a Subgrant pre-application to the Grant applicant
?	Create and submit a Subgrant application to the Grant applicant
?	Review and process Subgrant applications
?	Create and submit a Grant application to FEMA
?	Review and process Grant applications
?	Accept award packages
?	Prepare and submit quarterly reports


e-Grants currently processes applications for the following types of Grant 
applications:
?	Flood Mitigation Assistance (FMA)
?	Pre-Disaster Mitigation (PDM) Program
?	Pre-Disaster Mitigation  Competitive (PDM-C) Program
Who Uses e-Grants?
e-Grants is for:
?	FEMA regional FMA and PDM coordinators
?	Assistance officers and regional management
?	State points of contact for implementing the FMA and PDM programs
?	Local community officials who would like to submit applications for 
funding
?	Federally recognized Indian Tribal Governments. Note: Tribal 
Governments may apply either as a Grant applicant directly to FEMA 
or as a Subgrant applicant, applying through a Tribal Grant 
applicant or State agency.
?	FEMA headquarters program and administrative offices


How Applications Are Processed
e-Grants uses the same preparation and processing of applications as in the 
paper-based process. Figure 1: Application Flow Through e-Grants depicts 
the application process flow in e-Grants.

 
Figure 1: Application Flow through e-Grants


The main difference between the paper-based process and the electronic 
process in e-Grants is that applications are created and revised online (over 
the Internet) and submitted electronically.
?	A Subgrant applicant creates a Subgrant application using e-Grants. 
When the Subgrant application is complete, the Subgrant applicant 
submits the application, which is forwarded to the appropriate Grant 
applicant for review.
?	The Grant applicant reviews the Subgrant application for eligibility. 
The Grant applicant may request revisions to the Subgrant application. 
If changes are requested, the Subgrant applicant may revise the 
Subgrant application and resubmit it to the Grant applicant.
?	Once the Subgrant application is approved, the Grant applicant may 
include these Subgrants in a Grant application to FEMA. Subgrants 
that are not selected are stockpiled for future consideration.
?	The Grant applicant creates a Grant application, attaches Subgrant 
applications, and submits the Grant application to FEMA for 
consideration.
?	FEMA reviews the Grant application. FEMA may request revisions to 
the Grant application. If changes are requested, the Grant applicant 
may revise the Grant application and resubmit it to FEMA.
?	FEMA conducts its review of all of the submitted applications and 
selects applications for award. FEMA notifies the Grant applicant of a 
pending award and the award package is sent to the Grant applicant 
through e-Grants.
?	The Grant applicant reviews the award package and either accepts or 
not accepts the award. If the Grant applicant accepts the award, the 
award package is sent back to FEMA through e-Grants for final 
signature and obligation. If the Grant applicant does not accept the 
award package, the award package is sent back to FEMA through e-
Grants for withdrawal.
?	Once FEMA signs an accepted award package, the signed award 
package is sent back to the Grant applicant through e-Grants. The 
Grant applicant then manages the Grant and submits quarterly reports 
to FEMA.


Becoming a Registered User
You must be a registered user to use e-Grants. To become a registered user 
of e-Grants, contact your FEMA region and request user access. You will 
receive information that will allow you to register.
Note: You must register before you can register Subgrant users.
Internet Access
Because e-Grants is a Web-based system, you must have Internet access and 
email service to become a registered user and access e-Grants. You are free 
to choose any Internet service provider and email service that meet your 
needs.
System Requirements
e-Grants is accessed via a personal computer with either:
?	Microsoft Internet Explorer, version 5.0 or later, with 128-bit 
encryption, or
?	Netscape, version 4.7 or later, with 128-bit encryption.
User ID and Password
User access to e-Grants is authenticated via a User ID and a password to 
protect the integrity of the system and the application information.
You will create your own User ID and password the first time you access the 
e-Grants site.
 
It is your responsibility to secure and protect your User ID and password from 
easy detection and use by unauthorized users. Anyone with your User ID and 
password can log in to e-Grants as you, and the system cannot tell the 
difference. As a precaution, consider changing your password every 30 to 90 
days.
If at any point you believe your User ID and password have been compromised, 
immediately notify your FEMA regional office.


Using the Mitigation e-Grants System
Using e-Grants
e-Grants is intuitive and user friendly, making it easy to transition from the 
paper-based system to the electronic system of preparing and submitting 
Subgrant and Grant applications.
In addition, e-Grants offers written directions and helpful hints at the 
beginning of each screen and at critical positions on each screen to guide the 
user through the system and follows many of the conventions used in other 
Web-based systems. 
Navigating within e-Grants
e-Grants works much like other Web-based applications:
?	Click on a button to perform a function
?	Click on a blue link to move to a specific place in the application
?	Use the [TAB] key (on the keyboard) to move from field to field
?	Enter text into text boxes in the format described next to the field
?	Use drop-down menus to make selections where applicable
?	Use the scroll bars to move up and down through the screens
?	Click on underlined help links to access help screens
Unlike most Web-based systems, however, when working in e-Grants, do 
not use the Back and Forward buttons on your browser to move from 
one page to another. Instead, use the application buttonsGo Back, Save, 
and Save and Continuelocated at the bottom of the screens. Using these 
application buttons ensures that the information you enter is saved and 
stored in e-Grants. Failure to use these application buttons could result in 
loss of your data.



 
Remember to always use the application Back and Forward buttons and not 
the Back and Forward buttons on your browser. Using the buttons on the 
browser could result in loss of your data.


Menus
Like most Web-based solutions, e-Grants is menu driven. Several types of 
menus are used in e-Grants.
The Main Menu, located across the bottom of the screen, allows you to 
navigate to various user features in e-Grants, for example:
?	FEMA Home
?	e-Grants Home
?	Contact Us
?	Frequently Asked Questions
?	Glossary
?	Help
Task menus, such as those found on the Grant Applicant Home Page, allow 
you to navigate to a particular activity to perform, for example:
?	Administration
?	Review Submitted Subgrant Applications
?	Create New Grant Application
The sidebar menu, shown to the left of the Grant Application window, 
allows you to move to a specific section of the Grant application without 
having to view each section consecutively.


Entering Data
To enter data into a field, click on the field, if it is a text field, or click on the 
down arrow, if the field has a drop down menu. Then either type the data 
into the field or select the appropriate data from the drop-down menu. If a 
specific format is required for the data, the format is shown next to the field.
To change data you have entered in a field, click on the field, delete the data 
you previously entered if it is a text field and type in the new, correct data or 
make a different selection from the drop-down menu. Remember to save the 
data by clicking on the Save or Save and Continue buttons at the bottom of 
the screen to ensure that the data you entered are saved in e-Grants.
On some screens, you will find buttons that will help you to locate the 
information you need to enter into a field.
As you progress through e-Grants, you will sometimes encounter fields that 
have already been filled with data. e-Grants fills these fields for you from 
information you have previously entered, reducing the amount of data you 
need to enter.
Required Fields
Certain fields within each section of the application are required. Required 
fields are designated by an asterisk (*).
Data must be entered into all of the required fields before an application can 
be submitted. This does not mean that you have to enter data into every 
required field as you create the application. You can enter the data you have, 
save data you have entered and move to another section of the application, 
and then return to that section at a later time to complete all of the required 
fields.
 
e-Grants tests for data in the required fields only in the final stages of 
preparation when an application is being reviewed and submitted. Required 
fields can remain empty until that time.
Saving Data
It is important that you actively save the data you enter into sections of e-
Grants to prevent the loss of your data. Data is not saved in e-Grants until 
you actually save it. Saving the data causes the data to be sent from your PC 
to the e-Grants server, where it is stored.
Two Save buttons are provided at the bottom of each section:
?	Save and Continuesaves the data you have entered in a section of 
the application and automatically moves you to the next section of the 
application
?	Savesaves the data you have entered in that section of the 
application but does not automatically move you to the next section of 
the application
Be sure to save your data:
?	Before you move to different section or page in the application
?	Before you take a break from entering information into an application
?	Before being timed-out by the system.

 
Remember:
?	Failure to use the Save buttons will result in loss of the data you have 
entered since the last time you clicked on the Save or Save and Continue 
button.
?	e-Grants times-out after 30 minutes of inactivity, at which time your 
session is closed and any data you have entered that you have not saved 
is lost.

Grayed Buttons
As you access different screens and functions within e-Grants, you will 
notice that, at various points, certain buttons are grayed out, which indicates 
that they are not activated for use at that particular point.
Usually this means that information must be provided in a prior field in 
order to activate a grayed button. Entering data into the field and clicking on 
the Save button will cause an inactive button to become active.
Getting Help
Help with e-Grants is available to you from a variety of sources.
Field Help
Many fields offer a Help feature. Click on Help at the end of a field to 
receive an explanation of the information that is expected in that field.
Application Help
Help at the application level is offered in a variety of ways, all of which are 
accessible from the Main Menu that appears at the bottom of the e-Grants 
screen:
?	e-Grants Helpallows you to access help, including hints and tips 
for first-time users, help on technical issues, and lists of resources
?	Glossarydefines key terms used within e-Grants
?	Frequently Asked Questionsanswers questions that users 
frequently ask about e-Grants


Technical Support
For additional help, contact your FEMA regional office or the e-Grants Help 
Desk at 1-866-476-0544 or MTeGrants@dhs.gov. Help Desk hours are 
normally Monday through Friday, 9:00 am to 6:00 pm Eastern Standard 
Time. Help Desk hours may be extended preceding published FEMA Grant 
application deadlines.


Logging On to the Mitigation e-Grants 
System
How to Access the Mitigation e-Grants System
Access to e-Grants and the e-Grants Web site is restricted and controlled. e-
Grants is to be used only for official business. Contact your FEMA regional 
office to obtain the e-Grants Web site address and a special Access ID 
(access code), which will allow you to request access to e-Grants and create 
your User ID and password. 
 
Note: To access e-Grants, you must first have Internet service and an email 
account.
To access the Mitigation e-Grants Web site:
1.	Contact your FEMA regional office to request user access and obtain 
the required Access ID.
2.	Establish your Internet connection and open your browser window.
3.	Enter the Web site address into the Address field of your browser and 
press Enter.  The FEMA?Integrated Security and Access Control 
System (ISAACS) screen is displayed.
4.	Click on the New User? button to begin creating your User ID. 
5.	Follow the instructions on the Security check page and type the 
characters in the image into the text box and click the Submit button.


Requesting Access and Creating Your User ID
The first time you access e-Grants, you must complete the profile 
information to request access to e-Grants and to create your User ID and 
password.  You may be notified by email when your application for access is 
approved.  You only create a User ID and password the first time you login 
to e-Grants.
Even though the Access ID allows you to access the e-Grants registration 
process, your request for registration and the User ID and password you 
create must be approved before you can use them to access the e-Grants 
application system to perform tasks.
 
More than one official from a Grant applicant agency may request access and 
register to use e-Grants.
To request access to e-Grants and create your User ID and 
password:
1.	Select the New User? button.
2.	Complete the data boxes by entering text and making the appropriate 
selections from the drop-down menus.
 
You will create a User ID and password only this first time you access e-Grants 
to register. Your User ID must be at least 4 characters and cannot contain the 
special characters ", space character, ', or #. Your password must be at least 7 
characters and cannot contain the special characters ", space character, ', or #. 
All letters entered in the User ID and Password fields are converted to 
lowercase characters.
3.	When you have completed all of the fields, click on the Submit button 
at the bottom of the form.  
4.	Create a password and re-type it to confirm, and click on the Submit 
button at the bottom of the screen. 
5.	You will receive a confirmation screen, acknowledging your Account 
has been created, and allowing you to request privileges to specific 
electronic Applications 
6.	Click on the Click here to request new privileges link.
7.	Click on the Request Access button for Mitigation eGrants 
Application. 
8.	Enter the Access ID you were given by your FEMA regional office 
and click on the Submit button. 
9.	You will receive an email message (at the email address you entered) 
when your registration has been approved or if your request is, for 
some reason, denied.  
 
Note: The Grant applicant must be registered with e-Grants before any of its 
Subgrant applicants can be registered. If information you entered when you 
created your User ID changes, you must update this information in your user 
profile.
Logging In Once You Are a Registered User
Once your request for access has been approved by your FEMA regional 
office, you will be able to access and login to e-Grants. Login to the system 
by entering the User ID and password you created when you completed the 
registration request.
To login to e-Grants:
1.	Enter the address for e-Grants in the address field of your Internet 
browser.  The Integrated Security and Access Control System screen 
is displayed.
2.	Enter your User ID and password and click on the Login button.  The 
Grant Applicant Home Page is displayed.



The Grant Applicant Home Page
The Grant Applicant Home Page is the primary screen for navigating and 
accessing the different tasks you perform in e-Grants. From this screen that 
you access the functions that allow you to:
?	Perform Administrative functions, such as reviewing and approving 
user registration requests
?	Enter, work on, and review Subgrant applications
?	Create and work on a Grant as Subgrant application
?	Create, work on, and review a Grant application
?	Accept Grant awards
?	Create, work on, and submit Quarterly Reports
?	Change your Password
?	Edit your User Profile
?	Access the e-Grants help functions, including:
	Contact information for e-Grants
	Frequently Asked Questions (FAQs)
	e-Grants Glossary
?	Link to the FEMA and e-Grant home pages
Click on the appropriate activity link to access these functions. Note: This 
QRG does not cover how to create a Subgrant application either from a 
paper application on behalf of a Subgrant applicant or as a Grant applicant 
acting as a Subgrant application. Consult the Subgrant Applicant Quick 
Reference Guide for directions on how to create a Subgrant application.


Changing Your User Profile
If information you entered when you created your User ID, such as your 
email address or phone number, changes, you should update this information 
in e-Grants. In addition, you will periodically be prompted by e-Grants to 
update your user profile.
To change your user profile information:
1.	Login to e-Grants. The Grant Applicant Home Page is displayed.
2.	Click on Edit Profile at the top of the screen. The Edit Profile screen 
is displayed.
3.	Click on the field to be changed. Delete the existing information and 
enter the new information.
4.	When you have entered all of the changes, click on the Save button at 
the bottom of the screen. Your User Profile is updated.
Changing Your Password
You should change your password if you have reason to believe your User 
ID or password has been compromised. You should also consider changing 
your password every 30 to 60 days as a precaution.
To change your password:
1.	Login to e-Grants. The Grant Applicant Home Page is displayed.
2.	Click on Change Password at the top of the screen. The Change 
Password screen is displayed.
3.	Enter your Username, your old password, your new password, and 
then your new password again to confirm the new password.
4.	Click on the Save button at the bottom of the screen. Your password is 
changed.
Logging Out of e-Grants
When you are finished performing your activities in e-Grants, you should 
exit the system by logging out. Do not simply click on the X and close the 
window because this may leave your e-Grants session active.
To logout of e-Grants:
1.	From the Grant Applicant Home Page or many other screens in e-
Grants, click on the Logout button located at the bottom of the screen, 
click on Logout on the sidebar menu, or click on the Logout menu 
option in the upper right corner of the e-Grants window.
2.	Your session in terminated and you are logged out of e-Grants.
 
Remember: You must click on the Save or Save and Continue button before 
logging out of e-Grants to ensure that the data you have entered is saved and 
not lost.



e-Grants System Administration
System Administration
A grantee is an individual from a State, Federally-recognized Indian Tribal 
Government, or Territory authorized to receive financial assistance under 
one of FEMAs mitigation Grant programs.
Grantees:
1.	Manage user registration for their Subgrantees;
2.	Review Subgrant applications; and
3.	Create and submit Subgrant and Grant applications.
As a Grantee, you may be assigned a user role that requires you to manage 
the user registrations requests of your Subgrant applicants and set certain 
preferences within e-Grants that control what your Subgrant applicant users 
can see and do. You must set these options before you or your Subgrant 
applicants can submit applications.
Accessing the e-Grants Administration Function
User registration and access preferences are managed through the e-Grants 
Administration activity.
To access the e-Grants Administration activity:
1.	Login to e-Grants. The Grant Applicant Home Page is displayed.
2.	Click on Administration. The Preferences screen is displayed.


Setting Preferences
Preferences allow you to specify which additional features available in e-
Grants will be available to your Grant and Subgrant applicant users.
 
The preferences you select apply to all of your Subgrant users; preferences 
may not be set for individual users.
The preferences you will set are:
?	Enable Subgrant Pre-Applicationallows you to activate the 
Subgrant pre-application module, which requires Subgrant applicants 
to complete a pre-application for projects.
?	Enable Subgrant View of SF 424allows a Subgrant applicant to 
view the Subgrant application as an SF 424, Application for Federal 
Assistance.
?	Enable Subgrant Assurances and Certificationallows you to 
activate the Assurances and Certification forms for Subgrant 
applicants to complete.
?	Enable External Emailallows email notifications to be sent to the 
Subgrant applicants from e-Grants. If this preference is not set first, 
no registration emails will be sent to registrants.
 
If external email is not enabled, no registration emails will be sent to Subgrant 
applicant registrants.



To set preferences:
1.	From the Grant Applicant Home Page, click on Administration. The 
Preferences screen is displayed.
2.	Click on the Set Preferences button. The Set Preferences screen is 
displayed.
3.	Set each preference to Yes or No by clicking on the applicable 
radio button.
4.	Click on the Help link to receive an explanation of the preference.
5.	When you are finished, click on the Save and Continue button. The 
Preferences screen is displayed, showing the preference settings you 
have selected.
Managing User Registrations
User registration is the process by which information is collected from each 
user about his or her identity, the organization with which he or she is 
associated, and how he or she can be contacted. The actions that the user can 
perform are also set. 
All users who want access to e-Grants must register and be approved by an 
approving organization:
?	Grantees approve or deny registration requests from Subgrantees.
?	The Regional FEMA Office approves or denies registration requests 
from Grant applicants.
Access request forms that are completed (online) and submitted by a new 
user but have not yet been reviewed and approved or denied are called 
Pending Registrations. If you have been assigned the user role to review 
and approve user registration requests from your Subgrant applicants, you 
must review pending registrations and either approve or deny the registration 
request.
 
The requesting user cannot access e-Grants until his or her registration request 
has been approved. 
Registration requests from your Subgrant applicants are automatically routed 
to you as they come in to e-Grants. e-Grants does not notify you of new 
requests that come in, so you need to check for registration requests on a 
regular basis.
 
Access the Administration activity on a regular basis to check for registration 
requests. 
Reviewing User Registration Requests
For each registration request, you may perform the following actions:
?	Viewallows you to read the user registration information but not set 
user roles or approve, deny, or revoke access to e-Grants.
?	Reviewallows you to read the user registration information and set 
user roles or approve, deny, or revoke access to e-Grants.
?	Deny/Revokeallows you to deny the user registration request or 
revoke access to a user who has already been granted access without 
reviewing the user registration information. 
To process registration requests: 
1.	From the Grant Applicant Home Page, click on Administration. The 
Preferences screen is displayed.
2.	Click on Pending User Registrations on the sidebar menu. The 
Pending User Registration screen is displayed, showing a list of the 
Subgrant registrations you need to manage.
?	Click on the Continue button to view more pending registrations.
?	Click on the Search button and enter search criteria to locate a 
specific user registration request.
3.	Click on View in the Action column to view a registration request 
without approving or disapproving it. The registration request is 
displayed in read-only format. 
4.	Click on Review in the Action column to review and approve or 
disapprove a registration request. The Review Registration screen is 
displayed.
5.	Review the registration request information.
6.	To Approve a registration request, select the roles to be assigned to 
the user. Click on the Action checkboxes to be applied to this user.
 
The user roles may be set to:
?	View/Print only
?	View/Print and Create/Edit
?	View/Print, Create/Edit, and Sign/Submit
?	View/Print and Sign/Submit 
Enter comments in the Comments field. Click on Save and Continue. 
A standard email message advising the user of the acceptance of his or 
her registration is displayed.
7.	To Deny a user registration request, click on the Deny/Revoke Action 
checkbox. Click on the Comments text box and enter text explaining 
the reason for the denial. Click on Save and Continue. A standard 
email message advising the user of the denial of his or her registration 
is displayed.
8.	Click on the Send Email button to send the email message to the user. 
The Pending Registrations screen is displayed.
9.	Select another pending registration to review or click on Return to 
Home on the sidebar menu. The Grant Application Home Page is 
displayed. 


Changing User Roles
Sometimes it is necessary to change the roles (actions) a user is allowed to 
perform within e-Grants  for example, a user may request to be given 
permission in the system to sign and submit Subgrant applications in 
addition to being able to view/print and create/edit. Roles are changed 
through the user registrations.
To change a users roles:
1.	From the Grant Applicant Home Page, click on Administration. The 
Preferences screen is displayed.
2.	Click on Approved Registrations on the sidebar menu. The 
Approved User Registrations screen is displayed.
3.	Locate the user registration you need to change.
4.	For that user, click on Review in the Action column. The Review 
Registration screen is displayed.
5.	Click on the Action checkbox(es) you want to select or deselect for 
this user.
6.	Click on the Comments field and enter comments explaining the 
reason for this change in user roles.
7.	Click on the Save and Continue button. A standard email message is 
displayed.
8.	Click on the Send Email button to send the email message to the user. 
The Approved User Registrations screen is displayed.
9.	Click on Review for another user to change that users roles or click 
on Return to Home Page on the sidebar menu to return to the Grant 
Applicant Home Page.


Revoking a User ID
Sometimes it is necessary to revoke a users registration and, therefore, the 
users access to e-Grants  for example, if a user no longer works with the 
local government represented in the registration.
To revoke a users registration:
1.	From the Grant Applicant Home Page, click on Administration. The 
Preferences screen is displayed.
2.	Click on Approved Registrations on the sidebar menu. The 
Approved User Registrations screen is displayed.
3.	Locate the user registration you need to change.
4.	For that user, click on Review in the Action column. The Review 
Registration screen is displayed.
5.	Click on the Deny/Revoke checkbox in the Action column.
6.	Click on the Comments field and enter comments explaining the 
reason for denying this users access to e-Grants.
7.	Click on the Save and Continue button. A standard email message is 
displayed.
8.	Click on the Send Email button to send the email message to the user. 
The Approved User Registrations screen is displayed.
9.	Click on Review for another user to change that users roles or click 
on Return to Home Page on the sidebar menu to return to the Grant 
Applicant Home Page


Reviewing Subgrant Applications
What is a Review?
As a Grant applicant, you must review and approve (or not approve) 
Subgrant applications that have been submitted to you. This review is the 
same review youve been conducting on paper, only now its done 
electronically. After you have reviewed a Subgrant application, you will 
either approve or disapprove it. You may also request revisions to be made 
to a Subgrant applicant application to increase its chances of approval and 
inclusion in a Grant application.
Grantees do not need to review their own Grant as Subgrant applications.
Note: Subgrant applications can be viewed only by the Subgrant applicants 
State, Indian Tribe, or Territory. Grantees from other States, Indian Tribes, 
or Territories may not view a Subgrantees application. Once a Subgrant 
application is attached to a Grant application and submitted to FEMA, 
FEMA can also view it.
Checking Out and Checking In Subgrant Applications
In any given State or Tribal Government acting as a Grant applicant, there 
may be more than one registered user with review and/or approval rights for 
applications.
To ensure that only one person is working on a Subgrant application at a 
time, you must first Check Out the Subgrant applications, much like 
checking out a book from a library. While a Subgrant application is checked 
out to you no other users can work on the application. Other users may view 
(read only) the application, but may not review or check out the application.
When you are finished working with a Subgrant application, you must 
Check In the Subgrant application so that it is available to other users. You 
must Check In a Subgrant application before a Subgrantee can access it to 
make revisions and before you can attach it to a Grant application.
The check-out/check-in feature ensures that another user does not duplicate 
your review. It also allows you to reserve applications that you would like to 
include in a Grant application for your agency.
Reviewing a Subgrant Application
Reviewing Subgrant applications is one of the core functions of e-Grants. 
When you review a Subgrant application, you review the content of each 
section and determine if the application submitted is:
?	Sufficiently complete to approve
?	Incomplete and in need of revision
?	To be released to the stockpile
?	To be disapproved
When you review a Subgrant application, you locate the Subgrant 
application, check it out, review each of the sections, request revisions as 
needed, and then check it back in.
To review a Subgrant application:
1.	From the Grant Applicant Home Page, click on Review Submitted 
Subgrant Application. The Overview screen is displayed, showing 
your pending tasks in the upper part of the screen and the Subgrant 
applications checked out to you in the lower part of the screen.
2.	Click on View Subgrant Applications in the sidebar menu. The 
View Subgrant Applications screen is displayed, listing the submitted 
Subgrant application to which you have you have access to review. 
The Review Status column shows the current status of the Subgrant 
application.
3.	Click on the Continue button or click on Check Out a Subgrant 
Application on the sidebar menu. The Check Out Subgrant 
Applications screen is displayed.

 
Users may view applications without checking them out by simply clicking View 
in the Action column next to the appropriate application. However, for an 
application to be reviewed and approved, it must be checked out first. You must 
check in Subgrant applications that you approve before you can include them in 
a Grant application.

4.	Click on the checkbox next to the Subgrant application(s) you want to 
check out.
5.	Click on the Check Out Applications button. The Confirm 
Application Check Out screen is displayed, showing the Subgrant 
application(s) you selected for check-out.
6.	Click on the Yes button to check out the selected Subgrant 
application(s). The Review Subgrant Applications screen is displayed, 
showing all of the Subgrant applications checked out to you.
7.	Click on Review in the Action column for the Subgrant application 
you want to review. The Review Subgrant Application screen is 
displayed, showing the status of each section of the Subgrant 
application.
8.	Click on Complete or Incomplete in the Status column for each 
section to review the contents of the section. 
9.	Enter comments and data as needed, and click on the Save and 
Continue button. To enter a comment:
a.	Click on the Add Comments button at the bottom of the page. The 
Add/Modify Comments screen is displayed.
b.	Click on the appropriate text box and enter your comment.
c.	Click on the Save or Save and Continue button
 
It is always best, if you change or add any data to the Subgrant application, to 
document what you did in the Comments field for the section in which you made 
the change or addition. This documents the change or addition and allows you 
to explain why it was needed.
10.	Click on View Details to select the specific sections you want to 
review.
 
Sections that must be completed by the Grantee are noted in the Sections to be 
Completed column.

11.	Approve, Request Revisions, Release to Stockpile, or Disapprove the 
Subgrant application.
To Approve a Subgrant application:
1.	Click on the Approve radio button. Note: All of the sections in 
the Application Status table must be complete before an 
application can be approved.
2.	Enter any additional comments in the Comments text box.
3.	Click on the Save and Continue button.
To Request Revision of a Subgrant application:
1.	Click on the Request Revision radio button.
2.	Enter the date by which the revisions must be submitted by the 
Subgrant applicant in the Set Revision Deadline field.
3.	Enter Comments explaining the revisions you would like made 
to the Subgrant application in the Comments text box.
4.	Click on the Save and Continue button. The Subgrant 
application is returned to the Subgrant applicant for amendment 
or revision.
 
Remember: You must Check In the Subgrant application before the Subgrant 
applicant can access the Subgrant application to make requested revisions.

To Release the Subgrant application to Stockpile:
1.	Click on the Release to Stockpile radio button.
2.	Click on the Save and Continue button.
 
The Stockpile is simply a collection of the applications that have neither been 
approved nor disapproved  like putting the Subgrant applications in a file 
drawer.

To Disapprove a Subgrant application:
1.	Click on the Disapprove radio button. Note: Applications that 
are disapproved are moved to the stockpile.
2.	Enter your reason(s) for disapproving the application in the 
Comments text box.
3.	Click on the Save and Continue button.
When you click on the Save and Continue button after approving, 
requesting revisions, releasing to stockpile, or disapproving the Subgrant 
application, the Review Subgrant Application Results screen is displayed. 
The Review Subgrant Application Results screen shows the current status of 
the application and generates an email message that is sent by the system to 
the Subgrant applicant, advising him or her of the status of the application.
To send the email message:
1.	Enter in the CCs field the email addresses of anyone in addition to 
the Subgrant applicant Point of Contact that you want to receive 
notification of the review status.
2.	Enter in the Body field any additional text you want to send with 
this message.
3.	Click on the Send Email button to send the email message. The 
Review Subgrant Application Results screen is displayed, showing 
the email message that was sent.
4.	Click on the Return to Review Applications button to return to the 
Review Subgrants Applications screen. 
5.	Check In the Subgrant application. (See the To Check in one or 
more Subgrant applications process.)
To Check In one or more Subgrant applications:
1.	From the Grant Applicant Home Page, click on Review Submitted 
Subgrant Application. The Overview screen is displayed, showing 
your pending tasks in the upper part of the screen and the Subgrant 
applications checked out to you in the lower part of the screen.
2.	Click on Check In Subgrant Applications on the sidebar menu. The 
Check In Subgrant Applications screen is displayed, showing a listing 
of the Subgrant applications currently checked out to you.
3.	Click on the checkbox next to the application(s) you want to check in.
4.	Click on the Check In Applications button. The Confirm Application 
Check In screen is displayed, showing the Subgrant application(s) you 
selected for check in.
5.	Click on the Yes button to check in the selected Subgrant applications. 
The Overview screen is displayed, showing your pending tasks and 
the Subgrant applications still checked out to you.


Creating Applications in e-Grants
Grant Applications in e-Grants
In addition to facilitating your review of submitted Subgrant applications, 
another of the primary purposes of e-Grants is to assist you in preparing 
Grant applications. Through e-Grants, you can electronically prepare and 
submit:
?	Grant applications, depending on your roles, including:
	Flood Mitigation Assistance (FMA) Project, Planning, and 
Technical Assistance Grant applications
	Pre-Disaster Mitigation (PDM) Grant applications
	Pre-Disaster Mitigation  Competitive (PDM-C) Grant 
applications
?	Subgrant applications, when you are:
	Acting as a Subgrant applicant to submit an activity on behalf of 
the Grant applicant
	Entering a paper Subgrant application that was submitted to you on 
behalf of a Subgrant applicant
 
You can find instructions for preparing Subgrant applications in the Mitigation e-
Grants Subgrant Applicant Quick Reference Guide.


Sections of the Application
As with the paper application, you must complete different forms (sections) 
depending on the type of Grant application you are creating. e-Grants 
automatically presents you with the sections you must complete, according 
to the type of application you specify at the beginning of the process. In 
addition, e-Grants ensures that you have provided all of the data elements 
required to process the application and, where it can, validates the format of 
the data.
Table 1: Applicable Sections of the Grant Application shows the sections 
that are required for each type of Grant application.
Table 1:	Applicable Sections of the Grant Application

	SECTION	
FMA
PDM
PDM-C

PROJECT
PLANNING
TECHNICAL 
ASSISTANCE


Applicant Information
?
?
?
?
?
Contact Information
?
?
?
?
?
Subgrant Applications
?
?
?
?
?
Project Schedule
?




Plan Schedule

?



Activity Schedule


?


Schedule



?
?
Budget
?
?
?
?
?
Properties
?


?
?
Comments and 
Attachments
?
?
?
?
?
Assurances and 
Certifications
?
?
?
?
?


How to Create a New Grant Application
Creating your Grant application is easy because e-Grants steps you through 
the process.
 
Although e-Grants steps you through creating a Grant application, you may find 
it helpful, for reference, to look at a copy of a paper Grant application that was 
successful the first few times you create a new Grant application. This is not 
necessary, but some users find it helpful.
To create a new Grant application:
1.	From the Grant Applicant Home Page, click on Create New Grant 
Application. The Create New Grant Application screen is displayed.
2.	Enter an application title and select the application type from the drop 
down menus. Click on the Save and Continue button. The Start New 
Grant Application screen is displayed.
3.	Click on the Start New Application button. The Application Status 
screen is displayed, showing the sections to be completed for this type 
of Grant application.
 
You may also select a Grant application to copy sections from and then click on 
the Copy Existing Application button. See the Copying an Existing Grant 
Application procedure for information.
4.	Click on Applicant Information on the sidebar menu. The Applicant 
Information screen is displayed.
 
You can access each section of the Grant application by:
?	Clicking on the sections Incomplete link in the Application Status window;
?	Clicking on the specific section on the sidebar menu; or
?	Clicking the Save and Continue button.
5.	Enter the data elements requested. If you have any questions about the 
data you are entering or if you need help finding information, please 
contact your FMA or PDM coordinator.
 
Remember: Required fields are designated with an asterisk (*). Information 
must be entered into all of the required fields before the application can be 
submitted, but if you do not have all of the required information at this point, you 
may enter what you have, save the application, and return later to complete the 
remaining fields.
6.	When you have finished entering the data in this section, click on the 
Save and Continue button. The next section required for the Grant 
application is displayed.
 
Be sure to click on either Save or Save and Continue before you move from 
one section to another to ensure that the data you entered are saved in e-
Grants. 
7.	Continue entering information into the different sections of the 
application until you have completed each section. When you have 
entered all of the information, your application is ready to be reviewed 
and submitted.
How to Use a Search Function
You will find search buttons associated with various field on a variety of 
screens. These search functions allow you to search for and information, 
such as an organization name or a contact name, that already resides in e-
Grants. This feature helps to standardize wording and capitalization that is 
used across applications.
To use a search function:
1.	Click on the search button that is located next to the field. The Search 
screen is displayed.
2.	Enter the search criteria.
3.	Click on the Search button. The Search Results screen is displayed, 
showing the information stored in e-Grants that meets the criteria you 
entered.
4.	Click on the appropriate entry and then click on the Select button. The 
e-Grants section screen is displayed with the information you selected 
populated in the appropriate field.
5.	If the search results did not show the information you were searching 
for, click on the Go Back button to return to the e-Grants screen and 
key in the information.
Attaching Subgrant Applications to Your Grant 
Application
The Subgrant Application screen is the screen through which you 
electronically attach Subgrant applications to your Grant application.
 
A Subgrant application must have been submitted and approved before you can 
attach it to a Grant application. 
The Subgrant Application screen lists the Subgrant applications that are 
currently attached to your Grant application, allows you to search for 
Subgrant applications to attach to your Grant application, and allows you to 
attach additional Subgrant applications to your Grant application.
To attach Subgrant applications to your Grant application:
1.	On the Subgrant Applications screen, click on the Add Subgrant 
Applications button. The Select Subgrant Applications screen is 
displayed, listing all of the Subgrant applications you have reviewed 
and approved. 
 
A Subgrant application must have been Checked In to be listed for adding to 
Grant applications.
2.	Click on the checkbox next to the Subgrant application(s) you want to 
attach to your Grant application. Click on the Add Subgrant 
Applications button. A confirmation screen is displayed.
3.	Click on the Yes button. The Edit Subgrant Ranks screen is displayed.
4.	Enter a rank for each Subgrant in the Rank column.
 
Subgrant applications are ranked differently, depending on the type of Grant 
application you are creating.
?	For a PDM-C Grant application, you assign a unique rank of 1 to X to each 
Subgrant application, where X represents the total number of Subgrant 
applications youve attached to your Grant application.
?	For an FMA Grant application, you assign a rank to of 1, 2, or 3, 
representing high, medium, and low priority, to each Subgrant application.
5.	Click on the Save and Continue button. The Subgrant Applications 
screen is displayed, showing the Subgrant application youve attached 
to your Grant application and the rank you assigned to each.
?	Click on the Edit Rank button to change the any of the ranks you have 
assigned.
?	Click on the Add Subgrant Applications button to add more Subgrant 
applications to your Grant application.
 
If you need to detach a Subgrant application from a Grant application:
1.	From the Subgrant Applications screen, click on Delete in the Action 
column for the Subgrant application you want to detach. The Delete 
Attached Subgrant Application screen is displayed.
2.	Click on the Yes button to confirm the deletion from this Grant application. 
Note: Clicking on the Yes button does not delete the Subgrant application 
from e-Grants; it simply detaches the Subgrant application from this Grant 
application. The Subgrant Applications screen is displayed and the 
Subgrant application is no longer listed.
6.	When you have finished attaching Subgrant applications to your Grant 
application, click on the Save and Continue button. The Schedule 
screen is displayed.
7.	Continue completing each section of the Grant application until all 
sections have been completed.


Attaching Documents, Maps, and Studies to Your 
Application
Many times, additional documents, maps, and studies are necessary or 
helpful in the processing of your application. These items can be 
electronically attached to your Grant application, or you can indicate that 
you are sending hard copies of these documents by regular mail.
 
You can attach a document to a Grant application while you are completing a 
particular section or by using Comments and Attachments on the sidebar 
menu.
To attach documents, maps, and studies to your application:
8.	Click on the Attachments button. The Attach Document screen is 
displayed.
9.	Click on the appropriate attachment option  Regular mail or 
electronic file.
10.	If you selected regular mail, enter the date on which the document 
was mailed and a brief description of the document.
11.	If you selected electronic file, complete the fields describing the file 
format. Browse for or enter the name of the file to be attached 
(uploaded) to the application.
12.	Click on the Save and Continue button.


Updating/Completing an Un-submitted Application
Many times you will not have all of the information necessary to complete 
an application when you first begin creating the application. e-Grants allows 
you to create the application, enter the information you have, save the 
application, and then return at a later time to update and complete the 
application.
 
It is important to remember that even though you have created and saved a 
Grant application, it is not submitted for processing until you click on the Submit 
Application button.
To update or complete an un-submitted application:
1.	Access the Grant Applicant Home Page.
2.	Click on Work on Un-submitted Grant Applications. The Grant 
Status: Un-submitted Grant Applications screen is displayed, showing 
a list of your un-submitted applications.
3.	Click on Update Application in the Action column for the Grant 
application you want to update or complete. The Application Status 
screen is displayed, showing the sections that are required for this type 
of application. The status of each section is shown as Complete or 
Incomplete.
4.	Click on Complete or Incomplete for the section of the application 
you want to update or complete. That section of the application is 
displayed.
 
If the section you want to update has already been marked as completed, you 
may still make changes, if needed. Click on Complete in the Status column for 
the section you want to change. The section is displayed, allowing you to revise 
the information you previously entered.


5.	Click on the field(s) into which you want to enter data and enter the 
data. When you have finished entering data for this section, click on 
the Save and Continue button to save your new data. The next section 
required for the Grant application is displayed.
 
Be sure to either Save or Save and Continue before you move from one 
section to another to ensure that the data you entered are saved in e-Grants.

At any point, you may click on Application Status at the top of the sidebar menu 
to display the current status of each section of the Grant application. This 
updated status will tell you which sections are currently Complete and which 
are Incomplete.
6.	Continue accessing the sections you need to complete until you have 
accessed and entered data for each section you wanted to update or 
complete.
7.	When you have finished, click on Return to Home Page at the 
bottom of the sidebar menu. The Grant Applicant Home Page is 
displayed.
 
If you have completed all of the sections of the application, your application is 
ready to be reviewed and submitted. 



Copying an Existing Grant Application
Many times you will find that the information you provide on a Grant 
application is the same across applications  particularly information about 
your organization and your contact information, although other information 
may also be the same. e-Grants copy feature helps to reduce the need to re-
key information when you create similar applications.
The copy feature allows you to copy all or specific sections of an existing 
application into a new application when you start the new application. You 
then access the sections and fields that are different in the new application, 
change their values, and save the new Grant application. This feature is 
helpful for copying standard organizational information into applications 
or for creating Grant applications that are virtually identical to each other, 
for example, when you are applying for funds to complete a similar project 
in more than one location.
 
Consider creating a template of your standard organizational information and 
then using the Copy feature in e-Grants to copy that information into each 
Grant application as you start it.
?	Start a new application. Title the application Application Type Template  
for example, Project Template.
?	Enter the organizational information that does not change within each 
Subgrant application, such as your organization name and address and 
contact information.
?	Save the template application.
?	Then, when you start a new application, select the appropriate template 
application and click on the Copy Existing Application button.
?	Access each section to verify that the information you copied from the 
template applies to this application and change any copied information that 
needs to be changed.
?	Enter the remaining information needed for the application.
?	Submit the newly created application.


To create a new Grant application from an existing Grant 
application:
1.	From the Grant Applicant Home Page, click on Create New Grant 
Application. The Create New Grant Application screen is displayed.
2.	Enter an application title and select the application type. Click on the 
Save and Continue button. The Start New Grant Application screen is 
displayed, showing the list of Grant applications you have already 
created.
	To view an application before selecting it to copy from, click on 
View Application in the View column. The View Grant 
Application Sections window is displayed. Click on View 
associated with a specific section of the Grant application to view 
it.
	Click on the checkbox associated with one or more sections and 
click on the Print button to print specific sections of the Grant 
application.
	Click on the Close Window button to close the View Grant 
Application Sections window.
3.	Click on the radio button next to the name of the Grant application 
you want to copy to select it.
4.	Click on the Copy Existing Application button. The Copy Application 
Sections screen is displayed.
5.	Click on the checkboxes for the each individual section you want to 
copy. Click on the Save and Continue button. The Application Status 
screen is displayed.
6.	Using the sidebar menu, click on each section of the application to 
review its contents and change the data as needed. As you finish each 
section, click on the Save and Continue button to save your new data. 
The next section required for the Grant application is displayed.



 
Remember: If the sections in the Grant application you copied from were 
complete, those sections will be shown as complete in your new Grant 
application.
When you copy sections from an existing application, always be sure to access 
each section of the new application and review the data elements to ensure that 
the copied data are applicable to the new application you are creating. 
7.	When you have reviewed each section and changed all of the data that 
needs to be changed, enter your data for the new application into the 
remaining sections of your Grant application.
8.	When you have entered all of the data into the remaining sections, the 
new Grant application is ready to be reviewed and submitted.
Deleting an Un-submitted Grant Application
You may delete a Grant application that you have started, but not submitted.
To delete an un-submitted Grant application:
1.	From the Grant Applicant Home Page, click on Work on Un-
submitted Grant Application. The Grant Status: Un-submitted Grant 
Applications screen is displayed.
2.	Click on the checkbox next to the Grant application you want to 
delete.
3.	Click on the Delete Application button. A confirmation screen is 
displayed.
4.	Click on the Yes button. The selected Grant application is deleted and 
the Grant Status: Un-submitted Grant Applications screen is 
displayed.


Entering Assurances and Certifications for a Grant 
Application
Before you submit a Grant application, you must certify the application. This 
is done in the Assurances and Certifications section of the Grant 
Application.
To complete the Assurances and Certifications for a Grant 
application:
1.	From the Application Status screen, select Assurances and 
Certifications on the sidebar menu. The Assurances and 
Certifications screen is displayed.
2.	For each form, click on the Incomplete link.
3.	Read the document and enter any required information.
4.	When you have read each document, enter your password and click on 
the checkbox to sign the certification.


Reviewing and Submitting Your Grant Application
When you have completed all of the sections of the Grant application and 
are ready to submit the application, review the application for completeness, 
and then submit the application for processing.
To review and submit your application:
1.	Access the Grant Applicant Home Page.
2.	Click on Work on Un-submitted Applications. The Grant Status: 
Un-submitted Applications screen is displayed, showing a list of your 
un-submitted applications.
3.	Click on Update Application in the Action column for the Grant 
application you want to update or complete. The Application Status 
screen is displayed, showing the sections that are required for this type 
of application. The status of each section is shown as Complete or 
Incomplete.
4.	Click on Review and Submit Application on the sidebar menu. The 
Review and Submit Application screen is displayed. The status of 
sections that are missing information and need to be completed before 
submission is shown as Incomplete. If all of the sections are 
Complete, the Submit Application button is active; if any of the 
sections are Incomplete, the Submit Application button is inactive 
(grayed out).
 
If all of the sections are Complete and the Submit Application button is not 
active, you may not have been assigned the Sign/Submit user role. Authorize 
access to the application to the appropriate user with Sign/Submit permissions. 
See the Authorizing Access to a Grant Application section.
5.	Click on the Incomplete link associated with a section of the Grant 
application to access that section. Click on the designated field(s) and 
enter the missing information. Click on the Save button.



 
Be sure to either Save or Save and Continue before you move from one 
section to another to ensure that the data you entered are saved in e-Grants.
6.	When all of the sections have been completed, click on Review and 
Submit Application on the sidebar menu. The Review and Submit 
Application screen is displayed, showing the status of each section. If 
the status of all of the sections is Complete, the application signature 
box is displayed and the Submit Application button is active.
 
Even though it is not required that you access and review the contents of any 
section that is Complete, it is a good idea to take the time to access the 
Complete sections as well to review the information before submitting the 
Subgrant application.
7.	If needed, change the Federal Fiscal Year by clicking on the Change 
Year button and selecting a different fiscal year.
8.	Enter your password in the Password field, and click on the checkbox 
to sign the application.
 
Your password is the same as the password you use to login to e-Grants.
9.	Click on the Submit Application button. The Submit Application 
Results screen is displayed, confirming that your Grant application 
has been submitted.
10.	Click on the Print Application button to print a hardcopy of your 
application.
 
Even though its not required, its a good idea to print a hardcopy of your 
application for your records.
11.	Click on the Return to Homepage button. The Grant Applicant Home 
Page is displayed.
Authorizing Access to Grant Applications
e-Grants allows you to authorize other e-Grants users to access  
view/print, create/edit, and/or sign/submit  your Grant application. You 
may want to Grant access to other users to allow another user in your office 
to complete or review and edit portions of the Grant application, to permit 
someone in your office other than yourself to sign and submit your Grant 
application, or to allow a user in your FEMA regional office to look at your 
Grant application before you formally submit it. You authorize access to 
your Grant application through the authorize/revoke access function. Note: 
The user must have been granted permission by the State/Tribe to perform 
the roles you select. If the user has not been granted a role by his or her 
State/Tribe, you cannot assign that role to the user.
To authorize access to a Grant application:
1.	Access the Grant Applicant Home Page.
2.	Click on Work on Un-submitted Applications if the Grant 
application has not yet been submitted or Work on Submitted 
Applications if the Grant application has been submitted. The Grant 
Status: Un-submitted Applications or the Grant Status: Submitted 
Applications screen is displayed, showing a list of your Grant 
applications.
3.	Click on View Details in the Authorize/Revoke Access column for 
the Grant application. The Authorize/Revoke Access screen is 
displayed, showing the list of users who currently have access to this 
Grant application.
4.	Click on the Authorize Access button. The Find Registered Users 
screen is displayed. Enter search criteria to locate the user for whom 
you want to authorize access. Click on the Search button. The Search 
Results screen is displayed, showing all of the users who meet the 
criteria you specified.


5.	Click on the radio button next to the user for whom you want to 
authorize access. Click on the Authorize Access button. The Update 
Access screen is displayed.
6.	Click on the appropriate checkboxes to specify the access permissions 
you want to authorize: View/Print, Create/Edit, and/or Sign/Submit.
 
Permissions can be View/Print only, View/Print and Create/Edit, View/Print and 
Sign/Submit, or all three (View/Print, Create/Edit, and Sign/Submit).
7.	Enter a period of time for which you want this authorization to last.
8.	Select the appropriate unit of time from the drop-down menu.
9.	In the Justifications text box, enter any information you want to 
retain concerning your justification for this authorization.
10.	When you have finished, click on the Save and Continue button. The 
Authorize/Revoke Access screen is displayed, showing the user added 
to the list of users who have access to this selected Grant application.
11.	Click on the Authorize Access button to authorize access for other 
users, or click on the Return to Homepage button to return to the 
Grant Applicant Home Page.
To change or update a users access permissions:
1.	Access the Grant Applicant Home Page.
2.	Click on Work on Un-submitted Applications if the Grant 
application has not yet been submitted or Work on Submitted 
Applications if the Grant application has been submitted. The Grant 
Status: Un-submitted Applications or the Grant Status: Submitted 
Applications screen is displayed, showing a list of your Grant 
applications.


3.	Click on View Details in the Authorize/Revoke Access column for 
the Grant application. The Authorize/Revoke Access screen is 
displayed, showing the list of users who currently have access to this 
Grant application.
4.	Click on Update in the Action column for the user whose permissions 
you want to change. The Update Access screen is displayed, showing 
the current setting of the access permissions.
5.	Click on the appropriate checkboxes to change the users access 
permissions for this Grant application.
6.	Enter a period of time for which you want this authorization to last.
7.	Select the appropriate unit of time from the drop-down menu.
8.	In the Justifications text box, enter any information you want to 
retain concerning your justification for this authorization.
9.	When you have finished, click on the Save and Continue button. The 
Authorize/Revoke Access screen is displayed.
10.	Click on the Return to Homepage button to return to the Grant 
Applicant Home Page.
To revoke a users access permissions:
1.	Access the Grant Applicant Home Page.
2.	Click on the Work on Un-submitted Applications if the Grant 
application has not yet been submitted or Work on Submitted 
Applications if the Grant application has been submitted. The Grant 
Status: Un-submitted Applications or the Grant Status: Submitted 
Applications screen is displayed, showing a list of your Grant 
applications.
3.	Click on View Details in the Authorize/Revoke Access column for 
the Grant application. The Authorize/Revoke Access screen is 
displayed, showing the list of users who currently have access to this 
Grant application.
4.	Click on Deny/Revoke in the Action column for the user whose 
permissions you want to change. The Deny/Revoke Access screen is 
displayed, showing the current setting of this users access 
permissions.
5.	Click on the Yes button to confirm that you want to revoke this users 
access to this Grant application. The Authorize/Revoke Access screen 
is displayed. The user has been removed from the list of users who 
have access to this Grant application.
6.	Click on the Return to Homepage button to return to the Grant 
Applicant Home Page.


Working with Submitted Grant 
Applications
Viewing the Status of a Submitted Application
Once you have submitted a Grant application to FEMA, you may monitor its 
status in e-Grants as it is reviewed and either approved or disapproved.
To view the status of a submitted Grant application:
1.	Access the Grant Applicant Home Page.
2.	Click on Work on Submitted Grant Applications. The Grant Status: 
Submitted Applications screen is displayed, showing a list of your 
submitted applications. The current status of each Grant application is 
shown in the Review Status column.
Revising/Amending a Submitted Application
Occasionally, FEMA will request that changes be made to a Grant 
application. e-Grants allows you to easily make revisions to a submitted 
Grant application or request a Subgrant applicant to make the revision and 
re-submit the application to FEMA for reconsideration. You will be notified 
of a request for revisions through an email message from the FEMA 
reviewer.
 
Before you can revise an application that has been submitted to FEMA, FEMA 
must release the application for revision in e-Grants. Contact your FEMA 
regional office before attempting to revise the application to verify that the 
application has been released for revisions by FEMA.


To revise a submitted Grant application:
1.	Access the Grant Applicant Home Page.
2.	Click on Work on Submitted Grant Applications. The Grant Status: 
Submitted Grant Applications screen is displayed.
3.	In the pending tasks at the top of the page, click on Review Revision 
Requests. The Grant applications for which revisions have been 
requested are listed.
4.	Select Review Revision Requests in the drop down list in the Action 
column for the Grant application you want to revise and click on the 
Go button. The Overview screen is displayed.
5.	Click on Update in the Action column to access revisions requested 
for this Grant application. The Overview screen is displayed, showing 
the sections of the application that need to be revised/updated.
6.	Review the revision requested in the Comments from FEMA field.
7.	Click on Update next to a section to revise it. The section is 
displayed.
8.	Click on the field(s) to be revised and enter or select the revised 
information.
 
To add new Subgrant applications to a submitted Grant application or an 
awarded Grant application, select the Subgrant Applications section and click 
on the Add Subgrant Application(s) button.
9.	Click on the Save and Continue button. The Review and Re-Submit 
Application screen is displayed.


10.	If the Subgrant applicant needs to revise a section, click on the 
Release Section radio button near the bottom of the screen and then 
click on the Save and Continue button. The Subgrant application is 
sent back to the Subgrant applicant for revision and resubmission to 
you. Note: The process for revising the Subgrant application is the 
same as it is when you initially reviewed the Subgrant application. See 
the Reviewing a Subgrant Application process.
11.	Continue accessing and revising sections as requested.
12.	When you have revised all of the sections as requested, resubmit the 
application by entering your password in the Password field and 
clicking on the checkbox to sign the application.
 
Your password is the same as the password you use to login to e-Grants.
13.	Click on the Submit Application button. The Submit Application 
Results screen is displayed, confirming that your Grant application 
has been submitted.
14.	Click on the Print Application button to print a hardcopy of your 
application.
 
Even though its not required, its a good idea to print a hardcopy of your 
application for your records.
15.	Click on the Return to Homepage button. The Grant Applicant Home 
Page is displayed.


Changing the Point of Contact for a Submitted Application
The Point of Contact  the person and information listed on the Contact 
Information screen  is the person who will receive email messages about 
the application and the person who will be contacted by FEMA concerning 
the application, if necessary. The Point of Contact may or may not be the 
user who created or submitted the application. The Point of Contact 
information may be changed, if needed, after the application has been 
submitted. Note: To change the Point of Contact information before an 
application is submitted, access the Contact Information screen, and edit 
and save the revised information.
To change the Point of Contact for a submitted Grant application:
1.	Access the Grant Applicant Home Page.
2.	Click on Work on Submitted Grant Applications. The Grant Status: 
Submitted Applications screen is displayed.
3.	Select Edit Contact Information from the drop down list in the Action 
column for the appropriate Grant application. The Edit Contact 
Information screen is displayed.
4.	Click on a field to be revised and enter the new information.
5.	Enter your password in the Password field and click on the checkbox to 
sign the application.
6.	Click on the Submit Contact Information button. The Submission 
Confirmation screen is displayed.
7.	Click on the Return to Homepage button. The Grant Applicant Home 
Page is displayed.


Award Packages
The Award Packages in e-Grants
e-Grants allows you to electronically:
?	Review an award package;
?	Accept or not accept and award package; and
?	View an award package after acceptance
How It Works
When FEMA approves your Grant application for award, an email message 
is sent to the primary and back-up Point of Contact (POC), which you 
provided in the Contact section of the Grant application, notifying the POCs 
that there is an award package in e-Grants.
This is the same type of package FEMA formerly mailed to you using paper 
forms, now in electronic form. The award package has three parts:
?	The Award Letter
?	The Agreement Articles
?	The Obligating Document for Award/Amendment (FEMA Form 76-
10a)
You must review and accept the award package with a password and an 
electronic signature before FEMA will finalize and award the grant.


Reviewing an Award Package
The award package is listed as a pending task in e-Grants with an Approved 
status.
 
Remember, pending tasks, including the awards packages that are ready for 
your review, are shown in the upper part of the screen.
e-Grants allows you to review the award package from FEMA 
electronically. You may also print a copy of the award package.
To review an award package:
1.	From the Grant Applicant Home Page, click on Work on Submitted 
Grant Applications. The Grant Status: Submitted Grant Applications 
screen is displayed.
2.	Select Review Award from the drop down list in the Action column 
and then click on the Go button. The Grant Status: Submitted Grant 
Applications screen is displayed, showing the Grant applications that 
have been approved by FEMA.
3.	Click on Review Award Package in the Action column for the Grant 
application award package you want to review. The Overview screen 
of the Awards section of e-Grants is displayed.
4.	Click on the Grant Application Number to view the Grant 
application.
5.	Click on the Continue button or click on Review Award Packages 
on the sidebar menu. The Review Award Packages screen is 
displayed, showing the award packages that are ready for your review.
6.	Click on Review Package to access the specific award package you 
want to review. The Review Award Package screen is displayed, 
which allows you to view the Award Letter, the Agreement Articles, 
and FEMA Form 76-10a, the Obligating Document for 
Award/Amendment.
7.	Click on each Review Award Package link to view each part of the 
Award Package. While viewing a section of the award package, you 
may click on the Continue to Next Award Package Section button to 
view the next section of the award package. When you are finished, 
click on the Go Back button to return to the Review Award Package 
screen.
8.	Click on the Print Award Package button to print the entire award 
package.
9.	Click on an Application Number to view any of the Subgrant 
applications that were included in the Grant application.
10.	Click on View Details to display the View Cost Estimate screen. The 
View Cost Estimate screen shows the Cost Estimate section for the 
selected Subgrant application.
Accepting an Award Package
Once you have reviewed the Award package, you must either accept or not 
accept the award. You may accept the award as you reviewing the Award 
Package or come back at a later point and accept the award.
Once accepted, the award package is then automatically sent back to FEMA, 
where the Grant is finalized and awarded. When the award package has been 
signed by FEMA, its status is changed to Awarded by FEMA. 
Remember, the grant is not awarded and the funds from FEMA are not 
available to you until you accept the award and FEMA has finalized the 
award package.
 
To accept an award in e-Grants, you must have Sign/Submit selected in your 
user permissions. If you do not have this permission, authorize access to the 
application to the appropriate user with Sign/Submit permissions. See the 
Authorizing Access to a Grant Application section.


To accept an award package:
1.	Display the Review Award Package screen (see Steps 1 through 5 in 
the Reviewing an Award Package process).
2.	Click on the Accepted radio button.
3.	Enter your comments in the Comments field.
4.	Enter your password in the Password field.
5.	Click on the checkbox next to your name to sign the award package.
6.	Click on the Save and Continue button. The Review Award 
Package(s) screen is displayed. The award package is automatically 
sent back to FEMA for final signature.
7.	Click on another link on the sidebar menu or click on Return to 
Home Page to return to the Grant Applicant Home Page.
Not Accepting an Award Package
You may choose not to accept an award for a variety of reasons, including 
the following: the project is no longer appropriate, the matching funds are 
not available, funding was secured through other means, etc. Since funds are 
awarded for specific purposes, if you are not going to use the funds granted 
to you for that purpose, you must not accept the award package. 
 
To not accept an award in e-Grants, you must have Sign/Submit selected in 
your user permissions. If you do not have this permission, authorize access to 
the application to the appropriate user with Sign/Submit permissions. See the 
Authorizing Access to a Grant Application section.



To not accept an award package:
1.	Display the Review Award Package screen (see Steps 1 through 5 in 
the Reviewing an Award Package process). 
2.	Click on the Not Accepted radio button.
3.	Enter your comments in the Comments field.
4.	Enter your password in the Password field.
5.	Click on the checkbox next to your name to sign the award package.
6.	Click on the Save and Continue button. The Review Award 
Package(s) screen is displayed.
7.	Click on another link on the sidebar menu or click on Return to 
Home Page to return to the Grant Applicant Home Page.
Viewing a Submitted Award Package
Once you have accepted an award package, the status of the Award Package 
will be either:
?	Accepted/Not Accepted, which means that the Award Package has 
been sent back to FEMA for finalization; or
?	Awarded by FEMA, which means that the award has been finalized 
by FEMA.
You may view the award package in either status in e-Grants. The award 
package is read only and cannot be modified in any way.


To view a submitted Award Package:
1.	From the Grant Applicant Home Page, click on Work on Submitted 
Grant Applications. The Grant Status: Submitted Grant Applications 
screen is displayed. Pending tasks are listed in the top portion of the 
screen.
2.	In the Awards section of the pending tasks, click on View Award 
Package(s) in the Action column. The Grant Status: Submitted Grant 
Applications screen is displayed, showing the Grant award packages 
that have been accepted/not accepted and submitted to FEMA.
 
You may also locate the award package you want to view in the submitted 
Grant applications matrix in the lower part of the screen. Click on View FEMA 
Award Package in the Action column to access the Overview screen.
3.	Select Review Award from the drop down list in the Action column 
for the Grant application award package you want to view and then 
click on the Go button. The Overview screen is displayed.
4.	Click on View Award Package(s) on the sidebar menu to review the 
award package. The View Award Packages screen is displayed.
5.	Click on View Package in the Action column for the award package 
you want to review. The View Award Package screen is displayed. 
Links to the different parts of the award package and to the Subgrant 
applications included in the award are displayed, as well as the 
comments, the name of the person who submitted the award package, 
and the date signed.
6.	Click on each Award Package link to view each part of the entire 
award package. While viewing a section of the award package, you 
may click on the Continue to Next Award Package Section button to 
view the next section of the award package.
7.	Click on the Print Award button to print the entire award package.
8.	Click on an Application Number to view the sections of a specific 
Subgrant application that has been included in the award package.
9.	Click on another link on the sidebar menu or click on Return to 
Home Page to return to the Grant Applicant Home Page.
To view a finalized Award Package:
1.	From the Grant Applicant Home Page, click on Work on Submitted 
Grant Applications. The Grant Status: Submitted Grant Applications 
screen is displayed.
2.	In the Awards section of the pending tasks, click on View FEMA 
Signed Award Package(s) in the Action column. The Grant Status: 
Submitted Grant Applications screen is displayed, showing the Grant 
award packages that have been signed by FEMA.
3.	Select Review Award from the drop down list in the Action column 
and then click on the Go button. The Overview screen is displayed.
4.	Click on View FEMA Signed Award Package(s) in the sidebar 
menu to review the award package. The View FEMA Signed Award 
Packages screen is displayed.
5.	Click on View Package in the Action column for the award package 
you want to review. The FEMA Signed Award Package screen is 
displayed. Links to the different parts of the Award Package and to 
the Subgrant applications included in the award are shown.
6.	Click on each View Award Package link to view each part of the 
award package. While viewing a section of the award package, you 
may click on the Continue to Next Award Package Section button to 
view the next section of the award package.
7.	Click on the Print Award button to print the entire award package.
8.	Click on an Application Number to view the sections of a specific 
Subgrant application that has been included in the award package.
9.	Click on another link on the sidebar menu or click on Return to 
Home Page to return to the Grant Applicant Home Page.


Quarterly Reports
Quarterly Reports in e-Grants
FEMA requires that you report, quarterly, on the performance and financial 
status of the Grants you have been awarded. The reports are due to FEMA 
no later than 30 days after the end of each Federal fiscal quarter following 
the award date. 
e-Grants allows you to prepare and submit these reports through the 
Quarterly Reports function.
Creating a Quarterly Report
The Quarterly Reports function is activated for a Grant when FEMA 
finalizes the Grant. Once awarded by FEMA, you can access the first 
quarterly report to complete and submit to FEMA. On the first day of each 
quarter, the next quarterly report that is due is activated in your quarterly 
reports matrix.
To create a quarterly report:
1.	Access the Grant Applicant Home Page.
2.	Click on Work on Submitted Grant Applications. The Grant Status: 
Submitted Grant Applications screen is displayed.
3.	In the Submitted Grant Applications matrix, select Manage Grants 
from the drop down list in the Action column for the appropriate 
Grant application and then click on the Go button. The Quarterly 
Reports screen is displayed, showing a list of Quarterly Reports 
required for the Grants, the deadline for each report, and the actions 
you can perform.


4.	Click on Update in the Action column for the report you would like 
to prepare. The Update Quarterly Report screen is displayed.
 
To submit a quarterly report in e-Grants, you must have Sign/Submit selected in 
your user permissions. If you do not have this permission, authorize access to 
the application to the appropriate user with Sign/Submit permission. See 
Authorizing Access to a Grants Application section.
5.	If you will not be submitting a Quarterly Report form in e-Grants, 
click on the Not Electronically Submitted checkbox next to the form 
and then click on the Save button. The Action for that report is 
changed to NES (Not Electronically Submitted).
6.	To prepare a Quarterly Report form in e-Grants, click on Incomplete 
in the Action column for the report you want to work on. The report 
screen for the report you selected is displayed.
7.	Enter the requested information, using the radio buttons or by clicking 
on a field and entering text.
8.	Click on the Save or Save and Continue button.
9.	Click on the Attachments button to attach a document to your report. 
The Attachments screen is displayed. Complete the appropriate fields 
on the screen. Click on the Save and Continue button to attach the 
document to your document. The Document(s) Attached screen is 
displayed.
 
Until you have entered data into all of the required fields, the status of the report 
is Incomplete. When data has been entered into all of the required fields, the 
status of the reports is changed to Complete.
10.	When you have completed the fields, click on the Save and Continue 
button. The Update Quarterly Report screen is displayed.
11.	Click on another report in the Action column to complete another 
report.
12.	When you have finished entering data for each part of the report and 
you have clicked on the Save and Continue button, the Submit 
Report button is activated. 


Updating a Quarterly Report
You may update any section of a quarterly report that you have not 
submitted to FEMA, even if the current status of the report is Complete.
To update a quarterly report:
1.	Access the Grant Applicant Home Page.
2.	Click on Work on Submitted Grant Applications. The Grant Status: 
Submitted Grant Applications screen is displayed, showing a list of 
your pending tasks.
3.	In the Submitted Grant Applications matrix, select Manage Grants 
from the drop down list in the Action column for the appropriate 
Grant application award package and then click on the Go button. The 
Quarterly Reports screen is displayed, listing the quarterly reports for 
that Grant application.
4.	Click on Update in the Action column for the report you would like 
to update. The Update Quarterly Report screen is displayed, showing 
the status of each report you must submit.
5.	Click on the status link (Incomplete or Complete) for the report you 
want to update. The report screen for the report you selected is 
displayed.
6.	Click on the field you want to update and enter the new data.
7.	Click on the Save or Save and Continue button. If you clicked on the 
Save and Continue button, the Update Quarterly Report screen is 
displayed.


8.	If you completed all of the required fields, the Submit Report button 
is activated.
9.	Click on the Save or Save and Continue button if you are not ready to 
submit the report.
Submitting a Quarterly Report
Once you have completed each part of all of the sections of the quarterly 
report, the Submit Report button at the bottom of the screen is activated. 
You must click on the Submit Report button to submit the report to FEMA. 
The report is not automatically submitted to FEMA even if all of the sections 
have been completed.
To submit a Quarterly Report:
1.	From the Update Quarterly Report screen for the report you want to 
submit, verify that each section of the report has been completed 
correctly by accessing each section and reviewing the information 
entered. Click on the Save button if you change the data in any field.
2.	Click on the Save and Continue button. The Update Quarterly Report 
screen is displayed with the Submit Report button activated.
3.	To submit the report, enter your password in the Password field. 
Click on the checkbox next to your name to sign the report.
4.	Click on the Submit Report button. Your Quarterly Report is 
submitted to FEMA. The Quarterly Report Results screen is 
displayed, showing the Status of the Quarterly Report as Submitted 
to FEMA and the date on which it was submitted.


Revising a Submitted a Quarterly Report
You may revise a Quarterly Report that you have submitted. You may want 
to revise a submitted Quarterly Report because you need to change the 
information provided in the report or because FEMA has requested that you 
revise the report.
If you discover that you need to revise a Quarterly Report you have 
submitted, you need to request that the report be sent back to you by FEMA.
To revise a submitted quarterly report:
1.	Access the Grant Applicant Home Page.
2.	Click on Work on Submitted Grant Applications. The Grant Status: 
Submitted Grant Applications screen is displayed.
3.	In the submitted Grant application matrix, select Manage Grants 
from the drop down list in the Action column for the appropriate 
Grant application and then click on the Go button. The Quarterly 
Reports screen is displayed, listing your quarterly reports.
4.	Locate the Quarterly Report you have submitted and click on Request 
Revision in the Action column. The Request Revision for Quarterly 
Report screen is displayed. Follow the instructions on the screen to 
have the report returned to you to be revised.
If FEMA requests that you revise a Quarterly Report, you will be notified by 
email of the request and the report will be listed on your Quarterly Reports 
screen.
To revise a submitted quarterly report:
1.	Access the Grant Applicant Home Page.
2.	Click on Work on Submitted Grant Applications. The Grant Status: 
Submitted Grant Applications screen is displayed.
3.	In the submitted Grant application matrix, select Manage Grants 
from the drop down list in the Action column for the appropriate 
Grant application and then click on the Go button. The Quarterly 
Reports screen is displayed, listing your quarterly reports.
4.	Locate the report that has been released by FEMA for revisions within 
the quarterly reports matrix. The status of the field will be Revision 
Requested by FEMA and the Update link is activated.
5.	Click on Update in the Action column for the report you would like 
to revise. The Update Quarterly Report screen is displayed. The 
revisions requested and deadline for the revisions are shown at the top 
of the screen.
6.	Click on Complete in the Action column for the report you need to 
revise. The report screen is displayed.
7.	Revise the information as requested by clicking on the appropriate 
field and entering the revised information or selecting a radio button.
8.	When you have made all of the requested revisions to the report as 
requested by FEMA, click on the Save and Continue button. The 
Update Quarterly Report screen is displayed. The Resubmit Report 
button is activated.
 
Remember. If you change any information you must click on the Save or the 
Save and Continue button to save your new data before leaving the screen or 
your new data will be lost.
9.	To resubmit the report, enter your password in the Password field. 
Click on the checkbox next to your name to sign the report. Click on 
the Resubmit Report button. Your report is resubmitted to FEMA.






	
FEMA Mitigation e-Grants System	i	Version 2.07.03
Grant Applicant Quick Reference Guide 		October 5, 2006