OFFICE OF LOCAL DEFENSE COMMUNITY COOPERATION 

Grantee Guide (5.0)

OLDCC Grantee Guide (5.0) 

FEBRUARY 2022 - FORMAT UPDATE ONLY 

This version of the OLDCC Grantee Guide (5.0) contains the same instructions, text, and 

screenshots as the version previously provided in May of 2021. This update was for a design and 

layout update only. 

OFFICE OF LOCAL DEFENSE COMMUNITY COOPERATION 

Grantee Guide (5.0)

Contents 

Introduction .............................................. Introduction-1 

The Office of Local Defense Community Cooperation (OLDCC) ............... Introduction-1 

OLDCC Grants Portal .......................................................... Introduction-1 

OLDCC Grants Portal Benefits ............................................. Introduction-1 

Grant Workflow ................................................................ Introduction-3 

Home Page .....................................................................Introduction-4 

Grants Management ....................................................... Introduction-5 

Grant Reports .............................................................. Introduction-5 

Header Links ................................................................... Introduction-7 

Blue Menu Bar .............................................................. Introduction-7 

Home ....................................................................... Introduction-7 

www.oldcc.gov ............................................................. Introduction-7 

System Navigation .................................System Navigation-1

Navigation Links .........................................................System Navigation-1

Locked Grant or Activity .................................................System Navigation-1

Different Views ..........................................................System Navigation-2

Split Screen ...........................................................System Navigation-2

Disable and Enable Docks ............................................System Navigation-3

Hide Instructions ........................................................System Navigation-4

System Rules and Features ...............................................System Navigation-5
Table of Contents

Payments .................................................... Payments-1

PaymentInformation ............................................................. Payments-1

Grant Payments ............................................................... Payments-1

OLDCC Grants Portal Forms ...................................................... Payments-2

SF 270 or SF 271 Preparation and Submission.....................................Payments-3

SF 270 or SF 271 Preparation ..................................................Payments-3

SF 270 or SF 271 Submission ..................................................Payments-3

Disclaimers ....................................................................Payments-4

Login & Password .....................................................A-1 

OLDCC Grants Portal ......................................................................A-1 

Community Roles ..........................................................................A-2

Initial Login.................................................................................A-3 

Community User Completes Registration ..............................................A-3 

Returning Users ........................................................................A-5 

Password Help .............................................................................A-8 

Forgotten Password ....................................................................A-8 

Changing Password................................................................... A-10 

Proposed Grants Tab .................................................B-1

Proposed Grants Tab Layout ...............................................................B-1

Contacting OLDCC.........................................................................B-1

Verify Organization Profile.................................................................B-2

Filling Out an Application ..................................................................B-3

Main Details ............................................................................B-3

Application (SF 424) Tab ................................................................B-4

Application Narrative Tab ..............................................................B-7

Budget Tab ............................................................................B-11

Completing the Budget Worksheet ...................................................B-13 

Budget Worksheet for Non-Construction Grants......................................B-15 

Budget Worksheet for Construction Grants...........................................B-20 

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Page 3 Table of Contents

Filling out the SF 424A. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-22 

Filling out the SF 424C...............................................................B-26 

Assurance and Certifications Tab..................................................... B-28

Submitting an Application to OLDCC .................................................... B-30

OLDCC Review of Application ........................................................... B-31

Revisions Required ................................................................... B-31

Submitting for Final Signature............................................................ B-33

Primary Delegated Authority Signature .............................................. B-33

Authorizing Official Signature ........................................................ B-34

OLDCC Review ....................................................................... B-35

Awarded Grants Tab ..................................................C-1 

Awarded Grants Tab Layout................................................................ C-1 

Financial Summary (Burn Rate).............................................................C-3 

Grant Agreements & Closeout Tab....................................D-1 

Grant Agreements & Closeouts Tab Layout ................................................D-1 

Completing a Grant Agreement ............................................................D-1 

OLDCC Creates and Reviews Grant Agreement ........................................D-2

Authorizing Official Review ............................................................D-2

Completing a Closeout .................................................................... D-5 

Notification of Closeout Letter ........................................................ D-5 

Viewing the Closeout Activity ......................................................... D-5 

Grant Reports Tab .................................................... E-1

Grant Reports Section Layout.............................................................. E-1

Completing a Performance Report ......................................................... E-2

Grantee Completes Performance Report............................................... E-2

Activity Details....................................................................... E-3 

Objectives and Accomplishments ..................................................... E-3 

Project Expenses ..................................................................... E-4 

Additional Information ............................................................... E-6 
Table of Contents

Grantee Submits Performance Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E-6

OLDCC Review ......................................................................... E-7

Revisions Required ..................................................................... E-7

Completing a Final Performance Report ................................................... E-9

Grantee Completes Final Performance Report ......................................... E-9

Authorizing Official Review ........................................................... E-11

OLDCC Review ........................................................................E-12

Revisions Required (PDA)..............................................................E-12

Revisions Required (AO) ...............................................................E-13

Federal Financial Report .................................................................. E-14

Grantee Completes Federal Financial Report.......................................... E-14

Activity Details...................................................................... E-15 

Authorizing Official Review ........................................................... E-17

OLDCC Review ........................................................................ E-19

Revision Required (PDA)............................................................... E-19

Revisions Required (AO) ...............................................................E-20

Grant Amendments Tab .............................................. F-1

Grant Amendments Tab Layout ............................................................ F-1

Amendment Types ......................................................................... F-2

Creating a New Amendment ............................................................... F-4

Budget Adjustment Tab................................................................. F-7

Budget Reallocation Example ......................................................... F-7 

Authorizing Official Review ............................................................ F-9

OLDCC Review ........................................................................F-10

Grant Deliverables Tab ...............................................G-1 

Grant Deliverables Tab Layout .............................................................G-1 

Completing a Grant Deliverable............................................................G-1 

Project Manager Review ...............................................................G-2

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Page 5 Table of Contents

 

Kick Off Meetings Tab ................................................H-1 

Kick Off Meetings Tab Layout..............................................................H-1 

Completing a Kick Off Meeting ............................................................H-1 

Supplemental Grant ...................................................I-1 

Project Manager Creates Supplemental.....................................................I-1 

Grantee Completes Application .............................................................I-1 

Supplemental Review .......................................................................I-3 

OLDCC Review ..........................................................................I-3 

Authorizing Official Review .............................................................I-3 

Appendices ........................................................... J-1 

Acronyms .................................................................................. J-1 

User Roles .............................................................................. J-1 

Program Types.......................................................................... J-1 

Other ................................................................................... J-1 

List of Grantee Emails ...................................................................... J-2

File Upload ................................................................................. J-3 

Notes Tool.................................................................................. J-5 

Printing From the Notes Tool ........................................................... J-6

OFFICE OF LOCAL DEFENSE COMMUNITY COOPERATION 

Grantee Guide (5.0)

Introduction 

THE OFFICE OF LOCAL DEFENSE COMMUNITY COOPERATION (OLDCC) 

The Office of Local Defense Community Cooperation (OLDCC), in coordination with the other 

Federal Agencies, delivers a program of technical and financial assistance to enable states and 

communities to: 

 Plan and carry out civilian responses to workforce, business, and community needs arising 

from Defense actions; 

 Cooperate with their military installations and leverage 

public and private capabilities to deliver public 

infrastructure and services to enhance the military 

mission, achieve facility and infrastructure savings as well 

as reduced operating costs; and 

 Increase military, civilian, and industrial readiness and 

resiliency, and support military families. 

Note that the FY21 National Defense Authorization Act 

changed the Office of Economic Adjustment (OEA) to the Office 

of Local Defense Community Cooperation (OLDCC). Any 

references to OEA within this manual (in screenshots, etc.) will be updated as soon as possible. 

OLDCC GRANTS PORTAL 

The OLDCC Grants Portal (often referred to as EADS II or SmartSimple) is designed to 

improve management of projects and grants from inception to closure. The portal is built using 

SmartSimple’s GMS360° platform, an industry leading information management software that 

provides support to major grant and research institutions in North America and Europe. 

OLDCC Grants Portal Benefits

The OLDCC Grants Portal provides: 

 A seamless interface for improved collaboration between OLDCC and the grantee 

community. 
Section 2 - Introduction

 

 Improved overall user experience so that time and resources are freed from mundane, 

repetitive tasks. 

 Improved service delivery. 

 Improved interface with access to all of the forms needed to complete the application 

process, request amendments, and submit deliverables and reports.

TERMS & CONDITIONS: 

All users should be familiar with OLDCC’s Grant Terms and Conditions and reference them

as needed. Access Ts&Cs at this link: https://oldcc.gov/grant-terms-and-conditions

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Page 3 Section 2 - Introduction

GRANT WORKFLOW 

The flowchart below illustrates the steps involved (from both OLDCC and the applicant/grantee) 

in submitting a grant application, completing a Grant Agreement, and completing an obligation. 

Refer to this flowchart when moving from step to step in the grant process. Note that items such 

as reports and closeouts are not on this flowchart. 
Section 2 - Introduction

HOME PAGE 

The user interface displays activities that are assigned to the community. Community Contacts 

(CC) and Authorizing Officials (AO) will both see the same view. 

The portal includes the following features: 

 Grant applications and grant activities displayed as tabs.

 Tabs organized in a chronological order to follow the community process between grant 

application, grant award, and grant activities. 

 Quick access links to the OLDCC website and payment forms.

 Quick access links for viewing PDFs of submitted applications or a Grant Agreement.

The user will see the image below on their home page after logging into the OLDCC Grants Portal 

as a first time applicant or a returning grantee. 

NOTE: 

When completing tasks inside the portal, the user will sometimes need to click Home in the 

upper right-hand corner or the OLDCC logo to get back to the main screen.

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Page 5 Section 2 - Introduction

Grants Management

The Grants Management section is the main hub of the OLDCC Grants Portal for grantees. This is 

where applications can be found and grant activities completed. 

There are six (6) tabs in the Grant Management section:

 Proposed Grants: Contains all grant applications that the grantee is working on or has 

submitted to OLDCC.

 Awarded Grants: Contains awarded grant applications, including supplemental grants. 

 Grant Agreements & Closeouts: Contains the Grant Agreement and closeout activities for 

all awarded grants that are assigned to the grantee. 

 Grant Amendments: Contains all amendments for all awarded grants. 

 Grant Deliverables: Contains all deliverables for all awarded grants assigned to the 

grantee. 

 Kick Off Meetings: Contains a list of the meetings that the grantee has been included on 

for all awarded grants. 

Grant Reports 

Previously, grantees accessed reports in the Grants Management section and all reports were 

grouped together. The Grant Reports section was created to improve visibility for upcoming due 

dates and easier access to reports that need revisions. 

There are seven (7) tabs in the Grant Reports section:

 Upcoming Reports: Reports that are due within the next 30 days. 

 Reports Past Due: Reports that have gone over the due date. 

 Revisions Required: Reports that were returned by the PM and need revisions from the 

grantee. 

 Submitted to AO: Reports that are waiting for AO review. 

 Under Review: Reports that are waiting for OLDCC review. No action is required from the 

grantee. 

 Future Reports: Reports that are due in more than 30 days. 

 Historic: Reports that have been completed and approved. 
Section 2 - Introduction

Each report tab contains the Grant Name, Grant Number, Activity Type, Due Date, Report Period, 

and Status to help users identify the required grant. See Section E for instructions on completing a 

grant report. 

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Page 7 Section 2 - Introduction

HEADER LINKS 

The following links appear in the top right-hand corner of all OLDCC grantee profiles. Use the links 

to navigate the system and access additional information. 

Blue Menu Bar

 Organization Profile

• Open to edit the organization’s address, EIN, DUNS, etc. 

 Training

• Contains PDF versions of the Grantee Guide (5.0) to the OLDCC Grants Portal. 

 IT Security Policy

• Contains a copy of the OLDCC IT Security Policy (Rules of Behavior).

 Drop-down with User Name

• Users can access their profile, change their password, and logout from here. 

Home

Clicking the first tab, Home, will return the grantee to the main screen as they are navigating the 

portal. Clicking the OLDCC logo in the top left also returns the user to the main screen. The main 

screen contains the Grants Management and Grant Reports sections. 

www.oldcc.gov

The second tab, www.oldcc.gov, links directly to the OLDCC homepage by opening in a new tab or 

window, depending on the web browser. 
Section 2 - Introduction

Payment Forms

The third and final tab, Payment Forms, will open the screen below. Clicking an icon will bring up 

one of three blank Payment Forms: SF 270, SF 271, and SF 3881. The forms will open up within 

the OLDCC window. 

Click Payment Forms in the main menu to go back to the screen with all three forms listed. See 

Section 4 for more information on payments. 

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OFFICE OF LOCAL DEFENSE COMMUNITY COOPERATION 

Grantee Guide (5.0)

System Navigation

The OLDCC Grants Portal (often referred to as EADS II or SmartSimple) is designed to improve 

management of projects and grants from inception to closure. This section contains instructions 

and tips for using the portal’s navigation features. 

NAVIGATION LINKS 

When the user has an activity open, they can click Grant in the navigation links at the top of the 

screen to go back to the main grant page. 

LOCKED GRANT OR ACTIVITY 

The notification below will appear when two users have the same grant or activity open. The 

second user can view the activity, but not make any changes, until the first user exits. The name of 

the first user will appear on the notification.
Section 3 - System Navigation

DIFFERENT VIEWS 

Split Screen

When the user has an activity (reports, deliverables, etc.) open, they have the option to view the 

grant at the same time using the Split Screen mode. 

1. Click the Actions menu then select View Grant in Split Screen. 

2. The screen will change so that the grant is on the left and the grant activity is on the right. 

3. To go back to the normal view, click Close on the grant’s left-hand panel. 

a. If the X is hidden, click the arrow so that the small menu closes and the X can be selected. 

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Page 3 Section 3 - System Navigation

Disable and Enable Docks

When the user has a grant or activity (reports, deliverables, etc.) open, they have the option to 

open the dock. 

1. Click Enable Dock on the small menu in the upper right-hand corner. 

2. The dock will have different information to view, depending on whether the user is working 

on a grant or activity. 

a. For grants, the dock will have the option to view Notes, Contacts, or More (containing 

information such as EIN). 

b. For activities, the dock will have the option to view Notes or activities in greater detail. 

3. Click Disable Dock in the upper right-hand corner to close the dock. 
Section 3 - System Navigation

HIDE INSTRUCTIONS 

Instructions can be hidden to save on screen space. Be sure to hide only after reading and 

reviewing the provided information. There are two options for hiding instructions. 

1. Click Hide Instructions on the small menu in the upper right-hand corner. 

2. Click the minus (-) sign in the top right corner of the gray space. 

a. The instruction box will shrink. 

b. Click the plus (+) sign to open the instructions again if needed. 

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Page 5 Section 3 - System Navigation

 

SYSTEM RULES AND FEATURES 

1. When users are logged into the OLDCC Grants Portal, multiple tabs within the same 

browser type can be opened at a time. 

2. Per DoD policy, the OLDCC Grants Portal will log the user out automatically after 15 

minutes of inactivity. The portal will provide a 30 second warning when the session is about 

to time out. 

3. After logging in to the portal, any notifications will be accessible in the upper right-hand 

corner. 

4. All sections with a red asterisk require information before the system will move to the next 

status in the workflow.
Section 3 - System Navigation

5. Hover over question marks throughout the system for a pop-up explanation of the field 

being completed. 

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OFFICE OF LOCAL DEFENSE COMMUNITY COOPERATION 

Grantee Guide (5.0)

 

Payments

The payments section contains information on what information the OLDCC Grants Portal 

provides and how grantees prepare and submit Standard Forms. 

PAYMENT INFORMATION 

Grant Payments

Grantees should refer to NOA Section 5 to determine the Federal Award Date. Utilize the 

applicable grant payment guidance dependent upon the Federal Award Date occurring prior to or 

after 6/1/2019.

Grant Payments Guidance for Federal Award Date AFTER 6/1/2019:

 Grant payments will be processed through the U.S. Department of Health and Human 

Services Payment Management System (PMS).

 Due to the requirements of Chapter 19 of Volume 10 of the Department of Defense (DoD) 

Financial Management Regulation, 7000.14-R, grantees are required to submit Standard 

Form (SF)-270 (non-construction) SF-271 (construction) to the Grantor AND submit a 

payment request within PMS for all payments. Any funds paid to the grantee in excess of 

the approved payment amount will constitute a debt to DoD.

 Current PMS Users: For organizations that currently use PMS for a grant awarded by 

another Federal Agency, a new PMS account number will be created for this Grant. 

Everyone that currently has access to PMS will need to submit an Update Privileges request 

in PMS to gain access to this account.

 New PMS Users: For organizations that do not currently use PMS, the staff will need to 

gain access to PMS and enter banking information. Access can be requested at https://pms.

psc.gov. Instructions for requesting access and entering banking details can be found on 

the same website under the “Grant Recipients” tab. In addition, organizations will need to 

complete PMS training. For a list of training dates, please go to https://pms.psc.gov/training/

grant-recipient-training.html. 
Section 4 - Payments

 

OLDCC GRANTS PORTAL FORMS 

Payments are currently made outside of the OLDCC Grants Portal following the steps on page 

Payments-3. The OLDCC Grants Portal contains a copy of the Standard Forms for convenience 

only. 

1. Navigate to the Payment Forms tab of the OLDCC Grants Portal to access the forms. 

a. SF 270

b. SF 271

a. SF 3881 (Automated Clearing House/ACH Form)

2. Prior to submitting the payment request, verify the following:

a. The organization’s information in SAM (System for Award Management, https://www.

sam.gov): 

i. Legal Name 

ii. DUNS Number

iii. Bank Account Number 

iv. Routing Number

b. That the SF 3881 OLDCC has on file matches the information on SAM. 

NOTE: 

If the award was issued prior to June 2019, contact OLDCC as soon as possible if any

changes are made to the organization’s bank account information or SAM.

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Page 3 Section 4 - Payments

 

SF 270 OR SF 271 PREPARATION AND SUBMISSION 

SF 270 or SF 271 Preparation

Grantees must submit current OMB-approved Standard Forms to request payment. First, review 

NOA Section 3 to determine the Type of Award. Then utilize the appropriate set of directions to 

prepare the payment request. 

 Non-Construction

• Grantees with non-construction grants should complete and sign Standard Form (SF) 

270, “Request for Advance or Reimbursement.” Refer to OLDCC’s presentation “Grant 

Payment Process: Successfully using the SF-270 to receive timely payments” for detailed 

instructions. SF-270, Section 7 must include the Federal Award Identification Number 

(FAIN) provided in the NOA’s Section 10.

 Construction 

• Grantees with construction grants should complete Standard Form (SF) 271, “Outlay 

Report and Request for Reimbursement for Construction Programs.” The instructions 

for this form are on the 2nd page of the SF-271 PDF file. The Adobe Acrobat Pro form 

is “fillable.” This will allow users to type into the form and as data is entered, the form 

will autofill and calculate sums. SF-271, Section 7 must include the FAIN provided in 

the NOA’s Section 10. Upon completion print, sign, and date the form. The signed form 

should be scanned and saved as a PDF file.

SF 270 or SF 271 Submission

Follow the steps below to complete the submission of the SF 270 or SF 271. Additionally, grantees 

must simultaneously complete a payment request within PMS. For that action, follow these 

instructions: https://pms.psc.gov/pms-user-guide/accessing-pms.html

1. Once the correct form (SF 270 or SF 271) is completed, signed, and scanned as a PDF, the 

grantee should attach it to an email and submit it via email to: oea.ncr.oea.mbx.oea-pms@

mail.mil. 

a. Include the Federal Award Identification Number (FAIN) and grant title in the subject 

line. 

b. Copy the assigned OLDCC Project Manager. 

2. Users will receive an automated email acknowledging receipt of the payment request.
Section 4 - Payments

 

NOTE: 

After submission, all inquiries into the status of a grant payment should be directed to the

same email as submissions (oea.ncr.oea.mbx.oea-pms@mail.mil). Generally grantees are

paid within ten (10) business days after submission to Defense Finance and Accounting

Service (DFAS). Allow ten (10) calendar days after submission of a payment before

following up with the OLDCC Project Manager.

Disclaimers

 Due to the requirements of Chapter 19 of Volume 10 of the Department of Defense (DoD) 

Financial Management Regulation, 7000.14-R, grantees must obtain Grantor approval 

through the successful submission and approval of SF-270 or SF-271 prior to receiving 

payment. Any funds paid to the grantee in excess of the approved payment amount will 

constitute a debt to DoD.

 All payments shall be made by electronic fund transfers to the bank account registered in 

System for Award Management (SAM) at https://www.sam.gov/portal/SAM/. The grantee 

agrees to maintain its registration in SAM including information necessary to facilitate 

payment via Electronic Funds Transfer (EFT). Should a change in registry or other incident 

necessitate the payment to an account other than that maintained in SAM, it is the grantee’s 

responsibility to notify the Federal Agency Points of Contact identified in Section 19 of 

the Notice of Award, and obtain a modification to this Grant reflecting the change. The 

Government shall not be held responsible for any misdirection or loss of payment which 

occurs as the result of a grantee’s failure to maintain correct/current EFT information within 

its SAM registration.

 The Grantor will reject all payment requests submitted without the Federal Award 

Identification Number (FAIN).

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OFFICE OF LOCAL DEFENSE COMMUNITY COOPERATION 

Grantee Guide (5.0)

Login & Password

OLDCC GRANTS PORTAL 

The OLDCC Grants Portal only requires a user name and password to authenticate and allow 

access to the system. Passwords must be changed before the first log in and every 60 days. 

Community users (Authorizing Official, Primary Delegated Authority, Community Contact) must 

first be added to the system by OLDCC staff before they can access the OLDCC Grants Portal. 

Once users are successfully in the system, the OLDCC Grants Portal can be accessed one of two 

ways: 

1. Open a new internet browser and enter: https://oeagrants.osd.mil

a. The OLDCC Grants Portal can be accessed in all major web browsers: Chrome, Firefox, 

and Internet Explorer. Chrome and Firefox are recommended as IE blocks some images 

and icons in the portal. 

b. Note that Chrome requires files to be saved. 

2. Open via the OLDCC homepage: http://www.oldcc.gov

a. Click Manage Your Grant. 

b. Click OLDCC GRANTS PORTAL when the new page appears. 
Section A - Login & Password

COMMUNITY ROLES 

Access and edit rights in the OLDCC Grants Portal are defined by the role a user is assigned. 

Access to the OLDCC Grants Portal is controlled via username and password to ensure only 

authorized users are performing certain actions at given times. 

Users CANNOT be assigned multiple roles or the workflow will be interrupted. For example, 

a user assigned the roles of AO and CC will not be able to see the AO’s buttons as the system 

defaults to the lowest permission. 

 Authorizing Official (AO)

• The Authorizing Official role is given to the community user who is ultimately responsible 

for the overall grant. 

• There can be only one AO for a community at any given time. 

• The AO must have the legal authority to enter into financial agreements on behalf of the 

organization. 

• The AO is the only user with rights to sign the documents to receive any agreed upon 

funding. 

• The AO has the authority to sign and approve grant applications as well as amendments, 

the Final Performance Report, and Federal Financial Reports on behalf of the 

organization. 

 Primary Delegated Authority (PDA)

• The PDA is a specific Community Contact who is responsible for completing the 

application, any requested application revisions, and performing the day-to-day actions 

(including reports) once a grant has been awarded. 

• The PDA is the counterpart to the PM on the community side. 

• The term “Delegated Authority” means that they are entrusted by the AO to complete 

actions with respect to OLDCC grants on behalf of the community. 

• An organization can have more than one person with the role of Delegated Authority, but 

only one “Primary” DA at any given time.

 Community Contact (CC)

• The Community Contact role is given to all users on the community side who are 

authorized by the AO to work on a grant or application. 

• All Community Contacts must be approved by the OLDCC Project Manager and added to 

the grant before access is granted.

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Page 3 Section A - Login & Password

INITIAL LOGIN 

The OLDCC Project Manager (PM) assigned to the community organization will add community 

users as contacts. Once the PM’s part is complete, the community user will receive an email to 

complete the steps below. 

Community User Completes Registration

1. Open the email with the temporary password. Click on the long link in the email instead of 

going directly to the portal. 

a. This link is only good for one use. Once the account is set up following the instructions 

below, the user should navigate directly to the portal to log in. 

2. The OLDCC IT Security Policy (Rules of Behavior) will appear. Acknowledgment and 

acceptance of these rules is required before use of the system will be granted.

3. Click Accept. 

4. The system will present a reCAPTCHA authentication and ask the user to set a unique 

password. 

a. The purpose of reCAPTCHA is to determine that the first time user entering the system 

is a real person and not a computer bot. 

5. Click the box next to “I’m not a robot” then click Submit. 
Section A - Login & Password

6. The reCAPTCHA will appear. Follow the directions to select the correct squares. 

7. After the reCAPTCHA is completed, the OLDCC Grants Portal will appear. 

a. Bookmark the login page for future use.

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Page 5 Section A - Login & Password

PASSWORD POLICY 

When making a new password, keep in mind that the Department of Defense (DoD) 

mandates that all passwords adhere to the following rules: 

 At least one uppercase letter 

 At least one lowercase letter 

 At least one number

 At least one special character (!@#$%^&*)

 Have a minimum of 15 characters 

 Passwords must be changed every 60 days

Returning Users

Once the community user has been successfully added to the system, they can continue to access 

the system by following the steps below. 

1. Click on the link from the www.oldcc.gov homepage or type in the URL (http://oeagrants.osd.

mil). 

2. Read the conditions and click the check box next to “I have read & consent to terms in IS 

user agreement.” The login fields will then appear. 
Section A - Login & Password

CERTIFICATES AND ADVANCE SETTINGS: 

The OLDCC Grants Portal has a server certificate that was issued by DoD, not a publicly

recognized certificate authority. For this reason, the browser will likely alert community

users that they may be accessing a harmful site. The site is not harmful. 

1. Most browsers will have a screen similar to the one below. Click on the Advanced button. 

2. Click Add Exception. 

3. Add “oeagrants.osd.mil” and/or “https://oldcc.gov” as an accepted site. 

4. Community users should reach out to their internal IT department if this method doesn’t 

solve the problem. 

5. See Wikipedia (https://en.wikipedia.org/wiki/Certificate_authority) for more information. 

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Page 7 Section A - Login & Password

If those instructions don’t work, the browser history likely needs to be cleared first. Follow

the steps below.

1. Open the browser and navigate to oeagrants.osd.mil. 

2. Click Advanced. 

3. If there is no link in the text that appears under Advanced, open the browser’s history and 

clear all browsing data. 

4. Close the browser then open a new window. 

5. Navigate to oeagrants.osd.mil. 

6. Click Advanced. 

7. There should now be a link that says Proceed to oeagrants.osd.mil (unsafe). 

8. The link is safe, click to proceed. 
Section A - Login & Password

 

 

PASSWORD HELP 

Community users can follow the directions below for passwords that need to be changed or were 

forgotten. 

NOTE: 

NEVER provide password or account information to another individual. Doing so is a violation 

of DoD policy and could result in account suspension. 

Forgotten Password

1. Go to the main login screen for the OLDCC Grants Portal and click on the Forgot Password

link. 

2. A pop-up window will appear, requesting the user’s email address.

3. Click Submit. 

a. This will send an email with a link to reset the password. 

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Page 9 Section A - Login & Password

4. Click on the long link in the body of the email.

a. Copy and paste the address into an internet browser if the link isn’t working.

5. Follow the password policy on Page A-5 to create a new password. 

6. Click the box next to I’m not a robot then click Submit. 
Section A - Login & Password

 

Changing Password

1. Passwords must be changed every 60 days, or when reset by a Project Manager. 

2. Enter the email associated with the account. 

3. Enter the current password, or the one that was provided when reset. 

4. Enter the new password and confirm that it matches. 

5. Click Submit. 

6. At this point, the user should be able to get back into the system. 

NOTE: 

For any of the following errors, reach out to the OLDCC Project Manager or Grants

Management Specialist for assistance.

1. Applicant/grantee did not receive a password after clicking reset password link.

2. Applicant/grantee did not receive a password even after #1 was addressed. 

3. Applicant/grantee received a password, but still can’t log in.

4. The applicant/grantee used a different email than the one OLDCC used to create the 

account. 

5. The applicant/grantee cannot access the portal. (First, verify that certificates are allowed 

following the steps on Page 6.)

6. The AO cannot see certain buttons. 

Page 10
OFFICE OF LOCAL DEFENSE COMMUNITY COOPERATION 

Grantee Guide (5.0)

Proposed Grants Tab

PROPOSED GRANTS TAB LAYOUT 

The Proposed Grants tab contains all grant applications that the grantee is working on or has 

submitted to OLDCC. This is where any changes or additions will be made if the Project Manager 

(PM) sends the application back during review. For any new grant applications, the grantee must 

be invited by the PM to submit an application (this includes supplemental grants).

A grant is officially awarded when the Director approves a Grant Agreement, not an application. 

It is possible for a community to turn down an award after it has been approved by the Director. If 

the community’s Authorizing Official does not return a signed Grant Agreement, no money will be 

obligated.

Community users are “applicants” until a grant is awarded, then they become “grantees.” 

CONTACTING OLDCC 

To reach out to OLDCC with questions on a specific program, use the following two options: 

1. Click the Our Programs drop-down menu then click Program Overview. Select the desired 

program type and use the contact information at the bottom.

2. Click 

Contact Us. 
Section B - Proposed Grants Tab

 

VERIFY ORGANIZATION PROFILE 

Once OLDCC has completed their review of a grant request and approved it, they will send an 

application invitation email to the PDA. The application will also show up under the Proposed

Grants tab.

Before completing the grant application, the PDA should complete or verify their organization’s 

profile by following the steps below. 

1. Click the Organization Profile link located in the upper right-hand corner of the screen. 

2. The organization page will appear. 

3. The Profile Information tab has two sections for data entry. The top section contains basic 

location details, while the bottom section, Administration, is where the EIN and DUNS 

numbers can be found. 

4. The Contacts tab contains a 

list of all contacts currently 

assigned to the organization. 

This tab cannot be edited 

by the community user. If 

contacts are out of date, 

contact the Project Manager. 

5. Enter or verify the following 

information: Address, EIN 

Number, DUNS Number, and 

Legal Name. 

a. When entering the address, be sure to enter all nine digits of the zip code. 

b. These details must match what’s entered in System for Award Management (www.SAM.

gov) or OLDCC will be unable to process the award.

Page 2
Page 3 Section B - Proposed Grants Tab

 

 

FILLING OUT AN APPLICATION 

The following instructions give detailed steps for an existing grantee or new applicant to follow 

when filling out a new grant application. 

1. All grants that have not been awarded will be under the Proposed Grants tab.

2. Click Open next to the grant to be edited. 

a. The grant application will be in “Draft” status. 

3. There are four tabs to complete before the grant application can be submitted to OLDCC for 

review. The tabs are Application (SF 424), Application Narrative, Budget, and Assurances 

and Certifications, all located under the Main tab.

a. The Contacts tab is managed by the Project Manager. If the users that the PM assigned 

to the application are wrong, contact the PM with details on what should be updated. 

Main Details

The basic application details will be on the top half of the Main tab. 

1. Review each item and verify the information is correct. 

2. Click Open next to View Grant Application to see a preview of the grant application. 

a. This window will have the option to export in PDF. 
Section B - Proposed Grants Tab

Application (SF 424) Tab

The Application (SF 424) tab contains basic grant information. 

1. Enter required information into the Application (SF 424) tab. Sections with a red asterisk are 

the only ones required by the system, but some grants may need more sections completed. 

2. The following list contains further details on what information each section needs. Hovering 

over section titles will also show additional information. 

Page 4
Page 5 Section B - Proposed Grants Tab

 Type of Submission

 Type of Application

• Continuation is for supplemental grants. 

 State Use Only

• Only enter information if it applies for this particular grant. 

 ApplicantInformation

• Catalog of Federal Domestic Assistance Number 

• Proposed Start Date and Proposed End Date

• Funding Opportunity Number

• Funding Opportunity Title 

• Competition Identification Number

• Competition Title 

• Areas Affected by Project

• Descriptive Title of Applicant’s Project

• Type of Applicant 

• Congressional District of Applicant 

 Grants can cross several districts. 

 Grantees can choose more than one district. 

• Congressional District of the Program/Project

 Estimated Funding

• Funding Amounts 

 At this point, the system has no validations to ensure matching totals. 

 Enter funds requested from OLDCC in these fields: Federal, Applicant, State, Local, 

Other, and Program Income. 

 Enter “0” for the dollar amount if the amount is unknown. Otherwise, the system will 

not move forward. 

 Click Save Draft for the system to add the total amount. 

• Executive Order 12372

• Is the applicant delinquent on any Federal debt?
Section B - Proposed Grants Tab

3. The following options will be available once the information is complete:

a. Save Draft to save and continue working later. 

i. Once the application has been saved, it can only be deleted by a system 

administrator. 

b. Submit once the entire application is completed. 

4. Click Save Draft and continue to the next tab.

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Page 7 Section B - Proposed Grants Tab

Application Narrative Tab

The Application Narrative tab is where the applicant describes the proposed project that the 

grant money will be used to fund and justifies the need for financial assistance. Also listed are key 

personnel, contractor services they intend on procuring, and any sub recipients the grant may 

require. 

1. Enter required information into the Application Narrative tab. Sections with a red asterisk 

are the only ones required by the system, but some grants may need more sections 

completed. 

2. The following list contains further details on what information each section needs. Hovering 

over section titles will also show additional information. 
Section B - Proposed Grants Tab

 Adding Key Personnel

• Key personnel are Community Contacts who are essential to the execution of the grant, 

but don’t necessarily need access to the system. 

• Grantees should enter only one Key Personnel due to the requirement to publicly post 

award data. 

• Click the Add or Remove Key Personnel button to add personnel information. When the 

dialog box opens, click on the X button to remove any personnel that are no longer there 

or Save to preserve new entries. 

• Once saved, Key Personnel will appear on the Application Narrative tab. 

 Adding Contractors

• Note whether or not contractor services will be required on the grant. 

• A contract is for the purpose of obtaining goods and services for the non-Federal entity’s 

own use and creates a procurement relationship with the contractor. 

 Adding Sub Recipients 

• If Yes, add details for sub award recipients. 

• A sub-award is for the purpose of carrying out a portion of a Federal award and creates a 

Federal assistance relationship with the sub-recipient. 

Page 8
Page 9 Section B - Proposed Grants Tab

 

FSRS: 

If the applicant intends to have sub recipients, they will need to comply with additional

requirements for reporting the use of Federal funds. These can be found at the Federal

Funding Accountability and Transparency Act Sub-award Reporting System (FSRS) at the

following url: https://www.fsrs.gov. 

 Adding Grant Deliverables

• A grant deliverable is a work product that can be measured or tracked. At the end of the 

grant, the grantee should be able to provide proof so OLDCC can verify the work was 

completed in accordance with the Grant Agreement. 

• Click the Add Grant Deliverables button to add deliverables. When the dialog box opens, 

click on the X button to remove any deliverables or Save to preserve new entries. 

• Add the name, description, grant type, and estimated date for completion of the grant 

deliverables that are expected to be included on the grant. This includes expected work 

from the contractors. 

• Once saved, Grant Deliverables will appear on the Application Narrative tab. 
Section B - Proposed Grants Tab

 Application Narrative Text Boxes

• The Application Narrative section has seven (7) text boxes for information entry. If no 

information is available, write “N/A” or “TBD” as the system requires text input. 

• Goals related to OLDCC mission

 Enter the CAGE code here. 

• Grant Introduction/Background

• Need for Assistance

 Example sentence: “But for the 

OLDCC program of assistance, the 

[applicants] do not have the resources 

to carry out this activity. The 

[applicants] do not have the financial 

resources available to support the 

ongoing unfunded requirements 

generated by the DoD Program.”

• Grant Abstract 

• Results or Benefits Expected

• Approach and Timeline

• Scope of Work/Work Program

 Upload any necessary SOW 

documents. 

• Attach any additional supporting 

documents. 

3. The following options will be available once 

the information is complete: 

a. Save Draft to save and continue working 

later. 

b. Submit once the entire application is 

completed. 

4. Click Save Draft and continue to the next tab.

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Page 11 Section B - Proposed Grants Tab

Budget Tab

The instructions below explain the process of completing a budget. The financial information for 

the grant application will be entered into the Budget tab. The majority of the information will be 

in the Budget Worksheet, which can be found by clicking the Open Budget Worksheet button. 

Note that the system does not verify if the Budget totals match. 

1. Enter required information into the Budget tab. Sections with a red asterisk are the only 

ones required by the system, but some grants may need more sections completed. 

2. The following list contains further details on what information each section needs. 

 Budget

• Complete the Budget Worksheet. See pages B-13 through B-29 for full details on 

completing the worksheet (non-construction or construction and the SF 424 A or C). 

 Budget Justification Files

• Use the Upload Budget Justification button to attach the file. 

• The Budget Justification should include, if applicable: %FTE for personnel, contractual 

costs broken down by tasks, %LOE, breakout of travel expenses, etc. 
Section B - Proposed Grants Tab

 Basis for the Indirect Cost Rate

• If the organization does not have an indirect cost rate or is not claiming indirect costs for 

this grant, click the button for No Indirect Cost. 

• The indirect cost rate percentage is just for information and tracking purposes; it is not 

used to calculate the amount of indirect cost in the Budget Worksheet.

 Indirect Cost Rate Percentage

• If No Indirect Cost was selected in the previous section, enter “0.” There must be a 

number in order to submit later.

 Upload Indirect Cost Rates for Your Community

• If requesting indirect cost for the term of the award, upload a letter signed and dated by 

the organization’s CFO. The letter should reflect usage of current indirect cost for the 

term of the award. 

• Use the Upload button. The upload must be a single PDF document, the system will 

reject Microsoft Word. 

 Is the Indirect Cost Rate good for the life of the grant?

• If the organization does not have an indirect cost rate, select N/A. 

3. The following options will be available once the information is complete:

a. Save Draft to save and continue working later. 

b. Submit once the entire application is completed. 

4. Click Save Draft and continue to the next tab.

Page 12
Page 13 Section B - Proposed Grants Tab

Completing the Budget Worksheet 

1. To open the budget activity, click on the Open Budget Worksheet button. 

2. The notification below will appear. Click OK to move to the budget page, which will appear in 

a new window. 

3. The page below will appear. Click the blue Instructions button to see detailed instructions 

on completing the budget.

a. This section also includes instructions for the Budget Justification upload from page 

B-11.
Section B - Proposed Grants Tab

4. Read the instructions thoroughly before completing the budget. 

a. Work with the assigned OLDCC Project Manager for any additional questions. 

5. Click Enter Budget under Budget Worksheet to open the worksheet in a separate pop-up 

window and enter the required information. 

a. Non-construction grants and construction grants have different fields to complete on 

the Budget Worksheet. 

i. Non-construction grant instructions begin on page B-15. 

ii.Construction grant instructions begin on page B-20.

6. Click Open the 424A (Or C) to open the form in a separate pop-up window and enter the 

required information. 

a. Non-construction grants and construction grants have a different SF 424. 

i. SF 424A form instructions begin on page B-22. 

ii.SF 424C form instructions begin on page B-26. 

Page 14
Page 15 Section B - Proposed Grants Tab

Budget Worksheet for Non-Construction Grants 

The Budget Worksheet for non-construction grants maps to the object class categories (Travel, 

Supplies, Contractual, etc.) of the SF 424A. 

1. Open the worksheet by following the instructions under Complete the Budget on B-13.

2. Enter the required information in each section. 

a. Some sections can have multiple entries. Click the Add Row (+) button to add new rows 

under that category. 

b. To delete a line item, click the Remove Row (x) button to the right.

3. Salary and Fringe

a. Salary and Fringe no longer has built in calculations. Enter the exact number into the 

appropriate column. 

b. Position: 

i. Enter the individual’s title.

c. OLDCC Salary
Section B - Proposed Grants Tab

d. Non-Federal Salary

e. OLDCC Fringe

f. Non-Federal Fringe

g. Total Salary

i. OLDCC Salary column + Non-Federal Salary column

h. Total Fringe

i. OLDCC Fringe column + Non-Federal Fringe column

i. Total

i. Total Salary column + Total Fringe column

NOTE: 

Grantee share must be equal or greater to 10% of the Federal share plus grantee share.

4. Total Salaries + Fringe Benefits

a. This section will automatically populate with the amounts entered above in the Salary 

and Fringe section. 

5. Travel

a. Enter the amount of funding being requested from OLDCC and the amount the grantee 

will be paying.

6. Equipment

a. Equipment is $5,000 or more. 

Page 16
Page 17 Section B - Proposed Grants Tab

 

 

7. Supplies

a. Supplies are $5,000 or less. 

8. Other 

a. Other can be used for sub-award costs, procurement fees, subscriptions, memberships, 

outreach, periodicals, etc. 

9. SUBTOTAL OPERATIONS

a. This section will automatically populate with the amounts entered above in the Salary

and Fringe, Travel, Equipment, Supplies, and Other sections. 

10. Contractual

a. Enter procurement costs here. 

11. Total Direct Costs

a. This section will automatically populate with the amounts from the SUBTOTAL

OPERATIONS section with the Contractual section. 
Section B - Proposed Grants Tab

12. Indirect Costs 

13. Grand Total

a. This section will automatically populate with the amounts from the Total Direct Costs

section with the Indirect Costs section. 

14. Click Save once the worksheet is completed. 

15. Click Close to return the budget window. 

WARNING: 

CLICK CLEAR ONLY IF ALL LINES NEED TO BE REMOVED. CLEAR DELETES ALL LINES

EVEN IF THEY WERE PREVIOUSLY SAVED. The system will require confirmation before

clearing the worksheet. 

Page 18
Page 19 Section B - Proposed Grants Tab

 

16. The information that was entered on the pop-up Budget Worksheet can now be found on 

the main budget window in the portal. 

a. The system does not verify if the totals match. 

17. Click Return to Application. 

NOTE: 

As long as the status of the grant application is “Draft,” the numbers in the Budget

Worksheet can be edited by clicking Enter Budget.
Section B - Proposed Grants Tab

Budget Worksheet for Construction Grants 

1. Open the worksheet by following the instructions under Complete the Budget on B-13.

2. Enter the required information in each section. 

a. Some sections can have multiple entries. Click the Add Row (+) button to add new rows 

under that category. 

b. To delete a line item, click the Remove Row (x) button to the right.

3. Construction 

a. Construction costs must be itemized and entered individually. 

4. Total Direct Costs 

a. The totals will calculate automatically based on what is entered in the OLDCC Funds and 

Non-Federal Funds columns under Construction. 

Page 20
Page 21 Section B - Proposed Grants Tab

5. Grand Total

a. The totals will calculate automatically based on what is entered in the OLDCC Funds and 

Non-Federal Funds columns under Construction. 

6. Click Save once the worksheet is completed. 

7. Click Close to return the budget window. 

8. The information that was entered on the pop-up Budget Worksheet can now be found on 

the main budget window in the portal. 

9. Click Return to Application. 
Section B - Proposed Grants Tab

Filling out the SF 424A 

Follow the instructions on the form and the advice from the assigned OLDCC Project Manager 

to complete each section of the SF 424A. Enter potential funding that might be utilized for this 

project, such as state or local sources. 

1. On the main Budget page under SF 424A, click Open the SF 424A to bring up the SF 424A 

worksheet in a separate window. 

2. The SF 424A will open in a separate pop-up window. 

3. Enter the required information in each section. 

Page 22
Page 23 Section B - Proposed Grants Tab

4. Section A - Budget Summary

5. Section B - Budget Categories

a. This section is updated automatically with information from the Budget Worksheet. 

6. Section C - Non-Federal Resources
Section B - Proposed Grants Tab

7. Section D - Forecasted Cash Needs

8. Section E - Budget Estimates of Federal Funds Needed for Balance of the Project

9. Section F - Other Budget Information

10. Click Save then Close. 

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Page 25 Section B - Proposed Grants Tab

 

11. The system will fill in the SF 424A information in the budget activity on the main Budget 

page. 
Section B - Proposed Grants Tab

Filling out the SF 424C 

Follow the instructions on the form and the advice from the assigned OLDCC Project Manager 

to complete each section of the SF 424C. Enter potential funding that might be utilized for this 

project, such as state or local sources. 

1. On the main Budget page under SF 424C, click Open the SF 424C to bring up the SF 424C 

worksheet in a separate window. 

2. The SF 424C will open in a separate pop-up window. 

Page 26
Page 27 Section B - Proposed Grants Tab

3. Enter the required information in each section. 

a. The Total Allowable Costs column will automatically add the entered numbers. 

4. Click Save then Close. 

5. The system will fill in the SF 424C information in the budget activity on the main Budget 

page. 
Section B - Proposed Grants Tab

Assurance and Certifications Tab

The final tab of the grant application is Assurance and Certifications. Instructions for each form 

can be found at the top of this section and each document name will have detailed descriptions 

explaining the document’s purpose. 

1. Upload required information into the Assurances and Certifications tab.

a. The SF-LLL Form and Tax Delinquency Form are required for all grants. Some grants 

may need additional forms completed. 

2. Download each form. 

a. Click here in the instructions above the various upload buttons. 

Page 28
Page 29 Section B - Proposed Grants Tab

b. Forms will open in a new browser window. 

c. Click the download button, or the print button to save the document as a PDF. 

3. Complete, sign, and upload the necessary forms to the corresponding section. 

a. See page J-3 for instructions on uploading files. 

4. Click “I Agree” once each form has been uploaded and save the draft. 

5. Click Save Draft. 
Section B - Proposed Grants Tab

 

 

SUBMITTING AN APPLICATION TO OLDCC 

Once an applicant has verified that all required documents have been uploaded and the Budget 

Worksheet is correct, the application can be submitted to the assigned Project Manager at 

OLDCC. 

1. Click Submit on the bottom of the grant application screen. 

2. This pop-up will appear after clicking Submit, alerting the applicant that the application will 

be submitted to OLDCC and will be locked for editing.

3. The system will provide alerts to the applicant if any sections are invalid or incomplete. 

These must be fixed before the application can be submitted to OLDCC. 

4. Once any errors have been fixed and the application is sent, the applicant will receive a 

notification confirming submission.

a. The status will change from “Draft” to “Submitted to PM.”

5. The applicant will receive an email confirming submission of the application. 

NOTE: 

Please coordinate the application’s submission with the assigned OLDCC Project Manager.

Page 30
Page 31 Section B - Proposed Grants Tab

OLDCC REVIEW OF APPLICATION 

After the application has been submitted to OLDCC, it must undergo review by the Project 

Manager (PM), Grants Management Specialist (GMS), and Program Director (PD). This is to 

ensure that the grant application has been reviewed thoroughly by both program and compliance 

personnel before it is reviewed by the Director at a TRC (Technical Review Committee). Some 

applications might not make it to the TRC step. 

Revisions Required 

During the TRC, OLDCC might determine that modifications need to be made to the grant 

application before it can be awarded. Follow the steps below to respond to a revision, if necessary. 

1. Open the grant application under Proposed Grants. 

a. The status will be “Revisions Required.” 

2. Open the application and review the new Staff Comments. This will explain what needs to 

be corrected, removed, or revised. 

3. Make changes to the grant based on Staff Comments. 

a. Create a note to explain the changes, if necessary. 

4. The PDA will have the following options: 

a. Save Draft to save any changes made and continue working later. 

b. Submit Revision once updates are completed. 
Section B - Proposed Grants Tab

5. Click Submit Revision. 

6. Once submitted, the notification below will appear. 

NOTE: 

Please work closely with the assigned OLDCC Project Manager on any necessary revisions.

Page 32
Page 33 Section B - Proposed Grants Tab

SUBMITTING FOR FINAL SIGNATURE 

Primary Delegated Authority Signature

Once OLDCC has finished reviewing the application (either the original or the revised version), the 

grant application will be routed back to the Primary Delegated Authority for signature. 

1. Open the grant application under Proposed Grants. 

a. The status will be “Final Signature Required - PDA.” 

2. Click on the new Final Signature tab. 

3. Enter name and date. 

4. The PDA will have two options at this point: 

a. Save Draft to save any changes made and continue working later. 

b. Sign and Submit to AO to provide final signature and complete the application. 

5. Click Sign and Submit to AO. The confirmation below will appear when the signature has 

been successfully submitted. 
Section B - Proposed Grants Tab

 

Authorizing Official Signature

Once the PDA signs and submits the application, it will be routed to the Authorizing Official. 

1. Open the grant application under Proposed Grants. 

a. The status will be “Final Signature Required - AO.”

2. Click on the new Final Signature tab. 

3. Enter name and date. 

4. The AO is also required to complete acknowledgments under the Assurances and 

Certifications tab.

Page 34
Page 35 Section B - Proposed Grants Tab

5. The AO will have the following options: 

a. Save Draft to save any changes made and continue working later. 

b. Submit Final Signature to provide final signature and complete the application. 

c. Revisions Required for any additional information, questions, or revisions. The status 

will be “Revisions Required.” 

6. Click Submit Final Signature. The confirmation below will appear when the signature has 

been successfully submitted. 

OLDCC Review

OLDCC will be notified once the final signatures have been submitted. The application’s status will 

change to “Grant Agreement in Process” and OLDCC will then prepare the Grant Agreement. 

OFFICE OF LOCAL DEFENSE COMMUNITY COOPERATION 

Grantee Guide (5.0)

 

 

Awarded Grants Tab

AWARDED GRANTS TAB LAYOUT 

After an application has been reviewed and approved by OLDCC staff, the Grant Agreement will 

be signed and returned. The application will then become “Awarded” and will be found in Awarded

Grants tab, which contains all of the grants that have been approved for the grantee. 

The Awarded Grants tab contains:

 All awarded grant applications, including supplemental grants. 

• Click the Open button on the left for read-only access to the grant application containing 

all of the application details, contact information, and the grant application PDF. 

 An Open button for each grant application PDF.

• Click the Open button on the right for a pop-up window containing the grant application. 

A PDF can be exported from this window. 

 An Add (+) Amendment button for each grant.

• Click to create an amendment for an awarded grant. This will then show up as a draft 

under the Grant Amendments tab. 
Section C - Awarded Grants Tab

NOTE: 

A grant is officially awarded when the Director approves a Grant Agreement, not an

application. It is possible for a community to turn down an award after it has been

approved by the Director. If the community’s Authorizing Official does not return a signed

Grant Agreement, no money will be obligated.

When an awarded grant is opened, the user will be able to see the following information. All of 

these details were entered during the grant application process or when revisions were requested. 

See Proposed Grants (B) for reminders on the application process. 

 Main: This section above the four smaller tabs contains the basic grant details. There is an 

Open button for viewing the grant application in a PDF format. 

• Application (SF 242): This section contains applicant information and estimated funding. 

• Application Narrative: This tab lists key personnel, contractors, sub recipients, and 

deliverables. It also contains information such as the grant background, abstract, and 

Scope of Work. Additional supporting documents submitted during the application can 

be found here. 

• Budget: The Budget Worksheet and Budget Justification are found under this tab. 

• Assurances and Certifications: The Lobbying Cert, SF LLL, Assurance Document, and Tax 

Delinquency documents are located here. 

 Notes: View current notes or create a new one. 

 Contacts: All of the community contacts and OLDCC staff assigned to the grant are listed 

under this tab. 

Page 2
Page 3 Section C - Awarded Grants Tab

 

FINANCIAL SUMMARY (BURN RATE) 

The Financial Summary button on the grant application contains a quick summary of the grant’s 

financial data, such as grant duration, amount paid, and invoice data. Most importantly, the 

Financial Summary calculates the burn rate for the grant’s financials to date. 

NOTE: 

The Financial Summary will only show when the grant has the status of “Grant Awarded”

after the Grant Agreement process is completed. 

1. Open the desired grant. 

2. Click on the Financial Summary button under the Main tab.

3. A pop-up box labeled Finances will appear. 
Section C - Awarded Grants Tab

NOTE: 

A negative number under the Burn Rate section indicates an under burn. A positive

number indicates an over burn. A higher number means the balance is further away from

the expected value. 

4. Note the following: 

a. If the Grant Finances tab is current with all of the grant’s approved budgets, the Federal

Amount Approved will contain supplemental awards. 

b. If the grant has been closed, the Burn Rate section will say “Grant is closed. No burnout 

rate calculated.”

5. The summary will also contain an Invoice section: 

a. Invoice #

i. Unique payment identifier from the memo sent to DFAS. 

b. Payment Date

i. Date that DFAS made the payment. 

c. Amount($)

i. Amount paid to the grantee. 

Page 4
OFFICE OF LOCAL DEFENSE COMMUNITY COOPERATION 

Grantee Guide (5.0)

Grant Agreements & Closeout Tab

GRANT AGREEMENTS & CLOSEOUTS TAB LAYOUT 

The Grant Agreements & Closeouts tab contains the Grant Agreement and closeout activities for 

all awarded grants that are assigned to the community user. The Activity Type for each grant can 

be seen on the left, to the right of the Open button. 

When the Grant Agreement is completed, a PDF of the Grant Agreement will be available under 

the Activity Document column to the right. Once the closeout letter is received, click Preview

under Activity Document to view the letter. 

COMPLETING A GRANT AGREEMENT 

The Grant Agreement is a critical activity in the grant award process at OLDCC. It is the binding 

document between OLDCC and a community organization. Until there is a signed Grant 

Agreement from both parties, the community organization is considered an applicant and not a 

grantee. 

NOTE: 

The Federal Government is only obligated after the Director approves a Grant Agreement;

however, the Authorizing Official must send the countersigned Grant Agreement to

OLDCC before an obligation will be made.
Section D - Grant Agreements & Closeouts

 

OLDCC Creates and Reviews Grant Agreement

OLDCC will create the Grant Agreement and complete several reviews of the Grant Agreement 

and Award Letter. Grant reports will also be generated at this step. 

Authorizing Official Review

The Grant Agreement and Award Letter will be routed to the Authorizing Official and will show up 

in their portal under the Grant Agreements & Closeouttab.

1. Click Open next to the correct Grant Agreement. 

2. Navigate to the Grant Agreement tab.

3. Download a copy of the Grant Agreement, review, and then sign and upload the countersigned copy under Countersigned Grant Agreement Upload. 

a. Electronic signatures are not currently accepted. 

Page 2
Page 3 Section D - Grant Agreements & Closeouts

 

NOTE: 

Be sure to upload the Grant Agreement in its entirety, with all pages returned.

4. Navigate to the Letters tab.

5. Download and review the official award letter. 

6. Enter name, date, and click “I agree” to the statement acknowledging terms and conditions. 

7. The AO will then have the following options: 

a. Save Draft to save any changes made and continue working later. 

b. Submit Counter Signed GA to complete the review and submit. 

c. Return to Application to view all of the application’s details. 

8. Choose Submit Counter Signed GA to complete the process. 

a. The activity status will change to “Complete” and the grant status will be “GA Signed - 

Awaiting Obligation.”
Section D - Grant Agreements & Closeouts

9. Once submitted, the notification below will appear. 

10. The countersigned PDF will now appear on the home page. 

11. Navigate to the Grant Agreements & Closeout tab then to the Activity Document column 

to open and view quickly. 

Page 4
Page 5 Section D - Grant Agreements & Closeouts

COMPLETING A CLOSEOUT 

The instructions for closeout are included here because they are found in the same tab as Grant 

Agreements in the OLDCC Grants Portal; however, a closeout activity is not completed until the 

very end of the grant process. 

The OLDCC Grants Portal does not allow closeout if there are pending reports, amendments, or 

deliverables. Once everything is completed, OLDCC will begin the closeout process. 

Notification of Closeout Letter

After the OLDCC Director approves the closeout letter, both the AO and PDA will be sent a 

notification via email. A copy of the closeout letter will be attached to the email.

Viewing the Closeout Activity

1. Click Open next to the correct Closeout under the Grant Agreements & Closeouts tab.

2. The top section contains all of the grant details, such as assigned OLDCC staff and financial 

information. 
Section D - Grant Agreements & Closeouts

3. The Letters tab on the bottom contains the closeout letter. 

a. Download a copy of the letter by clicking the link underneath File Name. 

b. There will also be a section to access any additional documents that OLDCC uploaded. 

Page 6
OFFICE OF LOCAL DEFENSE COMMUNITY COOPERATION 

Grantee Guide (5.0)

Grant Reports Tab

GRANT REPORTS SECTION LAYOUT 

The Grant Reports section contains the reports for all awarded grants. Previously, all grant 

reports were grouped together in the same tab under the Grants Management section. 

There are three types of reports - Performance Report, Final Performance Report, and Federal 

Financial Report. Reports are divided up into tabs based where they are in the report life cycle:

 Upcoming Reports: Reports that are due within the next 30 days.

 Reports Past Due: Reports that have gone over the due date. 

 Revisions Required: Reports that were returned by the PM and need revisions from the 

grantee. 

 Submitted to AO: Reports that are waiting for AO review. 

 Under Review: Reports that are waiting for OLDCC review. No action is required from the 

grantee. 

 Future Reports: Reports that are due in more than 30 days.

 Historic: Reports that have been completed and approved.

The view under each tab shows the Date Due, Reporting Period, and Status of each individual 

report. Once 

a Grant 

Agreement 

is signed, the 

report’s status 

will automatically 

switch to 

“Scheduled.”
Section E - Grant Reports Tab

 

COMPLETING A PERFORMANCE REPORT 

Performance Reports should be completed by the date listed in the Date Due column under the 

Grant Reports tab of the grantee’s main page. 

1. The report can be completed by any grantee role (AO, PDA, or CC) but is generally 

completed by the PDA or Community Contact. 

Grantee Completes Performance Report

1. Navigate to the Upcoming Reports tab to find the Performance Report. 

a. Check the Future Reports tab if the report isn’t due for more than 30 days.

2. Click Open Action to open the Performance Report. 

3. Performance Reports have a Main tab that contains all of the basic grant information. This 

section cannot be edited. 

a. There will be four tabs under Main: Activity Details, Objectives and Accomplishments, 

Project Expenses, and Additional Information. 

Page 2
Page 3 Section E - Grant Reports Tab

Activity Details 

1. Select the Activity Details tab and verify the information is correct. 

2. Correct the Reporting Period dates if necessary. 

3. Click Open next to Grant Preview to open the entire grant in a new screen. 

a. Click Export as PDF to download a PDF of the grant. 

4. Click Open next to Activity Preview to open the report activity in a new screen. 

a. Click Export as PDF to download a PDF of the activity. 

Objectives and Accomplishments 

1. Select the Objectives and Accomplishments tab.

2. Enter the required information into both text boxes. 
Section E - Grant Reports Tab

 

 

Project Expenses 

1. Select the Project Expenses tab. 

2. Enter an overview of expenses into the provided Project Expenses Narrative text box. 

3. Complete the Federal Cash on Hand text box. 

4. Complete the Performance Period Expenses section. 

5. Click the blue Enter Period Expenses button to open the worksheet. This will open in a 

separate window. 

a. Budget information previously approved will appear on the activity. This information is 

pulled from the Grant Finances tab on the main grant application.

Page 4
Page 5 Section E - Grant Reports Tab

6. Enter information into the available columns. 

7. The system will automatically calculate totals: 

a. Total = Direct Costs Total + Indirect Costs Total 

b. Grand Total = OLDCC Funds Grand Total + Non Federal Funds Grand Total

8. Click Save then Close when the worksheet is complete. 

WARNING: 

CLICK CLEAR ONLY IF ALL LINES NEED TO BE REMOVED. CLEAR DELETES ALL LINES

EVEN IF THEY WERE PREVIOUSLY

SAVED. The system will require

confirmation before clearing the

worksheet. 
Section E - Grant Reports Tab

 

9. Return to the main browser screen. The new numbers entered will show up under the 

Budget Worksheet section of the Project Expenses tab.

10. Click Save Draft to make sure changes have been committed to the system.

Additional Information 

1. Select the Additional Information tab.

2. Enter the required information into the text box. 

3. Upload additional files as needed. 

Grantee Submits Performance Report

1. The grantee will have the following options: 

a. Save Draft to save any changes made and continue working later. 

b. Submit to OLDCC to submit and complete the required report.

i. Performance Reports do not get routed to the AO for approval. They are submitted 

directly to OLDCC. 

c. Return to Application to see all of the application’s details. 

Page 6
Page 7 Section E - Grant Reports Tab

2. Click Submit to OLDCC. 

a. The status will change to “Submitted to PM.”

3. The notification below will appear to confirm the submission. 

OLDCC Review

The assigned OLDCC Project Manager will review the submitted report. If any corrections are 

needed, the PM may return the report to the grantee. 

Revisions Required

1. Navigate to the Revisions Required tab to find the Performance Report. 

a. The status of the report will change to “Revision Required.” 

2. Click Open to the left of the Grant Name column to open the report. 

3. Complete the requested revisions based on the feedback found in the Staff Comments

section under the Activity Details tab.
Section E - Grant Reports Tab

4. The following options are available once the revisions are complete:

a. Save Draft to save any changes made and continue working later. 

b. Submit to OLDCC for the PM to review the corrections. 

c. View Application to see all of the application’s details. 

5. Choose Submit to OLDCC. 

6. Once OLDCC completes their review of the submitted revisions, the status will change to 

“Approved” and the Performance Report is complete. 

Page 8
Page 9 Section E - Grant Reports Tab

COMPLETING A FINAL PERFORMANCE REPORT 

When the project is in the closeout process, a Final Performance Report needs to be completed. 

This report is due 90 days from the end of the grant.

1. The PDA or Community Contact should complete the report. 

Grantee Completes Final Performance Report

1. Navigate to the Upcoming Reports tab to open the Final Performance Report. 

a. Check the Future Reports tab if the report isn’t due for more than 30 days.

2. Complete the Final Performance Report by following the Performance Report directions 

beginning on page E-2.

NOTE: 

Do not enter the cumulative amount spent from the entire grant into Project Expenses,

only the final period. The system will automatically add the numbers from the previous

Performance Reports. 

3. The fields for Performance and Final Performance Reports are almost the same, except for 

these differences: 

a. Objectives and Accomplishments: For the Final Performance Report, enter information 

on the accomplishments of the entire grant period. (The normal Performance Report 

only includes part of the grant period.) 
Section E - Grant Reports Tab

b. Additional Information: For the Final Performance Report, this tab has an additional 

Summary of Activities section. 

i. Complete the Summary of Activities text box. 

ii.SF 428 or SF 429: Complete and upload if required. 

4. Unlike the Performance Report, the Final Performance Report needs to be routed to the 

Authorizing Official before being submitted to OLDCC. 

a. This ensures that the AO is aware of all the activities being reported. 

5. The grantee will have three options: 

a. Save Draft to save any changes made and continue working later. 

b. Submit to AO once the report is complete and can be routed on to the AO.

c. Return to Application to view all of the application’s details. 

6. Click Submit to AO. 

a. The status will change to “Submitted to AO.”

Page 10
Page 11 Section E - Grant Reports Tab

 

7. Click OK when the notification below appears. 

Authorizing Official Review

1. Navigate to the Submitted to AO tab to find the Final Performance Report. 

2. Review the report information from the PDA. 

3. The AO will have the following options: 

a. Save Draft to save any changes made and continue working later. 

b. Revision Required for any additional information, questions, or revisions. 

i. This returns the report to the PDA with a status of “Revisions Required.”

c. Submit to OLDCC once the AO’s review is complete and the report can be routed on to 

the PM. 

d. Return to Application to view all of the application’s details. 

4. No signature is required by the AO on the Final Performance Report. 

5. Click Submit to OLDCC to route the report to the Project Manager.

a. The status will change to “Under Review.”

6. The report can be viewed under the Under Review tab.
Section E - Grant Reports Tab

OLDCC Review

The assigned OLDCC Project Manager will review the submitted report. If any corrections are 

needed, the PM may return the report to the grantee. If no revisions are needed, the status of the 

report will change to “Approved.” 

Revisions Required (PDA)

1. Navigate to the Revisions Required tab to find the Final Performance Report. 

a. The status of the report will change to “Revision Required.” 

2. Click Open to the left of the Grant Name column to open the report. 

3. Complete the requested revisions based on the feedback found in the Staff Comments

section under the Activity Details tab.

4. The following options are available for the PDA once the revisions are complete:

a. Save Draft to save any changes made and continue working later. 

b. Submit Revisions to AO for the AO to review before resubmitting to OLDCC.

c. View Application to see all of the application’s details. 

5. Click Submit Revisions to AO. 

a. The status will remain “Revision Required.” 

Page 12
Page 13 Section E - Grant Reports Tab

6. Click OK when the notification below appears. 

Revisions Required (AO)

1. Navigate to the Revisions Required tab to find the Final Performance Report. 

a. The status of the report will change to “Revision Required.” 

2. Click Open to the left of the Grant Name column to open the report. 

3. The AO will review the corrected changes to verify that the PDA included all of the 

information OLDCC requested. 

4. The AO will then have the following options: 

a. Save Draft to save any changes made and continue working later. 

b. Revisions Required if the AO decides the PDA needs to include further information. 

c. Submit to OLDCC for the PM to review the corrections. 

d. Return to Application to see all of the application’s details. 

5. Choose Submit to OLDCC. 

6. Once OLDCC completes their review of the submitted revisions, the status will change to 

“Approved” and the Final Performance Report is complete. 
Section E - Grant Reports Tab

FEDERAL FINANCIAL REPORT 

There are two types of Federal Financial Reports: Interim and Final. Functionality is the same for 

both reports. Federal Financial Reports should be completed by the date listed in the Due Date 

column under the Grant Reports tab of the grantee’s main page.

1. The PDA or Community Contact should complete the report. 

Grantee Completes Federal Financial Report

1. Navigate to the Upcoming Reports tab to find the Federal Financial Report. 

a. Check the Future Reports tab if the report isn’t due for more than 30 days.

2. Click Open Action to open the Federal Financial Report. 

3. Federal Financial Reports have one tab under Main: Activity Details. 

a. The grant information at the top cannot be edited. 

Page 14
Page 15 Section E - Grant Reports Tab

 

Activity Details 

1. Select the Activity Details tab and verify the information is correct. Correct the Reporting 

Period dates if necessary. 

2. Click the Input Form Data tab under the SF 425 section. 

3. A pop-up box will appear. Enter the required financial information. 

a. Note the Indirect Expense section has a comment box for any necessary information.
Section E - Grant Reports Tab

 

b. The bottom of the pop-up box contains specific instructions for each line. 

4. The form automatically calculates the following lines. At the end of the grant, there should 

not be any cash on hand. 

a. Line C: Cash Receipt (A) – Cash Disbursements (B)

i. Cash Disbursements should never be negative. 

b. Line D: Equals Cash Receipt (A)

c. Line G: Federal Share of Expenditures (E) + Federal Share of Unliquidated Obligations (F)

d. Line H: Total Federal Funds Authorized (D) – Total Federal Share (G)

e. Line K: Total Recipient Share Required (I) – Recipient Share of Expenditures (J)

5. Once the information is entered, click Save then Close the form. 

6. The entered information will now populate on the main report screen. 

7. Add any additional files under the Supporting Documents section. 

8. At this point, the PDA will have the following options: 

a. Save Draft to save any changes made and continue working later. 

b. Submit to AO once the grantee’s review is complete and the report can be routed on to 

the AO. 

c. Return to Application to view all of the application’s details. 

Page 16
Page 17 Section E - Grant Reports Tab

9. Verify that all information is correct and choose Submit to AO. 

a. The status will change to “Submitted to AO.”

10. Click OK when the notification below appears. 

Authorizing Official Review

1. Navigate to the Submitted to AO tab to find the Federal Financial Report. 

2. Review the information from the PDA to ensure nothing further is needed. 

3. Navigate to the bottom of the Activity Details tab to sign the report. 

a. The signature is the typed name of the AO with a date and time stamp. 

4. Click Save Draft. 

5. Click SF 425 Preview. 
Section E - Grant Reports Tab

6. The signature will appear on the bottom of the PDF. 

7. The AO will have the following options: 

a. Save Draft to save any changes made and continue working later. 

b. Revision Required for any additional information, questions, or revisions. 

i. This returns the report to the PDA with a status of “Revisions Required.”

c. Submit to OLDCC once the AO’s review is complete and the report can be routed on to 

the PM. 

d. Return to Application to view all of the application’s details. 

8. Click Submit to OLDCC to route the report to the Project Manager. 

a. The status of the report will change to “Under Review.”

9. The notification below will appear once the report is submitted. 

Page 18
Page 19 Section E - Grant Reports Tab

OLDCC Review

OLDCC will review the submitted report. If any corrections are needed, OLDCC may return 

the report to the grantee. If no revisions are needed, the status of the report will change to 

“Approved.”

Revision Required (PDA)

1. Navigate to the Revisions Required tab to find the Federal Financial Report. 

a. The status will change to “Revision Required.” 

2. Click Open to the left of the Grant Name column to open the report. 

3. Complete the requested revisions based on the feedback found in the Staff Comments

section under the Activity Details tab.

4. The following options are available for the PDA once the revisions are complete:

a. Save Draft to save any changes made and continue working later. 

b. Submit Revisions to AO for the AO to review before resubmitting to OLDCC.

c. View Application to see all of the application’s details. 
Section E - Grant Reports Tab

5. Click Submit Revisions to AO. 

a. The status will remain “Revision Required.” 

6. Click OK when the notification below appears. 

Revisions Required (AO)

1. Navigate to the Revisions Required tab to find the Federal Financial Report. 

a. The status of the report will change to “Revision Required.” 

2. Click Open to the left of the Grant Name column to open the report. 

3. The AO will review the corrected changes to verify that the PDA included all of the 

information OLDCC requested. 

4. The AO will then have the following options: 

a. Save Draft to save any changes made and continue working later. 

b. Revisions Required if the AO decides the PDA needs to include further information. 

c. Submit to OLDCC for the PM to review the corrections. 

d. Return to Application to see all of the application’s details. 

5. Choose Submit to OLDCC. 

6. Once OLDCC completes their review of the submitted revisions, the status will change to 

“Approved” and the Final Performance Report is complete. 

Page 20
OFFICE OF LOCAL DEFENSE COMMUNITY COOPERATION 

Grantee Guide (5.0)

 

Grant Amendments Tab

GRANT AMENDMENTS TAB LAYOUT 

The Grant Amendments section shows all amendments for all awarded grants. 

1. Click Open under the right-hand column Activity Preview to see what the activity’s 

information would look like in PDF format. 

2. Click the link under the far right-hand column Letters to see the amendment letter. The 

letter appears after the amendment has been approved by OLDCC. 

3. Click Open on the far left to view the activity. The tabs in the activity will be based on the 

amendment type. These tabs will appear on each amendment:

a. Activity Preview: This contains Open buttons for the grant and grant amendment PDFs. 

There will 

also be a link 

to download 

the activity. 

b. Letters: The 

letters tab 

will contain 

a link to 

download 

the activity 

letter. 
Section F - Grant Amendments Tab

AMENDMENT TYPES 

Amendments are an important mechanism that modify a grant at the request of the grantee, or if 

called for by OLDCC. 

NOTE: 

A grant can only have one amendment active at a given time; however, each amendment 

can have multiple amendment types. For example, a single amendment could include both

No Cost Extension and Budget Reallocation.

If an amendment activity is already active in the system, it needs to be approved or

declined before a new amendment activity can be started.

The following list contains further information for all amendment types. 

 Budget Reallocation

• Repositioning of or redistribution of funds within an approved amount.

• Requires a revised Budget Worksheet to be completed. 

• Example: In an approved grant total of $500,000 of federal (OLDCC) funds and $70,000 

of non-Federal funds, the new reallocated budget must equal the approved totals.

 Change in Base Year

• This is only used for BRAC/Downsizing grants. Contact the OLDCC Project Manager for 

more information. 

 Change in Key Personnel

• Add or replace key personnel individually, contacts cannot be removed at this point. 

 Change in Scope

• Requires details in the amendment justification.

 Decrease in Federal Funding

• A budget adjustment for a decrease in the amount of money contributed by the Federal 

government. 

• Requires a revised Budget Worksheet to be completed. 

• Requires a deobligation. 

 Decrease in Non Federal Funding

• A budget adjustment for a decrease in the amount of money contributed by the grantee.

Page 2
Page 3 Section F - Grant Amendments Tab

 

• Requires a revised Budget Worksheet to be completed. 

 Increase in Federal Funding

• A budget adjustment demonstrating the increase in the amount of money contributed by 

the Federal government. 

• Requires a revised Budget Worksheet to be completed. 

NOTE: 

Coordinate all Increase in Federal Funding amendments with the OLDCC Project Manager.

Note that Increase in Federal Funding Amendments cannot cross fiscal years; they can use

X year funds or the same fiscal year.

 Increase in Non Federal Funding

• A budget adjustment demonstrating the increase in the amount of money contributed by 

the grantee. 

• Requires a revised Budget Worksheet to be completed. 

 No Cost Extension

• Requires a new end date and an extension justification.

• May require additional performance reports (created by OLDCC).

 Other 

• For requests not covered by the other listed amendment types.
Section F - Grant Amendments Tab

 

 

CREATING A NEW AMENDMENT 

Before creating a new amendment, verify that previous amendments have been approved. Grants 

can only have one amendment activity in process at a time. 

1. Navigate to the Awarded Grants tab.

a. Status should be “Grant Awarded.” 

2. Click the Add Amendment button under the Actions column to create a new amendment 

form. 

3. Click OK for both notifications. 

4. Navigate to the Grant Amendments tab.

Page 4
Page 5 Section F - Grant Amendments Tab

 

5. Click Open to view the amendment activity. 

6. Click the Activity Details tab. Select the options under Amendment Type that will be 

included in the amendment activity. 

a. This example uses two common amendment types: No Cost Extension and Budget 

Reallocation. 

b. The activity will refresh itself and each selected Amendment Type will add a new tab to 

the amendment activity. 
Section F - Grant Amendments Tab

7. Complete the required information in each tab.

a. Instructions for the Budget Adjustment tab begin on page F-7.

8. Complete the Amendment Justification text box at the bottom of the Activity Details tab. 

a. This box will appear for all types of amendments. 

9. At this point, the grantee will have the following options: 

a. Save Draft to save any changes made and continue working later. 

b. Submit to AO once grantee’s review is complete and the amendment can be routed on to 

the AO. 

c. Withdraw to remove the amendment from the portal. This option should be used when 

the amendment is no longer needed. 

d. Return to Application to view all of the application’s details. 

10. Click Submit to AO then click OK when the notification below appears. 

11. The notification below will appear. 

Page 6
Page 7 Section F - Grant Amendments Tab

 

 

Budget Adjustment Tab

The Budget Adjustment amendment allows the grantee to create a new budget and submit to 

OLDCC for approval. This amendment type is essentially overwriting the previously approved 

budget. Budget Adjustment amendments for construction grants track categories and 

variances. 

The Budget Adjustment tab will appear when any of the following five options are selected:

 Increase in Non Federal Funding 

 Increase in Federal Funding 

 Budget Reallocation

 Decrease in Non Federal Funding 

 Decrease in Federal Funding 

Budget Reallocation Example 

1. Choose Budget Reallocation from the Amendment Type section. 

2. Navigate to the new Budget Adjustment tab to edit the financial information.

a. There will be three sections: Budget Worksheet, Budget Adjustment Details, and 

Supporting Documents. 

3. Click Enter Budget under Budget Worksheet.
Section F - Grant Amendments Tab

4. A window with a blank worksheet will appear. 

5. Follow the instructions to complete the worksheet. 

6. Click Save then Close. 

WARNING: CLICK “CLEAR” ONLY IF ALL LINES NEED TO BE REMOVED. “CLEAR” DELETES ALL 

LINES EVEN IF THEY WERE PREVIOUSLY SAVED. 

7. The information in the worksheet will appear under Budget Adjustment Details. 

8. Note the following about the Budget Adjustment Details section: 

a. The numbers are pulled from the Grant Financials tab of the grant once it has been 

linked to an approved budget. Only OLDCC staff members have access to this tab. 

b. Variance Amount (Federal and Non-Federal Grand Totals) = Amount Approved - Amount 

Reallocated 

c. The Reallocated columns are the new budget numbers. 

Page 8
Page 9 Section F - Grant Amendments Tab

d. If the Approved and Reallocated columns are not equal, the system will indicate the 

inequality with a red X in the Grand Total line and a suggested Amendment Type to fix 

the discrepancy. 

e. There should be no variance in the total amounts. 

9. Upload any necessary documents under Supporting Documents. 

Authorizing Official Review

1. Navigate to the Grant Amendments tab and click Open next to the correct amendment 

activity. 

a. The status will be “Submitted to AO.”

2. Review the information and make any necessary changes. 
Section F - Grant Amendments Tab

3. The AO will have the following options: 

a. Save Draft to save any changes made and continue working later. 

b. Revision Required for any additional information, questions, or revisions from the 

grantee who submitted the amendment.

c. Decline Amendment to reject the amendment based on the findings during review.

d. Submit to OLDCC once the review is complete and the amendment can be routed on to 

the PM. 

e. Withdraw to remove the amendment from the portal. This option should be used when 

the amendment is no longer needed. 

f. Return to Application to view all of the application’s details. 

4. Select Submit to OLDCC. 

a. The status will change to “Under Review.”

b. The notification below will appear. 

5. Once the amendment letter is approved, it can be accessed via the Grant Amendments tab.

NOTE: 

Only Authorizing Officials can submit amendments to OLDCC for approval.

OLDCC Review

OLDCC will complete a review of the submitted grant amendment. Once the OLDCC Director has 

approved the grant amendment, both the PDA and AO will receive a confirmation email with the 

amendment letter attached. 

Page 10
OFFICE OF LOCAL DEFENSE COMMUNITY COOPERATION 

Grantee Guide (5.0)

 

Grant Deliverables Tab

GRANT DELIVERABLES TAB LAYOUT 

The Grant Deliverables tab contains all deliverables for all awarded grants assigned to the 

grantee. The Deliverable Name column next to the Open button on the left displays the type of 

deliverable.

COMPLETING A GRANT DELIVERABLE 

During the grant process, grantees are required to submit evidence of deliverable completion. 

These deliverables were entered during the grant application (see B-9). Follow the steps below to 

complete a deliverable. 

1. Open the home page and navigate to the Grant Deliverables tab.

a. The deliverable status will change from “Entered” to “Scheduled” when the grant is 

awarded. 

2. Click Open next to the correct deliverable.
Section G - Grant Deliverables Tab

3. The activity will appear with various grant details listed across the top. These details will 

include the assigned OLDCC staff members and financial information such as approved 

amount and total paid. 

4. Complete the required deliverable information, including Deliverable Actual Date and 

Deliverable Justification.

5. Upload the supporting documents for the deliverable if necessary. 

6. The following options will be available:

a. Save Draft to save any changes made and continue working later. 

b. Submit Deliverable to submit the requested deliverable. 

c. Return to Application to view all of the application’s details. 

7. Select Submit Deliverable to submit to OLDCC. 

Project Manager Review

Once the deliverable has been submitted to OLDCC, the Project Manager will review the 

deliverable.

Page 2
OFFICE OF LOCAL DEFENSE COMMUNITY COOPERATION 

Grantee Guide (5.0)

Kick Off Meetings Tab

KICK OFF MEETINGS TAB LAYOUT 

The Kick Off Meetings tab contains a list of the meetings that the grantee has been included on 

for all awarded grants. This activity provides the community access to specific kick-off materials 

tailored by the PM. 

COMPLETING A KICK OFF MEETING 

The Project Manager will create kick-off meetings for their respective grants. Kick-off meetings 

usually occur at the start of a grant with a new grantee. 

1. Navigate to the Kick Off Meetings tab and open the one for the correct meeting. 

a. The scheduled date and time are listed under the tab. 
Section H - Kick Off Meetings Tab

2. The Main tab contains all of the basic grant details. 

3. Underneath the Activity Details tab, the grantee can see the activity PDF, the materials 

repository, a section for uploading meeting materials, and the agenda. 

a. Activity Preview/PDF: Click Open next to Activity Preview to view a PDF of the kick-off 

meeting. A link to the PDF is also provided for download. 

Page 2
Page 3 Section H - Kick Off Meetings Tab

 

 

b. Kick Off Meeting Materials Repository: Click the Meeting Materials button to open a 

pop-up window. 

i. Materials that the Project Manager has made available to the community will be 

available in the pop-up window. Click the links to access. 

c. Kick Off Meeting Materials: Upload any additional documents that were a part of the 

kick-off meeting here. 

d. Kick Off Meeting Agenda: The Project Manager will have entered agenda items into this 

section. 
Section H - Kick Off Meetings Tab

4. The community user will have the following options once they have reviewed the kick-off 

meeting activity: 

a. Save Draft if any changes were made to the kick-off meeting. 

b. Return to Application to return to the grant application and see the information 

contained there. 

Page 4
OFFICE OF LOCAL DEFENSE COMMUNITY COOPERATION 

Grantee Guide (5.0)

Supplemental Grant

Supplemental grants are submitted using the same workflow as the original grant application 

(Section B - Proposed Grants Tab). The supplemental grant only requires two reports: Final 

Performance Report and Federal Financial Report. 

Supplemental grants are not considered an amendment. The supplemental grant will be linked to 

the original grant in the system. 

PROJECT MANAGER CREATES SUPPLEMENTAL 

The Project Manager at OLDCC will create the supplemental grant application. 

GRANTEE COMPLETES APPLICATION 

1. Once the PM has sent the supplemental grant invite to the grantee, it can be found under 

Proposed Grants on the grantee’s main page. 

2. Open the draft and complete the application by entering the required information. 

a. The process is the same as filling out an initial grant. Reference the Filling Out an 

Application section on page B-3.

i. Application (SF 424) Tab: Instructions on page B-4.

ii. Application Narrative Tab: Instructions on page B-7.

iii. Budget Tab: Instructions on page B-11.

iv. Assurances and Certifications Tab: Instructions on page B-28.
Section I - Supplemental Grant

NOTE: 

All supplemental grants require a new budget.

3. Once the application is completed, follow the instructions under Submitting an Application 

to OLDCC on page B-30. 

a. The notification below will appear once the supplemental grant has been submitted. 

NOTE: 

Please work closely with the assigned OLDCC Project Manager throughout the

supplemental process. 

Page 2
Page 3 Section I - Supplemental Grant

 

SUPPLEMENTAL REVIEW 

The supplemental grant will undergo the same review process as the original grant. 

OLDCC Review 

The supplemental application will be reviewed following the same workflow as the original grant 

application (B):

 The supplemental will be reviewed by the following OLDCC staff members: Program 

Director, Grants Management Specialist, and Project Manager. 

 A TRC will be scheduled. Any revisions needed from the grantee will be discussed at the 

TRC. 

 The Deputy Director, Compliance (DDC) and OLDCC Director will both review the Grant 

Agreement. 

Authorizing Official Review

The Authorizing Official will be notified via email to download and submit the counter-signed 

Grant Agreement before the award becomes official (D-2). 

OFFICE OF LOCAL DEFENSE COMMUNITY COOPERATION 

Grantee Guide (5.0)

Appendices

ACRONYMS 

User Roles

 AO: Authorizing Official

 BO: Budget Officer

 CC: Community Contact 

 DDC: Deputy Director, Compliance 

 DDI: Deputy Director, Integration 

 DDP: Deputy Director, Programs 

 DIR: Director 

 ER: External Reviewer 

 GMS: Grants Management Specialist 

 OGC: Office of General Counsel

 PD: Program Director 

 PDA: Primary Delegated Authority 

 PM: Project Manager

Program Types

 BRAC: Base Realignment and Closure 

(Downsizing) 

 CI: Community Investment 

 IR: Industry Resilience 

 DCIP: Defense Community Infrastructure 

Program 

 DMCSP: Defense Manufacturing 

Community Support Program 

 MIS: Military Installation Sustainability 

Other 

 DAI: Defense Agencies Initiative 

 DBAG: Also known as the PO Number

 DoD: Department of Defense 

 DUNS: Data Universal Numbering System

 EADS II: Economic Adjustment Data 

System II 

 FAIN: Federal Award Identification 

Number

 LRA: Local Redevelopment Authority 

 OLDCC: Office of Local Defense 

Community Cooperation 

 PMS: Payment Management System

 UID: Unique Identifier
Section J - Appendices

LIST OF GRANTEE EMAILS 

Listed below are the emails that the OLDCC Grants Portal sends to community users. 

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FILE UPLOAD 

There are various points in the OLDCC Grants Portal where the user can upload pertinent 

documents. The system generally only allows PDFs, but in certain areas Excel and Word 

documents can be uploaded (e.g., a detailed budget in Excel). The instructions below will apply to 

all file loaders in the system. 

1. Click the Upload button. 

a. The File Manager box will appear. 

2. Upload files into the File Manager by either using Drag and Drop, or the folder icon. 
Section J - Appendices

3. Click the folder icon and the menu will appear. 

4. Select the correct file and click Open. 

5. The document will appear under File Name. 

6. Once the files are uploaded, save the grant or activity to ensure the documents are not lost. 

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NOTES TOOL 

The Notes tab will generally be near the top of the left-hand menu in all grant and activity screens. 

When the screen is split (based on user preference) the Notes section will be found on the righthand side. Information entered in the Notes tool is not automatically included in the application; 

instead it acts as a record to summarize changes. 

The Notes tab is available on all grants and grant activities. 

1. Click the Notes tab to open and close the feature. 

2. Click the New Note button to create a note.
Section J - Appendices

3. Click into the blank space and enter the information. 

4. Click Save. 

5. Once the note is saved, it will stay in the Notes tool. 

6. The Edit button to the right allows the user to edit or delete the note after it is saved. 

Printing From the Notes Tool

1. Click the print icon. 

2. A pop-up box will appear. Click the print icon again to choose printer settings. 

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