Lillian Barnes and Steve Drescher NOAA Grants Online Program Management Office

1. Grants Business Process Re-EngineeringGrants Management Workshop 2006Grants Online/Grants.gov Functionality Update Lillian Barnes and Steve Drescher NOAA Grants Online Program Management Office

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

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

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

5. Grantee Deployment Process

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

7. Federal Program Officer System Updates

8. Viewing, Re-assigning, and Accepting Progress Reports

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

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

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

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

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

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

15. Reassign Progress Report To reassign the task select the Reassign link.

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

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

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

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

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

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

22. Send Report for Optional Review From the search results, click on the Select link next the user you would like to add as an Optional Reviewer.

23. Send Report for Optional Review Select the Save button followed by the Complete Report button.

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

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

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

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

28. FOLLOWUP

29. The “Apply” process Select this icon to receive field-sensitive help You must use the DUNS Number that matches the DUNS Number you used for the registration process

30. The “Apply” process…(continued) Submit button will not become activated until the following has been completed: • All Mandatory Fields have been completed • All Mandatory Documents have been completed and move to the Completed box • All applicable Optional Documents have been completed and moved to the Completed box Helpful Hint: To get the “Submit” button activated, use the “Check Package for Errors” Button to find uncompleted Mandatory Fields

31. Submitting your application • You must be fully registered at Grants.gov to submit the application • Click Submit to begin the upload process • It may take a few minutes for the upload – it is dependent on the size of your application

32. Submitting your application The application will connect automatically to the Internet and to Grants.gov Enter your Grants.gov username and password – you must be fully registered to successfully submit

33. Submitted Application Confirmation • Scroll to the bottom of the confirmation screen to receive: • Grants.gov Tracking Number • Date/Time Stamp

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

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

36. Additional Resources • Go to the NOAA Grants Online PMO Website at www.ofa.noaa.gov/~grantsonlineto access: • Grants Online Training/Support Resources • Frequently Asked Questions • GrantsOnline.QandA@NOAA.gov • Grants.gov Contact Center • Monday – Friday, 7 AM – 9 PM ET • 1-800-518-4726 • support@grants.gov

37. QUESTIONS?