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Users Group December 7, 2005

Learn about the grants planning process, checking the workflow, and managing awards. Discover how recipients can view and interact with the system. Available reports provide valuable insights.

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Users Group December 7, 2005

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  1. Users Group December 7, 2005

  2. Overview • Checking the Workflow • How do you know where it went when it’s gone? • Grants Planning • The Grants Plan Reports • Where does the data come from? • The Recipient’s View • What can they see? • What can’t they see? • A new way of doing business

  3. Checking the Workflow • The Inbox Provides a Path to Existing Tasks • Always Work within a Context • What am I doing? • Who is the Applicant/Recipient? • What is the Award Number? 3 1 2

  4. Checking the Workflow • Execute the Task • Sends a new task to somebody else • Where is it?

  5. Checking the Workflow • Method 1: Search in Closed Inbox • May be far down the list • Knowing the context is essential

  6. Checking the Workflow • Method 2: Search in Context • Knowing the context is essential • May take multiple steps to get to the action

  7. Checking the Workflow • Navigate to the Action • View the History

  8. Checking the Workflow • Workflow History Also Displays Current Status

  9. Grants Planning • Grants Plan Reports • Competitive • Noncompetitive • Why? • Allows the scheduling of resources • NOAA Management needs to know • Baselines performance planning

  10. Grants Planning – Reports • Access through the reports tab

  11. Grants Planning – Reports • Competitive and Noncompetitive have same parameters • Several options for limiting output • Provides ability to perform trend analysis over several Fiscal Years • Accurate reflections of competitions begin in FY 2005

  12. Grants Planning –Reports 2 1 • Click Run Report • Always Save the Report to Your Desktop • Clicking Open will run and open the report on your screen, but will cause a minor system error when attempting to return to the Reports tab.

  13. Grants Planning –Reports • Over-writing the file used to retrieve the Award Tracking Report is OK • Copy results to a new spreadsheet for easier formatting, or save as is • If saving, rename to something meaningful

  14. Grants Planning – Competitive Report • One row for each Competition • Output modified to protect Internal Use Only information

  15. Grants Planning – Noncompetitive Report • One row for each RFA • Output modified to protect Internal Use Only information

  16. Grants Planning – Reports Source Data • Competitive Grants Planning Report extracted primarily from competition details • Noncompetitive from RFA details

  17. The Recipient’s View • Recipients Rapidly Coming Onboard • 53 so far – Startup and process refinement • Another 50 within next month – More complicated and larger organizations • 800 by end of FY – Estimated total number of active recipients • Two Methods to Determine Electronic Recipients • PMO Web Site -> What’s New -> Bottom of Page • Grants File Header:

  18. The Recipient’s View – Manage Access • Manage Their Own Access • Only Recipient Authorized Reps and Recipient Admins • Only their own organization • Can create new users

  19. The Recipient’s View – Manage Awards

  20. The Recipient’s View – Manage Awards • Only Their Own Awards • Authorized Reps, Finance Reps, and Admins find all • PIs only find Awards for which they are associated • Only Awards signed by Grants Officer • Limited Actions • Only Authorized Reps and Admins can manage personnel • All can initiate Award Action Requests

  21. The Recipient’s View – Grants File • Recipients See Entire Grants File Header

  22. The Recipient’s View – Grants File • Recipients See All Signed Actions • Award Files in Progress are NOT visible

  23. The Recipient’s View – Grants File • Recipients See All Award Action Requests • Recipients See All Progress Reports • Can also edit reports that are not accepted and have no workflow actions

  24. The Recipient’s View – Grants File • Recipients Initiate Progress Reports on Grants File Launch Page • Recipients See Grants File Attachments

  25. The Recipient’s View – Award File • Recipients See Entire Award File Header • Recipients CANNOT See Workflow History

  26. The Recipient’s View – Award File • Recipients See Award Document (CD450/CD451) • Can drill down and view Award Report and SACS Report • Recipients See Application • Can drill down and see attached documents

  27. The Recipient’s View – Award File • Recipients Can Access the Award Reporting Frequencies • Recipients See Attached Files

  28. The Recipient’s View – Reporting Freqs • Recipients See Selected Values for Each Award File • Many Award Files will not have associated Reporting Frequencies

  29. Working With Electronic Recipients • Recipients Submit Progress Reports and Award Action Requests Electronically • Task is generated in Program Officer’s Inbox • Make sure that you are the Program Officer on your awards • Check all awards for your Program Office • Attached documents submitted electronically DO NOT need a wet signature • Electronic Recipient Submits Paper Documents • Program Officer should question reason • Persuade Recipient to resubmit electronically

  30. Additional Resources • Go to the Grants Online PMO Website at www.ofa.noaa.gov/~grantsonlineto Access: • Grants Online Training/Support Resources • Frequently Asked Questions • GrantsOnline.QandA@NOAA.gov

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