Grants Online. Quick Reference Guide - Grantees

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1 Abut Grants Online: Grants Online perates in a web envirnment. Internet Explrer is the preferred brwser fr PC users; FireFx is the preferred brwser fr MAC users. N sftware is required fr installatin. Lgins and passwrds are required. If yu d nt have a passwrd, yu can cntact the Grants Online Help Desk fr assistance in btaining yur lgin credentials. As a recipient f a grant, yu can use the Grants Online system t manage yur pst-award grants activities. Grants Online allws recipients t: Accept Awards electrnically, Manage user rles fr individuals within their rganizatin, Submit pst-award actin requests and Perfrmance Prgress reprts, and Crrespnd with yur Prgram Officer and Grant Specialist. T access Grants Online, enter the fllwing URL in yur address bar: Fr mre infrmatin, r call the Help Desk at r tll free at between the hurs f 8:00 am and 6:00 pm Eastern Time Mnday thrugh Friday excluding Federal hlidays. Warning: Avid using the brwser Back buttn in Grants Online; it will lg yu ut f Grants Online. Prcessing a Task in yur Inbx The Grants Online system allws users t prcess actins using a wrkflw design. Wrkflw prvides the technical mechanisms t assign task(s) t the apprpriate user based n the rles and rganizatins assigned t the user s prfile. Users that have task(s) in their inbx are allwed t take actin n the task r mdify the dcuments assciated with the task. Yu can als search fr pen tasks in yur rganizatin by fllwing the steps up t #4. Inbx tab Task Management Use this sectin t prcess tasks in yur inbx. Inbx tab Reassign Link Task Link 1. Click the Inbx tab. 2. Click the Tasks link. 3. Click the View link next t the task yu wish t prcess. 4. The Launch page is displayed fr the crrespnding dcument task selected. Select the actin yu wish t perfrm frm the actin drpdwn menu and click the Submit buttn. NOTE: The actins available t select frm are task dependent. Reassigning a Task View Link Use these steps t reassign a task between users in the same rganizatin. Bth users must be affiliated with the same rganizatin and have the same user rle in Grant Online. 1. Click the Inbx tab. 2. Click the Task Management link. 3. Frm the Search Criteria drpdwn menu, select Recipient Auth. Rep. If yu wish t view tasks belnging t ther recipient rles yu can select the apprpriate rle in this drpdwn list. 4. Click the Search buttn, lcated in the bttm prtin f the main windw. 5. Frm the search results, select the Reassign link next t the task yu wish t reassign. a. The Search Users page is displayed fr yu; enter the last name f the user yu wish t reassign the task t in the Last Name field and click the Search buttn. b. Press the Select link next t the name f the user that will have the task reassign t them. c. The Task Management page is displayed fr yu t cnfirm yur request. Select the Yes buttn t cmplete yur request and the N buttn t cancel the request. Page 1 f 6 Last Updated: March 31, 2009

2 Accepting an Award NOTE: This actin can nly be perfrmed by users that have the Recipient Authrized Representative rle. Use the steps belw t accept a grant awarded t yur rganizatin. 1. Fllw the steps 1 thrugh 3 listed under Prcessing a Task in this dcument, and then fllw the steps listed belw. 2. The Award File launch page is displayed. Select an actin frm the Actin drpdwn menu. Yu will have several ptins t chse frm including: Accept Award, Decline Award, Return t Grants Online fr Revisins, r View Award Details. 3. T accept the award a. Select Accept Award frm the drpdwn menu and click the Submit buttn. The Accept Award page is displayed. b. On the Accept Award page, scrll t the bttm f the page and verify the Recipient Administratr Infrmatin. If the Recipient Administratr Infrmatin is blank, yu will have t cntact the Grants Online Help Desk. c. Click the Save buttn lcated at the bttm f the page. Nte: The Recipient Administratr selected abve will receive the Manage Award Users task. This task will allw the administratr t assign r add users t the award. Manage Award Users 1. Fllw the steps 1 thrugh 3 listed under Prcessing a Task in this dcument, and then fllw the steps listed belw. 2. In the Actin bx, g t the drp-dwn menu and select View Manage Award Screen and click Submit. 3. On the next screen click n the link Add anther Investigatr t select the PI fr this award. 4. On the Recipient Search screen find the user wh will be the PI n this award and click the Select buttn t the far right f their name. (If the PI s name is nt listed, use the Add a new user link at the bttm f the screen t add them int the system.) 5. Yu will be returned t the previus screen. Scrll t the bttm and click the Dne buttn. 6. In the Actin bx, g t the drp-dwn menu and select Manage Award Cmplete and click Submit. Printing the Award Acceptance Letter Use the steps belw t view and print the CD450. Prir t grantees accessing Grants Online, this dcument was received by mailed. 1. Click the "Award" tab. 2. Click the "Search Awards link. The Search Award page is displayed. 3. Input yur Award number and click the Search buttn n the Search Awards page. When yur search results ppulate, click the award number, which yu are attempting t view. NOTE: Yu can enter the award number t limit the search results t a specific award r yu can leave the search criteria blank fr all f the awards yu have access. DO NOT use the Applicant Name search criteria. 4. The Grants File launch page is displayed. Scrll dwn t the Sub Dcuments sectin and select the Award Package ID number. 5. The Award Package page is displayed. Select the G t Award Package Detail Page link. 6. Scrll t the bttm f the page and click the CD450 Reprt buttn. The Financial Assistance Award page is displayed in Adbe fr yu t review and print. Submitting & Reviewing an Award Actin Request (AAR) 1. Click the "Award" tab. 2. Click the "Search Awards link. The Search Awards page is displayed. 3. Input yur Award number and click the Search buttn n the Search Awards page. When yur search results ppulate click the award number, fr which yu are submitting yur AAR. 4. On the Grants File launch page, select the Create Award Actin Request actin frm the actin drpdwn menu then click the Submit buttn. Page 2 f 6 Last Updated: March 31, 2009

3 5. The Award Actin Request Index page is displayed with the available AARs. Click the link t the AAR that yu wish t submit, the requested page will be displayed fr yu t cmplete. Enter the required fields and click the Save buttn. 6. The AAR page is re-displayed with the attachment link and ther fields. Yu can uplad dcuments. After cmpleting the required infrmatin, click the Save and Return t Main buttn. Anther message will display where yu can cnfirm yur request and start wrkflw, click the Yes buttn. 7. A review task is sent t yur Task inbx fr this request. Fllw the steps listed under the Prcessing a Task in this dcument. The review task will g first t the creatr f the dcument and then t the Recipient Authrized Representative(s) in the rganizatin. If yu have the rle f Recipient Authrized Representative yu will have t submit the request t Grants Online, thus yu will have prcessed tw tasks. Submitting a Perfrmance Prgress Reprt NOTE: Only applies t NOAA, ITA, and OSEC 1. Click the "Award" tab, lcated acrss the upper prtin f yur Grants Online page. 2. Click the Search Reprt link lcated n the left hand side f the page. 3. The Search Financial and Perfrmance Prgress Reprts page is displayed. On this page, click the Search buttn t retrieve all reprts available t yu. In rder t limit yur selectin t specific reprts, ppulate the search criteria and click n the Search. 4. In the search results, lcate and click n the Prgress Reprt yu wish t cmplete. The Perfrmance Prgress Reprt detail page is displayed. 5. On this page, yu can enter the reprt in the text bx abve the Spell Check buttn r yu can attach yur reprt. The Federal Prgram Officer is the authrity n the acceptable frm and cntent f Prgress Reprts. *** Large attachments may nt uplad; try t limit yur attachments t fewer than 10 megabytes. 6. T uplad attachments a. Scrll t the bttm f the page and click the Attachment link. b. Click the [+] link Anther sectin will display t allw yu t search yur cmputer fr the file. Click the Brwse and fllw the prmpts. Yu must fill in the Descriptin field with a shrt descriptin f the attachment. NOTE: If yu d nt enter a descriptin, the attachments will nt save. Click the Save Attachment buttn and the attachment is upladed t Grants Online. 7. T start wrkflw, click the Save and Return t Main buttn. Anther message will appear cnfirming that yu want t start wrkflw, click the Yes buttn. 8. A review task is in yur Task inbx fr this request. Fllw the steps listed under the Prcessing a Task in this dcument. The review task will g t the creatr f the dcument and the Recipient Authrized Representative(s) in the rganizatin. If yu have the rle f Recipient Authrized Representative yu will have t prcess tw tasks t submit the request t Grants Online. Submitting an SF-425-Cash Flw/SF425-Full Reprt Federal Financial Reprt 1. Click the "Award" tab, lcated acrss the upper prtin f yur Grants Online page. 2. Click the Search Reprt link lcated n the left hand side f the page. 3. The Search Financial and Perfrmance Prgress Reprts page is displayed. On this page, click the Search buttn t retrieve all reprts available t yu. In rder t limit yur selectin t specific reprts, ppulate the search criteria and click n the Search. 4. In the search results, lcate and click n the Financial Reprt yu wish t cmplete. The Federal Financial Reprt-Cash Flw detail page is displayed. 5. The frm cntains thirteen sectins f detailed Financial Reprt infrmatin, including the fields that are lcked and cannt be edited. All fields requiring data be entered are flagged with a red asterisk (*). Althugh sme fields cannt be edited, all fields shuld be reviewed fr accuracy. 6. T start wrkflw, click the Save and Return t Main buttn. A review task will be sent t the creatr s inbx fr review. Submitting an SF425A Federal Financial Reprt-Multiple Awards/Interim Reprt Only (Cash Flw) NOTE: Fr MBDA, ITA, OSEC recipients will need t submit an SF-425-Full Reprt fr interim. 1. Click the "Award" tab, lcated acrss the upper prtin f yur Grants Online page. 2. Click the SF-425A fr Multiple Awards link lcated n the left hand side f the page. 3. In the search results, lcate and click n the Financial Reprt yu wish t cmplete. Click the G t SF-425A: Multiple Award Cash Flw SF-425 details page 4. The awards are nw listed under the Awards Included in this SF Yu must fill in the Cumulative Federal Cash Disbursement. All required fields are flagged with a red asterisk (*). 6. Once all f the data has been entered, click the G t the SF-425 Details page link. If yu are nt ready t prceed t the SF-425 details page, yu have the ptin t save the Page 3 f 6 Last Updated: March 31, 2009

4 data fr later use by selecting Save. Select Print t ppulate a printable.pdf versin f the SF425A. 7. The SF-425 frm will appear. This frm cntains multiple sectins f detailed Financial Reprt infrmatin, including the fields that are lcked and cannt be edited. Althugh sme fields cannt be edited, all fields shuld be reviewed fr accuracy. The data in this frm shuld be based n the transactins fr all awards included n the SF-425A. 8. T start wrkflw, click the Save and Return t Main buttn. A review task will be sent t the creatr s inbx fr review. 9. Click the Inbx tab, fllwed by the Task link which is lcated n yur left hand side. 10. Click the View link next t the task yu wish t prcess. 11. The Federal Financial Reprt launch page will appear. The actin drpdwn menu will cntain the fllwing three ptins: Frward SF-xxx Reprt t Agency this ptin frwards the reprt t the agency fr apprval. (This ptin is nly available t users that have Authrized Representative r Business/Finance Representative-Submitting rles. If yu d nt have ne f these tw rles, nly the next tw ptins will be available t yu.) Frward SF-xxx Reprt t Authrized Representative this ptin rutes the reprt t all internal authrized representative fr apprval prir t the reprt being submitted t the agency. (If there are mre than ne Authrized Representatives in the rganizatin, nly ne needs t act n this task.) Review/Edit SF-xxx Details- this ptin pens the reprt details page fr review. The dcument is nt lcked and revisins can be made prir t sending apprvals. 12. Select Frward SF-425A Reprt t Agency frm the actin drp dwn menu, then click Submit Adding/Editing yur rganizatin users NOTE: This actin can nly be perfrmed by users that have the System Administratr Rle. 1. Click the "Award" tab, lcated acrss the upper prtin f yur Grants Online page. 2. Click the Manage Recipient Users link lcated n the left hand side f the page. 3. Select yur rganizatin frm the drpdwn menu. 4. Click the Shw buttn and the list f users in Grants Online fr the rganizatin selected is displayed. 5. T update a user s access fllw the steps belw: a. Click the Manage Award Access link lcated acrss frm the user yu are updating. b. Select r deselect the apprpriated checkbx(s) fr the access yu want t grant t the user. c. Click the Assign buttn at the bttm f the page t cmplete the changes and then click the Cancel buttn t return t the previus page. d. T deactivate a user, click the Disassciate buttn at the bttm f the page and then click the Cancel buttn t return t the previus page. 6. T activate a user withut a username fllw the steps belw: a. Click the Edit Prfile link lcated acrss frm the user yu are updating. b. Verify the user s infrmatin listed n the Edit Prfile page: First and Last names, address, and phne. Make crrectin as needed. c. T generate the user s username yu will have t click the Generate Username buttn. The username is a cmbinatin f the first initial f the first name and the entire last name. d. Ppulate the security questin and answer, as these fields are required. e. Click the Save buttn. If there are n errrs the user name is created, therwise yu will have t make the needed crrectins. 7. T add users t the rganizatin fllw the steps belw: a. Click the Add Anther User link at the bttm f the Manage Recipient Users page. b. Enter the required fields with the user s infrmatin n the Edit Prfile page: First and Last names, address, and phne. c. T generate the user s username yu will have t click the Generate Username buttn. The username is a cmbinatin f the first initial f the first name and the entire last name. d. Select a user s rle frm the User Rle drpdwn list. e. Ppulate the security questin and answer, as these fields are required. If the infrmatin is nt available, uses XXX in bth fields. f. Click the Save buttn. If there are n errrs the user name is created, therwise yu will have t make the needed crrectins. NOTE: The username displayed n this page is als the default passwrd fr the user. T change the user s access use step #5 in this sectin. The System Administratr shuld ntify the user f their username and passwrd nce the accunt is created. 8. T unlck a user s accunt r reset the user s passwrd fllw the steps belw: a. Click the Edit Prfile link lcated acrss frm the user yu are updating. b. T unlck a user accunt: Click the Unlck Accunt buttn n the Edit Prfile page. This will unlck the accunt; nrmally a user s accunt is lcked after 3- Page 4 f 6 Last Updated: March 31, 2009

5 cnsecutive unsuccessful attempts t lg int the Grants Online system with the same username. c. T reset a user passwrd: Click the Reset Passwrd buttn n the Edit Prfile page. A cnfirmatin buttn is displayed. Click the Yes buttn t cntinue with the resetting f the user s passwrd. The user s new temprary passwrd is displayed n the screen. Please prvide this passwrd t the user. Click the N buttn t cancel the request. General Navigatin Guide Grants Online uses a Tab style f page frmatting. There are tabs acrss the tp f the web site prviding general categries f features. Each tab cntains its wn page. Under each tab are links t items related t that page. These are shwn dwn the left-hand clumn f the page, and fr mst pages are als listed n the main page when the tab is clicked. Recipients nly have access t the Inbx, Award, Accunt Management, and Help Tabs. The ther tabs are fr the use f internal Grants Online users and are grayed-ut fr recipients. Each active tab and its links are described here: Inbx Tab: Advisries This page is always the first page displayed after successful lgin and acceptance f use cnditins. Please review any advisries directed twards recipients. Archived Ntificatins Ntificatins that were riginally under the Ntificatins link, but chsen fr archiving. Archived ntificatins may be deleted frm the system. Ntificatins Ntificatins are sent t recipients as internal messages (shwn here) and external messages. They may be viewed, deleted, r archived frm this windw. Additinally, clicking the View Task link will bring the user t the related dcument. It says View Task because mst ntificatins are related t a task that the user has pen r has already acted upn. Send Message This feature prvides a means f sending an message t anther user f Grants Online; hwever, the message will be sent frm If yu send a message using this facility, please make sure t identify yurself and yur return address. Yu MUST use the Search buttn t find yur message recipient. Task Management This allws tasks t be reassigned between users. Fr tasks t Recipient Authrized Representatives (RAR), nly the Accept/Decline Award task riginally ges t ne persn and is an immediate candidate fr reassignment. The rest f the RAR tasks g t all RARs. The tasks are cancelled fr ther RARs when ne RAR chses t View Details in the wrkflw actin sectin f the related dcument launch page. Once a single RAR is identified with a dcument, that same persn will receive future wrkflw tasks fr that dcument unless reassigned thrugh the Task Management windw. See Reassigning a Task n Page 1. Tasks Mst users generally navigate t this sectin immediately after viewing the Advisries. All tasks assigned t a user are shwn here. Fr successful submissin f dcuments r acceptance f awards/amendments, these tasks must be cmpleted. See Prcessing a Task n Page 1. Award Tab: Manage Recipient Users Only Recipient Administratrs have this link. This link allws them t prvide access t their wn recipient users t Grants Online. See Adding/Editing yur rganizatin users n Page 3. Search Awards Clicking the Search buttn withut entering any parameter infrmatin will return all recipient awards. Each returned award has a link t allw navigatin t its Grants File Launch Page. Search Reprts Federal Financial Reprts and Prject Prgress Reprts can be fund here. Each reprt has a navigatin link t its launch page. Accunt Management Tab: My Delegatins Yu can delegate yur inbx t ther users. The Find Peers buttn will nly find ther users in yur rganizatin with the same r greater privileges. If anther persn is yur delegate, they will be given the ptin t wrk as themselves r as yur delegate. When they chse t wrk as yur delegate, they will see yur inbx tasks and have the ability t act n yur behalf. When they act as yur delegate, the wrkflw histry will shw Jhn Smith acting as delegate fr Jane De. My Preferences Change the lk and feel f yur Grants Online experience here; als change yur passwrd. Recipient Users shuld never uncheck the Inbx. My Prfile Set yur security questin/answer; update yur and ther persnal infrmatin here. Page 5 f 6 Last Updated: March 31, 2009

6 User Rle Recipient Authrized Representative Recipient Administratr Business / Financial Representative (BIZ/FIN) Business / Financial Representative Submitting (BIZ/FIN) Principal Investigatr/Prject Directr (PD/PI) Principal Investigatr/Prject Directr Submitting (PD/PI) Key Persnnel Grants Online Grantee User Rles Definitins Definitin Recipient Authrized Representative users are individuals with signature authrity wh sign fficial grant dcuments such as an SF-424 (applicatin), r cuntersigns an Award dcument such as a CD-450 (new Award) r CD451 (amendment). Mre than ne persn can have this rle at any rganizatin; hwever n each Award ne persn will be designated the primary Authrized Representative. Recipient Administratr users have the permissins needed t set up ther peple in their rganizatin as users f the Grants Online system and t give them access t specific awards as apprpriate. Business/Financial Representative users are able t initiate Award Actins Requests and fill ut Federal Financial Reprts in Grants Online but cannt submit them directly t the Federal agency. Instead they will be sent t the Authrized Representative fr their rganizatin. Business/Financial Representative - Submitting rle is the same as the Business/Financial Representative Rle, except users with this rle are allwed t submit Financial Reprts directly t the Federal agency withut ruting them thrugh an Authrized Representative. The Principal Investigatr rle is assigned t the PI/PD and C-PI in an rganizatin. Users with this rle can initiate Award Actins Requests and fill ut Prject Prgress Reprts but cannt submit them directly t the Federal agency. Instead they will be sent t the Authrized Representative fr their rganizatin. The Principal Investigatr/Prject Directr - Submitting rle is the same as the Principal Investigatr Rle, except users with this rle are allwed t submit Prject Prgress Reprts directly t the Federal agency withut ruting them thrugh an Authrized Representative. Persns with the rle f Additinal Key Persnnel will be able t view the Awards fr their rganizatin; they can als initiate Award Actin Requests, but they will be sent t the Authrized Representative fr their rganizatin fr review and submissin t the agency. *** Mre than ne user can have the same rle and each user can have mre than ne rle. Grants Online Grantee User Rles - Functinality Rle / Functinality Recipient Administratr Recipient Authrized Representative BIZ/FIN Representative BIZ/FIN Submitting PI/PD Investigatr PI/PD Submitting Recipient User View/Access All Awards fr X X X X Organizatin View/Access Only Assigned Awards X X X Manage Organizatin User Prfiles X Manage Organizatin User System X Access Reassign Tasks X X Initiate Award Actin Requests X X X X X X X Initiate Financial Reprts X X X Initiate Prgress Reprts X X Submit Award Actin Requests X Submit Financial Reprts X X Submit Prgress Reprts X X Useful Links: - Use this link t access the Grants Online s lgin page. - This is the Grants Online Frequency Asked Questins page, in the grantee sectin f the page, yu can review answers t the mst cmmnly asked questins by grantees. - This is the Grants Online Training page, n this page yu can lcate grantee s training dcuments and detailed user manuals. The user manuals prvide the detail steps needed t perfrm any actin in Grants Online. - This is the Grants Online What s New website link, n this site yu can stay up-t-date n Grants Online changes and meetings. - This is a presentatin detailing the steps invlved with getting set up t use the ASAP system fr drawing dwn award funds. Page 6 f 6 Last Updated: March 31, 2009

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