Grants Online. Quick Reference Guide Grant Recipients

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1 Abut Grants Online: Grants Online perates in a web envirnment. Internet Explrer is the preferred brwser fr PC users, but Ggle Chrme als wrks well; 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, and Submit Pst-Award Actin Requests and Perfrmance Prgress Reprts. T access Grants Online, enter the fllwing URL in yur address bar: https://grantsnline.rdc.naa.gv 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 may 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 users 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. Reassigning a Task 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 Grants Online. Yu can als search fr pen tasks in yur rganizatin by fllwing the steps up t #4. Use this sectin t prcess tasks in yur inbx. Inbx tab Inbx tab View Link Task Link Task Management Reassign 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. 1. Click the Inbx tab. 2. Click the Task Management link. 3. Frm the Search Criteria drpdwn menu, chse 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. Page 1 f 7 Last Updated: August 2015

2 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. Click the Select link next t the name f the user that will have the task reassigned t them. c. The Task Management page is displayed fr yu t cnfirm yur request. Select the Yes buttn t cmplete yur request r the N buttn t cancel the request. 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 Federal Agency fr Revisin, r View Accunting Details. 3. T accept the Award: a. Chse 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. On the Launch page, g t the drpdwn menu and chse View Manage Award Screen and click Submit. 3. On the next screen, click n the Add Anther Principal Investigatr - Prject Directr link 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. On the Launch page, g t the drpdwn menu and chse Manage Award Cmplete and click Submit. Printing the Award Acceptance Letter 2. Click the Search Awards link. The Search fr Award page is displayed. 3. Input yur Award number and click the Search buttn n the Search fr 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 Page 2 f 7 Last Updated: August 2015

3 search results t a specific Award r yu can leave the search criteria blank t view all Awards accessible by yu. 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 CD-450 Reprt buttn. The Financial Assistance Award dcument is displayed in Adbe fr yu t review and print. Submitting & Reviewing an Award Actin Request (AAR) 2. Click the Search Awards link. The Search fr Awards page is displayed. 3. Input yur Award number and click the Search buttn. When yur search results ppulate, click the Award number fr which yu are submitting yur AAR. 4. On the Grants File launch page, chse Create Award Actin Request frm the Actin drpdwn menu then click the Submit buttn. 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 & Reviewing an Organizatin Prfile Change Request (OPCR) 2. Click the Organizatin Prfile Change Request link. The Organizatin Prfile Change Request page is displayed. 3. Chse the intended rganizatin frm the drpdwn list. 4. T Enrll in ASAP (NOAA Only): a. Scrll twards the bttm f the screen and click n the Enrll in ASAP link n the right side. b. Fill in the Pint f Cntact infrmatin, then click the Save and Return t Main buttn. 5. T Enrll in ASAP (ITA, MBDA, NTIA, EDA Only): ITA cntact MBDA cntact NTIA cntact EDA cntact 6. Fr ther Organizatin Prfile Changes: a. Enter nly the changed infrmatin int the apprpriate data fields n the right f the screen. b. Enter the justificatin fr the changes int the data field at the bttm f the screen, then click the Save buttn. c. On the next screen uplad any attachments as apprpriate, review the list f Awards that will be affected by the change, then click the Save and Start Wrkflw buttn. (Based n the request yu may be allwed t select specific Awards t assciate with the change as apprpriate. If the system prevents selectin f specific Awards, cntact the Grants Online Help Desk fr further instructins in yur particular case.) 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 unless the creatr is als the Authrized Representative. If yu have the rle f Recipient Authrized Representative yu will be able t submit the request t the agency nce the review task has been created. Page 3 f 7 Last Updated: August 2015

4 Submitting a Perfrmance Prgress Reprt NOTE: Only applies t NOAA, ITA, EDA and OSEC 2. Click the Search Reprt link lcated n the left-hand navigatin pane. 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 buttn. 4. Frm the search results, lcate and click n the Perfrmance Prgress Reprt link yu wish t generate. The Perfrmance Prgress Reprt page is displayed. 5. On this page, yu can attach yur reprt. The Federal Prgram Officer is the authrity n the acceptable frm and cntent f Prgress Reprts. NOTE: Large attachments may nt uplad; try t limit yur attachments t less than 10 megabytes. 6. T uplad attachments a. Click the [+] link Anther sectin will display t allw yu t search yur cmputer fr the file. Click the Brwse buttn 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 a SF-425 Cash Flw/SF-425 Full Reprt Federal Financial Reprt 2. Click the Search Reprt link lcated n the left-hand navigatin pane. 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 buttn. 4. Frm 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 a SF-425A Federal Financial Reprt-Multiple Awards/Interim Reprt Only (Cash Flw) NOTE: Fr MBDA, ITA, EDA, OSEC recipients will need t submit a SF-425-Full Reprt fr interim. 2. Click the SF-425A fr Multiple Awards link lcated n the left-hand navigatin pane. 3. Frm 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-425 sectin. 5. Yu must fill in the Cumulative Federal Cash Disbursement fields. 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 data fr later use by selecting Save. Select Print t generate a printable PDF versin f the SF-425A. 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 Page 4 f 7 Last Updated: August 2015

5 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 the left-hand navigatin pane. 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 is mre than ne Authrized Representative 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 apprval(s). 12. Chse Frward SF-425A Reprt t Agency frm the Actin drpdwn menu, then click Submit. Adding/Editing Yur Organizatin Users NOTE: This actin can nly be perfrmed by users that have the System Administratr Rle. 2. Click the Manage Recipient Users link lcated n the left-hand navigatin pane. 3. Select yur rganizatin frm the drpdwn menu. The list f users fr the selected rganizatin in Grants Online is displayed. 4. 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 yur rganizatin frm the drpdwn menu and click the Select buttn. c. Select r deselect the apprpriate checkbx(s) fr the level f access yu want t grant t the user. d. Click the Assign buttn at the bttm f the page t cmplete the changes. Click the Cancel buttn t return t the previus page. e. T deactivate a user, click the Disassciate buttn at the bttm f the page. 5. 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. Select yur rganizatin frm the drpdwn menu and click the Select buttn. c. Enter the required fields with the user s infrmatin n the Create Recipient User page: First and Last names, address, and Phne. d. Chse a user s rle frm the User Rle drpdwn list. e. Click the Save buttn. If there are n errrs the user name is generated, therwise yu will have t make the necessary crrectins. 6. 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 Recipient User page. This will unlck the accunt. Nrmally a user s accunt is lcked after 3-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 Recipient User page. A cnfirmatin page is displayed. Click the Reset 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 Dne buttn t cancel the request. Page 5 f 7 Last Updated: August 2015

6 General Navigatin Guide Grants Online uses a Tab style f page frmatting. There are tabs acrss the tp f the website 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. 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. Task Management This allws tasks t be reassigned between users. Fr tasks t Recipient Authrized Representatives (RAR), nly the Accept/Decline Award task initially 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 assciated 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 Organizatin Users n Page 5. Organizatin Prfile Change Request The user can view the rganizatin prfile and submit request fr changes. See Submitting & Reviewing an Organizatin Prfile Change Request (OPCR) n Page 3. SF425A fr Multiple Awards The user can view, create r replace SF-425 Cash Flw Federal Financial Reprts fr multiple awards fr the same Recipient rganizatin. See Submitting a SF-425A Federal Financial Reprt Multiple Awards/Interim Reprt Only (Cash Flw) n Page 4. 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 lesser 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 6 f 7 Last Updated: August 2015

7 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 CD-451 (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. NOTE: 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 Request X X X X X X X Initiate Org Prfile Change Request X X X X X X X Initiate Financial Reprt X X X Initiate Prgress Reprt X X Submit Award Actin Request X Submit Org Prfile Change Request X Submit Financial Reprt X X Submit Prgress Reprt X X Useful Links: https://grantsnline.rdc.naa.gv/flws/hme/lgin/lgincntrller.jpf - Use this link t access the Grants Online s lgin page. - This is the Grants Online Prgram Management Office website where yu can find links t ur Frequently Asked Questins, Training page, and What s New page, alng with a link t the system website. Page 7 f 7 Last Updated: August 2015

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