AAR, Award, Post-Award Process Maps v 4.19 Last Updated: May 3, 2016
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1 , Award, Post-Award Process Maps v. Last Updated: - Award Action Request - No Cost Extension (Prior Approval Required) - No Cost Extension (Prior Approval Waived) - Extension to Closeout - Drawdown Request OCPR-.,. Org Profile Change Request ( Enrollment) ERA- Electronic Recipient Acceptance
2 Process Map Key Grants Online Hard Stop Codes RFA Creator RFA Publisher Grants Specialist Grants Online Document HS = Vendor and Funding HSP = Vendor and Funding POST HSFP = Funding Only - POST HSV = Vendor Only HSF = Funding Only Assigned Program Officer NOAA FALD Rep Competition Manager NEPA Official Multiple Grants Online Documents Process Step Interface User VV = Vendor Transaction Validate VC = Vendor Transaction - Create P = Procurement Request Transaction O = Obligation Transaction CBS C = Closeout Transaction Interface SN = SF-0 Non- Transaction Task SA = SF-0 Transaction Continue Data Quality Validator Requestor Notification Alternate Path Selecting Official Vendor Data Control Important Note Authorizer Finance Office CBS Error Notifier Bureau OLIA (OLA) Department OLIA
3 Award Action Request Workflow (-) Search for Awards via The Awards Tab Access Grants File page And Select Award Action Request from the Action Dropdown Menu Select Type of Award Action Request, Enter required fields And Workflow Review Award Action Request Forward to Authorized Note: If turns info an Amendment then the workflow will be the same except that the approval document will be an Amendment. Review Award Action Request Forward to Agency Assigned Program Officer 0.) Review Award Action Request.) Forward to Grants Specialist Grants Specialist Forward for Optional Review FALD and/or Director 0 or Amendment Approval Notification.) Review or Amendment.) Approve or Amendment.) Review Award Action Request.) Forward to Grants Specialist.) Review Award Action Request.) Forward to Grants Specialist Note: An amendment would have to be accepted by the Recipient Authorized before becoming effective.
4 Award Action Request Workflow (-) No Cost Extension Prior Approval Required INITIATER (Recipient Authorized, PI, Co-PI, or Finance ) Search for Awards via The Awards Tab Access Grants File page And Select Award Action Request from the Action Dropdown Menu Select Type of Award Action Request, Enter required fields And Workflow Review Award Action Request Forward to Authorized Note: If turns info an Amendment then the workflow will be the same except that the approval document will be an Amendment. Review Award Action Request Forward to Agency Assigned Program Officer 0.) Review Award Action Request.) Forward to Grants Specialist Grants Specialist.) Review Amendment.) Forward to O Accept HSP Unapproved profile update Authorizer 0 CBS st and nd Approval Date Extension CBS st/nd Approver/ CBS Interface Initiate Ob Mode Grants Online System Admin Accept/Decline Amd Approve Amd/ Extend Date in Grants Online Decline B A Acknowledge Decline (Grants Online award expiration date is rolled back.). Nightly Upload to CBS DW for ARRA. File generation for FAADS/USASpending
5 Award Action Request Workflow (-) No Cost Extension Prior Approval Waived aka Expanded Authority INITIATER (Recipient Authorized, PI, Co-PI, or Finance ) Search for Awards via The Awards Tab Access Grants File page And Select Award Action Request from the Action Dropdown Menu Select Type of Award Action Request, Enter required fields And Workflow Review Award Action Request Forward to Authorized o HSP Unapproved profile update Authorizer CBS st and nd Approval Date Extension CBS st/nd Approver/ CBS Interface 0 Initiate Ob Mode Grants Online System Admin Review Award Action Request Forward to Agency Extend Date in Grants Online. Nightly Upload to CBS DW for ARRA. File generation for FAADS/USASpending
6 Award Action Request Workflow (-) Extension to Closeout INITIATER (Recipient Authorized, PI, Co-PI, or Finance ) Search for Awards via The Awards Tab Access Grants File page And Select Award Action Request from the Action Dropdown Menu Select Type of Award Action Request, Enter required fields And Workflow Review Award Action Request Forward to Authorized o HSP Review Award Action Request Forward to Agency Grants Specialist 0.) Review.) Forward to Approve Only Unapproved profile update o Authorizer/ CBS Interface Approved Only Extend Final Reports due date in Grants Online Approval/Denial Notification
7 Drawdown Request (-) Agency Review Recipients Only (Non-NOAA Bureaus) Drawdown Request created by Submitting Biz/Fin Rep can be forwarded directly to the Agency Business-Finance, Authorized Search Awards Click on Create Drawdown Request from the Grants File options and go to details page to fill out form Forward To Authorized Recipient Authorized Forward to Agency EDA Only a Forward to Optional Reviewer b EDA Director/ c Approve Assigned Grants Specialist Accept Drawdown Request Authorizer 0 Release Funds in Recipient Authorized Approval Notification
8 Organization Profile Change Request Workflow (OPCR-.) Enrollment OPCR INITIATER (Recipient Authorized, PI, Co-PI, or Finance ) Select Update Institutional Profile Under Awards Tab Review Award Action Request/ Forward to Authorized Review Award Action Request Forward to Agency Authorizer Initiate Enrollment Enrollment Checklist 0 Data Quality Validator Org Lookup / Provisional Org Workflow (if needed) Data Quality Validator Validate Org Profile (CCR) * Vendor Data Control V V Initiate get Vendor info Vendor Data Control Reject Vendor Info / CBS Errors Create New Vendor * Accept Vendor Info /Request New Vendor VC CBS Vendor Created Grants Online System Admin/ CBS Error Notifier 0 Link Vendor with Org Profile To Step OPCR-. * Not Separate Task, new action on screen. Choose Current Vendor AUTOMATED TASK * Certification Task has been automated
9 Organization Profile Change Request Workflow (OPCR-.) Enrollment From Step 0 OPCR-. Affected Grants Officers Approve Enrollment Checklist EACH Step (-) is completed once for one or multiple awards OPCR Finance Office/ CBS Interface Modify Oblig Vendor Info CBS st/nd Approver/ CBS Interface CBS st/nd Approver/ CBS Interface Authorizer Authorization Finance Office 0 * Certification * Certification Task has been automated Note: Approval (Notification Only)
10 Award: Electronic Recipient Acceptance Overview (ERA) Approve Award File CBS st Approver Approve CBS nd Approver Approve If NOAA, Grants > $00,000 only; or If other Bureaus, all Grants If NOAA, Grants > $00,000 only; or If other Bureaus, all Grants Authorizer Authorization Finance Office Certification Bureau OLIA (OLA) 0 Clear Award File Department OLIA Clear Award File Manage Award Complete Manage Award Users Recipient System Admin Accept Award
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