Project Revision. What is Project Revision. Steps of Project Revision. How to activate Project Revision. How to fill out Project Revision Request
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1 Published on Grant Management System (GMS) Support / Help Portal ( Home > Approving a Project Revision Project Revision What is Project Revision Steps of Project Revision How to activate Project Revision How to fill out Project Revision Request How to fill out Project Revision Project Lock Approving a Project Revision What is Project Revision Steps of Project Revision Step 1: Offline an IP request a project revision by contacting HFU Step 2: HFU performs Project Revision activation HFU has to go into the project that should be in 'edit' mode How to activate Project Revision How to fill out Project Revision Request HFU: Click on the project Then click on the 'Project Admin' tab 1
2 Within the Project Admin page, select what 'Instance Type' to Activate and what corresponding 'Alert' to send the IP. Note: The 'Lock Tabs' section is to be used by the HFU to lock and unlock segments of the project proposal in the event the IP submits their project proposal and before the approval of the project proposal if the IP encounters an error has been made and needs to revise a particular segment of their project proposal. After your press 'Activate', click yes 'Are you sure you would like to Activate?' if sure. 2
3 After revision has been activated, 'Draft revision request' this this particular project should appear in the IP's 'Active Instance' segment on the home page. Click on the Action icon. Once in the 'Draft revision request' screen, the IP is to select the type of revision and press 'Submit for approval' button once they have completed their revision request. 3
4 After the IP has pressed the submit button, the IP will be prompted to type in 'Comments for project in "Draft revision request". Select 'Yes' to the question 'Are you sure to "Submit for approval"? if IP okay with commentary provided. HFU: Log back into the Project Admin section of the particular project and 'View Revision'. 4
5 Click on the 'Revision' icon and click on the 'Revision sections' tab. HFU will need to select the 'Revision Type' and check the checkboxes of the project proposal section that the HFU needs to open for the IP, in order for the IP to make the necessary revision. 5
6 Once data has been saved successfully and 'Additional Information' has been included, HFU can select the checkbox 'Send Mail Alerts' if they want to alert IP that revision has been activated by HFU. (Admin notes: ensure this alert is set up in the Project Revision workflow) How to fill out Project Revision Agency/Partner Revision: Once the Agency / Partner logs onto their GMS home page, within the Active Instances section, click on the 'Draft Project Revision' icon next to the project to be revised. 6
7 Next, 'Under Revision' only the sections of the project proposal that were approved for project revision will appear to the Agency/Parter. Please to complete revised sections of the project proposal and remember to continuously save work. Next, add supporting documents 7
8 Press 'Exit' once Agency/Partner is done with uploading supporting documents. Press submit for approval once all revisions and uploading of supporting documents are complete. HFU Reviewing revised project proposals: SHOULD BE ADDED AS LINK Click on the 'Revision Overview' tab and enter the project code in the filter section. Review the revised project proposal. Note: HFU's approval of revision, ultimately to include new workflow surrounding which other user groups (such as HC, and/or Finance) needs to approve the revision based upon the type of revision (for instance does it affect the project's budget). After the review has been satisfied, approve the revised project proposal. A history of a project's revision can be viewed in the 'Previous Revisions' column. Project Lock Next the HFU will see the 'Update Revision' versus 'Reset Revision' buttons appear. Everything is locked The sections of the project proposal that has not be selected for revision, will be locked and the IP will not be able to edit those locked segments or tabs. Reset revision you delete all revisions made (Elaboration needed) 8
9 Update Revision opens up SELECTED revised sections to the IP. HFU NOTES: HFU will see 'Read Only Under Revision' when they open up the project at this point. Yellow background - you cannot change data. Budget Revision takes into consideration latest narrative and financial report. Cannot change 'output', but can add new output. Need to reduce budget, you can submit a negative amount Change of variance can be up to 100%. When 'Overwrite' is selected, the original project proposal by GMS will keep a copy of the original and can be downloaded as an original pdf file. If you need to increase budget lines beyond the maximum contact Desk Officer (Desk Officer ask James) Approving a Project Revision Once HFU has been given notification that the Implementing Partner has submitted their revision, HFU is to log into GMS, click on the Revision Overview tab, look up their desired project by filtering. Once the desired project has been retrieved, click on the Project Revision icon on the Revision Overview Page. Upon reviewing the Implemeting Partner's project revision, HFU is satisfied to approve these revision, they are to click on 'Approve Project Revision' Once HFU has approved the Implemeting Partner's Project Revision, they will have several options to choose from: 9
10 Submit project revision for overwriting Approved y HC Save & Stay Save & Exit Project Overwrite Depending upon the internal process followed for Project Revisions, choose what step you would like to take. Upon feeling satisified with the Project Reivision at the point you would like to revise the Implemeting Partner's original project proposal with the revisions they have made, click on Overwrite. Next, a 'Overwrite project data' window will appear, indicating which segments of the project proposal will be revised. It will also give you a choice if you want to send an alert, if so you can choose which alert to send from the drop down menu provided. Lastly it will ask, Are you sure you want to Overwirte the revision data for the aboe sections. If you do, select YES. After a project has been successfully overwritten, Project Revision: Project Revision Overwritten should appear at the top of the page. 10
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