Instructions for Navigating Your Awarded Grant

Transcription

1 Instructions for Navigating Your Awarded Grant proposalcentral s Post-Award allows grantees to submit progress reports, project documents, financial/budget information, communicate with the funding organization, review payments, etc. The instructions below are intended to provide the grantee with a basic orientation to the proposalcentral post-award functions. Although changes and improvements are anticipated to the sample screens shown below, the basic elements that follow should continue to function as described. Please note that not all grant makers use all of the sections of post-award. This tutorial includes the following information: LOGIN & ACCESS... 2 AWARD INFORMATION... 3 REVIEW DELIVERABLE SCHEDULE AND SUBMIT PROJECT DELIVERABLES... 3 Download Templates, Forms and Instructions... 4 Submit Deliverables... 4 Submit a File Deliverable Listed In Your Schedule... 4 Submit a Web Form Deliverable Listed In Your Schedule... 6 Submit a File Deliverable NOT Listed In Your Schedule... 8 VIEW AND EDIT THE BUDGET... 9 VIEW PAYMENTS SEND CORRESPONDENCE TO THE FUNDING ORGANIZATION CONTACTS AND ACCESS Add or Remove A Contact Update Access Level OUTCOME REPORTING ABSTRACT & KEYWORDS RESEARCH SUBJECTS & ASSURANCE P a g e

2 Login & Access For grantees, post-award information is accessed from the same place that the application was prepared and submitted. Use your web browser to login to the proposalcentral Application System: Use the same address (or Username) and password that you used to submit your proposal. If you forget your password, click the Forgot Your Username/Password? link and enter your address. Your password will be ed to you immediately. The default screen which is displayed when you login shows your In-Progress proposals. To access your award(s), click the Awarded link under the Manage Proposals tab. Then, click the Award Details link in the status column to access your award information. TIP: If you do not see your award listed under the Awards link, it may be in Pre-Award status. If you have been asked to add a deliverable to a pre-award record, it can be found under your All or your Submitted link. 2 P a g e

3 Award Information Upon clicking the Award Details link, you will be directed to your Award Details page. This is the hub of your award it provides a summary of your award and access to all other sections of the award (e.g. correspondence, deliverables, contacts and access). Review Deliverable Schedule and Submit Project Deliverables The Deliverables section enables you to submit information requested by the grant maker and additional relevant documents. Grant makers typically use deliverables to collect required and scheduled progress and financial reports, as well as unscheduled materials like publications, presentations, and change requests. To access your schedule of deliverables, click the Deliverables link from the Award Details screen. The schedule of deliverables due for your award is shown chronologically. A grant maker can collect information from you as either a file or text in the interface. Your funder may use only one method or both. If they want the material as a file, you ll see an Upload link listed for the deliverable (1). If they want you to complete an on-line form (aka web form), you ll see either a: 2a) Start link, for a web form you haven t started yet; or 2b) Edit link, for a web form you already started. How to upload a file or complete a web form will be described in the Submit Deliverables section. However, 3 P a g e

4 before covering that information, we recommend you proceed to the next section below to learn how to download any templates and instructions that may have been provided to you. Download Templates, Forms and Instructions Many grant makers provide templates, forms and/or instructions. To download these templates, scroll down to the bottom of the Deliverables Schedule screen and locate the Deliverables Templates section. To download a template, click the Download link next to the appropriate template and save it to your computer. Submit Deliverables The following section discusses how you can submit deliverables to the grant maker. Submit a File Deliverable Listed In Your Schedule To submit a deliverable that is being collected as a file (e.g. report, document), click the Upload link in the Add column for the appropriate deliverable. 4 P a g e

5 Depending on your browser s settings this will either open a new tab in your browser or a pop-up window. Please note that if you have a pop-up blocker turned on, you may need to disable it for proposalcentral. If your pop-up blocker is turned on, your browser may display a message towards the top or bottom of the page indicating that a pop-up was blocked. If your browser displays this, you can likely click the message and elect to have the pop-up blocker disabled for the proposalcentral site. As every browser is different, you may need to use a different method to disable the pop-up blocker. At the top of the new window there will be a notation indicating which file types (e.g. pdf) you are allowed to upload (1). Browse to select a file from your computer (2). Additionally, you can provide a description of the deliverable, if desired (3). When done, click the Save button (4). When the document is successfully uploaded, the deliverable on the schedule will now show the submitted date and the user that submitted the deliverable. Additionally, the Add column will have a Replace link and you can click the View link in the View column to see the file. If you want to update the file, you can click the Replace link and repeat the steps above. If you need to delete the file, click the Delete link. If the grant maker has marked the deliverable as Final, you ll see Final in the Edit Status column. Please note that you will not be able to replace or delete the file after it has been marked as Final by the grant maker. However, you will always be able to view the file by clicking the View link. 5 P a g e

6 Submit a Web Form Deliverable Listed In Your Schedule To submit a deliverable that is being collected as a web form (e.g. progress report), click the Start link in the Add column for the appropriate deliverable. Please note that if you are returning to work on an in progress web form, it will show an Edit link that you will click to re-enter the web form and continue working. Clicking the Start/Edit link will direct you to a page where you will complete the web form. Please note that different grant makers may request different information in their reports and therefore what you see may be different than what is described below. The following are examples of items the grant makers may collect in a web form. 1. Text: The grant maker may provide instructions/questions and request that you enter a response. Items that require a response will be marked with a red asterisk (*). Please make sure to only include plain text and we recommend you periodically click the Save button either directly above or below the text box questions. Please note that there may be character maximums in effect and an error message will display when you save if you exceeded the maximum and need to revise your response. 2. Upload: The grant maker may allow or require you to upload a file. And, if so, they ll indicate the allowable file types (1). If the upload is required, there will be a red asterisk (*) in the blue bar by Upload. To upload a file, browse to select it from your computer (2). When done, click the Save button (3). 3. Other Support: The grant maker may allow or require you to submit information on your other support. If other support is required, there will be a red asterisk (*) in the blue bar by Other Support. If this section is included, the other support information will be coming from the grantee s Professional Profile. Therefore, before completing this section, it is recommended that the Other Support section of the grantee s 6 P a g e

7 Professional Profile is updated. Once the grantee s Professional Profile has all necessary information, the user can add the other support entries to the report by clicking the Add New Entry link. For details on how to complete this section of the web form, please see the How to Add Other Support tutorial Adding Other Support From Your Professional Profile to a Web Form Deliverable section (click here to access the tutorial). 4. Publications: The grant maker may allow or require you to submit information on your publications. If publications are required, there will be a red asterisk (*) in the blue bar by Publications. If this section is included, the publication information will be coming from the grantee s Professional Profile. Therefore, before completing this section, it is recommended that the Publications section of the grantee s Professional Profile is updated. Once the grantee s Professional Profile has all necessary information, the user can add the publications to the report by clicking the Add New Entry link. For details on how to complete this section of the web form, please see the How to Add Publications tutorial Adding Publications From Your Professional Profile to a Web Form Deliverable section (click here to access the tutorial). 5. Electronic Signatures: The grant maker may allow or require you to include an electronic signature (aka e- signature). If an e-signature is required, there will be a red asterisk (*) next to the signature field. To enter a signature, enter the text in the field (1) and click the Save Signature button (2). Please note that the system will record the name of the user that clicked the Save Signature button. This will allow the grant makers to ensure that the name typed matches the profile of the user who actually entered it. If the grant maker has provided any guidance, instructions, certifications by the e-signature field, make sure to read and follow. If the user who needs to submit the e-signature does not have access to the grant, see the Contacts and Access section for information on how to provide him/her access to the grant so he/she can e-sign. You can leave the form at any time by clicking the Back to Award Deliverables link in the top left (1). Before returning to the Deliverable Schedule, make sure to save your work by clicking one of the Save buttons. When the form is complete and you are ready to submit it to the grant maker, click the Submit to Grant Maker As Final button in the upper or lower right (2). If you are missing any required information, the system will show the appropriate error message so you can address and then try submitting again. Please note that once you submit the form you will not be able to make changes unless the grant maker sends it back to you for revisions. 7 P a g e

8 When the web form has been successfully submitted, the deliverable on the schedule will now show the submitted date and the user that submitted the deliverable. Additionally, you can click the View link in the View column to see all the information you included. If the grant maker has marked the deliverable as Final, you ll see Final in the Edit Status column. If the grant maker wants you to make changes to the information after you have submitted, they can return it to you for updates. If they ask you to make modifications, you ll be able to click the Edit link in the Add column to access the report and work on it. Please keep in mind that you ll need to resubmit when you are ready. Submit a File Deliverable NOT Listed In Your Schedule To submit a deliverable that is not listed in the schedule, e.g. Request to Transfer, Publication, click the Add Deliverable link at the top of the table. Depending on your browser s settings this will either open a new tab in your browser or a pop-up window. First, select the type of deliverable you are uploading (1). The grant maker will have a pre-defined list of the materials that you are allowed to submit to them. If the item you need is not on the list, you should contact the grant maker using the correspondence feature. See the Send Correspondence to the Funding Organization section for more information on correspondence. After having selected the type of deliverable, there will be a notation indicating which file types (e.g. pdf) you are allowed to upload (2). Browse to select a file from your computer (3). Additionally, you can provide a description of the deliverable, if desired (4). When done, click the Save button (5). 8 P a g e

9 When the document is successfully uploaded, the deliverable on the schedule will now show the last submitted date and the user that submitted the deliverable. Additionally, the Add column will have a Replace link and you can click the View link in the View column to see the file. If you want to update the file, you can click the Replace link and repeat the steps above. If you need to delete the file, click the Delete link. If the grant maker has marked the deliverable as Final, you ll see Final in the Edit Status column. Please note that you will not be able to replace or delete the file after it has been marked as Final by the grant maker. However, you will always be able to view the file by clicking the View link. View and Edit the Budget Depending on your funding organization, you may be able to view the budget or make changes to the budget sections. If the funding organization provided access to the award budget, there will be a Budget link in the Award Details section. If your Award Details page does not include the Budget link, you can skip this section. 9 P a g e

10 If you do have the Budget link, clicking the link will take you to your budget. At the top of the screen is the award information. If the grant maker has elected to provide instructions, you will see them at the top. The second part of the screen shows the budget information for the award. Some organizations collect only a summary of the budget and others collect line item details. The screenshots below reflect a summary budget; however, the same concepts apply to a budget that includes line items. You can access the different budget periods by clicking the period tabs towards the top of the budget. The funding organization has the ability to allow you to edit/add information, but depending on their preferences you may not have that feature. If you are able to make changes, make sure to periodically click the Save Changes button to retain your changes. If the funding organization has allowed you edit/add information, here are the different columns that may be editable (note you may be able to edit some of these columns, but not others): 1. Awarded 2. Expenditure 3. Notes Please note that the Notes column, if available, is accessed by clicking the Add Notes link under the Expenditure column label. If the Add Notes link has a red asterisk (*) that means you must enter a note for every line in order to submit the budget period. 10 P a g e

11 The grant maker has the ablity to request an electronic signature (aka e-signature) from you. Additionally, they can choose between collecting the e-signature as a file or text. If the e-signature is required, there will be a red asterisk (*) next to the e-signature label. Please note that the system will record the name of the user that clicks the Save Signature button. This will allow the grant makers to ensure that the name typed matches the profile of the user who actually entered it. If the grant maker has provided any guidance, instructions, certifications below the e-signature field, make sure to read and follow. If the user who needs to submit the e-signature does not have access to the grant, see the Contacts and Access section for information on how to provide him/her access to the grant so he/she can e-sign. Example of File E-Signature: Example of Text E-Signature: When you have completed working on the budget period and are ready to submit it to the grant maker, click the Submit Period to Grant Maker as Final button. If you are missing any required information (e.g. required note or signature), the system will display those error messages. Once you have successfully submitted the period, it will show as read-only and you will not be able to make any further changes unless the grant maker permits it. 11 P a g e

12 View Payments To view the payments related to the award, click Payments in the Award Details section. The top of the page will display information regarding the current payee for the grant. Below the payee details is a table showing all of the payments the grant maker has scheduled in proposalcentral, along with whether or not the payments have been paid. If the payments have been paid and the grant maker has entered the payment information, you will be able to see the amount paid and date paid. TIP: If your payment schedule is showing payments not paid with dates in the past, we recommend you check your deliverable schedule to determine if you are late with a required report. Send Correspondence to the Funding Organization To send correspondence to the funding organization or read correspondence they sent you, click the Correspondence link from the Award Details screen. 12 P a g e

13 From this page, you can see any correspondence that has been sent within proposalcentral by clicking the blue link in the Message column (1). Use the Respond link to respond directly to a message you have received (2). If you want to initiate a new message, click Send Correspondence to Admin at the top (3). On the next page you can select the recipients and compose your message. Select recipients by checking the box next to their name. It is recommended that you only select the relevant individual(s). If your grant has been assigned to a particular administrator(s), you ll be able to identify that individual(s). Most grant makers recommend that if your grant has been assigned to a specific administrator that you only select them. Here s an example of how it may appear if your grant is assigned to specific administrators: 13 P a g e

14 After selecting the recipients, you may enter a CC (e.g. an administrative assistant or collaborator), enter the subject and body of your , and attach a file. When you are ready to send the , click the Send button. Contacts and Access You can add contacts to your grant (e.g. administrative assistant, collaborator, sponsored research official, etc.) and provide them access to your award, if necessary. Depending on their access level, they can submit deliverables, provide electronic signatures, send s, submit expenditures, view payments, etc. To add a contact or provide a contact access to your award, click the Contacts & User Access link from the Award Details screen. 14 P a g e

15 If your application was submitted through proposalcentral, the PI, institution contacts, and key personnel entered in the application will already be listed. Additionally, the users that had access to the application will continue to have access to the award with the same permission level. If the user was listed as an organizational official or key personnel but did not have access to the application, they will be listed with No Access. The following sections describe how you can add/remove a contact and change access levels. Add or Remove A Contact If you want to remove a contact, click the X in the Del column. You ll see a pop-up asking you to confirm that you want to delete the contact, click the Ok button to proceed with the deletion and Cancel to retain the contact. To add a new contact, enter the person s address twice (1) and click the Add Award Contact button (2). If the person is already registered with proposalcentral, the Add Contact detail screen will be populated with their contact information. Select their contact type (e.g. Key Personnel) and enter their role (e.g. Collaborator). When done, click the Save & Close button. Please note that changes to the contact information cannot be made from this screen for existing users. If the information is incorrect, please contact the person and have them update their proposalcentral profile. If the person is NOT registered with proposalcentral, the Add Contact detail screen will be blank. Select their contact type (e.g. Key Personnel), enter their role (e.g. Collaborator), and provide the appropriate contact information. When done, click the Save & Close button. 15 P a g e

16 When adding new users, an account and profile will be automatically created for them in proposalcentral. The person will receive an (at the address you entered) explaining how to access and update their contact information in proposalcentral. Update Access Level To update a contact s permission level, select the appropriate level from the drop-down menu in the Permissions column (1) and click the Save Changes button (2). To learn about the different types of permissions, click the Hints & Tips for Access Permissions link towards the top (3). Users with access to your grant will follow the same steps as you would to login and access the award details link located in the in awarded section of the manage proposals tab. 16 P a g e

17 Outcome Reporting If your funder collected anticipated outcomes during the application process using proposalcentral s Outcome feature, they may collect reports on actual outcomes during post-award. And, if they do, they may utilize proposalcentral s Post-Award Outcomes feature. If they do, there will be an Outcomes link in the Award Details section. If your Award Details page does not include the Outcomes link, you can skip this section. If you do have the Outcomes link, clicking the link will take you to the Outcome reporting. At the top of the screen is the award information. If the grant maker has elected to provide instructions, you will see them at the top. Additionally, the header will have a drop-down menu listing all of the required report deadlines. The dates refer to the date the report is due and the statuses are: Due You have not submitted the report. Pending You have submitted the report, but the grant maker has not marked it as final. Final You have submitted the report and the grant maker has marked it as final. When you make a selection from the drop-down menu, the appropriate report will display below. The information you entered in your application will display on the right (1). The left side will either be blank if it s the first time you re accessing this report or will show the information last saved/submitted (2). If you re working on the report, enter the information on the left side and click the Save button to retain your changes (3). When the report is complete, click the Submit button (4). Once you have submitted the information, it will show as read-only and you will not be able to update the information associated with that report deadline. If you want to export your report to Excel, click the Excel icon (5). The following screenshot is an example of an Outcomes report; it is likely that your format will be very different. However, the functionality is the same regardless of format. 17 P a g e

18 Abstract & Keywords If your funder collected abstracts and keywords during the application process using proposalcentral s abstract and keyword fields, you can see the information in post-award by clicking the Abstract & Keywords link in the Award Details section. Some funders allow their grantees to update the abstract and keywords. If they have elected to do this, you will be able to make changes and click the Save button. If you cannot edit the information, then you will only be able to review it. The following is an example of when the grantee is allowed to edit the information. 18 P a g e

19 Research Subjects & Assurance If your funder collected organization assurance information (e.g. IRB/IACUC/rDNA approvals) during the application process using proposalcentral s organizational assurance section, you can see the information in post-award by clicking the Research Subjects & Assurance link in the Award Details section. If this feature is being utilized, you will only be able to review the information submitted in the application and the information the grant maker currently has for you. If the information is out of date, we recommend that you notify the grant maker using the correspondence feature. See the Send Correspondence to the Funding Organization section for more information on correspondence. 19 P a g e

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