Grants Online Competitive Process Maps
Version 2.7
1
Process Map Key
Grants Online User
Timed Action
Grants Online Document
Continue
Grants Online Documents
Routes out of Workflow
Process Step
Notification
Version 2.7
2
Summary Slide Slide 5 Slide 6 Slide 7 Slide 8 Slide 9 Slide 10 Slide 11 Slide 12 Slide 13 Slide 14 Slide 15 Slide 16 Slide 17 Slide 18 Slide 19 Slide 20 Slide 21 Slide 22 Slide 23 Slide 24 Slide 25 Slide 26
Application: Application: Application: Application: Application: Application: Application: Application: Application: Application: Application: Application: Application: Application: Application: Application: Application: Application: Application: Application: Application: Application:
Version 2.7
Create, Review, Publish RFA/FFO/FRN or Omnibus Overview Create RFA – RFA Creator Review/Approve RFA – Line Office Reviewer (up to 3) Review/Approve RFA – FALD Review/Approve RFA – Grants Officer Applications Overview Input Paper Applications – NOAA Review Applications – Assigned Program Officer Confirm Review Event – Competition Manager Edit/Closeout Review Event –Competition Manager Select Applications for Funding Overview Select Applications for Funding – Competition Manager Review Applications for Funding – Selecting Official Conduct Negotiations – Assigned Program Officer Review Selection Package – Competition Manager Review Selection Package – Selecting Official Review Selection Package – FALD Complete PO Checklist – Assigned Program Officer Renegotiating – Assigned Program Officer Complete NEPA Document – Assigned Program Officer Review NEPA Document – NEPA Official Procurement Request and Commitment of Funds – Assigned Program Officer
3
Summary Slide Slide 27 Slide 28 Slide 29 Slide 30 Slide 31 Slide 32 Slide 33 Slide 34 Slide 35
Application: Procurement Request and Commitment of Funds – Requestor Application: Procurement Request and Commitment of Funds – Optional Reviewer (If Selected) Application: Procurement Request and Commitment of Funds – Request Authorized Representative Application: GMD Review and Approval Overview Application: Complete GMD Checklist – Grants Specialist Application: Review Grant File – OIG Application: Review Grant File – OLIA Application: Attach Press Release – Public Affairs Application: Review/Approve Award File – Grants Officer
Version 2.7
4
Application: Create & Review RFA and Publish FFO/FRN or Omnibus Overview 1
Select the RFA Tab & the Create RFA link
2
3
Create via links on RFA Details
Select the option to copy RFA from existing or create new RFA RFA
RFA Creator
Create via Create 4 Publication Button
RFA Routing SlipStart Workflow
Program Element & Funding Priorities, Competitions, Review Events, Special Award Conditions, Application Instructions
RFA Routing Slip
Initiate workflow
Create Publication
5 10
8
9
6
7
Press Done button
Review FFO/FRN or Omnibus
FALD
11
Review FFO/FRN or Omnibus
Optional Reviewer
12
FFO, FRN or Omnibus Synopsis
FPO / Line Office Reviewer
Routing Slip-Start Workflow
13 14
Clear FFO/FRN or Omnibus
RFA Publisher
11a
Initiate Application Packaging 11 b
11 c
Approve
RFA Creator
Version 2.7
Review Reviewer Instructions
FALD
Return for Revision
9a
Without this approval, The Competition Manager will not Receive a task to Confirm the Review Event (see page 8)
RFA Creator
5
Application: 1
Create RFA – RFA Creator
Creating a Competitive RFA Create RFA
RFA Creator
•Name •Fiscal Year •CFDA # •Assigned Prog. Office •Assigned Prog. Officer •Anticipated Publication Date
Create RFA Details
Selected Addresses •Search and Associate
Supplementary Info •Anticipated Funding Amount •Actual Funding Amount •Anticipated Award Amount •Anticipated # Awards
Prog. Elements/ Funding Priorities •Name •Description
Selected Contacts Search and Associate
Competitions •Name •Fiscal Year •Type •Manager
Minimum Requirements
Application Instructions •Available Forms
Special Award Conditions
•Eligible Applicant •Received by Deadline •Meets Max/Min Federal Requirement •Meets Max/Min Match •Complete Application •Add,Remove, Edit Requirement
•Name •Description
Review Events •Review Event Name •Panel Manager •Review Basis •Primary Scoring Method •Summary Score •Cut Off Score •Anticipated Start/End Date •Scoring
Competition Details •Select Recipient Type •Actual Funding for Competition •Anticipated Funding for Competition •Required Fed. Funding per Application •Cost Share per Application •Anticipated Competition Schedule •Application Routing
RFA Routing Slip Start Workflow •RFA Routing Slip •Initiate Workflow 6
Create Publications RFA Details
Version 2.7
Publications •Create FFO and FRN or Omnibus •Populate Publication links with data •View published documents
FPO / Line Office Reviewer
6
Application:
Review/Approve RFA – FPO / Line Office Reviewer (up to 3) 8
Optional Reviewer
FALD
Approve
Approve Approve
initiate FFO from the respective pages
View Details Review
Return
6
Return
Makes revisions/submits back to Line Office Reviewer
RFA Creator
FPO / Line Office Reviewer
8
Optional Reviewer Approve Approve
FALD
Approve initiate FRN or Omnibus Reviews from their respective pages
View Details
Return
Version 2.7
Return
RFA Creator
Makes revisions/submits back to Line Office Reviewer
7
Application:
Review/Approve RFA – FALD
RFA Publisher Clear
Clear Receives task in Inbox to Clear (FFO)
8
Perform Review
Return for Revision
RFA Publisher
Return for Revision
RFA Creator
Makes revisions/submits to Line Office Reviewer
FPO / Line Office Reviewer
Reviews and Approves FFO
FALD RFA Publisher Clear Clear
Receives task in Inbox to Clear (FRN or Omnibus Synopsis)
Perform Review
Return for Revision
Version 2.7
RFA Publisher
Return for Revision
RFA Creator
Makes revisions/submits to Line Office Reviewer
FPO / Line Office Reviewer
Reviews and Approves RFA
8
Application:
Review/Approve RFA – Grants Officer
Approve
Reviews and Clears RFA
Receives task in Inbox to Publish (FFO) Publish Approve
Receives task in Inbox to Review (FFO)
10
Perform Review
RFA Creator
Approve
FALD Withdraw
Return
Return
RFA Publisher
Receives task in Inbox to Publish (FFO)
Makes revisions/submits to Line Officer Reviewer
FPO / Line Office Reviewer
Reviews and Forwards
Receives task in Inbox to Publish (FFO) Publish Approve
Receives task in Inbox to Review (FRN or Omnibus Synopsis)
Perform Review
Withdraw
Return
Return RFA Creator
Version 2.7
Receives task in Inbox to Publish (FFO)
Makes revisions/submits to Line Officer Reviewer
FPO / Line Office Reviewer
Reviews and Forwards
Reviews and Clears RFA
9
FALD
Application:
Applications Overview Applications submitted through Grants.gov
1
3
4
2
Create via Pre-Award Tab
Done
Assigned Program Officer
Review Min. Req. Checklist (1/App.)
Input Paper Applications for RFA
NOAA
9
Review Event Event Date triggers next task for Assigned Program Officer
8
Confirm Review Event
Task dependent upon FALD’s approval of Reviewer Instructions
7
Competition Manager
6
7 days prior to Review Event Start Date Competition Manager receives task
5
Approve/Reject Min. Req. Checklist (1/App.)
10
Closeout Review Event, after all applications are entered and have their minimum requirements approved
Version 2.7
10
Application:
1
Scans applications into Grants Online
Input Paper Applications – NOAA
Input paper application to applicable RFA
Search by: • RFA Title • Funding Opportunity # • CFDA # • RFA ID
NOAA
Select RFA
Create Application Header • Name • Type • State • DUNS # • Application Received Date • EIN # • Total Funding
Create Application
Attach Files
Complete Application Checklist
Version 2.7
Application Details • Application Submission Type and Date Information • Applicant Information • Authorized Representative • Other Application Information • Application Funding Details • Application Checklist
11
Application:
Review Applications – Assigned Program Officer
Min. Req. Checklist Details Submit Review
•Does applicant meet minimum requirements? •Enter comments for each requirement •Enter overall comments
Submit
Approve
3
Submit
Assigned Program Officer
Receives task in Inbox to Review Min. Req. Checklist
Reject Submit
Withdraw Submit Reassign
Version 2.7
Assigned Program Officer
12
Application:
Confirm Review Event – Competition Manager
10
Submit
7
Assigned Program Officer
(7 days prior to review event start date) Assign applications to review event
Competition Manager
Receives task in Inbox to Confirm Review Event
Confirm Review Event Submit
Edit Review Event Details
Confirm Review Event
Cancel Review Event
Submit
Cancel Review Event
Version 2.7
13
Application:
Closeout Multi- Review Event –Competition Manager
18
Submit
Competition Manager
Version 2.7
Receives task in Inbox to Closeout (review)
Closeout Review Event, after all applications are entered and have their minimum requirements approved
14
Application:
Select Applications for Funding Overview
1
3
2
4
5
Done
Recommend Applications for funding
Competition Manager
Recommended Applications
10
11
Forward Recommended Applications to SO
Selecting Official
8
9
7
6
Done
Competition Manager
1.) Conduct Negotiations 2.) Forward to CM for Selection Package 13
12
Assigned Program Officer
Initiate PO Negotiations
Accept Applications
16
15
14
Review Recommended Applications
17
Done Selection Package
Review Selection Package 23
Start Initial Work on Award in CBS
Initiate SO Review of Selection Package
If needed, after the PO Checklist is certified, you can renegotiate to make any changes. Approve NEPA
Forward Grants File to Grants Specialist
22
NEPA Official
21
Request Authorizing Official
Approve Proc. Req.
22b
Version 2.7 If additional reviewer selected
Requestor
22a
FALD 18
PO Checklist
NEPA
Approve
20 19
22c
CBS 1st Approver
Initiate FALD Review of Selection Package
Selecting Official
Complete and Forward Each Resp. Document
Proc. Req.
Assigned Program Officer
Initiate PO preparation of Selection Document (1/App.)
NEPA Document, PO Checklist, Procurement Request and Commitment of funds
Option to establish up to three Internal Reviewers to review the PRCF after the Requestor has completed task
15
Application:
Select Applications for Funding – Competition Manager
1 5
Competition Manager
Version 2.7
Receives task in Inbox to Select Applications
Select Applications For Funding
Select from available applications
Forward Recommended Applications to Selecting Official
Selecting Official
16
Application:
Review Applications for Funding – Selecting Official
9
5 Accept recommended application
Selecting Official
Receives task in Inbox to Review Recommended Applications
Review Recommended Applications
Initiate PO negotiations
Assigned Program Officer 1
Return to Competition Manager
Reject recommended application
Enter comments
Competition Manager
Forward to Selecting Official
Enter comments
Version 2.7
Select another application for funding
Remove rejected application
Receives task in Inbox to Select Applications
17
Application:
Conduct Negotiations – Assigned Program Officer
Conduct negotiations
Negotiate Application • Associate old/generate new award number •Look up application legal name •Request new organization (if applicable) •Select Authorizing Official •Adjust Federal Funding (if applicable) •Attach documents (new SF424, reviews, etc)
11
Forward to Competition Manager for selection package
Competition Manager
9 1
Assigned Program Officer
Receives task in Inbox to Conduct Negotiations
Negotiations rejected return to Competition Manager
Competition Manager
Selects new applications for funding
Withdraw
Create MultiInstitutional Award
Version 2.7
Conduct negotiations for each new application
18
Application:
Review Selection Package – Competition Manager
15
Initiate Selecting Official review of selection package
11
Competition Manager
Receives task in Inbox, Competition Manager Review Selection Package
Review selection package
Selecting Official
Selection Package Details •Copy of authorizing legislation •FRN •Citation of evaluation criteria •Review instructions •List of reviewers •List of applications •All rejected applications and reasons •Rank, order, merit, average score •Selection choices •Copy of FALD comments •Identification of selecting 1 official
Initiate Selecting Official review of selection package
Revise selected applications
1
Revise selected applications
Version 2.7
Competition Manager
Select new applications for funding
19
Application:
Review Selection Package – Selecting Official
17
Initiate FALD review of selection package
15
Selecting Official
Receives task in Inbox, Selecting Official Review Selection Package
Review selection package
FALD
Selection Package Details •Copy of authorizing legislation •FRN •Citation of evaluation criteria •Review instructions •List of reviewers •List of applications •All rejected applications and reasons •Rank, order, merit, average score •Selection choices •Copy of FALD comments •Identification of selecting official
Initiate FALD Review Selection Document
FALD Comments to Competition Manager
1
Return selection package to Competition Manager
Version 2.7
Competition Manager
Select new applications for funding
20
Application:
Review Selection Document – FALD
Review of selection Document 17
FALD
19
Initiate PO preparation of Selection Document
Assigned Program Officer
FALD Comments to Competition Manager
Receives task in Inbox, FALD Review Selection Documents
1
FALD Comments to Competition Manager
Version 2.7
Selection Package Details •Copy of authorizing legislation •FRN •Citation of evaluation criteria •Review instructions •List of reviewers •List of applications •All rejected applications and reasons •Rank, order, merit, average score •Selection choices •Copy of FALD comments •Identification of selecting official
Competition Manager
Select new applications for funding
21
Application:
Complete PO Checklist– Assigned Program Officer
PO Checklist Details
Complete PO Checklist
3
Assigned Program Officer
•General Award Information • Basis of Selection • Performance Progress Reports • Special Award Conditions • Conflict of Interest/Post Employment Restrictions • Matching Requirements • Analysis of Matching Requirements • Minority Serving Institutions • Waiver of Administrative and Cost Related Prior Approval • Project Specific Information • Transfer Information • Programmatic Special Award Condition • Additional Information
Receives task in Inbox to complete PO Checklist
If needed, after the PO Checklist is If needed, after the PO Checklist is certified, you can renegotiate to certified, you can renegotiate to make any changes. make any changes.
Award File Certify PO Checklist
Version 2.7
Certify/Revise Award File
22
Application:
Renegotiating – Assigned Program Officer
ONLY IF NEEDED: THIS IS THE PROCESS TO RENEGOGIATE
Select renegotiate from dropSelect renegotiate from dropdown menu. down menu.
Assigned Program Officer
Certify PO Checklist
Receives task in inbox to Certify/Revise Award file
After editing is completed,(Edit After editing is completed,(Edit data or Attach documents), select data or Attach documents), select Certify/Revise Award file from Certify/Revise Award file from drop-down menu. drop-down menu.
Receives task in Inbox to conduct negotiations
Receives task in inbox to Certify/Revise Award file
Forward Award File to Grants Specialist
Grant Specialist
***Please note, if there is a change in funding amount, user will need to Revise the Procurement Request and Commitment of Funds (PRCF) and get approval from the Requestor and Request Authorizing Official.
Version 2.7
23
Application:
Complete NEPA Document– Assigned Program Officer
6
Assigned Program Officer
Receives task in Inbox to complete NEPA document
Complete NEPA document
NEPA Details • NEPA Environmental Requirements: • Level of Review • Mitigate Measures • Post Award NEPA Review Process • Select NEPA Official
Forward NEPA document
Selected NEPA Official
Version 2.7
24
Application:
Review NEPA Document– Role of NEPA Official
Review
NEPA Details • NEPA Environmental Requirements: • Level of Review • Mitigate Measures • Post Award NEPA Review Process
9
Grants File
NEPA Official
Receives task in Inbox to complete NEPA document
Approve
6
Return
Reassign
Version 2.7
Assigned Program Officer
Assigned NEPA Official
25
Application:
Procurement Request and Commitment of Funds – Assigned Program Officer
10
Assigned Program Officer
Receives ‘Procurement request and commitment of funds’ task in Inbox
Complete Procurement Request
Procurement Request Details •US D.O.C Invoice address and requisition # •Reference Contract #: To and Ship To •Reference Contact Person//Phone # •Federal Share •Estimated Total •Request Authorizing Official: Title/Phone # •Option to establish up to three Internal Additional Reviewers •Requestor:Title/Phone #/Clearance remarks •ACCS Lines •Procurement Request Official Comments
Forward Procurement Request to Requestor
13
Requestor
Version 2.7
26
Application:
Procurement Request and Commitment of Funds – Requestor 14
Request Authorizing Official
Approve
Procurement Request Details 13
Review Requestor
Receives task in Inbox to review procurement request and commitment of funds
•US D.O.C Invoice address and requisition # •Reference Contract #: To and Ship To •EIN # •Reference Contact Person//Phone # •Federal Share •Estimated Total •Request Authorizing Official: Title/Phone # •Requestor:Title/Phone #/Clearance remarks •Additional Reviewers •ACCS Lines •GMD Final Obligation
Approve
Return
10
Return After Requestor completes task to review Procurement Request and Commitment of Funds, Internal Reviewers selected by Program Office receive the same task with the same options
Version 2.7
Assigned Program Officer
27
Application:
Procurement Request and Commitment of Funds – Optional Reviewer (If Selected) If three Optional Reviewers are Selected Request Authorizing Official If two Optional Reviewers are Selected Request Authorizing Official Approve
If one Optional Reviewer Selected Request Authorizing Official Approve
Approve
Approve
1st Optional Review (if selected)
Return
2nd Optional Review (if selected)
Return
3rd Optional Review (if selected)
Return
2nd Optional Review
1st Optional Review
Requestor
Requestor
Return for Revisions Return
Version 2.7
Assigned Program Officer
28
Application:
Procurement Request and Commitment of Funds – Request Authorizing Official
Grants File Approve
Procurement Request Details 14
Request Authorizing Official
Receives task in Inbox to review complete procurement request and commitment of funds
Review
•US D.O.C Invoice address and requisition # •Reference Contract #: To and Ship To •EIN # •Reference Contact Person//Phone # •Federal Share •Estimated Total •Request Authorizing Official: Title/Phone # •Requestor:Title/Phone #/Clearance remarks •ACCS Lines •GMD Final Obligation
Approve
Return to PO
10
Return
Version 2.7
Assigned Program Officer
29
Application:
GMD Review and Approval Overview 3
2
Done
4
1
5
GMD Checklist
Complete GMD Checklist
Done Final state: PO Checklist, NEPA document, Procurement Request
Grants Specialist CD-450
Complete CD 450
7
Accept/ Reject Award
Recipient Authorized Representative/ Grants Specialist
CBS 2nd Approval
CBS 2nd Approver
CBS 1st Approval
Alternative flow selected by Grants Specialist:
Public Affairs
Attach Press Release
6
CBS 1st Approver
Approve and Award File
Version 2.7
No Legal Objection or FALD Comment
Award File Launch Page
Review CD-450
Grants Officer
Alternative flow selected by Grants Specialist:
OLIA Official
Clear Award File or Hold Award File
Award File Launch Page
OIG Official
Approve Award File or Return Award File
Award File Launch Page
*Alternate flow if Fed Funding exceeds 500,000
FALD Official
Forward to Grants Officer
30
Application: Complete GMD Checklist – Grants Specialist
Complete CD-450
D.O.C Financial Assistance Standard Terms and Conditions •Special Award Conditions •Line Item Budget •15 CFR Part 14 and 24 •OMB Circular A-21, A-87, A-122, A-133 •48 CFR Part 31 •Other
GMD Checklist
Complete GMD Checklist 1
•Budget Cost Analysis Memo •Intergovernmental Review of Federal Program •Credit Checks / Delinquent Federal Debt •Name Check Review •List Parties Excluded from Procurement/Non-Procurement Activities •Past Performance •Pre-Award Accounting System Survey •High Risk Recipient •Confirm Financial/Progress Report Requirements •Review Special Award Conditions •Project Details/Dates
Grants Officer
No Legal Objection
FALD Comment
Grants Specialist
Approve & Forward to GO
Receives task in Inbox to review Grant File
Optional Forward to FALD
Optional Forward to CAMS First Approver
Grants Specialist
Funds Available
Funds Unavailable
Grants Specialist
Enter Comments
Reject Award File
Approve Award File
Optional Forward to OIG
Optional Forward to OLIA
Return Award File to Grant Specialist
Clear Award File
Grants Specialist Hold Award File
Version 2.7 Return Award File to Program Officer
Grants Specialist
Task to clear Grant File
31 Assigned Program Officer
Review Award File
Application:
Review Grant File – OIG
1
Approve Award File
Grants Specialist
1 OIG
Receives task in Inbox to Review Award File Return Award File to Grants Specialist
Version 2.7
Grants Specialist
32
Application:
Review Grant File – OLIA
1
Grants Specialist
Clear Award File
OLIA
1
Receives task in Inbox to Clear Grant File Hold Award File
Version 2.7
Grants Specialist
Award File can Not be sent to Grants Officer Until File has been Cleared
33
Application:
Attach Press Release – Public Affairs (Optional Task)
Award File Complete Attach Press Release
Public Affairs
Version 2.7
Receives task in Inbox to Attach Press Release
Attach Press Release
Upload Press Release under Edit Grant File Attachment link
Press Release Complete
34
Application:
Review/Approve Grant File – Grants Officer
Recipient Authorized Rep
Reject
6
Grants Officer
Receives task in Inbox to Approve Award File
Review CD450
Return
Version 2.7
Review Award File • NEPA Document • PO Checklist •Procurement Request •Commitment of Funds •CD 450
Approve Award File
CBS 1st Approver (Review)
Approve
Approve CBS 2nd Approver (Review)
Grants Specialist
35
