AAR, Award, Post-Award Process Maps v 4 · 2015. 11. 9. · Version 4.17 Award Action Request...
Transcript of AAR, Award, Post-Award Process Maps v 4 · 2015. 11. 9. · Version 4.17 Award Action Request...
AAR-1 Award Action RequestAAR-2 No Cost Extension (Prior Approval Required)AAR-3 No Cost Extension (Prior Approval Waived)AAR-4 Extension to CloseoutAAR-5 ASAP Drawdown RequestOCPR-1.1, 1,2 Org Profile Change Request (ASAP Enrollment)OCPR-2.1, 2.2, 2.3 Org Profile Change Request (Change In Institution Profile)ERA-1 Electronic Recipient Acceptance
AAR, Award, Post-Award Process Mapsv 4.17
Last Updated: September 30, 2015
Version 4.17
September 30, 2015
RFA CreatorRFA Publisher
Assigned Program Officer
NOAA
Grants Officer
Grants Specialist
FALD
Competition Manager
Grants Online Document
Process Map Key
MultipleGrants Online Documents
Process Step
Data Quality Validator
Vendor Data ControlSelecting Official
Finance OfficeASAP Authorizer
Recipient Authorized Rep
Notification
NEPA Official
Requestor
CBS Error Notifier
AAR Initiator
Bureau OLIA(OLA)
Department OLIA
CBS Interface
Task
Continue
Alternate Path
Important Note
Grants Online Hard Stop Codes
HS = “Vendor and Funding”HSP = “Vendor and Funding – POST”HSFP = “Funding Only - POST”HSV = “Vendor Only”HSF = “Funding Only”
“Interface” User
VV = Vendor Transaction – ValidateVC = Vendor Transaction - CreateP = Procurement Request TransactionO = Obligation TransactionC = Closeout TransactionSN = SF-270 – Non-ASAP TransactionSA = SF-270 – ASAP Transaction
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September 30, 2015
101.) Review Award Action Request2.) Forward to Grants Specialist
9Assigned Program Officer
Note: If AAR turns info an Amendment then the workflow will be the same except that the approval document will be an Amendment.
8Review Award Action Request
Forward to Agency
End
Award Action Request Workflow (AAR-1)
Start
1AAR Initiator
5AAR Initiator
6Review Award Action Request
Forward to Authorized Representative
7Recipient Authorized
Representative
11Grants Specialist
161.) Review Award Action Request2.) Forward to Grants Officer
17Grants Officer
181.) Review AAR or Amendment
2.) Approve AAR or Amendment
19Recipient Authorized
Representative
Note: An amendment would have to be accepted by the Recipient Authorized Representative before becoming effective.
2Search for Awards
via The Awards Tab
3Access Grants File page
And Select Award Action Request from the
Action Dropdown Menu
4Select Type of
Award Action Request,Enter required fieldsAnd Start Workflow
20AAR or Amendment
Approval Notification
13FALD
and/orDirector
15Grants Specialist
141.) Review Award
Action Request2.) Forward to Grants
Specialist
12Forward for
OptionalReview
Version 4.17
September 30, 2015Award Action Request Workflow (AAR-2)
101.) Review Award Action Request2.) Forward to Grants Specialist
9Assigned Program Officer
Note: If AAR turns info an Amendment then the workflow will be the same except that the approval document will be an Amendment.
8Review Award
ActionRequest Forward
to Agency
EndAAR
StartAAR
1INITIATER (Recipient
Authorized Representative,PI, Co-PI, or Finance
Representative)
5AAR Initiator
6Review Award Action Request
Forward to Authorized Representative
7Recipient Authorized
Representative
11Grants Specialist
121.) Review Amendment2.) Forward to Grants Officer
13Grants Officer
14Approve Amd/Extend Date inGrants Online
15Recipient Authorized
Representative
2Search for Awards
via The Awards Tab
3Access Grants File page
And Select Award Action Request from the
Action Dropdown Menu
4Select Type of
Award Action Request,Enter required fieldsAnd Start Workflow
1. Nightly Upload to CBS DW for ARRA2. File generation for FAADS/USASpending
16Accept/Decline
Amd
17Grants OnlineSystem Admin
16AGrants Officer
Accept
Decline
16BAcknowledge Decline (Grants Online award
expiration date is rolled back.)
20CBS 1st and 2nd
Approval –Date Extension
22Unapproved
profile update
O
21ASAP
Authorizer
19CBS 1st/2nd Approver/
CBS Interface
No Cost Extension – Prior Approval Required
HSP
18Initiate Ob
Mode
Version 4.17
September 30, 2015Award Action Request Workflow (AAR-3)
8Review Award Action
Request Forward to AgencyExtend Date in Grants Online
EndAAR
StartAAR
1INITIATER (Recipient
Authorized Representative,PI, Co-PI, or Finance
Representative)
5AAR Initiator
6Review Award Action Request
Forward to Authorized Representative
7Recipient Authorized
Representative
2Search for Awards
via The Awards Tab
3Access Grants File page
And Select Award Action Request from the
Action Dropdown Menu
4Select Type of
Award Action Request,Enter required fieldsAnd Start Workflow
1. Nightly Upload to CBS DW for ARRA2. File generation for FAADS/USASpending
9Grants OnlineSystem Admin
12CBS 1st and 2nd
Approval –Date Extension
14Unapproved
profile update
o
11CBS 1st/2nd Approver/
CBS Interface
13ASAP
Authorizer
No Cost Extension – Prior Approval Waived aka Expanded Authority
HSP
10Initiate Ob
Mode
Version 4.17
September 30, 2015Award Action Request Workflow (AAR-4)
8Review Award Action
Request Forward to Agency
EndAAR
StartAAR
1INITIATER (Recipient
Authorized Representative,PI, Co-PI, or Finance
Representative)
5AAR Initiator
6Review Award Action Request
Forward to Authorized Representative
7Recipient Authorized
Representative
Approved/Declined Notification
2Search for Awards
via The Awards Tab
3Access Grants File page
And Select Award Action Request from the
Action Dropdown Menu
4Select Type of
Award Action Request,Enter required fieldsAnd Start Workflow
12Approve AAR
15Unapproved
profile update
101.) Review AAR2.) Forward to Grants Officer
9Grants Specialist
11Grants Officer
13Recipient Authorized
Representative
Approved Only
Extend Final
Reports due date in Grants
Online
ASAP Only
o
14ASAP
Authorizer/CBS
Interface
o
HSP
Extension to Closeout
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September 30, 2015
6Forward to Agency
End
ASAP Drawdown Request (AAR-5)
Start
4Forward To Authorized
Representative
1Business-Finance Representative,
Authorized Representative
7Assigned Grants
Specialist
8Accept ASAP
Drawdown Request
5Recipient
AuthorizedRepresentative
2Search Awards
3Click on “Create ASAP
Drawdown Request” from the Grants File options and go to details page to fill out form
9ASAP Authorizer
Agency Review ASAP Recipients Only (Currently Only NIST)
10Release Funds in ASAP
ASAP Drawdown Request created by “Submitting’’ Biz/Fin Rep can be forwarded directly to the Agency
Version 4.17
September 30, 2015Organization Profile Change Request Workflow (OPCR-1.1)
StartOPCR
1INITIATER (Recipient
Authorized Representative,PI, Co-PI, or Finance
Representative)
2Select “Update
Institutional Profile”Under Awards Tab
3AAR Initiator
4Review Award
Action Request/Forward to Authorized
Representative
6Review Award Action
Request Forward to Agency
5Recipient Authorized
Representative
7ASAP
Authorizer
8Initiate ASAP
Enrollment
9ASAP
Enrollment Checklist
10Data Quality
Validator
11Org Lookup /Provisional Org Workflow (if needed)
12Data Quality
Validator
13Validate
Org Profile(CCR)
14Vendor
Data Control
16Vendor
Data Control
15Initiate get Vendor info
17Reject Vendor
Info / CBS Errors
18Accept
Vendor Info/Request
New Vendor
Create NewVendor
CBS Vendor Created
Choose Current Vendor
19Grants Online System Admin/CBS Error Notifier
20Link Vendor
with Org Profile
AUTOMATED TASK
* ASAP Certification Task has been automated
* Not Separate Task, new action on screen.
*
V V
VC
To Step 21OPCR-1.2
ASAP Enrollment
*
Version 4.17
September 30, 2015Organization Profile Change Request Workflow (OPCR-1.2)
21AffectedGrants
Officers
22Approve ASAP
Enrollment Checklist
24Modify Oblig Vendor Info
26CBS 1st/2nd Approver/
CBS Interface
27ASAP
Authorizer
28ASAP
Authorization
29Finance Office
30*ASAP
Certification
31Recipient Authorized
Representative
EndOPCR
Note: Grants Officer Approval (Notification Only)
EACH Step (23-29) is completed once for one or multiple awards
* ASAP Certification Task has been automated
23Finance
Office/ CBS Interface
25CBS 1st/2nd Approver/
CBS Interface
From Step 20 OPCR-1.1
ASAP Enrollment
Version 4.17
September 30, 2015
StartOPCR
1INITIATER (Recipient
Authorized Representative,PI, Co-PI, or Finance
Representative)
2Select “Update
Institutional Profile”Under Awards Tab
3AAR Initiator
4Review Award
Action Request/Forward to Authorized
Representative
6Review Award Action
Request Forward to Agency
5Recipient Authorized
Representative
81.) Review OPCR2.) Approve OPCR3.) Reject OPCR
7Grants Officer
APPROVED
To Step 9 OPCR-2.2
Organization Profile Change Request Workflow (OPCR 2.1) Change in Institution Profile (includes EIN ,DUNS and ASAP changes)
Version 4.17
September 30, 2015
9ASAP
Authorizer
10ASAP
De-Authorization
14Approve
ASAP Profile Change
15Data Quality
Validator
16Validate
Org Profile(CCR)
17Vendor
Data Control
19Vendor
Data Control
18Initiate get Vendor info
20Reject Vendor
info / CBS Errors
21Accept
Vendor Info/Request
New Vendor
Create NewVendor
CBS Vendor Created
Choose Current Vendor
22Grants Online System Admin/CBS Error Notifier
23Link Vendor
with Org Profile
AUTOMATED TASK
* ASAP Certification Task has been automated
* Not Separate Task, new action on screen.
*
*
INTERFACED
NON-INTERFACED
Error Handler
11Finance Office
13ASAP
Authorizer
12ASAP
De-Certification
Do Steps 9-14 only if OLD Vendor is ASAPSteps 9-14 are ALL MANUAL
EACH Step is completed once for one or multiple awards1.) Review OPCR
2.) Complete OPCR3) Return OPCR to Grants Officer
NOTE: Workflow Comment is Mandatory
EndOPCR
V V VC
To OPCR 2.3 Step 24
Organization Profile Change Request Workflow (OPCR 2.2) Change in Institution Profile (includes EIN ,DUNS and ASAP changes)
From OPCR 2.1
Step 8
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September 30, 2015
25Modify Oblig Vendor Info
27CBS 1st/2nd Approver/
CBS Interface
28ASAP
Authorizer
29ASAP
Authorization
30Finance Office
31*ASAP
Certification
32Recipient Authorized
Rep
EndOPCR
Note: Grants Officer Approval (Notification Only)
Do Steps 27-30 only if NEW Vendor is ASAPEACH Step is completed once for one or multiple awards
* ASAP Certification Task has been automated
Organization Profile Change Request Workflow (OPCR 2.3)
24Finance
Office/ CBS Interface
26CBS 1st/2nd Approver/
CBS Interface
Change in Institution Profile (includes EIN ,DUNS and ASAP changes)
From OPCR 2.2 Step 23
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September 30, 2015
8ASAP
Authorization
13Finance Office
14ASAP
Certification
15Recipient Authorized
Representative
End
Award: Electronic Recipient Acceptance Overview (ERA)
1Grants Officer
Start
2Approve Award File
4Approve
6Approve
3CBS 1st
Approver
5CBS 2nd
Approver
16Accept Award
19Manage Award
Complete
18Manage Award
Users
17Recipient System
Admin
9Bureau OLIA
(OLA)
10Clear
Award File
11Department
OLIA
12Clear
Award File
7ASAP
Authorizer
If NOAA, Grants > $100,000 only; or If other Bureaus, all
Grants
If NOAA, Grants > $500,000 only; or If other Bureaus, all
Grants