AAR, Award, Post-Award Process Maps v 4 · 2015. 11. 9. · Version 4.17 Award Action Request Workflow (AAR-2) September 30, 2015 10 1.) Review Award Action Request 2.) Forward to

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

Version 4.17

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


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


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




Representative

11Grants Specialist

121.) Review Amendment2.) Forward to Grants Officer

13Grants Officer

14Approve Amd/Extend Date inGrants Online


Representative

2Search for Awards

via The Awards Tab




4Select Type of


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


8Review Award Action

Request Forward to AgencyExtend Date in Grants Online

EndAAR

StartAAR



Representative)

5AAR Initiator




Representative

2Search for Awards

via The Awards Tab




4Select Type of


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


CBS Interface

13ASAP

Authorizer

No Cost Extension – Prior Approval Waived aka Expanded Authority

HSP

10Initiate Ob

Mode

Version 4.17



Request Forward to Agency

EndAAR

StartAAR



Representative)

5AAR Initiator




Representative

Approved/Declined Notification

2Search for Awards

via The Awards Tab




4Select Type of


12Approve AAR

15Unapproved

profile update

101.) Review AAR2.) Forward to Grants Officer

9Grants Specialist

11Grants Officer


Representative

Approved Only

Extend Final

Reports due date in Grants

Online

ASAP Only

o

14ASAP

Authorizer/CBS

Interface

o

HSP

Extension to Closeout

Version 4.17

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



Representative)

2Select “Update

Institutional Profile”Under Awards Tab

3AAR Initiator

4Review Award

Action Request/Forward to Authorized

Representative




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


CBS Interface

27ASAP

Authorizer

28ASAP

Authorization

29Finance Office

30*ASAP

Certification


Representative

EndOPCR

Note: Grants Officer Approval (Notification Only)

EACH Step (23-29) is completed once for one or multiple awards


23Finance

Office/ CBS Interface


CBS Interface

From Step 20 OPCR-1.1

ASAP Enrollment

Version 4.17

September 30, 2015

StartOPCR



Representative)

2Select “Update

Institutional Profile”Under Awards Tab

3AAR Initiator

4Review Award

Action Request/Forward to Authorized

Representative




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


* 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

Version 4.17

September 30, 2015

25Modify Oblig Vendor Info


CBS Interface

28ASAP

Authorizer

29ASAP

Authorization

30Finance Office

31*ASAP

Certification


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


Organization Profile Change Request Workflow (OPCR 2.3)

24Finance

Office/ CBS Interface


CBS Interface

Change in Institution Profile (includes EIN ,DUNS and ASAP changes)

From OPCR 2.2 Step 23

Version 4.17

September 30, 2015

8ASAP

Authorization

13Finance Office

14ASAP

Certification


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