U.S. Department of State...U.S. Department of State SAMS Domestic Recipient Training Remember to dial-in to listen to the presentation! 1. Call: +1 571-429-47312. When prompted enter

U.S. Department of StateSAMS Domestic Recipient Training

Remember to dial-in to listen to the presentation!

1. Call: +1 571-429-4731

2. When prompted enter Conference ID: 89370913 followed by #

You do not need to state your name. Simply wait and you will be

admitted to the call. 1

Agenda

2

Introduction

Account Creation

Multifactor Authentication

Search for a Funding Opportunity

Submit an Application

Countersign an Award

Post Award Activities

Conclusion

Introduction

Why Are You Here?

3

Who is Here?

Federal Assistance Recipients

Modules Covered?

SAMS Domestic Portal

Purpose of Training:

• Account Creation

» Create a new user account

• Multifactor Authentication

» Set up multifactor authentication

• Submit an Application

» Submit application to funding

opportunity

• Countersign an Award

» Review and sign the DS-1909

• Post Award Tasks

» Review and submit post award

activities

Introduction

What is SAMS Domestic?

4

SAMS Domestic (State Assistance Management System) is replacing GrantSolutions

as the Department’s new domestic federal assistance management system.

Return to the homepage at any time by

clicking on the SAMS Domestic logo

View account settings and enroll in password-

reset security questions.

Tiles allow you to navigate to the desired

component of the award lifecycle.

View your most urgent to dos, upcoming

activities, and recently modified records from

the dashboard section.

5

By transitioning to an in-house solution, the Department of State will now be able

to build a more flexible and responsive system for federal assistance administration.

24/7 ILMS Support DeskWith SAMS Domestic, applicants and recipients will now have access to

a 24/7/365 support desk.

Regular EnhancementsThe SAMS Domestic team will incorporate user feedback to provide

regular improvements to the system.

Comprehensive Assistance TypesSAMS Domestic can process eight assistance types, including grants, cooperative

agreements, fixed amount awards, and voluntary and assessed contributions.

Improved Post-Award ReportingBoth grantors and grantees can generate post-award activities, and all

post-award documentation is located in a single repository.

New Notification FeaturesWith both dashboard and email notifications, grantees can easily stay

up-to-date on upcoming tasks and system actions.

Introduction

Program Benefits

Agenda

6

Introduction

Account Creation






Conclusion

Account Creation

Account and Organization Setup

7

User accounts, organizations, and associated data will be converted over from

GrantSolutions to SAMS Domestic. New users will need to create an account.

In GrantSolutions?* SAMS Domestic Action

Reset password with GS username and

email address

Create an account with your

organization’s DUNS

Organization and associated

users/records are already imported

Register/activate organization in SAM.gov,

then contact grantor POC

* User’s organization must have received an award

8

Account CreationNew & Existing Organizations

To maintain cross-system accuracy, SAMS Domestic automatically matches

organization records against their SAM.gov registration.

• Despite these systems having similar names, they are separate and unique systems

designed to work together

• If your organization is not present and active in SAM.gov, you cannot receive funding in

SAMS Domestic (with some exceptions)

SAM.gov is used to register organizations with the U.S.

government. Registration makes organizations eligible

to receive federal assistance.

SAMS Domestic is the system for applying to federal

assistance, countersigning awards, and managing post-

award activity with the Department of State.

9

Account CreationNew & Existing Organizations

Because SAMS Domestic utilizes organizational information provided by SAM.gov,

all organizations should verify the accuracy of their SAM.gov information.

• SAMS Domestic integrates the ‘Doing Business As’ (DBA) name and address on SAM.gov as

the Organization Name and Organization Address on the DS-1909 and the Notice of Award

• Some Organization Names and/or Organization Addresses registered with SAM.gov are

different from information included on previous awards processed in GrantSolutions

To ensure that future awards contain current and accurate information,

please review your organization’s information on SAM.gov.

To make any changes to your organization’s information, you can do so

through SAM.gov and Dun & Bradstreet.

For more information, please contact the ILMS Help Desk.

After your organization registers/reactivates/modifies information

on SAM.gov, please notify your grantor POC.

10

Account Creation

Existing GS Users

GrantSolutions users automatically have SAMS Domestic accounts:• Navigate to https://mygrants.service-now.com. From the log-in page, select Reset your

password with email verification to activate your account.

• Enter your GrantSolutions Username and associated Email address. You will receive an

email with a link to reset your password. The link will expire after 12 hours.

https://mygrants.service-now.com/

11

Account Creation

New Users

Select create an account! on the SAMS Domestic log in page to create a new

SAMS Domestic user account.

12

Account Creation

New Users

Complete required fields marked with a red asterisk and click Submit. The

email address must be unique to each user.• Provide the DUNS Number for your organization (if known) and email your grantor

POC so that they may associate your account with your organization.

• Log in to your email and locate the two system-generated emails

• Confirm your account and log in using the temporary password

13

Users can enroll in security questions via Account Settings. Once users are enrolled,

they can reset their password using security questions from the login screen.

Please note that email addresses and security question answers are case sensitive.

Account Creation

Password Reset Security Questions

Agenda

14

Introduction

Account Creation






Conclusion

15


Understanding MFA

Multifactor Authentication (MFA) is an extra layer of security designed to help authenticate a

user’s identity every time they log in to the SAMS Domestic Portal.

• MFA applications are free to use

• MFA does not require internet or cell tower connectivity to function

Information only you know A device only you have

A username and password

known only to you and the

SAMS Domestic Portal.

A device in your possession

displays a random code known

only to your device and the

SAMS Domestic Portal.

Improved Security

By combining personal

knowledge with physical

knowledge, the risk of

compromised accounts is

reduced.

16


Setting Up the Authenticator

MFA is best performed with a smart device. While the instructions below are for

iOS, MFA is possible with Android, a PC computer, or the Google Chrome browser.

1Download the Google Authenticator app to a smart

device. Note that Google Authenticator is a free

app that will not charge your account.

2 Log in to the SAMS Domestic Portal using the username and password provided via email during account

creation.

SAMS Domestic will load the Enable multi-factor

authentication page.

2JPS LWMG L12P MHAF

3

17



It is recommended to set up MFA with a smart device like a smartphone or tablet

that will be reliably available when logging into the SAMS Domestic Portal.

4 Tap BEGIN SETUP.

Tap Scan Barcode. The

Google Authenticator

app will activate the

smart device’s camera.

5



18

2JPS LWMG L12P MHAF

6 Hold the camera in front of the Enable multi-factor authentication page that is displayed on

the computer.

7 Use the light green box projected on the smart device screen to center the QR code and scan it.

2JPS LWMG L12P MHAF

8 When the smart device recognizes the QR code displayed on the computer screen, the Google

Authenticator app will automatically generate an

authentication code.



19

423278

9 Return to the Enable multi-factor authentication page on the computer. Type the authentication code, without spaces, into the authentication

code field.

10 Click Pair device and Login.


Logging in with MFA

20

MFA is required every time a user logs into the SAMS Domestic Portal. Each

account must only be accessed by the user registered to the account.

1 Log in to the SAMS Domestic Portal. The SAMS Domestic Portal will now display a 2-Factor Authentication page.

2 Open the Google Authenticator app.


Logging in with MFA

21

3

4 On the SAMS Domestic Portal 2-Factor Authentication page, type the authentication code (without spaces) in

the authentication code field.

023248

Do not forget that each authentication code

is only valid for 30 seconds.

5 Click Login.

Upon opening, the Google Authenticator app will automatically generate

an authentication code under the heading “mygrants”.


Logging in with MFA

22

MFA is required every time a user logs into the SAMS Domestic Portal.

• If you do not have access to a smartphone or tablet, you can set up MFA using your web browser or an application on your computer to access SAMS Domestic.

• Other than downloading the app, Google Authenticator does not require internet or cell connectivity to function.

Authenticator for Google in Google Chrome WinAuth application for desktop

Agenda

23

Introduction

Account Creation






Conclusion

Search for a Funding OpportunityViewing and Applying to Funding Opportunities

24

SAMS Domestic supports several forms of federal assistance. The ability to view and

apply to funding opportunities will depend on the type and the bureau’s preference.

Opportunity Type

View Opportunity Apply to Opportunity

SAMS Domestic Grants.gov SAMS Domestic Grants.gov

Full and Open

CompetitionsBureau

Discretion

Directed

Announcements/

Limited

Competitions

Other types

25


Locate Funding Opportunities

Locate a Funding Opportunity posted on SAMS Domestic by clicking on Apply

and selecting Funding Opportunities from the dropdown menu.

You can also use SAMS Domestic to navigate directly to Grants.gov.


Locate Funding Opportunities from a List

Navigating from a tile will direct you to the relevant list of records (e.g. Funding

Opportunities). From here, you can search for and identify the desired record.

Use the search or filter

tools to identify the records

you are interested in.

Column headers will preview

useful information about the

individual record.

Click on the desired record

number to navigate to a

specific record.

26

Search for a Funding OpportunityNavigating in a Funding Opportunity Record

27

The upper portion of any record will contain basic details as well as action buttons.

The lower portions will have tabs with additional details, as well as attachments.

Action buttons (“Apply”,

“Save”, “Approve”, etc.) will

always be accessible from

the upper-right corner.

The upper section of the

page will contain basic

information about the

record.

The middle section of the

page may have tabs that

contain detailed information

about the record.

The bottom section of the

page is where related

actions and records,

including document

download/upload, are

located.

28


Locate Funding Opportunities

Relevant attachments can be located in the bottom section.

• Review application attachments in Information for the Applicants.

• Review additional requirements in Additional Documents to be Submitted.

Select the checkbox icon next to the document and click Download to view a

PDF copy of the document. Multiple documents may be downloaded at once.

Agenda

29

Introduction

Account Creation






Conclusion

Applying for Federal Assistance

Initiating the Application

30

From the Funding Opportunity record, click Apply Here to initiate an

application.

• For some Funding Opportunities, users will be redirected to the Grants.gov homepage to complete the application.

Regardless of whether an

application is completed on

SAMS Domestic or Grants.gov,

it will integrate back to SAMS

Domestic for Grantor review.


Completing the Application

Complete the required fields in Application Information and click on Save. 1

Information provided in Applicant Information will integrate over to other

fields within the Application (e.g. the SF-424). If the application is submitted

through Grants.gov, organizational information from that application will

integrate into these fields.

31

32


Adding Additional Applicants

The primary applicant can now authorize additional specific users permission to edit

an application or authorize anyone in an organization the permission to edit.

33



Complete required SF forms by clicking on the desired SF link under the SF 424

Information tab (toward the bottom of the application page).

2


SF-424 Authorizing Official Representative

At the bottom of SF forms, applicants will now be able to select an authorized

representative from a list of the applicant’s organization’s users.

34


SF-424 Authentication

Clicking Submit on an SF-424 form will prompt the user to authenticate their

information by re-entering in their user name and password.

• The SF-424 status will change to “Complete”

35

36



Click on Information for the Applicant tab to review application attachments.

3

4

Select the

checkbox icon

next to the

document and

click Download

to view a PDF

copy of the

document.

5

Locate and review attached documents under Additional Docs to be Submitted. • Documents here might include a submission template or list what documents are

required to be uploaded to the Application before submission is complete.

37



Click New to upload document attachments under Application Uploaded Docs.

Click the paperclip icon to select and upload a new document, then complete

the associated fields and click Submit.• Multiple documents (up to 50MB) may be attached at once.

6

7

38


Submitting the Application

Click on Submit Application for Review to submit the final application.

8 Click on Save to save recent updates or Save & Return to return to the

Funding Opportunity page without submitting the application.

9


Viewing Applications

39

All applications are stored in the My Applications tile:

• Applications created by you are located in My Applications.

• Applications you are associated with are located in My Organization Applications.

Agenda

40

Introduction

Account Creation






Conclusion

41

Countersigning an Award

Locating an Award

If you have the ability to countersign an award for your organization, you will

receive an email notification when your award is ready for countersignature.

• Click on View Awards under the Award tile on the SAMS Domestic

homepage.

42


Locating an Award

Click on the Notice of

Award Number link.

Review the DS-1909

and Notice of Award

by clicking on the

PDF or View link.

43


Approve an Award

Approve and countersign the DS-1909 by selecting the Approve DS-1909 button

and entering your User name and Password.

Clicking OK will add the

Recipient’s electronic signature to

the DS-1909.

44


Reject an Award

Reject the DS-1909 by selecting the Reject DS-1909 button and entering your

User name and Password.

Clicking OK returns the award to

the Grants Officer.

c


The Notice of Award record

All awards (active and closed) can be accessed from the Award tile. Award

information can be viewed from each award’s Notice of Award record.

• Countersigned DS-1909’s can be found at the top of each record.

• If an award has been amended, older versions of the award (including copies of the previous DS-1909) can be found via the Award Histories tab.

45

Agenda

46

Introduction

Account Creation






Conclusion


Overview

47

Post Award tasks are helpful reminders about upcoming post award reporting

requirements.

• The Post Award Activities tab also provides an area for grant recipients to upload those requirements.

Post Award Tasks

Review Progress Report (PPR)

Financial Site Visits Monitoring by Telephone, Letter, or

Email

Review Financial Status Report (FFR)

Milestone Tracking

Programmatic Site Visits


Overview

There are four ways to access tasks in the SAMS Domestic Portal:

1

2

3

To Do Dashboard from SAMS Domestic Portal Page

Upcoming Events/View Calendar from the SAMS Domestic Portal

homepage

Directly from the Award page on the SAMS Domestic Portal

Accessing Tasks in the SAMS Domestic Portal

4

System-Generated Email Notification

48

Post Award ActivitiesAccessing PAA’s from the Homepage Dashboards

Click on the desired To Do task in the To Do Dashboard, or view upcoming tasks

from the Upcoming Events or Calendar dashboards.

49


Accessing PAA’s from Email Notification

Open the system-generated Post-award activities email notification. Locate and

click on the Post Award Activities Checklist number in the email.

Post-award activities notification subject line will include, “Notification: Post-Award Activities

Checklist SPAC# Updated.”50


Accessing from the Award Page

Locate the award and click on the Notice of Award record number.

• Scroll to the Post Award Activities Checklist tab at the bottom of the page.

Select the Post Award Activity

Checklist record to enter into the

Post Award Activities page of

the award.

51


Accessing from the Award Page

From the Post Award Activities page, individual activities can be opened by

clicking on the activity’s record. Upload the requisite documents by clicking on New.

52


Uploading Documents

Click the paperclip icon and then click Choose Files to select the desired

documents from your computer. When all files have been selected, click the X icon.• Multiple documents (up to 50MB total) may be added at once.

53


Uploading Documents

Attached documents will show at the top of the Attachment Details page. Click

Submit when all desired documents are uploaded.• File Class and File Category fields will automatically default based on the Post Award

Activity type. The grantee may modify these as necessary.

54

To re-classify or re-categorize any individual document, submit the documents then click on

a document record from the PAA record to open and edit it.


Completing a Post Award Activity

Post Award Activities will be marked as Complete only after your Grantor POC

has:

• Reviewed any uploaded documents.

• Entered a completion date.

Post Award Activities will be listed as Overdue any time the Due date has passed and the

grantor has not yet entered a completion date. The status will update to Complete as soon

as the Grantor provides a completion date.55


Adding additional recipients to an award

Use the Backup Vendor/Recipient Contact field on the Notice of Award record

to add additional users for Post Award Activity notifications and action.

Recipients in the Primary and Backup Recipient Signatory fields can also view

and upload documents to existing PAA’s, but they cannot create new PAA’s.56


Recipient Created Activities

In addition to responding to Post Award Activities created by Grantors, recipients can

create their own Post Award Activities Checklist from the Notice of Award page.

Note: Primary

and Backup

Vendor/Recipient

Contact(s) can

create the Post

Award Activity

Checklist after the

NOA has been

countersigned.

57



58

Recipients listed in the Primary and Backup Vendor/Recipient Contact(s) fields on

the NOA can create Post Award Activities.

• The Reviewer of the Post Award Activity defaults to the GOR, or to the GO if no GOR is designated.

• Recipients can currently create Activities with the Activity Types of Federal Financial Report, Milestone, Other, or Performance Progress Report.



59

Post Award Activity Due Dates remain editable until the Activity is marked as

completed.

• Grantors can update Due Dates for both grantor and recipient created PAA’s.

• Recipients will only be able to update Due Dates for PAA’s that they created.

SAMS Domestic

Demonstration

60

Demonstration:

Logging in and Locating Funding Opportunities


Post Award Activities & Tasks

Agenda

Introduction

Account Creation






Training Objectives Review

61

Conclusion

What Did We Learn?

62

Checklist

• Account Creation

» Create a new user account

• Multifactor Authentication

» Set up multifactor authentication

• Submit an Application

» Submit application to funding opportunity

• Countersign an Award

» Review and sign the DS-1909

• Post Award Tasks

» Review and submit post award activities

63

Questions?

Any questions?

Assistance and Support

Primary Points of Contact

64

• Contact the ILMS Support Desk with any questions or

concerns

» 1-888-313-ILMS (1-888-313-4567)

» Access the ILMS Self Service Portal at

https://afsitsm.service-now.com/ilms.

• Reference the Support Tab and Grantee Training Resources

link on the SAMS Domestic website.

• Contact your Bureau POC with questions specific to your

application and award.
https://afsitsm.service-now.com/ilms