Perform an Attachments Change Admin Action


Concept

In this topic, you will learn how to perform an Attachments Change Administrative Action.


Steps:

  1. Click the Initiate Actions menu item to begin the process of initiating an administrative (admin) action.

    Step 1
  2. Next, enter the appropriate search criteria to retrieve the award for which you wish to perform the admin action.

     

    You can search by the Fiscal Year and CFDA/Subprogram, PR/Award Number, or UEI.  We will search by the PR/Award Number in this example.

    Step 2
  3. Enter the award number in the PR/Award No. field.

     

    In this example, enter "P432A240004" in the PR/Award No field.

    Step 3
  4. Click the Search button to search for the award you entered.

    Step 4
  5. Click the Select button to mark the award information which displays.

    Step 5
  6. Click the Continue button to move to the Admin Action Types tab.

    Step 6
  7. Click the Select button to mark the Attachments Change action type for this example.

    Step 7
  8. Click the Continue button to move to the next tab.

    Step 8
  9. The Attachments tab will display the mandatory and optional attachments on the award.

     

    Click the Vertical scrollbar to scroll down the page.

    Step 9
  10. In this example, we will add an optional attachment.

     

    Click the Add/Remove Optional button to add an attachment.

    Step 10
  11. Use the checkboxes in the column on the left to select the optional clause you want to add.

     

    In this example, click the checkbox to select GAN Enclosure 1.

    Step 11
  12. Click the Add button to add the selected clause to the column on the right.

     

    Note: You can also use the Add All button to add all of the available optional clauses.

    Step 12
  13. The selected clause now appears in the column on the right.  Clauses listed in this column will be included when the GAN is printed.

    Step 13
  14. Note: If you want to remove a clause from the GAN, you can use the checkboxes in the column on the right to select the clause then click the Remove button.  You can also use the Remove All button to remove all optional clauses.

    Step 14
  15. Click the Continue button to return to the Attachments tab.

    Step 15
  16. Click the Vertical scrollbar to scroll down the page.

    Step 16
  17. Note: The optional attachment now appears on the Attachments tab.  You can click the View link to open the attachment.

    Step 17
  18. After adding or removing the appropriate optional clauses, click the Continue button to continue to the Clauses tab.

    Step 18
  19. There is no standard clause for this admin action.  You can create a unique clause to explain this change.

     

    Click the Add Unique button to create a unique clause.

    Step 19
  20. Enter the appropriate information into the Title field.

     

    For this example, enter a valid value e.g. "Attachments Change".

    Step 20
  21. Note: Next, enter the unique clause in the Clause Text field.  The text has been entered for you in this example.

    Step 21
  22. Click the Continue button to return to the Clauses tab.

    Step 22
  23. Note: The clause now appears in the Optional/Unique Award Clauses section.

     

    If you need to edit or delete the clause, use the available buttons.

    Step 23
  24. Click the Continue button to move to the Packet Information tab.

    Step 24
  25. Note:  The Signature Type defaults to Electronic Signature.

     

    To issue a GAN in hard copy, users must select the "Hard Copy Signature" option.  Selecting the "Hard Copy Signature" option will require users to enter a comment justifying their decision to override the default.

    Step 25
  26. Note: The Print Attachments checkbox will be checked by default so the new attachments print with the GAN.

    Step 26
  27. Click the Continue button to continue.

    Step 27
  28. After the GAN is generated, a link to the GAN PDF will appear.  Click the link to open and review the GAN for accuracy.

     

    In this example, click the GAN-P432A240004 link to view the GAN.

    Step 28
  29. Next, review the GAN to confirm the appropriate changes have been made.

     

    The new budget period end date appears on the GAN.

    Step 29
  30. Confirm that the appropriate clauses appear in Block 10.

     

    Additionally, you can view the placeholder for your electronic signature.

    Step 30

  31. After reviewing the GAN for accuracy, click the Close icon (X) to close the PDF tab.

    Step 31
  32. Click the Initiate eSignature button to start the eSignature process.

    Step 32
  33. A message will appear confirming that the GAN has been submitted to Adobe.

     

    Click the Sign GAN button.

    Step 33
  34. The GAN will open in a new Adobe Acrobat Sign tab.

     

    Click the Continue button to acknowledge the terms of use.

    Step 34
  35. You can either click the Start button or scroll down and click the Sign With Acrobat field to continue.

     

    In this example, click the Start button.

    Step 35
  36. Click the Submit and Proceed to Sign button.

    Step 36
  37. Click the Download Document button to download the GAN.

     

    Note: Downloading the GAN is required to complete the eSignature process but you must delete the GAN from your computer afterward.

    Step 37
  38. Navigate to the folder where the GAN is saved.

     

    Click the file name to open the GAN PDF.

    Step 38
  39. Click the vertical scrollbar to scroll down to the Signature field in Block 10.

    Step 39
  40. Click in the Click here to sign field.

    Step 40
  41. The Sign with a Digital ID window will open.

     

    Ensure your name is selected then click the Continue button.

    Step 41
  42. Click the Sign button.

    Step 42
  43. Click in the PIN field to enter your PIN.

    Step 43
  44. Next, enter your PIN in the Smart Card window.

     

    This step has been completed in this example.

    Step 44
  45. Click the OK button to submit your PIN.

    Step 45
  46. A window will appear confirming that you have successfully signed the GAN.

     

    Click the OK button to continue.

    Step 46
  47. Your signature now appears on the GAN.

    Step 47
  48. Click the Close icon (X) to close the Adobe window.

    Step 48
  49. You will be asked if you want to save the GAN.

     

    Click the No button to continue.

    Step 49
  50. After signing the GAN, you must return to the folder where you downloaded the GAN and delete the file.

     

    Right-click in the Name field.

     

    Note: Electronically signed GANs must be deleted from your computer after completing the eSignature process.  Additionally, users should never distribute the GAN saved on their local computers.

     

    Electronically signed GANs are saved in the award's Grant File.

    Step 50
  51. Click the Delete menu.

    Click the Delete menu item.

    Step 51
  52. Click the Yes button to confirm you want to delete the file.

    Step 52
  53. After deleting the file, return to the G5 page.  Note that G5 now indicates the GAN has been signed.

    Step 53

  54. You can click the GAN link to view the signature.

     

    In this example, click the GAN-P432A240004 link to view the GAN.

    Step 54
  55. Your signature now appears on the GAN.

    Step 55

  56. Click the Close icon (X) to close the PDF tab.

    Step 56
  57. Click the Submit button to complete the process and save your data.

    Step 57
  58. A confirmation message will appear indicating that the admin action has been saved.

     

    Click the Vertical scrollbar to scroll down.

    Step 58
  59. Note:  If you want to prepare additional awards and print their GANs, you may click the Done button and return to the search screen to repeat the process.

    Step 59
  60. Click the Go To Home button to return to the My Home Page screen.

    Step 60

Congratulations!

 

You have learned how to perform an Attachments Change Administrative Action.