Initiate an Admin Action as an Internal User


Concept

In this topic, you will learn how to initiate and submit an administrative action as an internal user.


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. Note:  You may select any single admin action or a combination of them.  This example will focus on a single admin action.

    Step 7
  8. Click the Select button to mark the Project Director action type for this example.

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

    Step 9
  10. The existing Project Director information displays. 

     

    Note that the admin action type you choose on the previous page determines which tabs display to be updated.

    Step 10
  11. Click the Vertical scrollbar to scroll down to update the information.

    Step 11
  12. Enter the new project director information in the required fields.

     

    Note: If you are updating a field in the current project director's information such as an email address or last name, press the Copy Current Project Director Information button then modify the desired fields.

    Step 12
  13. Enter the correct information into the First Name field.

     

    In this example, enter "David".

    Step 13
  14. NoteAfter entering the project director information, you must click on the SAM website link to ensure that the person is not in the EPLS.

    Step 14
  15. Click the Certification button to mark the person you entered as certified according to GSA policy.

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

    Step 16
  17. The system displays a message asking you to acknowledge the certification.

     

    Click the Yes button to confirm.

    Step 17
  18. Click the Vertical scrollbar to scroll down.

    Step 18
  19. Click the Continue button to move to the Clauses tab.

    Step 19
  20. The Clauses tab displays the mandatory clause associated with the selected admin action.

     

    Note:  You may add optional or unique clauses as needed.  For this example, there will be no clauses added.

    Step 20
  21. Click the Continue button to move to the Packet Information tab.

    Step 21
  22. 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 22
  23. After confirming the Electronic Signature option is selected and checking the appropriate print options, click the Continue button to generate the GAN.

    Step 23
  24. 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 24
  25. Next, review the GAN to confirm the appropriate changes have been made.

     

    The new project director information appears on the GAN.

    Step 25
  26. Additionally, you can view the placeholder for your electronic signature.

    Step 26
  27. After reviewing the GAN for accuracy, click the Close icon (X) to close the PDF tab.

    Step 27
  28. Click the Initiate eSignature button to start the eSignature process.

    Step 28
  29. A message will appear confirming that the GAN has been submitted to Adobe.

     

    Click the Sign GAN button.

    Step 29
  30. The GAN will open in a new Adobe Acrobat Sign tab.

     

    Click the Continue button to acknowledge the terms of use.

    Step 30
  31. You can either click the Sign With Acrobat field or the Start button to continue.

     

    In this example, click the Start button.

    Step 31
  32. Click the Submit and Proceed to Sign button.

    Step 32
  33. 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 33
  34. Navigate to the folder where the GAN is saved.

     

    Click the file name to open the GAN PDF.

    Step 34
  35. Click the vertical scrollbar to scroll down to the Signature field in Block 10.

    Step 35
  36. Click in the Click here to sign field.

    Step 36
  37. The Sign with a Digital ID window will open.

     

    Ensure your name is selected then click the Continue button.

    Step 37
  38. Click the Sign button.

    Step 38
  39. Click in the PIN field to enter your PIN.

    Step 39
  40. Next, enter your PIN in the Smart Card window.

     

    This step has been completed in this example.

    Step 40
  41. Click the OK button to submit your PIN.

    Step 41
  42. A window will appear confirming that you have successfully signed the GAN.

     

    Click the OK button to continue.

    Step 42
  43. Your signature now appears on the GAN.

    Step 43
  44. Click the Close icon (X) to close the Adobe window.

    Step 44
  45. You will be asked if you want to save the GAN.

     

    Click the No button to continue.

    Step 45
  46. 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 46
  47. Click the Delete menu.

    Click the Delete menu item.

    Step 47
  48. Click the Yes button to confirm you want to delete the file.

    Step 48
  49. After deleting the file, return to the G5 page.  Note that G5 now indicates the GAN has been signed.

    Step 49

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

     

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

    Step 50
  51. Your signature now appears on the GAN.

    Step 51

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

    Step 52
  53. Click the Submit button to complete the process and save your data.

    Step 53
  54. A message will appear confirming that the admin action has been saved.

     

    Click the vertical scrollbar to scroll down.

    Step 54
  55. 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 55

  56. Click the Go to Home button to return to the homepage.

    Step 56

Congratulations!

 

You have successfully initiated and completed an administrative action.