In this topic, you will learn how to navigate in the Post Award Monitoring functionality.
Steps:
After logging into G5, you will reach the My HomePage screen.
Here, users will see high-level information about grants and recipients assigned to them. The screen provides a quick view of any issues or problems with grants and recipients that need to be addressed.
Step 1This page is divided into the sections listed below. Click the links to view a description of each section.
• Recipients with A-133 findings
• Recipients with accreditation actions
• Grants with missing documents
• My links
Step 2Clicking on the PR/Award Number link within a section allows users to view detailed information about the grant.
For example, clicking on a link in the Grants with Issues section will display all issues associated with the selected award and allow users to modify them.
Step 3Click the Vertical scrollbar to scroll down the page and view additional information.
Step 4Click the Vertical scrollbar to scroll up the page.
Step 5By default, the My Links field will include links for My Grants and My Team Grants.
These links allow you to access and manage the awards assigned to you as the ED Program Contact and those assigned to your grant team. You are able to add, modify, and delete information for these awards.
Note: If you make changes to an award assigned to a different ED Program Contact, that person will receive an email notification stating that the award has been modified.
Step 6Click the My Grants link to view the list of assigned awards.
Step 7The My Grants page displays the list of awards for which you are the assigned ED Program Contact.
Step 8Whenever the Export to Excel and Export to PDF buttons appear on a page, the information on the page can be generated as an Excel spreadsheet or a PDF file. These buttons are available within most reports.
Note: All results on the page will be exported. Users cannot select specific records to appear on the Excel spreadsheet or PDF file. The data can be manipulated as needed in Excel.
Users can also use the Search feature under Grant Maintenance to create more detailed records.
Step 9The Broadcast Email button allows users to send a group email to project directors and/or certifying officials by selecting specific awards who will receive the email.
The Print Mailing Labels button allows users to generate mailing labels for project directors and certifying officials by selecting specific awards. Mailing labels will print in accordance with template “WL -125” found at http://www.worldlabel.com/Pages/pagemailinglabels.htm. They will print in two columns on a portrait page layout.
These buttons are also available on the My Team Grants page.
Step 10In order to send a broadcast email or print mailing labels, you must first mark the desired awards by clicking the Select checkbox for each or clicking the Check All box to mark every award.
Step 11Clicking a link in the My Grants or My Team Grants page allows users to access the Award Record.
In this example, click the Z420C130002 link.
Step 12The Award Record allows users to view and manage various types of information for an award, organized into tabs.
Step 13The toolbar at the top of the page allows users to add data for the each section of the Award Record.
The data can then be viewed and managed using the tabs below.
Note: You can only add or modify data for awards assigned to either you or your grant team. If you modify an award that is not assigned to you, an email will be sent to the ED Program Contact to inform them of the modification.
Step 14The Award Details tab provides summary information for the grant. It is divided into the sections listed below. Click the links to view a description of each field.
Email links enable the user to easily email personnel associated with the award.
Step 15Click the Recipient tab to view information on the grantee institution.
Step 16This screen presents an overview of the recipient information. It is divided into several sections. Click the links to view a description of each field:
• Awards Assigned to this Recipient
• Monitoring Reviews for this Recipient
Note: Not all recipients have OPE and IPEDS IDs.
Issues, Performance Information and Monitoring Reviews will be displayed once they are inputted into the system by a user.
Step 17
Click the Vertical scrollbar to scroll down the page and view additional information.
Step 18Click the Vertical scrollbar to scroll up the page.
Step 19GUIDANCE TIP: Program staff should remember that all the information under the Recipient tab will be viewable to other ED Staff managing a grant(s) to the same entity. Your issue selection and subsequent description should contain information that clearly explains the concern so that other ED staff with an associated grant can determine if the same issue applies to that grant.
For recipients designated as high-risk, program staff must follow the guidance in the Handbook for the Discretionary Grant Process (Handbook), section 5.6.9, G5 High-Risk Module.
Step 20Click the Grant File tab to view the documents with the Grant File.
Step 21This tab displays the documents that are currently in the Grant File for the selected award. The PAM enhancement relies on the TRIM records management system. The enhancement provides a layer of abstraction that allows users to add to, update and retrieve documents in the electronic Grant File from within G5. Documentation in this Grant File includes official documentation in addition to phone calls, notes, emails and various other documentation that anyone managing their grants believes should be included. The Grant File holds the:
Original application and reviewer’s comments;
Required forms;
Grant award notifications;
Annual Grant Performance Reports;
Correspondence;
Decisions; and
Any other documentation relevant to the grant throughout its life cycle.
Electronically signed Grant Award Notifications and attachments will automatically be added to the Grant File upon their creation. Electronically submitted applications (the consolidated Portable Document Format, PDF, document generated at the time of application submission) and performance reports will be added automatically as well. The list of required documents is configurable by program office.
Additionally, users will have the option to add application components, abstracts, and technical review forms to the Grant File directly from G5.
Step 22Click the View Missing Documents link.
Step 23This page displays the list of required documents which are not currently in the award's Grant File.
The Add buttons allow users to upload these documents.
Step 24Click the Issues tab to view the list of issues associated with the selected award.
Step 25Issues are predefined problems or abnormalities that are associated either with a grant or a recipient.
Issues at the grant level are identified and managed by program officers.
Issues at the recipient level do not apply to any specific grants, but they instead they relate to the grantee as an entity and therefore may or may not affect a grant associated with that recipient. As a result, these issues are maintained in G5 by functional administrative users and identified and monitored by program officers.
For example, if a recipient is identified as a high-risk grantee, then program officers may need to take an action such as adding a special condition and/or monitor that recipient’s associated grants more closely, even if their specific grants themselves do not have issues. Program staff should refer to the Handbook, section 5.6.9.
Issues currently addressed in policy (e.g., high-risk, payment flags) are pre-set as “high” severity in G5. Program staff has the ability to set the severity of other issues as “low” or “high”, as appropriate.
Step 26Click the Objectives tab to view the list of project objectives associated with the selected award.
Step 27This tab shows a summary view by budget period/grant year of the objectives associated with the grant and allows the user to add and edit objective measures.
Each objective has associated performance measures, which are initially defined at the grant schedule level by someone with the Program Office Scheduler role. This functionality allows the user to copy objectives from the grant schedule and/or change the measure targets if necessary.
Step 28Click the Notable Results tab to view the list of notable results associated with the selected award.
Step 29This tab displays notable results associated with the award. Notable results should be best practices, achievements, and lessons-learned associated with a grant.
Notable results can be tagged using the Edit function. If a result has any tags, they will appear below the result description text, in blue text boxes.
Step 30Click the Finances tab to view financial information for the award.
Step 31This tab displays detailed financial information for the award. The screen is divided into the sections listed below. Click the links to view a description of each field.
• Summary
Step 32Click the Vertical scrollbar to scroll down the page and view additional information.
Step 33Click the Vertical scrollbar to scroll up the page.
Step 34Click the Unofficial Notes tab to view the notes associated with the selected award.
Step 35This tab allows users to view, edit and delete unofficial notes for the award. These notes are similar to “sticky notes” that might be attached to a physical folder.
Notes are not part of the official Grant File, but any user who has access to the Grant File can view them and they are subject to the Freedom of Information Act.
Step 36Click the My HomePage link to return to the My HomePage screen.
Step 37Congratulations!
You have learned basic navigation in Post Award Monitoring.