Perform a Key Personnel Admin Action


Concept

In this topic, you will learn how to perform a Key Personnel 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 Key Personnel Change action type for this example.

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

    Step 8
  9. Enter the correct information into the First Name field.

     

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

    Step 9
  10. Enter the correct information into the Last Name field.

     

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

    Step 10
  11. Click in the Title field to select a title.

    Step 11
  12. Select the appropriate title from the list.

     

    In this example, click Co-Principal Investigator.

    Step 12
  13. Note: If the key personnel's title is not in the dropdown list, you can use the Title text field to add the title to the list.

    Simply enter the title in the field and click the Add button.  You will then be able to select the title in the dropdown list.

    Step 13
  14. Enter the correct information into the Level of Effort field.

     

    For this example, enter a valid value e.g. "50".

    Step 14
  15. Click the Add button to add the new key personnel.

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

    Step 16
  17. NoteAfter entering the key personnel, you must click on the SAM link to ensure that those individuals do not exclusions in SAM.gov.

    Step 17
  18. Click the Certification button to mark the person you entered as certified according to GSA policy.

    Step 18
  19. The system displays a message asking you to acknowledge the certification.

     

    Click the Yes button to confirm.

    Step 19
  20. Click the Vertical scrollbar to scroll down the page.

    Step 20
  21. Click the Continue button to continue to the Clauses tab.

    Step 21
  22. Note:  The system automatically applies the ADMIN ACTION: Key Personnel change clause.  To view the clause text, you can click the View Clause link.

    Step 22

  23. The ADMIN ACTION: Key Personnel change clause is displayed here.

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

    Step 26
  27. 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 27
  28. Next, review the GAN to confirm the appropriate changes have been made.

     

    The new key personnel appears on the GAN.

    Step 28
  29. Confirm that the appropriate clauses appear in Block 10.

     

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

    Step 29

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

    Step 30
  31. Click the Initiate eSignature button to start the eSignature process.

    Step 31
  32. A message will appear confirming that the GAN has been submitted to Adobe.

     

    Click the Sign GAN button.

    Step 32
  33. The GAN will open in a new Adobe Acrobat Sign tab.

     

    Click the Continue button to acknowledge the terms of use.

    Step 33
  34. You can either click the Sign With Acrobat field or the Start button to continue.

     

    In this example, click the Start button.

    Step 34
  35. Click the Submit and Proceed to Sign button.

    Step 35
  36. 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 36
  37. Navigate to the folder where the GAN is saved.

     

    Click the file name to open the GAN PDF.

    Step 37
  38. Click the vertical scrollbar to scroll down to the Signature field in Block 10.

    Step 38
  39. Click in the Click here to sign field.

    Step 39
  40. The Sign with a Digital ID window will open.

     

    Ensure your name is selected then click the Continue button.

    Step 40
  41. Click the Sign button.

    Step 41
  42. Click in the PIN field to enter your PIN.

    Step 42
  43. Next, enter your PIN in the Smart Card window.

     

    This step has been completed in this example.

    Step 43
  44. Click the OK button to submit your PIN.

    Step 44
  45. A window will appear confirming that you have successfully signed the GAN.

     

    Click the OK button to continue.

    Step 45
  46. Your signature now appears on the GAN.

    Step 46
  47. Click the Close icon (X) to close the Adobe window.

    Step 47
  48. You will be asked if you want to save the GAN.

     

    Click the No button to continue.

    Step 48
  49. 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 49
  50. Click the Delete menu.

    Click the Delete menu item.

    Step 50
  51. Click the Yes button to confirm you want to delete the file.

    Step 51
  52. After deleting the file, return to the G5 page.  Note that G5 now indicates the GAN has been signed.

    Step 52

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

     

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

    Step 53
  54. Your signature now appears on the GAN.

    Step 54

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

    Step 55
  56. Click the Submit button to complete the process and save your data.

    Step 56
  57. A message will appear confirming that the admin action has been saved.

     

    Click the vertical scrollbar to scroll down.

    Step 57
  58. 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 58
  59. Click the Go to Home button to return to the homepage.

    Step 59

Congratulations!

 

You have learned how to perform a Key Personnel Change Administrative Action.