Grant Management

This section covers the administration of grant applications.

Creating a New Grant

The process of creating a new grant involves the following:

• Creating a new Notice of Funds Available (NoFA)
• Creating a grant outline
• Creating a grant workplan
• Creating a grant budget
• Reviewing and posting the grant for grantees to see

This section also covers:

• Editing a NoFA
• Setting NoFA Preferences
• Deleting a NoFA
• Restoring a deleted NoFA

 

If you want to create a grant without submitting it as a Notice of Funds Available, use the Create Grant Project link in the Grant Management section. For more information, see Creating a Grant Project.

NoFA Setup

1. Log-in to the DD Suite.
2. In the Local Administration section, click the Set Preferences link next to NoFA Setup.
   
    

The Preferences page appears.

 

 

3. Edit preferences according to the tables below:

Setting Security Levels Preferences

The following table covers each of the Security Levels preferences:

 

Security Levels	Description
PPR	For each staff member, check the Public Performance Report Level checkboxes you want to assign to them. Click Submit to save your changes.  The “L” refers to the permission to lock the projects to generate the PPR. The “S” refers to the permission to submit the PPR.
View/Edit/Modify Projects	For each staff member check the View, Edit and Modify checkboxes under both Grants and Council Activities to give them permissions.
Administrator Tools

Setting Correspondence Preferences

The following table covers each of the Correspondence preferences:

 

Correspondence	Description
Project  Announcement	Add the boilerplate text for the Project Announcement correspondence. Click the Submit button to save the letter.
Project Completion	Add the boilerplate text for the Project Completion correspondence. Click the Submit button to save the letter.
Press Release	Add the boilerplate text for the Press Release correspondence. Click the Submit button to save the letter.
Award Letter	Add the boilerplate text for the Award Letter correspondence. Click the Submit button to save the letter.
Renewal Option	Add the boilerplate text for the Renewal Option correspondence. Click the Submit button to save the letter.
Award Packet	Add the boilerplate text for the Award Packet correspondence. Click the Submit button to save the letter.

Uploading Letterhead and other Documents

Use the following procedure to upload documents in the Preferences page:

1. For the appropriate document, click the Browse button.
2. Navigate to where the document is saved on your computer.
3. Select the file and Click Open.
   
   

The following table describes each document and its file type:

 

Document	Description	File Type
Letterhead		.rtf
Contract	Click the Browse button and navigate to the folder on your computer where the contract document you want to use is located.  When you have selected the file you want, the filename and full path to the document appears in the Contract field. Click Submit to add the document.
Terms and Conditions	Click the Browse button and navigate to the folder on your computer where the terms and conditions document you want to use is located. When you have selected the file you want, the filename and full path to the document appears in the Terms and Conditions field. Click Submit to add the document.
W-9	Click the Browse button and navigate to the folder on your computer where the W-9 document you want to use is located. When you have selected the file you want, the filename and full path to the document appears in the W-9 field. Click Submit to add the document.
Additional Documentation	Click the Browse button and navigate to the folder on your computer where the any additional document you want to use are located. When you have selected the file you want, the filename and full path to the document appears in the Additional Documentation field. Click Submit to add the document.
Federal Assurance Forms	Click the Browse button and navigate to the folder on your computer where the Federal Assurance Forms document(s) you want to use are located. When you have selected the file you want, the filename and full path to the document appears in the Federal Assurance Forms field. Click Submit to add the document.

Creating a New NoFA

1. Log-in to the DD Suite.
2. Click the New Notice of Funds Available next to NoFA Setup in the Local Administration section.
   
    

The Notice of Funds Available page appears.

3. In the Grant Number field, enter the grant number according to your council’s conventions.
   
   
   
   
4. In the Grant Title field, enter the name of the grant.
   
   
   
   
5. In the Grant Amount field, enter the amount of the grant in dollars.
   
   
   
   
6. In the Staff dropdown menu, select the staff member in charge of administering the grant.
   
   
   
   
7. In the Match field, enter the recommended amount for the grantee to match. If you want that amount to be a requirement, check the box next to Match.
   
   
   
   
8. In the Match (Poverty) field, enter the recommended amount for the grantee to match for US Census designated poverty areas. Federal funds and other state agency funds are not considered matching funds for this field. If you want that amount to be a requirement, check the box next to Match (Poverty).
   
   
   
   
9. In the Start Date field, enter the date of the beginning of the grant service. You can use any standard date format (mm/dd/yyyy, etc.).
   
   
   
   
10. In the End Date field, enter the date of the end of the grant service. You can use any standard date format (mm/dd/yyyy, etc.).
    
    
    
    
11. In the Description field, enter text describing the grant. Note: you can rename the Description field if you choose (i.e. Summary, Expected Outcomes, etc.).
    
    
    
    
12. In the fields below the Description field, enter a descriptive name (i.e. Required Activities).
    
    
    
    
13. In the field to the right of the one you just named, enter a detailed list of everything the grantee must accomplish if they are awarded the grant.If necessary, use the Browse button on one or more of the attachment fields to navigate to and attach any required supporting documents. Any file type is allowed for attachments.
    
    
    
    
14. Click Save and Continue.

Editing NoFAs

1. Log-in to the DD Suite.
2. Click the Edit/Delete/Post link next to NoFA Setup in the Local Administration section.
   
   
   
   
3. Click the Grant Title link to open the NoFA.
   
   
   
   
4. Edit the NoFA according the procedure above.

Deleting NoFAs

1. Log-in to the DD Suite.
2. Click the Edit/Delete/Post link next to NoFA Setup in the Local Administration section.
   
   
   
   
3. Click the Grant Title link to open the NoFA.
   
   
    
4. Click the Delete button in the upper-right corner of the NoFA page.
   
   
    
5. Click Save and Close.

Restoring a Deleted NoFA

1. Log-in to the DD Suite.
2. Click the Restore Deleted NoFAs link next to NoFA Setup in the Local Administration section.
3. In the page that appears, check the Restore checkbox next to the NoFA you want to restore.
4. Click the Restore button.

Creating a Grant Outline

1. Log-in to the DD Suite.
2. Click the Edit/Delete/Post link next to NoFA Setup in the Local Administration section.
   
   
   
   
3. In the NoFA page, click the Outline link at the top of the page.
   
   
   
   
4. In the # (Number) column, enter the order in which you want each of the outline items to appear. The outline items do not reorder, but will appear as you order them when the grantee sees the outline.
   
   
   
   
5.  If you want, enter new outline items in the Description fields.
   
   
   
   
6. In the Question fields, enter a descriptive question for the grantees which explains the outline item.
   
   
   
   
7. In the Limit fields, enter the maximum number of characters for the grantees outline responses for each outline item.
   
   
   
   
8. Click Save and Continue to move on to the next step, or Save and Close to return to the Main page.

Creating a Grant Workplan

1. Log-in to the DD Suite.
2. Click the Edit/Delete/Post link next to NoFA Setup in the Local Administration section.
   
   
   
   
3. In the NoFA page, click the Workplan link at the top of the page.
   
    

 

The Workplan page appears.

 

 

4. If necessary edit the names of each workplan item according to your organizations naming conventions.
   
   
   
   
5. Click Save and Continue to move to the next step or Save and Close to return to the Main page.

Creating a  Grant Budget

1. Log-in to the DD Suite.
2. Click the Edit/Delete/Post link next to NoFA Setup in the Local Administration section.
   
   
   
   
3. In the NoFA page, click the Budget link at the top of the page.
   
   
   
   
4. In the Budget Page that appears, enter an expense in the Category Name field.  Category Name field entries might include mileage, office supplies, personnel, etc.
   
   
   
   
5. In the Nature of Expense field enter what type of expense you entered in the Category Name field. Nature of Expense should describe the entry in the Category field. For example if you enter Personnel in the Category Name field, you should put the name or title of the person, or if you entered Office Supplies in the Category Name field, you should list the office supplies in the Nature of Expense field.
   
   
6. In the Input Type dropdown menu, select one of the following:
   
   

• Project Cost-Project Cost is a flat amount in dollars for that budget entry
• Rate/Time-Rate/Time is a dollar amount for and the number of time units. The time units are specified in the Units of Measure dropdown menu.
• Rate/Time/Cost-Rate/Time/Cost is the dollar amount (rate) times the time or number (time) times the cost per unit of time. An example of this is mileage where the rate is the amount per mile, times the number miles times the number of weeks. So .49 cents per mile times 100 miles per week times 10 weeks equals $490.
  
  

7. In the Units of Measure dropdown menu, select one of the following:

• Years
• Months
• Weeks
• Days

 

8. If the budget entry contains payment of fringe benefits, check the Fringe checkbox. Fringe benefits include any non-monetary payment to an individual (parking, meals, health insurance, etc.).
9. If necessary, click the Add Additional Budge Categories link to create a new budget item and repeat the above procedure for each.
10. Click Save and Continue to go to the next step, or click Save and Close to return to the Main page.

Editing and Posting a Grant

1. Log-in to the DD Suite.
2. Click the Edit/Delete/Post link next to NoFA Setup in the Local Administration section.
   
   
   
   
3. Click the Grant Title link to open the NoFA.
   
   
   
   
4. In the Grant page, click the Review and Post link at the top.
   
   
   
   
5. Review the information on the page and click Save and Post.
    

Creating a Grant Project

If you want to create a grant without creating a Notice of Funds Available, you can do so in the Grant Mangement section by creating a Grant Project.

 

1. Log-in to the DD Suite.
2. In the Grant Management section, click the Add New link next to Create Projects.
   
    
   
   

3. In the Grant Number field, enter the grant number according to your council’s conventions.
   
   
   
   
4. In the Grant Title field, enter the name of the grant.
   
   
   
   
5. In the Grant Amount field, enter the amount of the grant in dollars.
   
   
   
   
6. In the Staff dropdown menu, select the staff member in charge of administering the grant.
   
   
   
   
7. In the Match field, enter the recommended amount for the grantee to match. If you want that amount to be a requirement, check the box next to Match.
   
   
   
   
8. In the Match (Poverty) field, enter the recommended amount for the grantee to match for US Census designated poverty areas. Federal funds and other state agency funds are not considered matching funds for this field. If you want that amount to be a requirement, check the box next to Match (Poverty).
   
   
   
   
9. In the Start Date field, enter the date of the beginning of the grant service. You can use any standard date format (mm/dd/yyyy, etc.).
   
   
   
   
10. In the End Date field, enter the date of the end of the grant service. You can use any standard date format (mm/dd/yyyy, etc.).
    
    
    
    

    Creating a Grant Outline
    

1. In the NoFA page, click the Outline link at the top of the page.
   
   
   
   
2. Enter text for each of the following outline items:
   
   

• Executive Summary
• Qualifications
• Detailed Narrative
• Accomplishments
  
  

Click Save and Continue to move on to the next step, or Save and Close to return to the Main page.

Creating a  Grant Budget

1. Log-in to the DD Suite.
2. Click the Edit/Delete/Post link next to NoFA Setup in the Local Administration section.
   
   
   
   
3. In the NoFA page, click the Budget link at the top of the page.
   
   
   
   
4. In the Budget Page that appears, enter an expense in the Category Name field.  Category Name field entries might include mileage, office supplies, personnel, etc.
   
   
   
   
5. In the Nature of Expense field enter what type of expense you entered in the Category Name field. Nature of Expense should describe the entry in the Category field. For example if you enter Personnel in the Category Name field, you should put the name or title of the person, or if you entered Office Supplies in the Category Name field, you should list the office supplies in the Nature of Expense field.
   
   
6. In the Input Type dropdown menu, select one of the following:
   
   

• Project Cost-Project Cost is a flat amount in dollars for that budget entry
• Rate/Time-Rate/Time is a dollar amount for and the number of time units. The time units are specified in the Units of Measure dropdown menu.
• Rate/Time/Cost-Rate/Time/Cost is the dollar amount (rate) times the time or number (time) times the cost per unit of time. An example of this is mileage where the rate is the amount per mile, times the number miles times the number of weeks. So .49 cents per mile times 100 miles per week times 10 weeks equals $490.
  
  

7. In the Units of Measure dropdown menu, select one of the following:

• Years
• Months
• Weeks
• Days

 

8. If the budget entry contains payment of fringe benefits, check the Fringe checkbox. Fringe benefits include any non-monetary payment to an individual (parking, meals, health insurance, etc.).
9. If necessary, click the Add Additional Budge Categories link to create a new budget item and repeat the above procedure for each.
10. Click Save and Continue to go to the next step, or click Save and Close to return to the Main page.

Editing and Deleting Grantee Staff

The Grantee Staff links in the Local Administration section are where you edit, delete and restore grantee accounts.

Editing Grantee Staff

1. Log-in to DD Suite.
2. Click the Edit button next to Grantee Staff in the Local Administration section.
   
   
   
   
3. Make Changes to the one or more grantee staff.Click Save and Close.

Deleting Grantee Staff

1. Log-in to DD Suite.
2. Click the Delete button next to Grantee Staff in the Local Administration section.
   
   
   
   
3. Next to the grantee staff member you want to delete, click the Del radio button.
   
    
   Click Save and Close.

Restoring Grantee Staff

1. Log-in to DD Suite.
2. Click the Restore button next to Grantee Staff in the Local Administration section.
   
   
   
   
3. Next to the grantee staff member you want to restore, click the Res radio button.
   
   
   
   
4. Click Save and Close.

Locking, Unlocking, Deleting and Restoring Grants

You can lock, unlock, delete, restore grants as well as make them public.

Locking or Unlocking a Grant

1. In the Local Administration section of the Main page, click the Lock/Unlock/Delete/Restore link.
   
   The Modify Grant Projects page appears.
   
   
2. Check the Lock checkbox to lock a grant or uncheck the checkbox to unlock a grant.
   
   
   
   
3. Click Save if you want to make other changes to grants or click Save and Close to return to the Main page.
   

Deleting a Grant

1. In the Local Administration section of the Main page, click the Lock/Unlock/Delete/Restore link.
   
   The Modify Grant Projects page appears.
   
   
2. Check the Delete radio button.
   
   
   
   
3. Click Save if you want to make other changes to grants or click Save and Close to return to the Main page.

Restoring a Grant

1. In the Local Administration section of the Main page, click the Lock/Unlock/Delete/Restore link.
   
   The Modify Grant Projects page appears.
   
   
2. Check the Restore radio button.
   
   
   
   
3. Click Save if you want to make other changes to grants or click Save and Close to return to the Main page.

 

Restoring a Grant

1. In the Local Administration section of the Main page, click the Lock/Unlock/Delete/Restore link.
   
   The Modify Grant Projects page appears.
   
   
2. Check the Check the Public checkbox to make the grant viewable by grantees or uncheck the checkbox to hide the grant..
   
   
   
   
3. Click Save if you want to make other changes to grants or click Save and Close to return to the Main page.

 

Applications

In this section, you can see all current grant applications for each Notice of Funds Available and print all applications. From this page you can select a grant application and choose to award the grant, award the grant conditionally or decline the grant application.

Printing All Grant Applications for a Grant

1. If necessary, log-in to your account.
2. Click the Current link in the Applications section.
3. Click the Print All link next to the grant for which you want to print all the applications.
4. In your browser, select File > Print.

Awarding a Grant

1. If necessary, log-in to your account.
2. Click the Current link in the Applications section.
3. Click the link to the application you want to award or decline.
4. Click the Select Application for Award button at the top of the page.
   
   The Send Notice of Grant Award page appears.
   
   
5. In the large text box at the top of the page, enter the award letter text including any required legal notifications.
   
   
   
   
6. If necessary, edit the Progress Report dates.
   
   
   
   
7. Attach any necessary documets for the grantee by doing the following:
   
   
   • Enter a name and/or description of the document.
   • Click the Browse button adjacent to the name/descriptions and navigate to where the file is saved on your computer and select it.
   • Click OK to attach the file.
     
     
     
     
8. Click the Send NGA Now button.

Declining a Grant

1. If necessary, log-in to your account.
2. Click the Current link in the Applications section.
3. Click the link to the application you want to award or decline.
4. If you want to award the application, click the Select Application for Award button at the top of the page, or if you want to decline the application, click the Decline Application.

 

Awarding an Application with Conditions

1. If necessary, log-in to your account.
2. Click the Current link in the Applications section.
3. Click the link to the application you want to award with conditions.
4. Click the Conditionally Award Application button.
5. In the page that appears, check the boxes next to each item you want additional information.
   
   A text box appears under the item you checked.
   
   
6. Add instructions for the applicant to clarify or add information to their application.
7. Click Save or Save and Close to keep your comments, or click Send to Grantee to send the comments to the grantee.