User Group Presentation – Grantee Rollout September 21, 2005

1. User Group Presentation – Grantee RolloutSeptember 21, 2005

2. Overview • System Screen Shots • Workflow Overview • Initial set of Grantees for Rollout • Future Functionality

3. Definitions of Grantee Roles Recipient roles will be encountered by Grantees in two areas of the Grants Online system: • Assigned roles will be displayed on the user profile which can be accessed by clicking on the “My Profile” link under the “Account Management” tab. Each user can view his/her own profile. On this screen the user will see the system names for their assigned role(s). • Users with the role of “Recipient Administrator” will have access to another screen to create and manage users within their organization. On that screen they will see the functional names for the various grantee roles. (Slides 22-23)

4. Grantee Roles cont. 1. System name: Recipient Administrator • Functional name: Recipient AdministratorThe person with this role has the permissions needed to set up other people in their organization as users of the Grants Online system and to give them access to specific awards as appropriate.  Only NOAA Help Desk and technical staff can assign the role of "Recipient Administrator" to a Grants Online user.  A "Recipient Administrator" cannot assign this role to others in their organization.  Users with this role will have access to view all awards for their organization. 2.  System name: Recipient Authorized Official • Functional name: Authorized RepresentativeThis is the person with signature authority who signs official grant documents such as an SF-424 (application), or countersigns an award document such as a CD-450 (new award) or CD-451 (amendment).  More than one person can have this role at any organization; however, on each award one person will be designated as the primary “Authorized Representative”.  Award documents resulting from an application will be sent to the person who signed the application (new awards and continuations).   Award documents initiated by NOAA such as an out year release of funds, or an amendment to relay a special award condition, will be sent to all users in the organization with the role of "Authorized Representative".  Actions initiated by a user in the grantee organization other than an "Authorized Representative" will be forwarded to the "Authorized Representative(s)" for final approval before it can be sent to NOAA.  Users with this role will have access to view all awards for their organization.

5. Grantee Roles cont. 3. System name:  Recipient Business/Financial Rep • Functional name: Business/Finance RepThe users with this role will be able to fill out Federal Financial Reports when that module is implemented in Grants Online. Users with this role will have access to view all awards for their organization. 4.  System name: Recipient Investigator • Functional name: PI/Co-PIThis role is assigned to the PI and co-PIs in an organization.  Users with this role can initiate an "Award Action Request" but cannot submit it directly to NOAA.  Instead, it will be sent to the "Authorized Representative" for their organization. If more than one user is assigned the “PI/Co-PI” role on any particular award, only one user will be designated as the “Lead”. Users with this role will be granted access to specific awards within their organization. 5.  System name: Recipient User • Functional name: Additional Key PersonnelPersons with the role of "Additional Key Personnel" will be able to view the awards for their organization; however they will not be able to initiate any actions or otherwise perform tasks within the system.

6. Grantees will start from the same Home Page as NOAA users

7. Currently Grantees will see the same Advisories Page as NOAA users. This may change in a future release.

8. 2 3 4 5 6 7 1 Done Approve Accept Award Accept Recipient System Recipient NOAA Grants Office Manage Award Award File and Obligate Funds Award/Confirm Administrator Authorized Users Recipient System Representative Administrator 9 8 Manage Award Manage Award Users Complete Screen, press Done Button Workflow Overview – Accepting the Award/Managing Users

9. Accepting the Award: Role of Recipient Authorized Representative STEP 1 STEP 2

10. Recipient’s Inbox with Task to Accept Award (Authorized Representative)

11. Award Package Launch Page – View Award Details

12. Award Details Page (New Award)

13. Award Details Page cont.

14. What Information Can a Recipient See? • CD 450 and 451 details • CD 450 report and 451-amendment report • SAC Report • Application details • All application attachments • Award Action Requests • FOR SIGNED ACTIONS ONLY

15. Award Package Launch Page – Decline Award

16. Decline Award Comment Page

17. Award Package Launch Page – Accept Award

18. Accept Award Page – Identify Recipient System Administrator

19. Managing Award Users: Role of Recipient System Administrator STEP 1 STEP 2

20. Recipient Administrator Inbox Task to Manage Award Users

21. Recipient Administrator – Manage Award Users cont.

22. Manage Award Users Screen (top)

23. Manage Award Users Screen (bottom)

24. Workflow Overview – Award Action Requests

25. Recipient Screen to Manage their Organization Users Screen Mock up A

27. Award Action Requests: Role of Recipient Users STEP 1 STEP 2

28. Award Action Request (AAR) Index Page

29. Reprogram or Rebudget AAR Screen

30. Award Action Request: Role of Recipient Authorized Official STEP 1 STEP 2

31. Future Functionality • Financial Reports • Progress Reports • Closeout