NOAA Grants Online Tutorial

1. NOAA Grants Online Tutorial To complete this tutorial in an interactive mode, press the F5 key. Office of Research Administration and Advancement University of Maryland START EXIT

2. The NOAA Grants Online system is at: https://grantsonline.rdc.noaa.gov/flows/home/Login/logout.do EXIT Log in with your user name and password. If you have trouble logging in, or do not know your user name or password, contact Megan Smith at mhsmith@umd.edu or 301.305.6263

3. Each time you log in, you will receive this Notice to Users, review the notice, then click OK. EXIT

4. This is your Inbox. The advisories are sent from NOAA based on your defined role. You can click on the tabs at the top of the page to navigate to another section. Remember, to navigate in NOAA Grants Online, do not use your Internet browser’s back button. Rather, use the links provided or the breadcrumbs at the top of the page. EXIT breadcrumb • What would you like to do now? • Learn more about the Inbox. • Go to Account Management tab. • Learn more about the Award tab.

5. Your Inbox contains the copies of the notifications of tasks that you need to complete. These notifications are also sent to your external e-mail that is set in your Profile. EXIT • What would you like to do now? • Inbox • Learn more about notifications. • Learn more about messages. • Learn more about task management. • Learn more about tasks. • Go to Account Management tab. • Go to the Award tab.

6. Select the link of the Notification ID to view it. Or, select the check box next to the ID, then scroll down the page to archive or delete the notification. • What would you like to do now? • Inbox • Learn more about messages. • Learn more about task management. • Learn more about tasks. • Go to Account Management tab. • Go to the Award tab. EXIT

7. To send messages to Grants Online users: click on Send Messages from the left side tool bar. Then type the name of the user, the subject, and the message. Finally, click on Send. • What would you like to do now? • Inbox • Learn more about task management. • Learn more about tasks. • Learn more about notifications. • Go to Account Management tab. • Go to the Award tab. EXIT

8. Click on the Task Management button in the left tool bar to search for tasks. This allows you to reassign your task to another user. Enter in as much information as you know about the task. If you want to search for tasks by user role, select the role from the Search Criteria list and then click on Search. • What would you like to do now? • Inbox • Learn more about task management. • Learn more about notifications. • Learn more about messages. • Go to Account Management tab. • Go to the Award tab. EXIT

9. If this is your task, you can reassign the task by clicking the Reassign link, and then searching for the user to whom you wish to assign the task. That user must have the same role that you have. If you want to complete this task, click on the Tasks link on the left tool bar. EXIT • What would you like to do now? • Inbox • Learn more about tasks. • Learn more about notifications. • Learn more about messages. • Go to Account Management tab. • Go to the Award tab.

10. If you have open tasks assigned to you, they would be listed here. To search for all tasks, select All from the Status drop down menu, and then click Apply Filter. EXIT • What would you like to do now? • Inbox • Learn more about tasks. • Learn more about notifications. • Learn more about messages. • Learn more about task management. • Go to Account Management tab. • Go to the Award tab.

11. Each column can be sorted by clicking on the column title. To view a task, click on the View link next to the Task ID. EXIT • What would you like to do now? • Inbox • View a Progress Report Task. • Learn more about notifications. • Learn more about messages. • Learn more about task management. • Go to Account Management tab. • Go to the Award tab.

12. This is a Progress Report Task, this task has been accepted. All associated documents are on the bottom of the page. To view the Workflow History, click on that link. If there were tasks assigned to you, you would be able to click on the link to complete the task. EXIT • What would you like to do now? • Inbox • View the Workflow History. • Learn more about notifications. • Learn more about messages. • Learn more about task management. • Go to Account Management tab. • Go to the Award tab.

13. This is the Workflow History for this Progress Report. You can see the individual that completed the task and when it was completed. EXIT • What would you like to do now? • Go to the Account Management tab. • Go to the Award tab. • Go back to the Inbox tab.

14. From the Account Management tab you can edit your Profile and Preferences and delegate authority for your account. EXIT • What would you like to do now? • Account Management • Learn how to edit my profile. • Learn how to edit my preferences. • Learn how to delegate authority. • Go to the Award tab. • Go to the Inbox tab.

15. To view your profile, select My Profile from the left tool bar. To edit the Profile, including your Security Question and Answer, select the Edit link. EXIT • What would you like to do now? • Account Management • Learn how to edit my preferences. • Learn how to delegate authority. • Go to the Award tab. • Go to the Inbox tab.

16. To view your Preferences, select My Preferences from the left tool bar. To change your password, click on the Change Password link. Passwords expire after 90 days. EXIT • What would you like to do now? • Account Management • Learn more about editing my preferences. • Learn how to edit my profile. • Learn how to delegate authority. • Go to the Award tab. • Go to the Inbox tab.

17. You can select which e-mail notifications you will receive in your external e-mail account by selecting the check marks. ORAA suggests that you request all notification to be sent to both your Grants Online Inbox and external e-mail account. You can also select and order the columns that you see in your tasks. Remember to scroll to the bottom of the page and click on Save to save your preferences. EXIT • What would you like to do now? • Account Management • Learn how to delegate authority. • Learn how to edit my profile. • Learn how to edit my preferences. • Go to the Award tab. • Go to the Inbox tab.

18. You can delegate authority to users with your same role on the award. Delegating authority allows that user to complete tasks that were originally assigned to you. Be sure to notify the other user that you have delegated authority to them. Click on the My Delegations link on the left tool bar. Enter in the name of the Organization and the role of the individual that you would like to delegate to. The person must have at least the same permissions that you do. Then click on Find Peers. Choose the name of the individual that you would like to delegate to, and then click Delegate. When that individual logs in, he or she will see your tasks in their Inbox. EXIT PIs can delegate to one of the two following roles: Recipient User or Recipient Investigator if these individuals have been added to their award. If other individuals need to be added to an award to complete tasks, contact Megan Smith at mhsmith@umresearch.umd.edu. • What would you like to do now? • Account Management • Learn how to edit my profile. • Learn how to edit my preferences. • Go to the Award tab. • Go to the Inbox tab.

19. This is the Manage Awards Tab. From this tab, you can Search for Awards or Search for Reports. Only individuals with the role of Recipient Authorized Representative will be able to use the Manage Recipient Users action. EXIT • What would you like to do now? • Awards • Search for Awards. • Search for Reports. • Go to Account Management tab. • Go to the Inbox tab.

20. To search for awards, click on the Search Awards link on the left tool bar. The Applicant name is always University of Maryland, College Park. You do not have to enter this information. Enter in as much of the Award Number as you know. To see all of your awards, enter in “NA”. To see all of the awards from a particular fiscal year enter “NA06” where 06 represents fiscal year 2006. Then click the Search button. EXIT • What would you like to do now? • Awards • Learn more about Awards. • Search for Reports. • Go to Account Management tab. • Go to the Inbox tab.

21. Each column can be sorted by clicking on the column heading. When you find the award, click on the award number to access the Grants file. From the Grants file, you can create an Award Action Request. EXIT • What would you like to do now? • Awards • Create an Award Action Request. • Search for Awards. • Search for Reports. • Go to Account Management tab. • Go to the Inbox tab.

22. EXIT This is the Grants file for this particular award. To initiate an action, select the action type from the drop-down menu. You can add a comment if you wish. This comment will appear in the Workflow History chart. Save the Comment, and then select the Submit button to continue creating the action. In this tutorial you will see how to create an Award Action Request. • What would you like to do now? • Awards • Continue with the Award Action Request. • Search for Awards. • Search for Reports. • Go to Account Management tab. • Go to the Inbox tab.

23. This page lists the Award Actions that can be initiated in Grants Online. It is important to note that many of these actions need to be approved by the Recipient Authorized User (usually your Contract Administrator in ORAA) and then submitted to NOAA for final approval. Currently, the Principle Investigator can not submit a request directly to NOAA.Click on the link of the award action that you would like to create. EXIT • What would you like to do now? • Awards • Continue with the Award Action Request. • Search for Awards. • Search for Reports. • Go to Account Management tab. • Go to the Inbox tab.

24. After clicking on the link for the No Cost Extension Award Action notice, record the requested extension date and then provide a justification for the No Cost Extension. Be sure to save the request. The request will be added to the Inbox of the Recipient Authorized Administrator of your account for internal approval and then submitted to NOAA. If you need to return to the Award Action Request index, click on cancel. EXIT This type of No Cost Extension invokes the University’s expanded authority and may only be used once during any project. PIs must complete and route a UPAS to ORAA prior to end of the project. • What would you like to do now? • Awards • Search for Reports. • Search for Awards. • Go to Account Management tab. • Go to the Inbox tab.

25. You can search reports by the award number, start date, Program Officer, Report Type, or any combination of the above. Enter in NA into the Award number field to search for all UM awards, to see all of the awards from a particular fiscal year enter “NA05” where 05 represents fiscal year 2005. Then click the Search button. Enter in the Period Start Date in mmddyyyy format. EXIT • What would you like to do now? • Awards • Continue searching reports. • Search for Awards. • Search for Reports. • Go to Account Management tab. • Go to the Inbox tab.

26. Sort any of the columns by clicking on the column heading. To submit the progress report, click on the Progress Report link to the left of the Award Number. EXIT • What would you like to do now? • Awards • Continue with the progress report. • Search for Awards. • Search for Reports. • Go to Account Management tab. • Go to the Inbox tab.

27. This is the Progress Report page. You can add a comment for others to see in the Workflow History chart. To attach your progress report, scroll down to the bottom of the page. EXIT • What would you like to do now? • Awards • Continue with the progress report. • Search for Awards. • Search for Reports. • Go to Account Management tab. • Go to the Inbox tab.

28. Add your Progress Report file to this page by scrolling to the bottom of the page. Click on the + sign to get the window shown below. Clicking on the Browse button will allow you to search for the attachment on your computer. Be sure to enter in a Description of the report, the PI’s last name, the project title, and the date range for the progress report. Click the Save and Return to Main to submit the report. You will receive a pop-up warning that this will begin the Workflow review process, click OK on that warning. This warning lets you know that . the someone else will get a task in their Inbox. In this case, the Grants Officer at NOAA will receive your Progress Report. EXIT Originally, this icon was a + sign, when clicked on, it becomes a – sign and the Filename field and Description box appear. • What would you like to do now? • Awards • Search for Awards. • Search for Reports. • Go to Account Management tab. • Go to the Inbox tab.

29. NOAA Grants Online Tutorial This brings you to the end of the tutorial. Please review any and all sections at your leisure. To end this tutorial, press the Esc. key on your keyboard. Created by: Sally Egloff Office of Research Administration and Advancement University of Maryland segloff@umd.edu Start Over