aar, award, post award process maps v 4 · version 4.25 award action request workflow (aar‐2)...

AAR‐1 Award Action Request AAR‐2 No Cost Extension (Prior Approval Required) AAR‐3 No Cost Extension (Prior Approval Waived) AAR‐4 Extension to Closeout AAR‐5 ASAP Drawdown Request OCPR‐1.1, 1.2 Org Profile Change Request (ASAP Enrollment) ERA‐1 Electronic Recipient Acceptance

AAR, Award, Post‐Award Process Mapsv 4.25

Last Updated: March 4, 2020

For a step by step tutorial of this process map, please reference the following:

https://www.corporateservices.noaa.gov/grantsonline/Documents/AAR_Assistance/Recipient_AAR_Help.pdf

https://www.corporateservices.noaa.gov/grantsonline/Documents/Grantees/Org_Profile_Change_Requests_Grantees.pdf

Version 4.25

March 4, 2020

Federal Employee (including GMD) Grants Online Document

Process Map Key

Multiple Grants Online DocumentsGrantee

Grants Online Hard Stop Codes

HS = “Vendor and Funding”HSP = “Vendor and Funding – POST”HSFP = “Funding Only ‐ POST”HSV = “Vendor Only”HSF = “Funding Only”

“Interface” User

VV = Vendor Transaction – ValidateVC = Vendor Transaction - CreateP = Procurement Request TransactionO = Obligation TransactionC = Closeout TransactionSN = SF-270 – Non-ASAP TransactionSA = SF-270 – ASAP Transaction

Reviewers

CBS Interface Task

Important Note

Alternate Path

Continue

Process Step

Notification

Version 4.25

March 4, 2020

101.) Review Award Action Request2.) Forward to Grants Specialist

9Assigned Program Officer

Note: If AAR turns info an Amendment then the workflow will be the same except that the approval document will be an Amendment.

8Review Award Action Request

Forward to Agency

END

Award Action Request Workflow (AAR‐1)

1AAR Initiator

5AAR Initiator


Forward to Authorized Representative

7Recipient Authorized

Representative

11Grants Specialist

161.) Review Award Action Request2.) Forward to Grants Officer

17Grants Officer

181.) Review AAR or Amendment2.) Approve AAR or Amendment


Representative

Note: An amendment would have to be accepted by the Recipient Authorized Representative before becoming effective.

2Search for Awardsvia The Awards Tab

3Access Grants File pageAnd Select Award Action

Request from the Action Dropdown Menu

4Select Type of

Award Action Request,Enter required fieldsAnd Start Workflow

13FALD and/orDirector

15Grants Specialist

141.) Review Award Action Request

2.) Forward to Grants Specialist

12Forward for OptionalReviewer

20AAR or Amendment Approval Notification

Note: EDA Only – Policy allows the Assigned Program Officer to forward to FALD directly.

Version 4.25

March 4, 2020Award Action Request Workflow (AAR‐2)

101.) Review Award Action Request2.) Forward to Grants Specialist

9Assigned Program Officer

Note: If AAR turns info an Amendment then the workflow will be the same except that the approval document will be an Amendment.

8Review Award

Action Request Forward

to Agency

END

1INITIATER (Recipient

Authorized Representative, PI, Co‐PI, or Finance Representative)

5AAR Initiator




Representative

11Grants Specialist

121.) Review Amendment2.) Forward to Grants Officer

13Grants Officer

14Approve Amd/ Extend Date in Grants Online


Representative




4Select Type of


1. Nightly Upload to CBS DW for ARRA2. File generation for FAADS/USASpending

16Accept/Decline

Amd

17Grants OnlineSystem Admin

16AGrants Officer

Accept

Decline

16BAcknowledge Decline (Grants Online award

expiration date is rolled back.)

20CBS 1st and 2nd

Approval – Date Extension

22Unapprovedprofile update

O

21ASAP

Authorizer

19CBS 1st/2nd Approver/

CBS Interface

No Cost Extension – Prior Approval Required

HSP

18Initiate Ob Mode

11aForward to

Optional Reviewer

11bFALDand/or Director

11c1.) Review Award Action Request


11dGrants

Specialist

Version 4.25


8Review Award Action

Request Forward to AgencyExtend Date in Grants Online

END



5AAR Initiator




Representative




4Select Type of


1. Nightly Upload to CBS DW for ARRA2. File generation for FAADS/USASpending

9Grants OnlineSystem Admin

12CBS 1st and 2nd

Approval – Date Extension


o


CBS Interface

13ASAP

Authorizer

No Cost Extension – Prior Approval Waived aka Expanded Authority

HSP

10Initiate Ob Mode

Version 4.25



Request Forward to Agency

END



5AAR Initiator




Representative




4Select Type of


12Approve AAR


101.) Review AAR2.) Forward to Grants Officer

9Grants Specialist

11Grants Officer


Representative

Approved Only

Extend Final

Reports due date in Grants Online

ASAP Only

o

15ASAP

Authorizer/CBS

Interface

oHSP

Extension to Closeout

14Approval/Denial Notification

11aForward to

Optional Reviewer

11bFALDand/or Director

11c1.) Review Award Action Request


11dGrants

Specialist

Version 4.25

March 4, 2020

6Forward to Agency

End

ASAP Drawdown Request (AAR‐5)

4Forward To Authorized

Representative

1Business‐Finance Representative,

Authorized Representative

7Assigned Grants

Specialist

8Accept ASAP

Drawdown Request


Representative

2Search Awards

3Click on “Create ASAP

Drawdown Request” from the Grants File options and go to details page to fill out form

12ASAP Authorizer

Agency Review ASAP Recipients Only (Non‐NOAA Bureaus)

13Release Funds in ASAP

ASAP Drawdown Request created by “Submitting’’ Biz/Fin Rep can be forwarded directly to the Agency

EDA Only

7bEDA Director/Grants Officer

7aForward to

Optional Reviewer

7cApprove


Representative

15Confirmation of Release of Funds

Notification

10DrawdownApproval

Notification


Representative

Note: EDA Only – Attach the SF‐270 as a PDF file.

Step 13 is dependent upon completion of Step 11

11Submit Request in the ASAP system

Version 4.25

March 4, 2020Organization Profile Change Request Workflow (OPCR‐1.1)



2Select “Update

Institutional Profile” Under Awards Tab

3AAR Initiator

4Review Award Action Request/

Forward to Authorized

Representative


Request Forward to Agency


Representative

7ASAP

Authorizer

8Initiate ASAP

Enrollment

9ASAP

Enrollment Checklist

10Data Quality Validator

11Org Lookup /Provisional Org Workflow (if needed)

12Data Quality Validator

13Validate

Org Profile (CCR)

14Vendor Data

Control

16Vendor Data

Control

15Initiate get Vendor info

17Reject VendorInfo / CBS Errors

18Accept

Vendor Info/Request

New Vendor

Create NewVendor

CBS Vendor Created

Choose Current Vendor

19Grants Online System Admin/CBS Error Notifier

20Link Vendor

with Org Profile

AUTOMATED TASK

* ASAP Certification Task has been automated

* Not Separate Task, new action on screen.

*

V V

VC

To Step 21OPCR‐1.2

ASAP Enrollment

*

Version 4.25

March 4, 2020Organization Profile Change Request Workflow (OPCR‐1.2)

21AffectedGrants Officers

22Approve ASAP

Enrollment Checklist

24Modify Oblig Vendor Info


CBS Interface

27ASAP

Authorizer

28ASAP

Authorization

29Finance Office

30*ASAP

Certification


Representative

END

Note: Grants Officer Approval (Notification Only)

EACH Step (23‐29) is completed once for one or multiple awards

* ASAP Certification Task has been automated

23Finance

Office/ CBS Interface


CBS Interface

From Step 20 OPCR‐1.1

ASAP Enrollment

Version 4.25

March 4, 2020

8ASAP

Authorization

13Finance Office

14ASAP

Certification


Representative

END

Award: Electronic Recipient Acceptance Overview (ERA)

1Grants Officer

2Approve Award File

4Approve

6Approve

3CBS 1st

Approver

5CBS 2nd Approver

16Accept Award

19Manage Award

Complete

18Manage Award

Users

17Recipient System

Admin

9Bureau OLIA

(OLA)

10Clear

Award File

11Department

OLIA

12Clear

Award File

7ASAP

Authorizer

If NOAA, Grants > $100,000 only; or If other Bureaus, all

Grants

If NOAA, Grants > $500,000 only; or If other Bureaus, all

Grants