Welcome to Grants Online Webinar Orientation

National Oceanic and Atmospheric Administration

Welcome to Grants Online

Webinar Orientation

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Today’s Presenters

Mark LaFave

Training Team Lead

Jennifer Hippert

Training Team Member

Steve Drescher

NOAA Program Management Office

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Grants Online PMO Introduction

Steve Drescher: Grants Management Division, Grants.gov Liaison, DoC Interim Grants Manual Subject Matter Expert, PMO Member

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Grants Online Steering Committee

Fisheries (NMFS) Cynthia Binkley, Southeast Region

Robin Bruckner, Habitat Programs

JoAnna Grable, Overall Programs

Alicia Jarboe, Saltonstall - Kennedy Program

Joyce Lacerda, Fisheries Northeast Regional Office

Cecilia Linder, Fisheries Habitat Programs

Derek Orner, Chesapeake Bay Program Office

Dennis Seem (Fisheries System)

NESDIS Kathy LeFevre

NFA/AGO Steve Drescher (Grants Management

Division, Grants.gov Liaison, DoC Interim Grants Manual Subject Matter Expert)

NFA/CIO Program Management Office

Lillian Barnes

Steve Drescher (via GMD)

Sinh Nguyen

Dennis Seem (via Fisheries)

Ken Sragg

NWS Sam Contorno

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Grants Online Steering Committee

• OAR NOAA Undersea Research Program

– Al Kalvitas

• OAR (Overall Programs)– Sandy Wine

• OAR Sea Grant– Leon Cammen– Jonathan Eigen

• NOS Coastal Ocean Programs– Laura Golden– David Hilmer– Leslie McDonald– Marc Suddleson

• NOS OCRM– Dwight Reynolds

• OAR Ocean Exploration– Randi Neff

• OAR Office of Global Programs

– Stephen Auer– Diane Brown

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Current NOAA Capability

Front End

Back End

Fisheries System

450 Grants

ASAP

OFA

Grants Administration System

Central Award Process

NESDIS

18 Grants No System

OAR Other

~ 147 Grants

OAR

Sea Grants

~ 125 Grants

NOS Other

214 Grants

No System

Other

27 Grants No System

NWS

23 Grants No System

OAR/OGP

162 Grants

Self Contained System

CAMS

Query Performance Data

Applicants

GMD

Line Offices

- 1498 Grants - $906 million - FY 2002

NOS Coastal Zone Management

57 Grants Small/stable user

base

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Project Goals

• NOAA Single Unified Grant Processing and Administration, using an electronic solution, that will reduce processing time.

• A scalable solution for high volume usage and robust, available operation.

• A NOAA interface with the Grants.gov initiative to provide “one-stop” shopping for Federal grants-related activities

• Standardized business processes that will contribute to a more efficient and effective use of resources.

• A direct interface to other systems such as the CAMS/ASAP, FinLitLog

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STG/Bearing Point Developing System

Hardware Delivered

Iteration Development

Data Migration In Planning

Training Beginning

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Welcome to Grants Online!

Agenda

Topic I: Introduction

Topic II: Functional Overview

Topic III: Training Overview

Topic IV: Questions and Answers

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Introducing Grants Online

Existing Challenges With Grants Processing

What Grants Online Will Do For You

The End Results Of Using Grants Online


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Introducing Grants Online

Management Involvement

— Grants Online effort is a direct result of the Admiral’s Performance Review Team (PRT) recommendations

— NOAA Steering Committee - representatives from NOAA’s grant-making line offices

— Grants Online Program Management Office

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Existing Challenges With Grants Processing

Inefficient paper process mixed with dissimilar IT systems

Lack of centralized enterprise repository

Duplication of effort and information between line offices

Lack of corporate tracking capabilities

Erratic schedules slow down grants award process

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What Grants Online Will Do For You

Efficient Electronic Process

— Eliminate paper-based processes

— Reduce data entry hours from 17 hours/grant to 2 hours/grant

— Eliminate duplication of effort throughout NOAA community

— Complete, quality applications received via Grants.Gov

Consistent Workflow Process

— Create workflows to improve work process

— Customize workflow process to accommodate line/program office practices

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What Grants Online Will Do For You, Continued

Tracking Capabilities

— Ability to track grants throughout entire lifecycle

— Increased accountability – timers and reminders prompt users to expedite workflow

Reduced Data Entry Hours

— Annual data-entry time savings of approximately 2,833 days

— More time for staff to utilize specialized grants administration abilities

— Increased employee morale

— More time for application reviews and award compliance activities

— More time to work on science-related activities

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The End Results Of Using Grants Online

Everyone Wins

— The Grants Online and Grants.gov interface will save Grantees valuable time and money by submitting online applications (Grants.gov) and administering the full life cycle; Reports Close Out (Grants Online)

— Federal workforce will be seen as stewards of government funds and not clerks/typists

— NOAA’s efforts will better serve public interest

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Development Process

What is Grants.gov?

Grants.gov Registration Process

Grants Online System Demonstration

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Manage Users And Roles

Basic Request For Application (RFA) &

Application Processing

Review Processing

Progress & FinancialReporting

ManageAwardees

Post Award Management

Functions

Award Processing

Pre-AwardProcessing

Functionality Developed:

Functionality In Final Testing:

Requirements Established with Functionality to be Developed:

Development Process

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Pre-Award Award Post-Award Close-Out

Initiate Close-Out

Initiate Close-Out

Receive Final Documents

Receive Final Documents

Reconcile Financial

Information

Reconcile Financial

Information

Close GrantClose Grant

Certify Progress Reports

Certify Progress Reports

Certify Financial Reports

Certify Financial Reports

Impose/Remove Special Award

Conditions

Impose/Remove Special Award

Conditions

Amend/Suspend/ Reactivate/Transfer/Terminate Award

Amend/Suspend/ Reactivate/Transfer/Terminate Award

Manage Site Visit Reports

Manage Site Visit Reports

Receive Significant Product Notice

Receive Significant Product Notice

Obligate FundsObligate Funds

Prepare Award Package

Prepare Award Package

Award GrantAward Grant

Recommend Applicant for

Award

Recommend Applicant for

Award

Approve Selection Package

Approve Selection Package

Create, Review, Publish

RFA/FFO/FRN

Create, Review, Publish

RFA/FFO/FRN

Review, Evaluate Applications

Review, Evaluate Applications

Review Application Package

Review Application Package

Notify Successful/ Unsuccessful

Applicants

Notify Successful/ Unsuccessful

Applicants

Modify/Withdraw Application

Modify/Withdraw Application

Receive Applications

Receive Applications

Grants Lifecycle and Key Activities

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Grants.gov“Find and Apply”

Grants OnlineNOAA Grants Processing

Applicants

Recipients

GeneralPublic

NOAA

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What is Grants.gov?

Grants.gov is a direct result of Public Law 106-107

Single, secure, time and money saving source to find Federal

government-wide grant opportunities. — “Find Grant Opportunities” allows users to:

– Search for available grant opportunities

– Register to receive notification of grant opportunities

— “Apply for Grants” allows users to:– Search for and download application packages

– Complete application packages offline

– Submit completed application packages

– Track the status of submitted applications

* Based on Grants.gov Presentation to NOAA July 28th, 2004

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Topic II: Functional Overview Grants.gov Applicant Registration Process

Preparing to Apply for grants via Grants.gov opportunities is a 3-step process:

— Register organization with Central Contractor Registry (CCR) (one time)

— Individual authentication through Grants.gov Credential Provider (one time)

— Logging in to Grants.gov as a verified member

Register with Grants.gov as an AOR (Authorized Official Representative)

Download PureEdge Viewer to open application forms

— This free program allows you to access, complete and submit applications electronically and securely.

Please Note: Takes 7 to 14 business days to process

* Based on Grants.gov Presentation to NOAA July 28th, 2004

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Grants Online

System

Demonstration

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System Demonstration Scenario and Purpose

Scenario

Navigate an existing Request for Application (RFA)

Purpose

Demonstrate what the system looks like

Examine data fields

Interesting features

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Grants Online Training

Grants Online Help Desk

Grants Online Website

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Orientation Training Sessions

— Open forum available to all potential users of Grants Online

— Users briefed on Grants Online

— Users view demo of the system

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Skill Building Training Sessions

— Hands on training of Grants Online

— Users learn to navigate the system

— Users participate in guided activities using scenarios related to their current jobs.

Skill Building Training

Federal Program Officer User Sessions (6 different session times offered)

3 day session Late October – Early December

Grants Specialists, GMD User Sessions (2 different session times offered)

2 day session Late October – Early November

Review and Approval User Sessions (4 different afternoon and 4 morning sessions offered)

1 afternoon session; Mid November 1 morning session; Early November – Early December

External User Sessions (4 different session times offered)

2 hour session Early November – Early December

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Just In Time Implementation Support

— Supports refresher training sessions

— Offered to line and program offices using Grants Online for the first time

— Users apply Grants Online to specific areas of work

Just In Time Implementation Support

Webinar Review Sessions Early December – Early February

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Grants Online Help Desk

Setup to support system users throughout the grants lifecycle

Help Desk staff available to address:

— Technical Issues

— Procedural Issues

— Program Inquiries

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Grants Online Website

Looking For More Information About Grants Online?

— Go to the Grants Online website at www.ofa.noaa.gov/~grantsonline

Have Questions About Grants Online?

— Send questions to [email protected]

Looking for Grants Online Training?

— Click the Grants Online Training tab on the website to view the training schedule

Have A Training Question Outside Of Grants Online?

— Send questions to [email protected]

Need To Register For Grants Online Training?

— Click on the Grants Online Training tab to register for training events

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Topic IV: Questions & Answers