Adding an Activity to an Active Grant

Purpose:  Use this document as a reference to add a new Activity to an Active Grant (also a Generated Grant Award but may still be in Pending Status).

Audience:  Finance/Grant Fiscal Staff.

You must have at least one of these local college managed security roles:

  • ZC Awards Processing
  • ZZ Awards Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Adding an Activity to an Active Grant Award Budget

Navigation: Project Costing > Activity Definitions > Define Project Activities

Even though you can enter in up to 10+ field values in the Activity field setup, Budget IDs or Activity IDs are limited to 5 field values. Longer Activity ID field values will be cut-off or not entirely visible in other areas.

  1. The Project Activities search page displays.
  2. On the Find an Existing Value tab, enter or look up the Business Unit.
  3. Enter the Project that you would like to add a new Activity to.
  4. Select Search.
  5. Select the desired search results.
  6. The Project Activities page displays. Follow these steps 1 - 6 (a thru f):
    1. Select a checkbox of an existing Activity.
    2. Select the Copy icon.
    3. Select the Paste icon (this will generate a new row/Activity after the one you copied).
    4. Update the *Activity Name (by default the name of the Activity you copied will populate the name of the new Activity. Change this to something meaningful for your college).
    5. Update the *Activity short name (by default it will say 'NEXT1' and overwrite this to something meaningful to your college. This new value field becomes part of the new ChartString).
    6. If necessary, update the *Start Date and *End Date for the new Activity.
  7. Select Save.

The Activity Name and Activity ID field values can help describe the type of support or transactions per the Grant Award narrative . For example, Administration-type of support could have an Activity Name of 'BEDA SP Admin FY24' with an Activity ID such as 'ADMIN' or 'ADM24'. Or if Instructional-type of support could have an Activity Name of 'BEDA Instr Support FY24' with an Activity ID such as 'INSTR' or 'INS24'.

Project Activities page

The next step is to add that new Activity's Budget line(s) to the existing Budget Details page and Finalize the Award.  

Navigate to the Awards > Project Budgets OR Navigate to the Award Profile > Funding tab > Budget Details icon.

Navigation: Grants > Award > Project Budgets

  1. The Project Budgets search page displays.
  2. On the Find an Existing Value tab, enter or look up the Business Unit.
  3. Enter the Project that you would like to add the new Activity Budget to.
  4. Select Search.
  5. Select the desired search results.
  6. Follow the steps to add the new Activity Budget:
    1. Use the scroll bar to scroll all the way to the right of the page.
    2. Select the [+] plus icon to add new Budget row(s).
    3. Scroll back over to the left and add the Budget Item (this will auto-populate the Account field).
    4. Enter valid field values to complete the ChartString, i.e. Operating Unit, Fund, Department, Class.
    5. Enter or use the look up tool to select the new Activity.
    6. Enter the Budget Amount.
  7. Select the Save button.
  8. Select the Finalize button.
  9. Select the Process Monitor link to check the status. For more information on this process, please see QRG Process Scheduler/Process Monitor.
Budget Detail where you can add budgets.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Adding an Activity to an Active Grant Award Budget. This link will open in a new tab/window.

  1. Section complete.
Adding the New Activity to your Grant Award Contract

You must have at least one of these local college managed security roles:

  • ZC Contracts Processing
  • ZZ Contract Maintenance
  • ZZ Contract Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

The Grant Award-side should equal the Contract-side. Make sure all the Activities are accounted for and the total Award Budget matches.

Navigation: Customer Contracts > Create and Amend > Define Contract General Info

  1. The General Information search page displays.
  2. On the Find an Existing Value tab, enter your Business Unit.
  3. Enter the Contract number (or use the Description with 'contains' to filter desired search criteria).
  4. Select Search.
  5. Select the desired search results.
  6. The General tab page displays.
  7. Select the Lines tab page.
  8. In the Contract Lines section, select the Detail tab.
  9. Select the Contract Terms hyperlink.
General Information page, select contract terms link.
  1. The Contract Terms page displays.
  2. Under the Associated Projects and Activities section, select the [+] plus icon to add a new row.
  3. A new row has been added.
  4. Use the lookup magnifying glass or enter the Project ID number and new Activity.
  5. Select Save.
Contract terms page, add the new activity.
  1. Section complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Adding an Activity to an Active Grant Contract. This link will open in a new tab/window.

Note:  To make sure your Total Grant Award Budget = Total Grant Contract Billing Limit, please follow the next step and amend your Grant Contract Limit by using QRG Reimbursable Contract Billing Limit Amendment.

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