9.2 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

Navigation: NavBar > Navigator > Grants > Awards > Project 

  1. The Project General 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.
project general search criteria page
  1. The Project General Information page displays.
  2. On the General Information tab page, select the Project Activities hyperlink at the bottom of the page.
general information tab
  1. The Project Activities page displays. Follow these steps:
    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.
project activities tab
  1. The Project Activities page updates reflecting any changes.
  2. Select the newly added Activity's Activity Definition icon.
project activities new staff row
  1. The Project Activity General Information page displays.
  2. Select the FA Rates tab. Follow these steps to add Facilities & Administration rate to your new Activity:
    1. Change the FA Rate Status to 'Ready'.
    2. In the F&A Rate Info section, use the look up magnifying glass to select 'IND in the Facilities Admin Rate field.
    3. If necessary, select the FA Base rate type in the Funded section.
    4. If necessary, enter the Effective Date (usually the Award Start Date).
    5. If necessary, enter the FA Rate %.
  3. Select Save.
FA Rates tab
  1. Follow the steps to enter your college's location:
    1. Select the Location tab.
    2. Update the Effective Date to match the Start Date of your Award (it will default to the current/today's date).
    3. Enter or look up the Location Code.
    4. Select Save.
Location tab

The next step is to add that new Activity's Budget line(s) to the existing Budget Details page and Finalize the Award.  Revisit the following QRGs if more words are needed: 9.2 Establishing an Award Budget or 9.2 Finalizing the Award Budget.

Navigate to the Awards > Project Budgets OR Navigate to the Award Profile > Funding tab > Budget Details icon.  Scroll over to select the plus icon to add a new row(s).  Enter the Budget Item first (to populate the GL Account #) and add the ChartString and amount.  Select Finalize to process the new budget.  If processed successfully, no editable boxes will be available.  An example is provided below:

select finalize on budget detail page

Adding the New Activity to your Existing 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: NavBar: Navigator > Customer Contracts > Create and Amend > General Information

  1. The General Information search page displays.
  2. On the Find an Existing Value tab, enter your Business Unit.
  3. Enter the Contract number.
  4. Select Search.
  5. Select the desired search results.
general information find an existing value tab
  1. The General tab page displays.
  2. Select the Lines tab page.
  3. In the Contract Lines section, select the Detail tab.
  4. Select the Contract Terms hyperlink.
Lines tab on general information page
  1. The Contract Terms page displays.
  2. Under the Associated Projects and Activities section, select the [+] plus icon to add a new row.
related projects tab on contract terms page
  1. A new row has been added.
  2. Use the lookup magnifying glass or enter the Project ID number and new Activity.
Select Activity 3 from search pagelet
  1. Select Save.
select save on contract terms page
  1. Process complete.

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