9.2 Managing an Award
Purpose: Use this document as a reference for managing an award in ctcLink.
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.
The information that is used to create and maintain the award profile establishes an award, which is defined as an executed agreement between an institution and a sponsor within the post-award system.
An award is associated with one business unit, one billing sponsor, and one award sponsor. Each award must have at least one project and at least one activity. The system provides the bulk of this award setup information when the award generation process is run.
Managing an Award
Navigation: NavBar > Navigator > Grants > Awards > Award Profile
- On the Award Profile Search page, select the Find an Existing Value tab.
- Enter or search for the Business Unit.
- Enter or search for the Award ID.
- Select the Search button.
- Use the Award page to provide additional information that did not come over from the Proposal Header.
- Enter the sponsor award number in the Reference Award Number field. This value appears on some of the Grants invoice formats when billing information is processed.
- Enter or select the appropriate CFDA number in the CFDA field.
IMPORTANT: Take a moment to validate that all of the other information on the Award page is correct. Fields such as Purpose, Award Type and the Project Start Date and End Date can be corrected on the Award page. Also, make sure the number of projects associated with this award is correct as well.
- Select the Save button.
- Select the Project link in the Associated Projects section.
- Use the General Information page to define basic information for the project.
- Enter or select the project type in the Project Type field.
- Enter/update any other project basic information, as necessary.
- Select the Save button.
- Select the Return to Award Profile link.
- Select the Additional Information link.
- Optional to use the Additional Information page for added important details like Flow Through or PI Changes.
- Enter or select the appropriate code relating to the Award in the Type field.
- Enter an appropriate comment to support the information in the Comments field.
- Select the Additional Details button.
Note: Depending on the Type choice selected, the next page to be completed will be different. For demonstration purposes, ‘FLW’ is selected here and the Flow Through page will need to be completed.
- Use the Flow Through page to complete the following information about the Sponsor.
- Enter or select the sponsor in the Primary Sponsor field.
- Enter the Reference Award Number if known in the Reference Award field.
- Enter or select the originating award from date or beginning award date in the From field.
- Enter or select the originating award to date or ending award date in the To field.
- Enter the originating award total amount if known in the Amount field.
- Select the Federal checkbox to indicate if the award is a Federal award.
- Select the OK button.
- Select the Return to Award Profile link.
- Select the Save button.
- Select the Funding tab.
- The Funding page captured the funding amounts and periods that were created at proposal submission for each project. This amount is view-only. Any change of funding amount or period would require an Award Modification and Contract Amendment. Select the Budget detail button.
- Use the Budget Detail page to view detailed information about budget amounts that are associated with this budget plan.
Note: The Detail grid displays information about the budget in the appropriate budget periods for the grant's associated project. This is also the page that will be used to Finalize the award budget and make it available for spending in the next step – refer to QRG - Managing an Award Budget.
This information is copied from the Proposal Budget pages during the award generation process.
- Verify the Budget Detail information and if necessary, provide any missing information.
- When finished, click the Return to Award Profile button.
- Select the Resources tab.
- Use the Resources page to define additional information regarding resources:
- Enter or select the appropriate resource type in the Type field.
- Complete additional fields, such as adding a comment, as necessary.
- Select the Save button.
- Select the Terms tab.
- Use the Terms page to define additional information:
- Enter or select the appropriate Terms & Conditions defined terms for the awarding sponsor in the Terms & Conditions field.
- As appropriate, enter an explanation related to the terms and conditions of the award in the Explanation field.
- Select the Save button.
This enhancement was introduced in PeopleSoft FSCM Update Image 23 in March 2017.
Enhanced the Award Milestone page for improved usability. New functionality includes the ability to add, update, and copy milestones in bulk, and to link projects and activities to a milestone.
- Process complete.
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