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9.2 Managing Grant Proposals Process

Purpose: Use this document as a reference for the entire Managing Grant Proposals process in ctcLink.

Audience: Finance/Grant Fiscal Staff.

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

ZZ Proposal Processing

You must also set these User Preference Definitions:

FSCM 9.2 - Grants Security

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

Managing Grant Proposals Process

Step 1 - Creating a Grant Proposal

Navigation: NavBar > Navigator > Grants > Proposals > Maintain Proposal

On the Maintain Proposal search page, select the Add a New Value tab.
Enter or select the Business Unit.
In the Proposal ID field, leave the default value of NEXT and the system will assign a value when the proposal is saved.
Select the Add button. The Maintain Proposal page will display.

Use the Proposal tab to establish proposal-specific details. On the Proposal tab, Enter an appropriate description for the grant proposal in the Description field. If this field is left blank, the entry in the Title field appears by default. The long description is used by the system in the award generation process to name the award. The name of the generated post-award project comes from the proposal project short title.
Enter an appropriate title for the grant proposal into the Title field.
Select a Principal Investigator in the PI ID field.
Enter or select an appropriate sponsor in the Sponsor ID field.
Use the Purpose field to enter a proposal purpose from a list of entries that are defined by the institution.
Use the Proposal Type field to select predefined and institution-specific proposal types.
Enter the confidence percentage in the Confidence % field.
Enter the appropriate information into the Start Date and End Date fields.
Enter the appropriate number of periods into the No. Periods field.
Select the Build Periods button. The Budget periods will be built and displayed in the Budget Periods section.
Select the Projects tab.

Use the Projects tab to to add or update projects that are associated with a proposal. Multiple projects can be associated with each proposal. Because the system uses a one-to-many relationship for proposals and projects, a separate project profile can be established even in cases in which only one project is in a proposal.

Note: Use the auto numbering feature for Project ID, do not change the NEXT values in this field.

On the Projects tab, accept the default NEXT value for Project ID. The system will assign a unique number when the project is saved.
Enter or select the Subdivision the department reports to within the college in Subdivision.
Enter or select the Institution the Subdivision reports to within the college in Institution.
Enter or select the appropriate department representative in Dept Rep.
Select the Location link. The Location tab will display.

On the Location tab, enter or select the Location.
Enter the appropriate phone number in Phone.
Select the Budgets tab.

On the Budgets tab, enter the budget ID for the project for in the Budget ID field. Although there is a lookup icon available, entering free text into this field, is optional.
Enter the appropriate information in Description.
Select Save.

Note: The Proposal ID has now been assigned by the system.

Select the FA and Pricing Setup link.

On the F A and Pricing Setup page, select the Sponsor Minus Funded option to use the sponsor's FA rate for calculating the cost-sharing FA.
Use the Pricing Method list to select “As Incur” or “Fixed”, which indicates the type of contract billing will occur.
Use the Product field to enter the product for the contract line.
Select the Rate Type field to enter a rate type. FA rate types are associated with sponsors, institutions, proposals, or awards.
Select the FA Base value in the Budget section that corresponds with the FA Base the sponsor allows. At the proposal stage, a value needs to be selected. Once awarded, this can be modified by creating a new proposal version.
Select the FA Rate % value in the Budget section that corresponds with the FA Rate % the sponsor allows.
Enter the appropriate date value in the Effective Date field for the FA RATE %.
Select the OK button and F & A and Pricing Setup page will close.
Select the Resources tab.

On the Resources tab, enter or select the appropriate resource type in the Type field.
Leave the default option to select the Research checkbox option to map the professional to the appropriate form under Professional. Selecting this option also distinguishes the research team administratively from individuals who related to the proposal creations.
Enter or select the role in the Other Role field for the employee identified.
Enter the credit amount in the Credit % field for the internal individual credit. The sum of the credit percent on all the rows cannot exceed 100 percent.
Select the Reports tab.

On the Reports tab, select the Report Type.
Enter any Comments about the report.
Select the plus sign [+] to add rows for additional report types.
Select Save.
Select the Component link.

Use the Component Detail section to add details of each component. Each proposal can have multiple components.

On the the Component tab, enter or select the component in the Component field.
Select the Stakeholders link.

Use the Component Stakeholder page to enter a stakeholder who is an employee of the institution. Enter or select the appropriate employee stakeholder in the Stakeholder field.
Select the Workflow Eligible option.
Enter the appropriate role into the Role field.
Select the Refresh button.
Select OK. The Component Stakeholder page will close.

Select Save.

End of Step 1.

Step 2 - Establishing a Proposal Budget

Navigation: NavBar > Navigator > Grants > Proposals > Maintain Proposal

On the Maintain Proposal search page, select the Find an Existing Value tab.
Enter or select Business Unit.
Enter or select the Proposal ID for the proposal whose budget you will be entering.
Enter or select the version in the Version ID field.
Select Search. The Maintain Proposal page will display.

Select the Budgets tab.
Select a budget to enter by clicking the Period number. The Budget Detail page will display.

Note: Every project on a proposal has a budget that can be established. If there is more than one project to the proposal make sure it is done for every project.

Use the Details, CostShare, Justification section of the Enter Budget Detail page to enter the overall proposal cost share.
Enter or select a budget item in the Budget Item field.
Select the Details icon. The Budget Detail page will display.

Use the Enter Budget Detail page to store detailed budget information by budget item. The page divides the total funding responsibilities of the sponsor and total cost sharing between the institution and any third parties. It also displays a breakdown of direct and FA (indirect) budget amounts.

IMPORTANT: If creating a proposal that lists specifically funded amounts for the overall budget and budget details are not entered for each period, the system sets the contract totals and award funding totals to zero when running the award generation process. The system uses the budget detail amounts entered to create the resulting contract and funding amounts on the award pages. Therefore, budget details are not entered before the award generation process is run, the information will have to be entered manually in both Grants and Contracts.

Enter a description in the Description field.
Enter an amount in the Total Direct field.

Note: If the Quantity and Unit Cost are entered, this field automatically computed. If entries are made in this field, leave the Quantity and Unit Cost fields blank.

Enter the Start Date and End Date.
Enter a Quantity.
Enter a Unit Cost.
As necessary, click the Add a new row button to add additional lines.
Select OK. The Budget Detail page will close.

If the amount in the Total Direct field is a whole dollar amount, then the values in the Sponsor Direct and Cost Share (if applicable) fields will also be in whole dollar amounts.
If cost sharing in the proposal is needed, select the Cost Share link to distribute cost sharing commitments by budget summary line. The Cost Share page will display.

Enter the cost sharing and cost sharing distribution details, as appropriate for the budget item.
When finished, select OK. The Cost Share page will close.

If the proposal budget is complete, select Save.
Select the Return to Maintain Proposal link.

Verify the proposal Budget Period section displays correctly.

End of step 2.

Step 3 - Approving a Component in a Proposal Budget

Navigation: NavBar > Navigator > Grants > Proposals > Maintain Proposal

On the Maintain Proposal search page, select the Find an Existing Value tab.
Enter or select Business Unit.
Enter or select the Proposal ID.
Enter or select the version in the Version ID field.
Select Search. The Maintain Proposal page will display.

Select the Proposal tab to update the overall status of the proposal.
Use the Proposal Status drop-down to change the proposal status to ‘Pending Approval.’
Select Save.
Select the Component link.

Use the Component page to approve the component detail.
Use the Status drop-down button to select the ‘Approved’ status option.
Select Save.

Note: Workflow is enabled for the proposal, so it cannot be submitted to the sponsor until it has been set to Institution Approved status.

Select the Proposal tab.
Use the Proposal page to again update the overall status of the proposal.
Use the Proposal Status drop-down button to this time change the proposal status to ‘Institution Approved.’
Select Save.

End of step 3.

Step 4 - Submitting a Grant Proposal

Navigation: NavBar > Navigator > Grants > Proposals > Submit Proposal

On the Submit Proposal search page, enter or select Business Unit.
Enter or select the Proposal ID.
Enter or select the version in the Version ID field.
Select Search. The Submit Proposal page will display.

Note: Remember, the proposal must be in at least a ‘Draft’ status to be eligible for submission.

Use the Submission page to prepare the current version of the grant proposal for submission.
Use the Submit Status drop down field to select the ‘Submitted’ option.

Note: After a proposal version is marked as Submitted, proposal information for that version can no longer be modified. To make any modifications to a proposal after it has been submitted, create a new version of the proposal.

Enter or select the appropriate date in the Received field.
Use the Transmission By drop-down field to select the appropriate method used to submit the grant proposal.
Enter the appropriate information in the Sponsor Proposal ID field, i.e. sponsor user ID, EMPL ID, name, etc.
Enter or select the appropriate location in the Location field.
Select Save.

Note: The date and time stamp now appears to the right of the Submitted On field.

Select the Official tab.

Use the Official tab to store information regarding officials for a proposal submission. This is separate from the proposal pages to enable different security to operate for institution officials.
Use the Approvers section to enter the officials who are authorized to approve the submission of the proposal. Officials are mapped to the proposal forms based on their official type. These officials come from the Institution Contacts page. Authorized officials can approve and sign the proposal. The IDs are prompted from a control table that contains authorized officials within the institution.
Select the Submit for Approval checkbox to indicate the proposal has been submitted for external approval.

Note: The system does not enforce this check.

Enter or select the appropriate Administrative, Financial, and Signing Official– Select the officials who should approve the submission of the proposal. Officials are mapped to the proposal forms based on official type. These officials come from the Institution Contacts page. Authorized officials can approve and sign the proposal. Their IDs are prompted from a control table that contains authorized officials within the institution. The operator ID must match that of the signing official to activate the submission button.
As appropriate, select the Approved checkbox for each official to approve the proposal.
Select Save.
Select the Return to Maintain Proposal link. The Maintain Proposal page will display indicating the that proposal has been submitted.

Note: The Proposal Status now indicates ‘Submitted.’

End of step 4.

Step 5 - Awarding a Grant

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.

Navigation: NavBar > Navigator > Grants > Proposals > Generate Award

On the Generate Award search page, enter or select Business Unit.
Enter or select the Proposal ID.
Enter or select the version in the Version ID field.
Select Search. The Generate Award page will display.

Note:The proposal must be in a Submitted status to be eligible for award.

Use the Generate Award page to initiate the award administration process by copying information from the proposal pages to the award pages. Select the Generate button.

Note: The Generate button is no longer active after the award is generated.

End of step 5.

Step 6 - Managing an Award

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.

Navigation: NavBar > Navigator > Grants > Awards > Award Profile

On the Award Profile search page, select the Find and Existing Value tab.
Enter or select Business Unit.
Enter or select the Award ID.
Select Search. The Award Profile page will display.

Use the Award Profile 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 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 Save.
Select the Project link in the Associated Projects section. The Projects Page will display.

Use the General Information tab of the Projects 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 Save.
Select the Return to Award Profile link.

On the Award Profile page, select the Additional Information link.

Use the Additional Information page to provide the following information.
Enter or select the appropriate code relating to the Award in the Type field.

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.

Enter an appropriate comment to support the information in the Comments field.
Select the Additional Details icon.

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 Date field.
Enter or select the originating award to date or ending award date in the To Date 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 OK. The Flow Through page will close.

On the Additional Information page, select the Return to Award Profile link.

On the Award Profile page, select Save.
Select the Funding tab.
The Funding tab 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 icon.

The Budget Detail page is displayed. Use this 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, select the Return to Award Profile link.

Select the Resources tab.
Use the Resources tab 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 Save.

Select the Terms tab.
Use the Terms tab 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 Save.

End of step 6.

Step 7 - Establishing an Award Budget

Navigation: NavBar > Navigator > Grants > Awards > Project Budgets

On the Project Budgets search page, enter or select Business Unit.
Enter or select the project number in the Project field.

Note: The project number is located on the Award Profile Associated Project page.

Enter or select the budget period in the Budget Period field.
Use the Budget Type drop-down to select the ‘Cost Budget’ option.
Select Search. The Budget Detail page will display.

Select the General tab of the Budget Detail page to enter the award ChartField account information:
Enter or select the appropriate operating unit in the Operating Unit field for each budget line.
Enter or select the appropriate fund in the Fund Code field for each budget line.
Enter or select the appropriate class in the Class Field for each budget line.
Enter or select the appropriate state purpose in the State Purpose field for each budget line.
If the project activity has not been assigned, enter or select the project activity in the Activity field for each budget line.

Select the Project Detail tab.
Use Project Detail tab of the Budget Detail page to specify the values for the project-related fields for the Grants budget rows that are displayed.

Select the General Ledger Detail tab.
Use the General Ledger Detail tab of the Budget Detail page to specify the General Ledger ChartField values for the Grants budget rows that are displayed. When the system creates budget journals, it books the budget row amounts to the specified ChartFields.
Select Save.
Select the Finalize button. The system finalizes the plan by picking up the rows only for a budget period and not the entire plan, as in Project Costing.

A message will be displayed indicating that the Budget Finalization has been processed.
Select OK.

Select the Process Monitor link. Refer to the Process Monitor QRG for further instructions.

End of step 7.

Step 8 - Copying a Proposal

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

ZZ Proposal Processing

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

Navigation: NavBar > Navigator > Grants > Proposals > Copy Proposal

On the Copy Proposal search page, enter or select the Business Unit.
Enter or select the proposal number of the existing proposal to copy from in the Proposal ID field.
Enter or select the version in the Version ID field.
Select Search. The Copy Proposal page will display.

Use the Copy Proposal page to provide the details for the new proposal.
In the Header section, the From Proposal field has the proposal id entered in the initial search criteria and the To Proposal field has the word ‘NEXT’ in it to allow the new proposal to become the next available Proposal ID.
Also in the Header section, enter or select the date the new proposal is set to begin in the To Start Date field.
In the Project section, leave ‘NEXT’ in the To Project ID field to allow the system to assign the next sequential number upon clicking the Copy button.
Select (or deselect) the Project and Budget checkboxes to include (or not include) them in the copy process for the new Proposal.

Note: Ensure that at least one project has a check mark. Also, one project has to have the Primary Project checkbox marked.

In the Budget section, make sure that at least one Budget ID is selected to be copied for each project. The To Budget ID field should have the same value as the From Budget ID field.
In the Budget Period section, enter or select the date the new budget period is set to begin in the To Start Date field.

Note: The To Start Date on the budget period section and can be no earlier than the To Start Date given to the proposal.

Also in the Budget Period section, enter or select the date for the end of the proposal budget period in the To End Date field.
Select the Copy button.

A new proposal has been created with a new Proposal number and Project IDs. All fields on the new Proposal page appear by default from the Proposal that was copied except the values that were changed on the Copy Proposal page.

End of step 8.

Step 9 - Copying a Proposal Version

Navigation: NavBar > Navigator > Grants > Proposal > Copy Proposal Version

On the Copy Proposal Version search page, enter or select the Business Unit.
Enter or select the proposal number in the Proposal ID field.
Enter or select the version in the Version ID field.
Select Search. The Copy Proposal Version page will display.

The (To) Proposal ID field remains the same but the To Version field has been populated with ‘Next.’ Upon copying, the next sequential number will be assigned to the new Proposal Version.
Select (or unselect) the Project and Budget checkboxes to include (or do not include as appropriate) them in the copy process to the new Proposal Version.

Note: One Project on the Proposal must be marked as the ‘Primary Project.’

Select the Copy button.
By default, the target proposal has the same dates as the source proposal from which it is copied, change the start and end dates on the target proposal, if necessary.

Note: The projects that are attached to the source proposal copy to the new proposal version.

Note: If the dates are not changed, a mirror copy of the source proposal will be produced. If the dates are changed during the copy process, all of the detail rows under each period will be assigned the dates that were entered for the period on the copy page.

The To Version field now indicates the copied Proposal Version exists.

End of step 9.
End of process.

ctcLink Reference Center

9.2 Managing Grant Proposals Process

Managing Grant Proposals Process

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