Welcome to Grants Online Webinar Orientation

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Welcome to Grants Online Webinar Orientation
2
Todays Presenters

• Mark LaFave
• Training Team Lead
• Jennifer Hippert
• Training Team Member
• Steve Drescher
• NOAA Program Management Office

3
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

Applicants

Front End


Back End

NOS

Coastal Zone

Management



57 Grants

OAR/OGP


Small/stable user


base

162 Grants


Fisheries System

Self Contained System


450 Grants


NOS Other
OAR



Line Offices


NWS

Sea Grants

214 Grants
-
1498 Grants




-
906 million


23 Grants

125 Grants

No
System
-
FY 2002


No System




OAR



Other

Other

NESDIS



Query

Performance Data


147 Grants

27 Grants

18 Grants

No System

No System

GMD


OFA

Grants Administration System


Central Award Process



ASAP

CAMS



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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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Topic I Introduction

• 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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Topic I Introduction

• Introducing Grants Online
• Management Involvement
• Grants Online effort is a direct result of the
  Admirals Performance Review Team (PRT)
  recommendations
• NOAA Steering Committee - representatives from
  NOAAs grant-making line offices
• Grants Online Program Management Office

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Topic I Introduction

• 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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Topic I Introduction

• 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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Topic I Introduction

• 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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Topic I Introduction

• 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
• NOAAs efforts will better serve public interest

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Topic II Functional Overview

• Development Process
• What is Grants.gov?
• Grants.gov Registration Process
• Grants Online System Demonstration

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Topic II Functional Overview

• Development Process

Functionality Developed
Manage Users And Roles
Basic Request For Application (RFA)
Application Processing
Review Processing
Functionality In Final Testing
Award Processing
Pre-Award Processing
Requirements Established with Functionality to be
Developed
Progress Financial Reporting
Manage Awardees
Post Award Management Functions
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Topic II Functional Overview
Grants Lifecycle and Key Activities
Pre-Award Award
Post-Award Close-Out
Create, Review, Publish RFA/FFO/FRN
Recommend Applicant for Award
Initiate Close-Out
Certify Progress Reports
Certify Financial Reports
Receive Final Documents
Receive Applications
Approve Selection Package
Impose/Remove Special Award Conditions
Reconcile Financial Information
Review, Evaluate Applications
Prepare Award Package
Review Application Package
Obligate Funds
Amend/Suspend/ Reactivate/Transfer/Terminate Award
Close Grant
Award Grant
Modify/Withdraw Application
Manage Site Visit Reports
Notify Successful/ Unsuccessful Applicants
Receive Significant Product Notice
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Topic II Functional Overview
Grants.gov Find and Apply
General Public
Applicants
Grants Online NOAA Grants Processing
NOAA
Recipients
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Topic II Functional Overview

• 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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Topic II Functional Overview

• 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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Topic III Training Overview

• Grants Online Training
• Grants Online Help Desk
• Grants Online Website

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Topic III Training Overview

• Grants Online Training
• 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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Topic III Training Overview

• Grants Online Training
• 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 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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Topic III Training Overview

• Grants Online Training
• 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 Just In Time Implementation Support
Webinar Review Sessions Early December Early February
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Topic III Training Overview

• 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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Topic III Training Overview

• 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 GrantsOnline.QandA_at_NOAA.gov
• 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 GrantsOnline.Training_at_NOAA.gov
• 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