Evaluation (EV) Transaction Type

The Application Status for each application transaction being evaluated on the Grant Application Evaluation (GEV) transaction must be set to either Approved or No Award in order to submit the Grant Application Evaluation (GEV) transaction. An error is issued if there are outstanding applications that are not in the Approved or No Award status.

When a Grant Application Evaluation (GEV) transaction is submitted, the system determines if an award transaction exists for the grant application. If an award transaction exists, the Application Status field on the Grant Application Evaluation (GEV) transaction is set to Approved. If the application status is manually set to Substantially Approved, a notification will be sent to the Grantee advising them of the status. If an award transaction does not exist and the Application Status has been manually set to Approved, a warning message is issued to remind the user to create the award.  

When the Grantor flag is checked on the PRDOC table, the Evaluation Transaction Type transactions include the following additional fields to enable the ability to generate the award at either the overall budget category level or project/budget category level and also enable the ability to generate awards and omit budget categories that are not budgeted.

• If the Summarize by Commodity field on the Award By Total section of the Evaluation transaction is Yes, then the same commodity codes will be combined/summarized and will only create a single Commodity Line on the Award transaction (for example, the GG transaction).

Logic of Summarize by Commodity field:

• If the Summarize by Commodity field is set to Yes on the Award By Total lines, then the same Budget Category line amounts of individual GFA transactions will be combined/summed up and will only create a single Budget Category/Commodity Line on the Award transaction with the summarized Line Amounts.

• For instance, the above logic will only summarize the Award by Total lines where the Summarize by Commodity field is Yes. If the Summarize Commodity by field is No, then the system will create individual Budget Category/Commodity Lines on the Award transaction with the respective Line Amounts.

• When the Award transaction’s Grantor flag is checked on the PRDOC table and if the Summarize by Commodity field is Yes on the Evaluation transaction, the system will omit the existing logic of referencing the Solicitation Commodity Lines on the Award transaction. This is necessary for the Award transaction creation for Commodity Lines, the Actual reference type on the GG transaction will initiate existing logic, which will give an error for reference amount not matching.

• If the Summarize by Commodity field is Yes on Evaluation transaction type transactions, and the Award flag is not checked on the Award by Total section of the Evaluation transaction, then the system will not summarize the same Commodity lines and Award transactions (for example, the GG transaction) will not be created for those lines.

• When the Award flag is checked/true on the Award by Total section of the Evaluation transaction type transactions, then the following will occur:

• When the Summarize by Commodity field is Yes on the Award by Total section of the Evaluation transaction, then the system will Award the same Commodity Codes of individual Solicitation Response/Grant Funding Application transactions into a single Commodity Line on the Award transaction by summing up their Line Amounts.

• If the Summarize by Commodity field is Yes on Evaluation transaction type transactions, during the Award transaction creation, the system will not include the Commodity lines where the response type is Not Applied.

• If the Exclude $0 Commodity Lines field on the Award By Total section of the Evaluation Transaction type transactions is Yes, then on creation of an Award transaction, the Commodities/Budget Categories with $0.00 and less than $0.00 will be omitted and the Award transaction will not include these Commodity Lines.

The system will issue an error if the Summarize by Commodity field and Exclude $0 Commodity Lines field are both set to Yes.

The Finalize Application Status action in the Header tab of the Grant Application Evaluation (GEV) transaction, when selected, sets the Application Status for any linked Grant Application Response transactions that have a status of In Review, Withdrawn, or Clarification Requested to the No Award status. This action is only enabled and available to use if the Grantor check box on the Procurement Transaction Control page is selected.

Additionally, the Budget Adjustment field on the Header supports the ability to automatically update the award transaction with the Adjusted Budget allocations made by the grantee during the post award state.

The EV Transaction Type has the following Transaction Code:

Name	Transaction Code	Intended Use
Grant Application Evaluation	GEV	The Grant Application Evaluation transaction is used to issue awards.