The life cycle of a grant spans from identifying the opportunity through grant closing. Below is an overview of the life cycle.
Identify and Track Relevant Grant Opportunities
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Potential grantees can search multiple places to find grant opportunities.
Once a relevant grant opportunity has been identified it is entered into the Grant Lifecycle Management subsystem. This provides a central repository for grant managers to view details about pertinent grant opportunities which they could eventually apply for on behalf of their department or unit. The opportunity can be entered via the Grant Opportunity (GTOP) document or the Grant Opportunity Status Folder (GTOPSF), based on user authorization. You can also enter new opportunity information directly on the Grant Application (GTAP) document. Refer to the "Grant Opportunity Status Folder" section and the "Grant Application Status Folder" section in this user guide for more information. Opportunities on www.grants.gov can also be automatically entered into the Available Opportunity Detail (GTAOD) and Available Opportunity Summary (GTAOS) tables via the Update Grants Opportunity batch job. You can then create Grant Opportunity documents directly from these tables. For more information on this functionality, refer to the “Grants.gov Opportunities” section in this user guide.
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Notify Others About Grant Opportunity
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Once the opportunities are identified, Grant Managers can automatically notify potential grant applicants (that is, Grant Users) via e-mail about that opportunity that has been entered in Advantage. You can indicate the users that you want notified on the following pages (based on user authorization):
You can notify someone that does not have an Advantage User ID. For more information refer to the following sections in this user guide: "Grant Opportunity Status Folder" and "Grant Notification Status Folder".
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Respond to Grant Notifications
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Grant Users that were notified about the opportunity, via e-mail or verbally, can enter in Advantage the decision on whether or not they plan to apply for a specific opportunity. If a Grant User chooses not to apply for an opportunity, then the reason for not applying is also captured. The Grant Lifecycle Management subsystem also maintains a summary of the responses for a particular opportunity (for example, number notified, number that plan to apply, and so forth). This information can be entered via the Grant Response (GTRE) document or the Grant Response Status Folder (GTRESF), based on user authorization. For more information refer to the "Grant Response Status Folder" section in this user guide.
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Applying for grants is an intricate process which requires multiple steps and various details. Grant Users typically spend significant time coordinating and collaborating information throughout the application process. This includes tracking the status of the grant in the pre-application and application phases, documenting board approvals, and many deadline dates within the grant application process. Grant Users can manage the process of applying for a specific opportunity via the Grant Application (GTAP) document or Grant Application Status Folder (GTAPSF), based on user authorization. For more information, refer to the "Grant Application Status Folder" section in this user guide. Note: Users can go directly to the Grant Application skipping the previous steps in the Grants Life Cycle.
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There are many details which must be recorded once the grantee has been awarded the grant. The Grant Award (GTAW) document and Grant Award Status Folder (GTAWSF) table allow for the recording of the grant award information including the status of the award acceptance approval process and miscellaneous award requirements. For more information refer to the "Grant Award Status Folder" section in this user guide.
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Once the grant is awarded, Project Managers might desire to track additional details about how the grant will be recorded within Advantage. In turn, Project Managers can establish high level Cost Accounting COA structure data and matching percentages within the Grant Award Status Folder (GTAWSF). In addition, the system can trigger a Cost Accounting Setup (CAS) document that acts as the integration point with the Cost Accounting subsystem.
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In February 2009, Congress passed and President Obama signed the American Recovery and Reinvestment Act of 2009 (ARRA), commonly referred to as the ‘Recovery Act’ and widely recognized as ‘Stimulus bill’. This legislation is a critical component of the government’s effort to rebuild the American economy and invest in the nation’s critical infrastructure. Included in the funding act are increased requirements on the transparency and accountability of how these funds are being spent. ARRA Reporting occurs on a quarterly basis, within 21 days of the end of each quarter. The award recipient must consolidate information related to the award and transmit this information to the Office of Management and Budget (OMB). CGI Advantage can be used to capture this information and send to the OMB office. OMB will then consolidate all of the data from all recipients and present this information as the national results of the Recovery Act. Refer to the “ARRA Compliance Tracking and Reporting” section in this user guide for more information.
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The grantor might request/permit an adjustment be made to the award which must be tracked separately because they occur after the award is accepted. Grant Managers can track these changes to the original grant award, award amount or grant period via amendments. The system distinctly tracks the original award along with any amendments. These types of changes to a Grant Award are tracked via the Grant Amendment (GTAM) document and the Grant Amendment Status Folder (GTAMSF), based on user authorization. Refer to the "Grant Amendment Status Folder" section for more information.
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The auditing of a grant can take a significant amount of time while requiring multiple levels of approval. The Grant Manager can record audit related information, audit dates and audit approvers in the Grant Lifecycle Management subsystem. In addition to tracking the grant audit process, the Grant Managers can mark the grant closed via the Grant Close-out/Audit (GTCO) document or the Grant Close-out/Audit Status Folder (GTCOSF) table. For more information refer to the "Grant Close-Out / Audit Status Folder" section in this user guide.
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