Grant Recipient Actions, Roles, Notifications, and Training

The Grants Management Module will improve transparency for grants management activities by allowing you to see time and date stamps for system activities, and the status of your completed actions online. It also serves as a virtual file cabinet of award documents and correspondence associated with each grant and cooperative agreement. When employees leave or change positions, their replacements will still have access to all the important grant files and correspondence. GrantSolutions is a web-based system, accessible from anywhere, and requires no special software to use.

Changing business processes can be challenging, but resources and people are available to help you.

Actions
people working around a table with computers

The grant recipient actions in the Grants Management Module are simple. There is nothing CDC specific about these functions. You will be using standard GrantSolutions templates and actions.

You can do these actions for your CDC/ATSDR grants in the Grants Management Module:

  • Enter Non-competing continuation (NCC) information and Federal Financial Report (FFR) data
    • GrantSolutions is not replacing the Payment Management System (PMS). The reporting required by PMS, lines 10a-10c of the FFR, formerly known as the Federal Cash Transaction Report must still be completed quarterly through PMS. The FFR reporting through GrantSolutions is the traditional FFR, formerly known as the Financial Status Report.
  • Submit amendment requests.  This document describes the types of amendment requests that will be done in GrantSolutions.

Document types

You can upload these types of files to GMM:

  • MS Office: .doc, .docx, .xls, .xlsx, .ppt, .msg
  • Adobe Systems: .pdf
  • Image Files: .jpeg / .jpg, .gif, .tif, .bmp
  • Other Support File Types: .txt, .wpd

GMM will not accept locked, password protected, or macro-enabled files.

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Roles

Grant recipients can have one of three recipient roles in GMM. Each grant is required to have an Administrative Official and a Principal Investigator or Program Director. A Grantee Financial Official is optional.

  • Administrative Official (ADO)
    • Listed as the Authorizing Official on the Notice of Award
    • Enters and submits Federal Financial Reports (FFRs)
    • Views, initiates, edits, and submits applications and amendments
    • Signs the 424 and authorizes the organization’s commitment
    • Adds and views Application and Grant Correspondence notes and uploads related files
    • Has access to all grants for the agency or organization
    • Can have more than one in each agency, but should be registered with Grants.gov
    • Has the most authority in the system
  • Principal Investigator/ Program Director (PI/PD)
    • Views, initiates, edits, and submits applications and amendments
    • Enters FFR data and submit a FFR
    • Adds and views Application and Grant Correspondence notes and uploads related files
    • Has access to grants he or she is assigned to as a PI or PD
    • A grant can have more than one PI/PD assigned to it, but the person listed on the NOFO is considered key personnel
  • Grantee Financial Official
    • Views awards
    • Enters and submits Federal Financial Reports (FFRs)
    • Adds and views Application and Grant Correspondence notes and uploads related files
    • Is typically the organization’s business official

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Notifications
Recipient will receive notifications from GrantSolutions based on your role in the system
CDC Action Grant Recipient roles receiving notification
Award Notification
  • Grantee Administrative Official (ADO)
  • Principal Investigator/Program Director (PI/PD)
  • Grantee Financial Official
Amendment Award
  • Grantee Administrative Official (ADO)
  • Principal Investigator/Program Director (PI/PD)
  • Grantee Financial Official
Correspondence: Application note or Grant note
  • Grantee Administrative Official (ADO)
  • Principal Investigator/Program Director (PI/PD)
FFR Approved
  • Principal Investigator/Program Director (PI/PD)
  • Grantee Financial Official
FFR Rejected
  • Principal Investigator/Program Director (PI/PD)
  • Grantee Financial Official
FFR Due Date Reminder (7 days prior to deadline)
  • Principal Investigator/Program Director (PI/PD)
  • Grantee Financial Official
FFR Due Date Passed
  • Principal Investigator/Program Director (PI/PD)
  • Grantee Financial Official
CDC staff will receive notifications from GrantSolutions based on their role in the system
Recipient Action CDC roles receiving notifications
Amendment Submitted
  • Grants Management Specialist
  • Office Director
  • Program Coordinator
  • Project Officer
Federal Financial Report Submitted or Withdrawn
  • Grants Management Officer
  • Grants Management Specialist
Grant Note Added
  • All grant and program staff assigned to the grant
NCC Application Submitted
  • Grants Management Officer
  • Grants Management Specialist
  • Office Director
  • Program Coordinator
  • Project Officer
Past Due NCC Application Submitted
  • Grants Management Officer
  • Grants Management Specialist
  • Office Director
  • Program Coordinator
  • Project Officer

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Training
people using computers in a computer lab

Your training is online. You should watch the five videos described below. It will take you less than 40 minutes to watch them all.

There are two getting started training videosExternal related to post-award actions:

  • Session 1: Introduction to GrantSolutions for Grantees (~10 minutes)
    • Overview
    • Account Management
    • Screen Navigation
  • Session 3: GrantSolutions Post-Award Activities for Grantees (~15 minutes)
    • Using My Grants List
    • Managing and Processing Amendments
    • Non-competing Continuations
    • Directed Supplements

The Session 2 video Pre-Award Activities for Recipient does not apply to CDC recipient.

There are three Federal Financial Reports training videosExternal:

  • Introduction to Federal Financial Reports for Grantees (~6 minutes)
  • Modify Submitted Federal Financial Reports for Grantees (~3 minutes)
  • View the Federal Financial Report for Grantees (~2 minutes)

The Center of Excellence’s SupportExternal page has FAQs, and once you have access you will find these documents inside the Grants Management Module:

  • QuickSheets
    • Federal Financial Report
    • Carryover Amendment
    • Grant Notes –Upload the SF-425
  • A Grantees Guide

This guide is standard for all GrantSolutions partners and a few pieces do not apply to CDC business processes. Here is a brief overview of the differences:

A brief overview of the differences
Page Number Section Description of Difference
5 Request a User Account Form You should refer to the information here on CDC’s account setup process for the transition.
6 GrantSolutions Roles CDC is only using three recipient roles:
  • Grantee Administrative Official (AO)
  • Principal Investigator/Program Director (PI/PD)
  • Grantee Financial Official (GFO)
8 Recipient Training Videos Session 2 is not applicable for CDC. Grants.gov is the required channel for submitting all new CDC grant applications. Session 3 describes Directed Supplements. CDC does not use directed supplements.
9 Search for Grant Announcements Do not use this feature to find or apply for CDC grants.
18 Funding Opportunity Do not use this feature to find or apply for CDC grants.
18 Applications Do not use this feature to find or apply for CDC grants.
19 Pending Grants (Accept Grant) This is not applicable to CDC.
22 Online Data Collection This is not applicable to CDC.

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Training Resources

The Policy, Risk, Information and Systems Management (PRISM) Training and Communications Team developed the following resources that CDC staff can use to support non-research grant recipients. This job aid lists information about the non-research amendment action types that are available for grant recipients in the GrantSolutions Grants Management Module (GMM).

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Page last reviewed: May 5, 2017