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pdfFEMA Mitigation eGrants
System Training
Grant Applicant
Quick Reference Guide
October 2006
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FEMA Mitigation eGrants System
Grant Applicant Quick Reference Guide
Table of Contents
Introduction ................................................................................................................... 1
Overview .............................................................................................................. 1
About This Guide.................................................................................................. 1
Your Experience ................................................................................................... 2
Welcome to the Mitigation eGrants System................................................................ 3
What eGrants Can Do .......................................................................................... 3
Who Uses eGrants? ............................................................................................. 4
How Applications Are Processed.......................................................................... 4
Becoming a Registered User................................................................................ 5
Internet Access..................................................................................................... 6
System Requirements .......................................................................................... 6
User ID and Password.......................................................................................... 6
Using the Mitigation eGrants System.......................................................................... 7
Using eGrants....................................................................................................... 7
Navigating within eGrants ............................................................................... 7
Menus ............................................................................................................. 8
Entering Data .................................................................................................. 8
Required Fields ............................................................................................... 9
Saving Data..................................................................................................... 9
Grayed Buttons ............................................................................................. 10
Getting Help........................................................................................................ 10
Field Help ...................................................................................................... 10
Application Help ............................................................................................ 10
Technical Support ......................................................................................... 11
Logging On to the Mitigation eGrants System ......................................................... 12
How to Access the Mitigation eGrants System ................................................... 12
Requesting Access and Creating Your User ID.................................................. 12
Logging In Once You Are a Registered User ..................................................... 14
The Grant Applicant Home Page........................................................................ 14
Changing Your User Profile ................................................................................ 15
Changing Your Password................................................................................... 15
Logging Out of eGrants ...................................................................................... 16
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eGrants System Administration................................................................................. 17
System Administration........................................................................................ 17
Accessing the eGrants Administration Function ................................................. 17
Setting Preferences ............................................................................................ 18
Managing User Registrations ............................................................................. 19
Reviewing User Registration Requests ......................................................... 20
Changing User Roles .................................................................................... 21
Revoking a User ID ....................................................................................... 22
Reviewing Subgrant Applications ............................................................................. 23
What is a “Review”? ........................................................................................... 23
Checking Out and Checking In Subgrant Applications ....................................... 23
Reviewing a Subgrant Application ...................................................................... 24
Creating Applications in eGrants............................................................................... 28
Grant Applications in eGrants............................................................................. 28
Sections of the Application ................................................................................. 28
How to Create a New Grant Application ............................................................. 29
How to Use a Search Function ........................................................................... 30
Attaching Subgrant Applications to Your Grant Application................................ 31
Attaching Documents, Maps, and Studies to Your Application ........................... 33
Updating/Completing an Un-submitted Application ............................................ 33
Copying an Existing Grant Application ............................................................... 35
Deleting an Un-submitted Grant Application....................................................... 37
Entering Assurances and Certifications for a Grant Application ......................... 37
Reviewing and Submitting Your Grant Application ............................................. 38
Authorizing Access to Grant Applications ........................................................... 39
Working with Submitted Grant Applications ............................................................ 43
Viewing the Status of a Submitted Application ................................................... 43
Revising/Amending a Submitted Application ...................................................... 43
Changing the Point of Contact for a Submitted Application ................................ 45
Award Packages.......................................................................................................... 46
The Award Packages in eGrants ........................................................................ 46
How It Works................................................................................................. 46
Reviewing an Award Package ............................................................................ 46
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Accepting an Award Package............................................................................. 48
Not Accepting an Award Package ...................................................................... 48
Viewing a Submitted Award Package................................................................. 49
Quarterly Reports........................................................................................................ 52
Quarterly Reports in eGrants.............................................................................. 52
Creating a Quarterly Report................................................................................ 52
Updating a Quarterly Report............................................................................... 53
Submitting a Quarterly Report ............................................................................ 54
Revising a Submitted a Quarterly Report ........................................................... 55
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Introduction
Overview
Welcome to the Federal Emergency Management Agency’s (FEMA’s) Mitigation
eGrants Management System.
The objective in developing this system was to provide states, federally
recognized Indian tribal governments, territories, local communities, and nonprofit organizations the ability to apply for grants and manage their grant
application processes electronically. FEMA developed this intuitive, user-friendly,
Web-based system, which follows the current paper-based application process.
Relationships established for processing the paper applications are used in
eGrants. With this electronic system, local entities submit applications for
mitigation grant funds to their state. The states review and approve the local
applications and include them as sub-applications in their grant applications to
FEMA. Federally recognized Indian tribal governments may apply directly to
FEMA or through their state. Award packages, revisions, and amendments are
all handled electronically. Paper documents can be scanned and attached to the
electronic applications as necessary.
For assistance with eGrants, please contact the eGrants Help Desk toll-free at
1-866-476-0544 or via email at MTeGrants@dhs.gov. For answers to eligibility
and program questions, local entities should contact their state hazard mitigation
officer, and states should contact their FEMA regional office. We also welcome
your input and comments as we continue to improve the eGrants system.
About This Guide
This guide introduces you to the FEMA’s Mitigation eGrants System and tells
you:
About the Mitigation eGrants System
How to access the Mitigation eGrants System
How to use the Mitigation eGrants System to create and submit grant
applications
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This guide also helps you master:
Registering and approving Subgrant applicant users
Reviewing submitted and un-submitted Subgrant applications
Creating and submitting Grant applications to FEMA
Accepting an award package
Preparing and submitting quarterly reports
Because this guide is a “quick reference guide,” it focuses specifically on the
information you need to step through the activities associated with creating,
managing, and submitting grant and Subgrant applications.
In addition, this guide offers tips to help you enter the information needed and
use the Mitigation eGrants System effectively.
Look for this symbol for tips on how to use eGrants effectively.
Your Experience
This guide assumes that you know how to use a personal computer and are
familiar with how to operate the computer using the Microsoft® Windows®
operating system. It also assumes that you have at least some experience
working with Web-based applications and Internet browsers.
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Welcome to the Mitigation eGrants System
The Mitigation eGrants System (eGrants) is an intuitive, user-friendly, Webbased application that allows Grant and Subgrant applicants to use the Internet
to apply for Grants and Subgrants. eGrants replaces the paper-based process
that has previously been used.
A part of the eGovernment initiative, eGrants streamlines the application process
by providing the ability to apply for and manage their Grant and Subgrant
applications over the Internet. It manages the processing of applications and
facilitates FEMA’s review and award process, from submission of an application
through the entire Grant life cycle.
Because eGrants is a Web-based application, the “program” is installed on an
application server managed and maintained by FEMA; there is no software to
install on your system. In addition, files are stored on the application server, not
on your computer.
What eGrants Can Do
eGrants allows users to:
Create and submit a Subgrant pre-application to the Grant applicant
Create and submit a Subgrant application to the Grant applicant
Review and process Subgrant applications
Create and submit a Grant application to FEMA
Review and process Grant applications
Accept award packages
Prepare and submit quarterly reports
eGrants currently processes applications for the following types of Grant
applications:
Flood Mitigation Assistance (FMA)
Pre-Disaster Mitigation (PDM) Program
Pre-Disaster Mitigation – Competitive (PDM-C) Program
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Who Uses eGrants?
eGrants is for:
FEMA regional FMA and PDM coordinators
Assistance officers and regional management
State points of contact for implementing the FMA and PDM programs
Local community officials who would like to submit applications for funding
Federally recognized Indian Tribal Governments. Note: Tribal
Governments may apply either as a Grant applicant directly to FEMA or as
a Subgrant applicant, applying through a Tribal Grant applicant or State
agency.
FEMA headquarters program and administrative offices
How Applications Are Processed
eGrants uses the same preparation and processing of applications as in the
paper-based process. Figure 1: Application Flow Through eGrants depicts the
application process flow in eGrants.
Subgrant applicant
creates subgrant
application
Subgrant applicant
submits subgrant
application to grant
applicant
Grant applicant
conducts cursory
eligibility review of
subgrant
application
Grant applicant
selects and ranks
subgrant
applications for
grant application
Grant applicant
creates grant
application
FEMA conducts
awards review
FEMA conducts
cursory review of
grant application
Grant applicant
manages award or
submits grant
application to
FEMA
Revisions as needed
Grant applicant
reviews the award
package
FEMA notifies
Grant applicant of
pending award
package
Revisions as needed
Grant applicant
accepts or not
accepts the grant
Accept
Award package is
sent back to FEMA
for final signature
& obligation
Not Accept
Award package is
sent back to FEMA
for withdrawal
Grantee is notified
of FEMA Signed
Award Package
Grantee manages
grant and creates
& submits
Quarterly Reports
to FEMA
Figure 1: Application Flow through eGrants
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The main difference between the paper-based process and the electronic
process in eGrants is that applications are created and revised online (over the
Internet) and submitted electronically.
A Subgrant applicant creates a Subgrant application using eGrants. When
the Subgrant application is complete, the Subgrant applicant submits the
application, which is forwarded to the appropriate Grant applicant for
review.
The Grant applicant reviews the Subgrant application for eligibility. The
Grant applicant may request revisions to the Subgrant application. If
changes are requested, the Subgrant applicant may revise the Subgrant
application and resubmit it to the Grant applicant.
Once the Subgrant application is approved, the Grant applicant may
include these Subgrants in a Grant application to FEMA. Subgrants that
are not selected are stockpiled for future consideration.
The Grant applicant creates a Grant application, attaches Subgrant
applications, and submits the Grant application to FEMA for consideration.
FEMA reviews the Grant application. FEMA may request revisions to the
Grant application. If changes are requested, the Grant applicant may
revise the Grant application and resubmit it to FEMA.
FEMA conducts its review of all of the submitted applications and selects
applications for award. FEMA notifies the Grant applicant of a pending
award and the award package is sent to the Grant applicant through
eGrants.
The Grant applicant reviews the award package and either accepts or not
accepts the award. If the Grant applicant accepts the award, the award
package is sent back to FEMA through eGrants for final signature and
obligation. If the Grant applicant does not accept the award package, the
award package is sent back to FEMA through eGrants for withdrawal.
Once FEMA signs an accepted award package, the signed award
package is sent back to the Grant applicant through eGrants. The Grant
applicant then manages the Grant and submits quarterly reports to FEMA.
Becoming a Registered User
You must be a registered user to use eGrants. To become a registered user of
eGrants, contact your FEMA region and request user access. You will receive
information that will allow you to register.
Note: You must register before you can register Subgrant users.
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Internet Access
Because eGrants is a Web-based system, you must have Internet access and
email service to become a registered user and access eGrants. You are free to
choose any Internet service provider and email service that meet your needs.
System Requirements
eGrants is accessed via a personal computer with either:
Microsoft® Internet Explorer®, version 5.0 or later, with 128-bit encryption,
or
Netscape®, version 4.7 or later, with 128-bit encryption.
User ID and Password
User access to eGrants is authenticated via a User ID and a password to protect
the integrity of the system and the application information.
You will create your own User ID and password the first time you access the
eGrants site.
It is your responsibility to secure and protect your User ID and
password from easy detection and use by unauthorized users.
Anyone with your User ID and password can log in to eGrants as
you, and the system cannot tell the difference. As a precaution,
consider changing your password every 30 to 90 days.
If at any point you believe your User ID and password have been
compromised, immediately notify your FEMA regional office.
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Using the Mitigation eGrants System
Using eGrants
eGrants is intuitive and user friendly, making it easy to transition from the paperbased system to the electronic system of preparing and submitting Subgrant and
Grant applications.
In addition, eGrants offers written directions and helpful hints at the beginning of
each screen and at critical positions on each screen to guide the user through
the system and follows many of the conventions used in other Web-based
systems.
Navigating within eGrants
eGrants works much like other Web-based applications:
Click on a button to perform a function
Click on a blue link to move to a specific place in the application
Use the [TAB] key (on the keyboard) to move from field to field
Enter text into text boxes in the format described next to the field
Use drop-down menus to make selections where applicable
Use the scroll bars to move up and down through the screens
Click on underlined help links to access help screens
Unlike most Web-based systems, however, when working in eGrants, do not
use the Back and Forward buttons on your browser to move from one page
to another. Instead, use the application buttons—Go Back, Save, and Save and
Continue—located at the bottom of the screens. Using these application buttons
ensures that the information you enter is saved and stored in eGrants. Failure to
use these application buttons could result in loss of your data.
Remember to always use the application Back and Forward
buttons and not the Back and Forward buttons on your browser.
Using the buttons on the browser could result in loss of your data.
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Menus
Like most Web-based solutions, eGrants is menu driven. Several types of menus
are used in eGrants.
The Main Menu, located across the bottom of the screen, allows you to navigate
to various user features in eGrants, for example:
FEMA Home
eGrants Home
Contact Us
Frequently Asked Questions
Glossary
Help
Task menus, such as those found on the Grant Applicant Home Page, allow you
to navigate to a particular activity to perform, for example:
Administration
Review Submitted Subgrant Applications
Create New Grant Application
The sidebar menu, shown to the left of the Grant Application window, allows you
to move to a specific section of the Grant application without having to view each
section consecutively.
Entering Data
To enter data into a field, click on the field, if it is a text field, or click on the down
arrow, if the field has a drop down menu. Then either type the data into the field
or select the appropriate data from the drop-down menu. If a specific format is
required for the data, the format is shown next to the field.
To change data you have entered in a field, click on the field, delete the data you
previously entered if it is a text field and type in the new, correct data or make a
different selection from the drop-down menu. Remember to save the data by
clicking on the Save or Save and Continue buttons at the bottom of the screen
to ensure that the data you entered are saved in eGrants.
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On some screens, you will find buttons that will help you to locate the information
you need to enter into a field.
As you progress through eGrants, you will sometimes encounter fields that have
already been filled with data. eGrants fills these fields for you from information
you have previously entered, reducing the amount of data you need to enter.
Required Fields
Certain fields within each section of the application are required. Required fields
are designated by an asterisk (*).
Data must be entered into all of the required fields before an application can be
submitted. This does not mean that you have to enter data into every required
field as you create the application. You can enter the data you have, save data
you have entered and move to another section of the application, and then return
to that section at a later time to complete all of the required fields.
eGrants tests for data in the required fields only in the final stages
of preparation when an application is being reviewed and
submitted. Required fields can remain empty until that time.
Saving Data
It is important that you actively save the data you enter into sections of eGrants
to prevent the loss of your data. Data is not saved in eGrants until you actually
save it. Saving the data causes the data to be sent from your PC to the eGrants
server, where it is stored.
Two Save buttons are provided at the bottom of each section:
Save and Continue—saves the data you have entered in a section of the
application and automatically moves you to the next section of the
application
Save—saves the data you have entered in that section of the application
but does not automatically move you to the next section of the application
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Be sure to save your data:
Before you move to different section or page in the application
Before you take a break from entering information into an application
Before being timed-out by the system.
Remember:
Failure to use the Save buttons will result in loss of the data
you have entered since the last time you clicked on the Save
or Save and Continue button.
eGrants times-out after 30 minutes of inactivity, at which time
your session is closed and any data you have entered that
you have not saved is lost.
Grayed Buttons
As you access different screens and functions within eGrants, you will notice
that, at various points, certain buttons are grayed out, which indicates that they
are not activated for use at that particular point.
Usually this means that information must be provided in a prior field in order to
activate a grayed button. Entering data into the field and clicking on the Save
button will cause an inactive button to become active.
Getting Help
Help with eGrants is available to you from a variety of sources.
Field Help
Many fields offer a Help feature. Click on Help at the end of a field to receive an
explanation of the information that is expected in that field.
Application Help
Help at the application level is offered in a variety of ways, all of which are
accessible from the Main Menu that appears at the bottom of the eGrants screen:
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eGrants Help—allows you to access help, including hints and tips for firsttime users, help on technical issues, and lists of resources
Glossary—defines key terms used within eGrants
Frequently Asked Questions—answers questions that users frequently
ask about eGrants
Technical Support
For additional help, contact your FEMA regional office or the eGrants Help Desk
at 1-866-476-0544 or MTeGrants@dhs.gov. Help Desk hours are normally
Monday through Friday, 9:00 am to 6:00 pm Eastern Standard Time. Help Desk
hours may be extended preceding published FEMA Grant application deadlines.
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Logging On to the Mitigation eGrants System
How to Access the Mitigation eGrants System
Access to eGrants and the eGrants Web site is restricted and controlled. eGrants
is to be used only for official business. Contact your FEMA regional office to
obtain the eGrants Web site address and a special Access ID (access code),
which will allow you to request access to eGrants and create your User ID and
password.
Note: To access eGrants, you must first have Internet service and
an email account.
To access the Mitigation eGrants Web site:
1. Contact your FEMA regional office to request user access and obtain the
required Access ID.
2. Establish your Internet connection and open your browser window.
3. Enter the Web site address into the Address field of your browser and
press Enter. The FEMA⎯Integrated Security and Access Control System
(ISAACS) screen is displayed.
4. Click on the New User? button to begin creating your User ID.
5. Follow the instructions on the Security check page and type the characters
in the image into the text box and click the Submit button.
Requesting Access and Creating Your User ID
The first time you access eGrants, you must complete the profile information to
request access to eGrants and to create your User ID and password. You may
be notified by email when your application for access is approved. You only
create a User ID and password the first time you login to eGrants.
Even though the Access ID allows you to access the eGrants registration
process, your request for registration and the User ID and password you create
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must be approved before you can use them to access the eGrants application
system to perform tasks.
More than one official from a Grant applicant agency may request
access and register to use eGrants.
To request access to eGrants and create your User ID and password:
1. Select the New User? button.
2. Complete the data boxes by entering text and making the appropriate
selections from the drop-down menus.
You will create a User ID and password only this first time you
access eGrants to register. Your User ID must be at least 4
characters and cannot contain the special characters ", space
character, ', or #. Your password must be at least 7 characters
and cannot contain the special characters ", space character, ', or
#. All letters entered in the User ID and Password fields are
converted to lowercase characters.
3. When you have completed all of the fields, click on the Submit button at
the bottom of the form.
4. Create a password and re-type it to confirm, and click on the Submit
button at the bottom of the screen.
5. You will receive a confirmation screen, acknowledging your Account has
been created, and allowing you to request privileges to specific electronic
Applications
6. Click on the Click here to request new privileges link.
7. Click on the Request Access button for Mitigation eGrants Application.
8. Enter the Access ID you were given by your FEMA regional office and
click on the Submit button.
9. You will receive an email message (at the email address you entered)
when your registration has been approved or if your request is, for some
reason, denied.
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Note: The Grant applicant must be registered with eGrants before
any of its Subgrant applicants can be registered. If information you
entered when you created your User ID changes, you must
update this information in your user profile.
Logging In Once You Are a Registered User
Once your request for access has been approved by your FEMA regional office,
you will be able to access and login to eGrants. Login to the system by entering
the User ID and password you created when you completed the registration
request.
To login to eGrants:
1. Enter the address for eGrants in the address field of your Internet browser.
The Integrated Security and Access Control System screen is displayed.
2. Enter your User ID and password and click on the Login button. The
Grant Applicant Home Page is displayed.
The Grant Applicant Home Page
The Grant Applicant Home Page is the primary screen for navigating and
accessing the different tasks you perform in eGrants. From this screen that you
access the functions that allow you to:
Perform Administrative functions, such as reviewing and approving user
registration requests
Enter, work on, and review Subgrant applications
Create and work on a Grant as Subgrant application
Create, work on, and review a Grant application
Accept Grant awards
Create, work on, and submit Quarterly Reports
Change your Password
Edit your User Profile
Access the eGrants help functions, including:
–
Contact information for eGrants
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–
Frequently Asked Questions (FAQs)
–
eGrants Glossary
Link to the FEMA and eGrant home pages
Click on the appropriate activity link to access these functions. Note: This QRG
does not cover how to create a Subgrant application either from a paper
application on behalf of a Subgrant applicant or as a Grant applicant acting as a
Subgrant application. Consult the Subgrant Applicant Quick Reference Guide
for directions on how to create a Subgrant application.
Changing Your User Profile
If information you entered when you created your User ID, such as your email
address or phone number, changes, you should update this information in
eGrants. In addition, you will periodically be prompted by eGrants to update your
user profile.
To change your user profile information:
1. Login to eGrants. The Grant Applicant Home Page is displayed.
2. Click on Edit Profile at the top of the screen. The Edit Profile screen is
displayed.
3. Click on the field to be changed. Delete the existing information and enter
the new information.
4. When you have entered all of the changes, click on the Save button at the
bottom of the screen. Your User Profile is updated.
Changing Your Password
You should change your password if you have reason to believe your User ID or
password has been compromised. You should also consider changing your
password every 30 to 60 days as a precaution.
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To change your password:
1. Login to eGrants. The Grant Applicant Home Page is displayed.
2. Click on Change Password at the top of the screen. The Change
Password screen is displayed.
3. Enter your Username, your old password, your new password, and then
your new password again to confirm the new password.
4. Click on the Save button at the bottom of the screen. Your password is
changed.
Logging Out of eGrants
When you are finished performing your activities in eGrants, you should exit the
system by logging out. Do not simply click on the “X” and close the window
because this may leave your eGrants session active.
To logout of eGrants:
1. From the Grant Applicant Home Page or many other screens in eGrants,
click on the Logout button located at the bottom of the screen, click on
Logout on the sidebar menu, or click on the Logout menu option in the
upper right corner of the eGrants window.
2. Your session in terminated and you are logged out of eGrants.
Remember: You must click on the Save or Save and Continue
button before logging out of eGrants to ensure that the data you
have entered is saved and not lost.
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eGrants System Administration
System Administration
A grantee is an individual from a State, Federally-recognized Indian Tribal
Government, or Territory authorized to receive financial assistance under one of
FEMA’s mitigation Grant programs.
Grantees:
1. Manage user registration for their Subgrantees;
2. Review Subgrant applications; and
3. Create and submit Subgrant and Grant applications.
As a Grantee, you may be assigned a user role that requires you to manage the
user registrations requests of your Subgrant applicants and set certain
preferences within eGrants that control what your Subgrant applicant users can
see and do. You must set these options before you or your Subgrant applicants
can submit applications.
Accessing the eGrants Administration Function
User registration and access preferences are managed through the eGrants
Administration activity.
To access the eGrants Administration activity:
1. Login to eGrants. The Grant Applicant Home Page is displayed.
2. Click on Administration. The Preferences screen is displayed.
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Setting Preferences
Preferences allow you to specify which additional features available in eGrants
will be available to your Grant and Subgrant applicant users.
The preferences you select apply to all of your Subgrant users;
preferences may not be set for individual users.
The preferences you will set are:
Enable Subgrant Pre-Application—allows you to activate the Subgrant
pre-application module, which requires Subgrant applicants to complete a
pre-application for projects.
Enable Subgrant View of SF 424—allows a Subgrant applicant to view
the Subgrant application as an SF 424, Application for Federal Assistance.
Enable Subgrant Assurances and Certification—allows you to activate
the Assurances and Certification forms for Subgrant applicants to
complete.
Enable External Email—allows email notifications to be sent to the
Subgrant applicants from eGrants. If this preference is not set first, no
registration emails will be sent to registrants.
If external email is not enabled, no registration emails will be sent
to Subgrant applicant registrants.
To set preferences:
1. From the Grant Applicant Home Page, click on Administration. The
Preferences screen is displayed.
2. Click on the Set Preferences button. The Set Preferences screen is
displayed.
3. Set each preference to “Yes” or “No” by clicking on the applicable radio
button.
4. Click on the Help link to receive an explanation of the preference.
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5. When you are finished, click on the Save and Continue button. The
Preferences screen is displayed, showing the preference settings you
have selected.
Managing User Registrations
User registration is the process by which information is collected from each user
about his or her identity, the organization with which he or she is associated, and
how he or she can be contacted. The actions that the user can perform are also
set.
All users who want access to eGrants must register and be approved by an
approving organization:
Grantees approve or deny registration requests from Subgrantees.
The Regional FEMA Office approves or denies registration requests from
Grant applicants.
Access request forms that are completed (online) and submitted by a new user
but have not yet been reviewed and approved or denied are called “Pending
Registrations.” If you have been assigned the user role to review and approve
user registration requests from your Subgrant applicants, you must review
pending registrations and either approve or deny the registration request.
The requesting user cannot access eGrants until his or her
registration request has been approved.
Registration requests from your Subgrant applicants are automatically routed to
you as they come in to eGrants. eGrants does not notify you of new requests that
come in, so you need to check for registration requests on a regular basis.
Access the Administration activity on a regular basis to check for
registration requests.
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Reviewing User Registration Requests
For each registration request, you may perform the following actions:
View—allows you to read the user registration information but not set user
roles or approve, deny, or revoke access to eGrants.
Review—allows you to read the user registration information and set user
roles or approve, deny, or revoke access to eGrants.
Deny/Revoke—allows you to deny the user registration request or revoke
access to a user who has already been granted access without reviewing
the user registration information.
To process registration requests:
1. From the Grant Applicant Home Page, click on Administration. The
Preferences screen is displayed.
2. Click on Pending User Registrations on the sidebar menu. The Pending
User Registration screen is displayed, showing a list of the Subgrant
registrations you need to manage.
Click on the Continue button to view more pending registrations.
Click on the Search button and enter search criteria to locate a specific
user registration request.
3. Click on View in the Action column to view a registration request without
approving or disapproving it. The registration request is displayed in readonly format.
4. Click on Review in the Action column to review and approve or
disapprove a registration request. The Review Registration screen is
displayed.
5. Review the registration request information.
6. To Approve a registration request, select the roles to be assigned to the
user. Click on the Action checkboxes to be applied to this user.
The user roles may be set to:
View/Print only
View/Print and Create/Edit
View/Print, Create/Edit, and Sign/Submit
View/Print and Sign/Submit
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Enter comments in the Comments field. Click on Save and Continue. A
standard email message advising the user of the acceptance of his or her
registration is displayed.
7. To Deny a user registration request, click on the Deny/Revoke Action
checkbox. Click on the Comments text box and enter text explaining the
reason for the denial. Click on Save and Continue. A standard email
message advising the user of the denial of his or her registration is
displayed.
8. Click on the Send Email button to send the email message to the user.
The Pending Registrations screen is displayed.
9. Select another pending registration to review or click on Return to Home
on the sidebar menu. The Grant Application Home Page is displayed.
Changing User Roles
Sometimes it is necessary to change the roles (actions) a user is allowed to
perform within eGrants – for example, a user may request to be given permission
in the system to sign and submit Subgrant applications in addition to being able
to view/print and create/edit. Roles are changed through the user registrations.
To change a user’s roles:
1. From the Grant Applicant Home Page, click on Administration. The
Preferences screen is displayed.
2. Click on Approved Registrations on the sidebar menu. The Approved
User Registrations screen is displayed.
3. Locate the user registration you need to change.
4. For that user, click on Review in the Action column. The Review
Registration screen is displayed.
5. Click on the Action checkbox(es) you want to select or deselect for this
user.
6. Click on the Comments field and enter comments explaining the reason
for this change in user roles.
7. Click on the Save and Continue button. A standard email message is
displayed.
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8. Click on the Send Email button to send the email message to the user.
The Approved User Registrations screen is displayed.
9. Click on Review for another user to change that user’s roles or click on
Return to Home Page on the sidebar menu to return to the Grant
Applicant Home Page.
Revoking a User ID
Sometimes it is necessary to revoke a user’s registration and, therefore, the
user’s access to eGrants – for example, if a user no longer works with the local
government represented in the registration.
To revoke a user’s registration:
1. From the Grant Applicant Home Page, click on Administration. The
Preferences screen is displayed.
2. Click on Approved Registrations on the sidebar menu. The Approved
User Registrations screen is displayed.
3. Locate the user registration you need to change.
4. For that user, click on Review in the Action column. The Review
Registration screen is displayed.
5. Click on the Deny/Revoke checkbox in the Action column.
6. Click on the Comments field and enter comments explaining the reason
for denying this user’s access to eGrants.
7. Click on the Save and Continue button. A standard email message is
displayed.
8. Click on the Send Email button to send the email message to the user.
The Approved User Registrations screen is displayed.
9. Click on Review for another user to change that user’s roles or click on
Return to Home Page on the sidebar menu to return to the Grant
Applicant Home Page
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Reviewing Subgrant Applications
What is a “Review”?
As a Grant applicant, you must review and approve (or not approve) Subgrant
applications that have been submitted to you. This review is the same review
you’ve been conducting on paper, only now it’s done electronically. After you
have reviewed a Subgrant application, you will either approve or disapprove it.
You may also request revisions to be made to a Subgrant applicant application to
increase its chances of approval and inclusion in a Grant application.
Grantees do not need to review their own Grant as Subgrant applications.
Note: Subgrant applications can be viewed only by the Subgrant applicant’s State,
Indian Tribe, or Territory. Grantees from other States, Indian Tribes, or Territories
may not view a Subgrantee’s application. Once a Subgrant application is attached
to a Grant application and submitted to FEMA, FEMA can also view it.
Checking Out and Checking In Subgrant Applications
In any given State or Tribal Government acting as a Grant applicant, there may
be more than one registered user with review and/or approval rights for
applications.
To ensure that only one person is working on a Subgrant application at a time,
you must first Check Out the Subgrant applications, much like checking out a
book from a library. While a Subgrant application is checked out to you no other
users can work on the application. Other users may view (read only) the
application, but may not review or check out the application.
When you are finished working with a Subgrant application, you must Check In
the Subgrant application so that it is available to other users. You must Check In
a Subgrant application before a Subgrantee can access it to make revisions and
before you can attach it to a Grant application.
The check-out/check-in feature ensures that another user does not duplicate
your review. It also allows you to reserve applications that you would like to
include in a Grant application for your agency.
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Reviewing a Subgrant Application
Reviewing Subgrant applications is one of the core functions of eGrants. When
you review a Subgrant application, you review the content of each section and
determine if the application submitted is:
Sufficiently complete to approve
Incomplete and in need of revision
To be released to the stockpile
To be disapproved
When you review a Subgrant application, you locate the Subgrant application,
check it out, review each of the sections, request revisions as needed, and then
check it back in.
To review a Subgrant application:
1. From the Grant Applicant Home Page, click on Review Submitted
Subgrant Application. The Overview screen is displayed, showing your
pending tasks in the upper part of the screen and the Subgrant
applications checked out to you in the lower part of the screen.
2. Click on View Subgrant Applications in the sidebar menu. The View
Subgrant Applications screen is displayed, listing the submitted Subgrant
application to which you have you have access to review. The Review
Status column shows the current status of the Subgrant application.
3. Click on the Continue button or click on Check Out a Subgrant
Application on the sidebar menu. The Check Out Subgrant Applications
screen is displayed.
Users may view applications without checking them out by simply
clicking View in the Action column next to the appropriate
application. However, for an application to be reviewed and
approved, it must be checked out first. You must check in
Subgrant applications that you approve before you can include
them in a Grant application.
4. Click on the checkbox next to the Subgrant application(s) you want to
check out.
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5. Click on the Check Out Applications button. The Confirm Application
Check Out screen is displayed, showing the Subgrant application(s) you
selected for check-out.
6. Click on the Yes button to check out the selected Subgrant application(s).
The Review Subgrant Applications screen is displayed, showing all of the
Subgrant applications checked out to you.
7. Click on Review in the Action column for the Subgrant application you
want to review. The Review Subgrant Application screen is displayed,
showing the status of each section of the Subgrant application.
8. Click on Complete or Incomplete in the Status column for each section to
review the contents of the section.
9. Enter comments and data as needed, and click on the Save and
Continue button. To enter a comment:
a. Click on the Add Comments button at the bottom of the page. The
Add/Modify Comments screen is displayed.
b. Click on the appropriate text box and enter your comment.
c. Click on the Save or Save and Continue button
It is always best, if you change or add any data to the Subgrant
application, to document what you did in the Comments field for
the section in which you made the change or addition. This
documents the change or addition and allows you to explain why it
was needed.
10. Click on View Details to select the specific sections you want to review.
Sections that must be completed by the Grantee are noted in the
Sections to be Completed column.
11. Approve, Request Revisions, Release to Stockpile, or Disapprove the
Subgrant application.
To Approve a Subgrant application:
1. Click on the Approve radio button. Note: All of the sections in the
Application Status table must be complete before an application can be
approved.
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2. Enter any additional comments in the Comments text box.
3. Click on the Save and Continue button.
To Request Revision of a Subgrant application:
1. Click on the Request Revision radio button.
2. Enter the date by which the revisions must be submitted by the Subgrant
applicant in the Set Revision Deadline field.
3. Enter Comments explaining the revisions you would like made to the
Subgrant application in the Comments text box.
4. Click on the Save and Continue button. The Subgrant application is
returned to the Subgrant applicant for amendment or revision.
Remember: You must Check In the Subgrant application before
the Subgrant applicant can access the Subgrant application to
make requested revisions.
To Release the Subgrant application to Stockpile:
1. Click on the Release to Stockpile radio button.
2. Click on the Save and Continue button.
The “Stockpile” is simply a collection of the applications that have
neither been approved nor disapproved – like putting the Subgrant
applications in a file drawer.
To Disapprove a Subgrant application:
1. Click on the Disapprove radio button. Note: Applications that are
disapproved are moved to the stockpile.
2. Enter your reason(s) for disapproving the application in the Comments
text box.
3. Click on the Save and Continue button.
When you click on the Save and Continue button after approving, requesting
revisions, releasing to stockpile, or disapproving the Subgrant application, the
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Review Subgrant Application Results screen is displayed. The Review Subgrant
Application Results screen shows the current status of the application and
generates an email message that is sent by the system to the Subgrant
applicant, advising him or her of the status of the application.
To send the email message:
1. Enter in the CCs field the email addresses of anyone in addition to the
Subgrant applicant Point of Contact that you want to receive notification of
the review status.
2. Enter in the Body field any additional text you want to send with this
message.
3. Click on the Send Email button to send the email message. The Review
Subgrant Application Results screen is displayed, showing the email
message that was sent.
4. Click on the Return to Review Applications button to return to the
Review Subgrants Applications screen.
5. Check In the Subgrant application. (See the To Check in one or more
Subgrant applications process.)
To Check In one or more Subgrant applications:
1. From the Grant Applicant Home Page, click on Review Submitted
Subgrant Application. The Overview screen is displayed, showing your
pending tasks in the upper part of the screen and the Subgrant
applications checked out to you in the lower part of the screen.
2. Click on Check In Subgrant Applications on the sidebar menu. The
Check In Subgrant Applications screen is displayed, showing a listing of
the Subgrant applications currently checked out to you.
3. Click on the checkbox next to the application(s) you want to check in.
4. Click on the Check In Applications button. The Confirm Application
Check In screen is displayed, showing the Subgrant application(s) you
selected for check in.
5. Click on the Yes button to check in the selected Subgrant applications.
The Overview screen is displayed, showing your pending tasks and the
Subgrant applications still checked out to you.
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Creating Applications in eGrants
Grant Applications in eGrants
In addition to facilitating your review of submitted Subgrant applications, another
of the primary purposes of eGrants is to assist you in preparing Grant
applications. Through eGrants, you can electronically prepare and submit:
Grant applications, depending on your roles, including:
–
Flood Mitigation Assistance (FMA) Project, Planning, and Technical
Assistance Grant applications
–
Pre-Disaster Mitigation (PDM) Grant applications
–
Pre-Disaster Mitigation – Competitive (PDM-C) Grant applications
Subgrant applications, when you are:
–
Acting as a Subgrant applicant to submit an activity on behalf of the
Grant applicant
–
Entering a paper Subgrant application that was submitted to you on
behalf of a Subgrant applicant
You can find instructions for preparing Subgrant applications in
the Mitigation eGrants Subgrant Applicant Quick Reference
Guide.
Sections of the Application
As with the paper application, you must complete different forms (sections)
depending on the type of Grant application you are creating. eGrants
automatically presents you with the sections you must complete, according to the
type of application you specify at the beginning of the process. In addition,
eGrants ensures that you have provided all of the data elements required to
process the application and, where it can, validates the format of the data.
Table 1: Applicable Sections of the Grant Application shows the sections that are
required for each type of Grant application.
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Table 1: Applicable Sections of the Grant Application
FMA
PROJECT
PLANNING
TECHNICAL
ASSISTANCE
PDM
PDM-C
Applicant Information
D
D
D
D
D
Contact Information
D
D
D
D
D
Subgrant Applications
D
D
D
D
D
Project Schedule
D
D
D
D
D
D
D
SECTION
D
Plan Schedule
D
Activity Schedule
Schedule
Budget
D
D
D
Properties
D
Comments and Attachments
D
D
D
D
D
Assurances and Certifications
D
D
D
D
D
How to Create a New Grant Application
Creating your Grant application is easy because eGrants steps you through the
process.
Although eGrants steps you through creating a Grant application,
you may find it helpful, for reference, to look at a copy of a paper
Grant application that was successful the first few times you
create a new Grant application. This is not necessary, but some
users find it helpful.
To create a new Grant application:
1. From the Grant Applicant Home Page, click on Create New Grant
Application. The Create New Grant Application screen is displayed.
2. Enter an application title and select the application type from the drop
down menus. Click on the Save and Continue button. The Start New
Grant Application screen is displayed.
3. Click on the Start New Application button. The Application Status screen
is displayed, showing the sections to be completed for this type of Grant
application.
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You may also select a Grant application to copy sections from and
then click on the Copy Existing Application button. See the
Copying an Existing Grant Application procedure for
information.
4. Click on Applicant Information on the sidebar menu. The Applicant
Information screen is displayed.
You can access each section of the Grant application by:
Clicking on the section’s Incomplete link in the Application
Status window;
Clicking on the specific section on the sidebar menu; or
Clicking the Save and Continue button.
5. Enter the data elements requested. If you have any questions about the
data you are entering or if you need help finding information, please
contact your FMA or PDM coordinator.
Remember: Required fields are designated with an asterisk (*).
Information must be entered into all of the required fields before
the application can be submitted, but if you do not have all of the
required information at this point, you may enter what you have,
save the application, and return later to complete the remaining
fields.
6. When you have finished entering the data in this section, click on the Save
and Continue button. The next section required for the Grant application
is displayed.
Be sure to click on either Save or Save and Continue before you
move from one section to another to ensure that the data you
entered are saved in eGrants.
7. Continue entering information into the different sections of the application
until you have completed each section. When you have entered all of the
information, your application is ready to be reviewed and submitted.
How to Use a Search Function
You will find search buttons associated with various field on a variety of screens.
These search functions allow you to search for and information, such as an
organization name or a contact name, that already resides in eGrants. This
feature helps to standardize wording and capitalization that is used across
applications.
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To use a search function:
1. Click on the search button that is located next to the field. The Search
screen is displayed.
2. Enter the search criteria.
3. Click on the Search button. The Search Results screen is displayed,
showing the information stored in eGrants that meets the criteria you
entered.
4. Click on the appropriate entry and then click on the Select button. The
eGrants section screen is displayed with the information you selected
populated in the appropriate field.
5. If the search results did not show the information you were searching for,
click on the Go Back button to return to the eGrants screen and key in the
information.
Attaching Subgrant Applications to Your Grant Application
The Subgrant Application screen is the screen through which you electronically
attach Subgrant applications to your Grant application.
A Subgrant application must have been submitted and approved
before you can attach it to a Grant application.
The Subgrant Application screen lists the Subgrant applications that are currently
attached to your Grant application, allows you to search for Subgrant applications
to attach to your Grant application, and allows you to attach additional Subgrant
applications to your Grant application.
To attach Subgrant applications to your Grant application:
1. On the Subgrant Applications screen, click on the Add Subgrant
Applications button. The Select Subgrant Applications screen is
displayed, listing all of the Subgrant applications you have reviewed and
approved.
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A Subgrant application must have been Checked In to be listed for
adding to Grant applications.
2. Click on the checkbox next to the Subgrant application(s) you want to
attach to your Grant application. Click on the Add Subgrant Applications
button. A confirmation screen is displayed.
3. Click on the Yes button. The Edit Subgrant Ranks screen is displayed.
4. Enter a rank for each Subgrant in the Rank column.
Subgrant applications are ranked differently, depending on the
type of Grant application you are creating.
For a PDM-C Grant application, you assign a unique rank of 1
to X to each Subgrant application, where X represents the
total number of Subgrant applications you’ve attached to your
Grant application.
For an FMA Grant application, you assign a rank to of 1, 2, or
3, representing high, medium, and low priority, to each
Subgrant application.
5. Click on the Save and Continue button. The Subgrant Applications
screen is displayed, showing the Subgrant application you’ve attached to
your Grant application and the rank you assigned to each.
Click on the Edit Rank button to change the any of the ranks you have
assigned.
Click on the Add Subgrant Applications button to add more Subgrant
applications to your Grant application.
If you need to detach a Subgrant application from a Grant
application:
1. From the Subgrant Applications screen, click on Delete in the
Action column for the Subgrant application you want to
detach. The Delete Attached Subgrant Application screen is
displayed.
2. Click on the Yes button to confirm the deletion from this Grant
application. Note: Clicking on the Yes button does not delete
the Subgrant application from eGrants; it simply detaches the
Subgrant application from this Grant application. The
Subgrant Applications screen is displayed and the Subgrant
application is no longer listed.
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6. When you have finished attaching Subgrant applications to your Grant
application, click on the Save and Continue button. The Schedule screen
is displayed.
7. Continue completing each section of the Grant application until all sections
have been completed.
Attaching Documents, Maps, and Studies to Your Application
Many times, additional documents, maps, and studies are necessary or helpful in
the processing of your application. These items can be electronically attached to
your Grant application, or you can indicate that you are sending hard copies of
these documents by regular mail.
You can attach a document to a Grant application while you are
completing a particular section or by using Comments and
Attachments on the sidebar menu.
To attach documents, maps, and studies to your application:
1. Click on the Attachments button. The Attach Document screen is
displayed.
2. Click on the appropriate attachment option – Regular mail or electronic
file.
3. If you selected regular mail, enter the date on which the document was
mailed and a brief description of the document.
4. If you selected electronic file, complete the fields describing the file format.
Browse for or enter the name of the file to be attached (uploaded) to the
application.
5. Click on the Save and Continue button.
Updating/Completing an Un-submitted Application
Many times you will not have all of the information necessary to complete an
application when you first begin creating the application. eGrants allows you to
create the application, enter the information you have, save the application, and
then return at a later time to update and complete the application.
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It is important to remember that even though you have created
and saved a Grant application, it is not submitted for processing
until you click on the Submit Application button.
To update or complete an un-submitted application:
1. Access the Grant Applicant Home Page.
2. Click on Work on Un-submitted Grant Applications. The Grant Status:
Un-submitted Grant Applications screen is displayed, showing a list of
your un-submitted applications.
3. Click on Update Application in the Action column for the Grant
application you want to update or complete. The Application Status screen
is displayed, showing the sections that are required for this type of
application. The status of each section is shown as Complete or
Incomplete.
4. Click on Complete or Incomplete for the section of the application you
want to update or complete. That section of the application is displayed.
If the section you want to update has already been marked as
completed, you may still make changes, if needed. Click on
Complete in the Status column for the section you want to
change. The section is displayed, allowing you to revise the
information you previously entered.
5. Click on the field(s) into which you want to enter data and enter the data.
When you have finished entering data for this section, click on the Save
and Continue button to save your new data. The next section required for
the Grant application is displayed.
Be sure to either Save or Save and Continue before you move
from one section to another to ensure that the data you entered
are saved in eGrants.
At any point, you may click on Application Status at the top of the
sidebar menu to display the current status of each section of the
Grant application. This updated status will tell you which sections
are currently Complete and which are Incomplete.
6. Continue accessing the sections you need to complete until you have
accessed and entered data for each section you wanted to update or
complete.
7. When you have finished, click on Return to Home Page at the bottom of
the sidebar menu. The Grant Applicant Home Page is displayed.
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If you have completed all of the sections of the application, your
application is ready to be reviewed and submitted.
Copying an Existing Grant Application
Many times you will find that the information you provide on a Grant application is
the same across applications – particularly information about your organization
and your contact information, although other information may also be the same.
eGrants’ copy feature helps to reduce the need to re-key information when you
create similar applications.
The copy feature allows you to copy all or specific sections of an existing
application into a new application when you start the new application. You then
access the sections and fields that are different in the new application, change
their values, and save the new Grant application. This feature is helpful for
copying “standard” organizational information into applications or for creating
Grant applications that are virtually identical to each other, for example, when
you are applying for funds to complete a similar project in more than one
location.
Consider creating a “template” of your standard organizational
information and then using the Copy feature in eGrants to “copy”
that information into each Grant application as you start it.
Start a new application. Title the application Application Type
Template – for example, Project Template.
Enter the organizational information that does not change
within each Subgrant application, such as your organization
name and address and contact information.
Save the “template” application.
Then, when you start a new application, select the
appropriate template application and click on the Copy
Existing Application button.
Access each section to verify that the information you copied
from the template applies to this application and change any
copied information that needs to be changed.
Enter the remaining information needed for the application.
Submit the newly created application.
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To create a new Grant application from an existing Grant application:
1. From the Grant Applicant Home Page, click on Create New Grant
Application. The Create New Grant Application screen is displayed.
2. Enter an application title and select the application type. Click on the Save
and Continue button. The Start New Grant Application screen is
displayed, showing the list of Grant applications you have already created.
–
To view an application before selecting it to copy from, click on View
Application in the View column. The View Grant Application Sections
window is displayed. Click on View associated with a specific section
of the Grant application to view it.
–
Click on the checkbox associated with one or more sections and click
on the Print button to print specific sections of the Grant application.
–
Click on the Close Window button to close the View Grant Application
Sections window.
3. Click on the radio button next to the name of the Grant application you
want to copy to select it.
4. Click on the Copy Existing Application button. The Copy Application
Sections screen is displayed.
5. Click on the checkboxes for the each individual section you want to copy.
Click on the Save and Continue button. The Application Status screen is
displayed.
6. Using the sidebar menu, click on each section of the application to review
its contents and change the data as needed. As you finish each section,
click on the Save and Continue button to save your new data. The next
section required for the Grant application is displayed.
Remember: If the sections in the Grant application you copied
from were complete, those sections will be shown as complete in
your new Grant application.
When you copy sections from an existing application, always be
sure to access each section of the new application and review the
data elements to ensure that the copied data are applicable to the
new application you are creating.
7. When you have reviewed each section and changed all of the data that
needs to be changed, enter your data for the new application into the
remaining sections of your Grant application.
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8. When you have entered all of the data into the remaining sections, the
new Grant application is ready to be reviewed and submitted.
Deleting an Un-submitted Grant Application
You may delete a Grant application that you have started, but not submitted.
To delete an un-submitted Grant application:
1. From the Grant Applicant Home Page, click on Work on Un-submitted
Grant Application. The Grant Status: Un-submitted Grant Applications
screen is displayed.
2. Click on the checkbox next to the Grant application you want to delete.
3. Click on the Delete Application button. A confirmation screen is
displayed.
4. Click on the Yes button. The selected Grant application is deleted and the
Grant Status: Un-submitted Grant Applications screen is displayed.
Entering Assurances and Certifications for a Grant Application
Before you submit a Grant application, you must certify the application. This is
done in the Assurances and Certifications section of the Grant Application.
To complete the Assurances and Certifications for a Grant
application:
1. From the Application Status screen, select Assurances and
Certifications on the sidebar menu. The Assurances and Certifications
screen is displayed.
2. For each form, click on the Incomplete link.
3. Read the document and enter any required information.
4. When you have read each document, enter your password and click on
the checkbox to sign the certification.
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Reviewing and Submitting Your Grant Application
When you have completed all of the sections of the Grant application and are
ready to submit the application, review the application for completeness, and
then submit the application for processing.
To review and submit your application:
1. Access the Grant Applicant Home Page.
2. Click on Work on Un-submitted Applications. The Grant Status: Unsubmitted Applications screen is displayed, showing a list of your unsubmitted applications.
3. Click on Update Application in the Action column for the Grant
application you want to update or complete. The Application Status screen
is displayed, showing the sections that are required for this type of
application. The status of each section is shown as Complete or
Incomplete.
4. Click on Review and Submit Application on the sidebar menu. The
Review and Submit Application screen is displayed. The status of sections
that are missing information and need to be completed before submission
is shown as Incomplete. If all of the sections are Complete, the Submit
Application button is active; if any of the sections are Incomplete, the
Submit Application button is inactive (grayed out).
If all of the sections are Complete and the Submit Application
button is not active, you may not have been assigned the
Sign/Submit user role. Authorize access to the application to the
appropriate user with Sign/Submit permissions. See the
Authorizing Access to a Grant Application section.
5. Click on the Incomplete link associated with a section of the Grant
application to access that section. Click on the designated field(s) and
enter the missing information. Click on the Save button.
Be sure to either Save or Save and Continue before you move
from one section to another to ensure that the data you entered
are saved in eGrants.
6. When all of the sections have been completed, click on Review and
Submit Application on the sidebar menu. The Review and Submit
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Application screen is displayed, showing the status of each section. If the
status of all of the sections is Complete, the application “signature box” is
displayed and the Submit Application button is active.
Even though it is not required that you access and review the
contents of any section that is Complete, it is a good idea to take
the time to access the Complete sections as well to review the
information before submitting the Subgrant application.
7. If needed, change the Federal Fiscal Year by clicking on the Change Year
button and selecting a different fiscal year.
8. Enter your password in the Password field, and click on the checkbox to
sign the application.
Your password is the same as the password you use to login to
eGrants.
9. Click on the Submit Application button. The Submit Application Results
screen is displayed, confirming that your Grant application has been
submitted.
10. Click on the Print Application button to print a hardcopy of your
application.
Even though it’s not required, it’s a good idea to print a hardcopy
of your application for your records.
11. Click on the Return to Homepage button. The Grant Applicant Home
Page is displayed.
Authorizing Access to Grant Applications
eGrants allows you to authorize other eGrants users to access – view/print,
create/edit, and/or sign/submit – your Grant application. You may want to Grant
access to other users to allow another user in your office to complete or review
and edit portions of the Grant application, to permit someone in your office other
than yourself to sign and submit your Grant application, or to allow a user in your
FEMA regional office to look at your Grant application before you formally submit
it. You authorize access to your Grant application through the authorize/revoke
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access function. Note: The user must have been granted permission by the
State/Tribe to perform the roles you select. If the user has not been granted a
role by his or her State/Tribe, you cannot assign that role to the user.
To authorize access to a Grant application:
1. Access the Grant Applicant Home Page.
2. Click on Work on Un-submitted Applications if the Grant application
has not yet been submitted or Work on Submitted Applications if the
Grant application has been submitted. The Grant Status: Un-submitted
Applications or the Grant Status: Submitted Applications screen is
displayed, showing a list of your Grant applications.
3. Click on View Details in the Authorize/Revoke Access column for the
Grant application. The Authorize/Revoke Access screen is displayed,
showing the list of users who currently have access to this Grant
application.
4. Click on the Authorize Access button. The Find Registered Users screen
is displayed. Enter search criteria to locate the user for whom you want to
authorize access. Click on the Search button. The Search Results screen
is displayed, showing all of the users who meet the criteria you specified.
5. Click on the radio button next to the user for whom you want to authorize
access. Click on the Authorize Access button. The Update Access
screen is displayed.
6. Click on the appropriate checkboxes to specify the access permissions
you want to authorize: View/Print, Create/Edit, and/or Sign/Submit.
Permissions can be View/Print only, View/Print and Create/Edit,
View/Print and Sign/Submit, or all three (View/Print, Create/Edit,
and Sign/Submit).
7. Enter a period of time for which you want this authorization to last.
8. Select the appropriate unit of time from the drop-down menu.
9. In the Justifications text box, enter any information you want to retain
concerning your justification for this authorization.
10. When you have finished, click on the Save and Continue button. The
Authorize/Revoke Access screen is displayed, showing the user added to
the list of users who have access to this selected Grant application.
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11. Click on the Authorize Access button to authorize access for other users,
or click on the Return to Homepage button to return to the Grant
Applicant Home Page.
To change or update a user’s access permissions:
1. Access the Grant Applicant Home Page.
2. Click on Work on Un-submitted Applications if the Grant application
has not yet been submitted or Work on Submitted Applications if the
Grant application has been submitted. The Grant Status: Un-submitted
Applications or the Grant Status: Submitted Applications screen is
displayed, showing a list of your Grant applications.
3. Click on View Details in the Authorize/Revoke Access column for the
Grant application. The Authorize/Revoke Access screen is displayed,
showing the list of users who currently have access to this Grant
application.
4. Click on Update in the Action column for the user whose permissions you
want to change. The Update Access screen is displayed, showing the
current setting of the access permissions.
5. Click on the appropriate checkboxes to change the user’s access
permissions for this Grant application.
6. Enter a period of time for which you want this authorization to last.
7. Select the appropriate unit of time from the drop-down menu.
8. In the Justifications text box, enter any information you want to retain
concerning your justification for this authorization.
9. When you have finished, click on the Save and Continue button. The
Authorize/Revoke Access screen is displayed.
10. Click on the Return to Homepage button to return to the Grant Applicant
Home Page.
To revoke a user’s access permissions:
1. Access the Grant Applicant Home Page.
2. Click on the Work on Un-submitted Applications if the Grant application
has not yet been submitted or Work on Submitted Applications if the
Grant application has been submitted. The Grant Status: Un-submitted
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Applications or the Grant Status: Submitted Applications screen is
displayed, showing a list of your Grant applications.
3. Click on View Details in the Authorize/Revoke Access column for the
Grant application. The Authorize/Revoke Access screen is displayed,
showing the list of users who currently have access to this Grant
application.
4. Click on Deny/Revoke in the Action column for the user whose
permissions you want to change. The Deny/Revoke Access screen is
displayed, showing the current setting of this user’s access permissions.
5. Click on the Yes button to confirm that you want to revoke this user’s
access to this Grant application. The Authorize/Revoke Access screen is
displayed. The user has been removed from the list of users who have
access to this Grant application.
6. Click on the Return to Homepage button to return to the Grant Applicant
Home Page.
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Working with Submitted Grant Applications
Viewing the Status of a Submitted Application
Once you have submitted a Grant application to FEMA, you may monitor its
status in eGrants as it is reviewed and either approved or disapproved.
To view the status of a submitted Grant application:
1. Access the Grant Applicant Home Page.
2. Click on Work on Submitted Grant Applications. The Grant Status:
Submitted Applications screen is displayed, showing a list of your
submitted applications. The current status of each Grant application is
shown in the Review Status column.
Revising/Amending a Submitted Application
Occasionally, FEMA will request that changes be made to a Grant application.
eGrants allows you to easily make revisions to a submitted Grant application or
request a Subgrant applicant to make the revision and re-submit the application
to FEMA for reconsideration. You will be notified of a request for revisions
through an email message from the FEMA reviewer.
Before you can revise an application that has been submitted to
FEMA, FEMA must “release” the application for revision in
eGrants. Contact your FEMA regional office before attempting to
revise the application to verify that the application has been
released for revisions by FEMA.
To revise a submitted Grant application:
1. Access the Grant Applicant Home Page.
2. Click on Work on Submitted Grant Applications. The Grant Status:
Submitted Grant Applications screen is displayed.
3. In the pending tasks at the top of the page, click on Review Revision
Requests. The Grant applications for which revisions have been
requested are listed.
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4. Select Review Revision Requests in the drop down list in the Action
column for the Grant application you want to revise and click on the Go
button. The Overview screen is displayed.
5. Click on Update in the Action column to access revisions requested for
this Grant application. The Overview screen is displayed, showing the
sections of the application that need to be revised/updated.
6. Review the revision requested in the Comments from FEMA field.
7. Click on Update next to a section to revise it. The section is displayed.
8. Click on the field(s) to be revised and enter or select the revised
information.
To add new Subgrant applications to a submitted Grant
application or an awarded Grant application, select the Subgrant
Applications section and click on the Add Subgrant
Application(s) button.
9. Click on the Save and Continue button. The Review and Re-Submit
Application screen is displayed.
10. If the Subgrant applicant needs to revise a section, click on the Release
Section radio button near the bottom of the screen and then click on the
Save and Continue button. The Subgrant application is sent back to the
Subgrant applicant for revision and resubmission to you. Note: The
process for revising the Subgrant application is the same as it is when you
initially reviewed the Subgrant application. See the Reviewing a Subgrant
Application process.
11. Continue accessing and revising sections as requested.
12. When you have revised all of the sections as requested, resubmit the
application by entering your password in the Password field and clicking
on the checkbox to sign the application.
Your password is the same as the password you use to login to
eGrants.
13. Click on the Submit Application button. The Submit Application Results
screen is displayed, confirming that your Grant application has been
submitted.
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14. Click on the Print Application button to print a hardcopy of your
application.
Even though it’s not required, it’s a good idea to print a hardcopy
of your application for your records.
15. Click on the Return to Homepage button. The Grant Applicant Home
Page is displayed.
Changing the Point of Contact for a Submitted Application
The Point of Contact – the person and information listed on the Contact
Information screen – is the person who will receive email messages about the
application and the person who will be contacted by FEMA concerning the
application, if necessary. The Point of Contact may or may not be the user who
created or submitted the application. The Point of Contact information may be
changed, if needed, after the application has been submitted. Note: To change
the Point of Contact information before an application is submitted, access the
Contact Information screen, and edit and save the revised information.
To change the Point of Contact for a submitted Grant application:
1. Access the Grant Applicant Home Page.
2. Click on Work on Submitted Grant Applications. The Grant Status:
Submitted Applications screen is displayed.
3. Select Edit Contact Information from the drop down list in the Action
column for the appropriate Grant application. The Edit Contact Information
screen is displayed.
4. Click on a field to be revised and enter the new information.
5. Enter your password in the Password field and click on the checkbox to
sign the application.
6. Click on the Submit Contact Information button. The Submission
Confirmation screen is displayed.
7. Click on the Return to Homepage button. The Grant Applicant Home
Page is displayed.
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Award Packages
The Award Packages in eGrants
eGrants allows you to electronically:
Review an award package;
Accept or not accept and award package; and
View an award package after acceptance
How It Works
When FEMA approves your Grant application for award, an email message is
sent to the primary and back-up Point of Contact (POC), which you provided in
the Contact section of the Grant application, notifying the POCs that there is an
award package in eGrants.
This is the same type of package FEMA formerly mailed to you using paper
forms, now in electronic form. The award package has three parts:
The Award Letter
The Agreement Articles
The Obligating Document for Award/Amendment (FEMA Form 76-10a)
You must review and accept the award package with a password and an
electronic signature before FEMA will finalize and award the grant.
Reviewing an Award Package
The award package is listed as a pending task in eGrants with an Approved
status.
Remember, pending tasks, including the awards packages that
are ready for your review, are shown in the upper part of the
screen.
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eGrants allows you to review the award package from FEMA electronically. You
may also print a copy of the award package.
To review an award package:
1. From the Grant Applicant Home Page, click on Work on Submitted
Grant Applications. The Grant Status: Submitted Grant Applications
screen is displayed.
2. Select Review Award from the drop down list in the Action column and
then click on the Go button. The Grant Status: Submitted Grant
Applications screen is displayed, showing the Grant applications that have
been approved by FEMA.
3. Click on Review Award Package in the Action column for the Grant
application award package you want to review. The Overview screen of
the Awards section of eGrants is displayed.
4. Click on the Grant Application Number to view the Grant application.
5. Click on the Continue button or click on Review Award Packages on the
sidebar menu. The Review Award Packages screen is displayed, showing
the award packages that are ready for your review.
6. Click on Review Package to access the specific award package you want
to review. The Review Award Package screen is displayed, which allows
you to view the Award Letter, the Agreement Articles, and FEMA Form 7610a, the Obligating Document for Award/Amendment.
7. Click on each Review Award Package link to view each part of the Award
Package. While viewing a section of the award package, you may click on
the Continue to Next Award Package Section button to view the next
section of the award package. When you are finished, click on the Go
Back button to return to the Review Award Package screen.
8. Click on the Print Award Package button to print the entire award
package.
9. Click on an Application Number to view any of the Subgrant applications
that were included in the Grant application.
10. Click on View Details to display the View Cost Estimate screen. The View
Cost Estimate screen shows the Cost Estimate section for the selected
Subgrant application.
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Accepting an Award Package
Once you have reviewed the Award package, you must either accept or not
accept the award. You may accept the award as you reviewing the Award
Package or come back at a later point and accept the award.
Once accepted, the award package is then automatically sent back to FEMA,
where the Grant is finalized and awarded. When the award package has been
“signed” by FEMA, its status is changed to “Awarded by FEMA.” Remember, the
grant is not awarded and the funds from FEMA are not available to you until you
accept the award and FEMA has finalized the award package.
To accept an award in eGrants, you must have Sign/Submit
selected in your user permissions. If you do not have this
permission, authorize access to the application to the appropriate
user with Sign/Submit permissions. See the Authorizing Access
to a Grant Application section.
To accept an award package:
1. Display the Review Award Package screen (see Steps 1 through 5 in the
Reviewing an Award Package process).
2. Click on the Accepted radio button.
3. Enter your comments in the Comments field.
4. Enter your password in the Password field.
5. Click on the checkbox next to your name to sign the award package.
6. Click on the Save and Continue button. The Review Award Package(s)
screen is displayed. The award package is automatically sent back to
FEMA for final signature.
7. Click on another link on the sidebar menu or click on Return to Home
Page to return to the Grant Applicant Home Page.
Not Accepting an Award Package
You may choose not to accept an award for a variety of reasons, including the
following: the project is no longer appropriate, the matching funds are not
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available, funding was secured through other means, etc. Since funds are
awarded for specific purposes, if you are not going to use the funds granted to
you for that purpose, you must not accept the award package.
To not accept an award in eGrants, you must have Sign/Submit
selected in your user permissions. If you do not have this
permission, authorize access to the application to the appropriate
user with Sign/Submit permissions. See the Authorizing Access
to a Grant Application section.
To not accept an award package:
1. Display the Review Award Package screen (see Steps 1 through 5 in the
Reviewing an Award Package process).
2. Click on the Not Accepted radio button.
3. Enter your comments in the Comments field.
4. Enter your password in the Password field.
5. Click on the checkbox next to your name to sign the award package.
6. Click on the Save and Continue button. The Review Award Package(s)
screen is displayed.
7. Click on another link on the sidebar menu or click on Return to Home
Page to return to the Grant Applicant Home Page.
Viewing a Submitted Award Package
Once you have accepted an award package, the status of the Award Package
will be either:
Accepted/Not Accepted, which means that the Award Package has been
sent back to FEMA for finalization; or
Awarded by FEMA, which means that the award has been finalized by
FEMA.
You may view the award package in either status in eGrants. The award package
is “read only” and cannot be modified in any way.
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Grant Applicant Quick Reference Guide
To view a submitted Award Package:
1. From the Grant Applicant Home Page, click on Work on Submitted
Grant Applications. The Grant Status: Submitted Grant Applications
screen is displayed. Pending tasks are listed in the top portion of the
screen.
2. In the Awards section of the pending tasks, click on View Award
Package(s) in the Action column. The Grant Status: Submitted Grant
Applications screen is displayed, showing the Grant award packages that
have been accepted/not accepted and submitted to FEMA.
You may also locate the award package you want to view in the
submitted Grant applications matrix in the lower part of the screen.
Click on View FEMA Award Package in the Action column to
access the Overview screen.
3. Select Review Award from the drop down list in the Action column for the
Grant application award package you want to view and then click on the
Go button. The Overview screen is displayed.
4. Click on View Award Package(s) on the sidebar menu to review the
award package. The View Award Packages screen is displayed.
5. Click on View Package in the Action column for the award package you
want to review. The View Award Package screen is displayed. Links to the
different parts of the award package and to the Subgrant applications
included in the award are displayed, as well as the comments, the name
of the person who submitted the award package, and the date signed.
6. Click on each Award Package link to view each part of the entire award
package. While viewing a section of the award package, you may click on
the Continue to Next Award Package Section button to view the next
section of the award package.
7. Click on the Print Award button to print the entire award package.
8. Click on an Application Number to view the sections of a specific
Subgrant application that has been included in the award package.
9. Click on another link on the sidebar menu or click on Return to Home
Page to return to the Grant Applicant Home Page.
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Grant Applicant Quick Reference Guide
To view a finalized Award Package:
1. From the Grant Applicant Home Page, click on Work on Submitted
Grant Applications. The Grant Status: Submitted Grant Applications
screen is displayed.
2. In the Awards section of the pending tasks, click on View FEMA Signed
Award Package(s) in the Action column. The Grant Status: Submitted
Grant Applications screen is displayed, showing the Grant award
packages that have been signed by FEMA.
3. Select Review Award from the drop down list in the Action column and
then click on the Go button. The Overview screen is displayed.
4. Click on View FEMA Signed Award Package(s) in the sidebar menu to
review the award package. The View FEMA Signed Award Packages
screen is displayed.
5. Click on View Package in the Action column for the award package you
want to review. The FEMA Signed Award Package screen is displayed.
Links to the different parts of the Award Package and to the Subgrant
applications included in the award are shown.
6. Click on each View Award Package link to view each part of the award
package. While viewing a section of the award package, you may click on
the Continue to Next Award Package Section button to view the next
section of the award package.
7. Click on the Print Award button to print the entire award package.
8. Click on an Application Number to view the sections of a specific
Subgrant application that has been included in the award package.
9. Click on another link on the sidebar menu or click on Return to Home
Page to return to the Grant Applicant Home Page.
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Quarterly Reports
Quarterly Reports in eGrants
FEMA requires that you report, quarterly, on the performance and financial status
of the Grants you have been awarded. The reports are due to FEMA no later
than 30 days after the end of each Federal fiscal quarter following the award
date.
eGrants allows you to prepare and submit these reports through the Quarterly
Reports function.
Creating a Quarterly Report
The Quarterly Reports function is activated for a Grant when FEMA finalizes the
Grant. Once awarded by FEMA, you can access the first quarterly report to
complete and submit to FEMA. On the first day of each quarter, the next
quarterly report that is due is activated in your quarterly reports matrix.
To create a quarterly report:
1. Access the Grant Applicant Home Page.
2. Click on Work on Submitted Grant Applications. The Grant Status:
Submitted Grant Applications screen is displayed.
3. In the Submitted Grant Applications matrix, select Manage Grants from
the drop down list in the Action column for the appropriate Grant
application and then click on the Go button. The Quarterly Reports screen
is displayed, showing a list of Quarterly Reports required for the Grants,
the deadline for each report, and the actions you can perform.
4. Click on Update in the Action column for the report you would like to
prepare. The Update Quarterly Report screen is displayed.
To submit a quarterly report in eGrants, you must have
Sign/Submit selected in your user permissions. If you do not have
this permission, authorize access to the application to the
appropriate user with Sign/Submit permission. See Authorizing
Access to a Grants Application section.
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5. If you will not be submitting a Quarterly Report form in eGrants, click on
the Not Electronically Submitted checkbox next to the form and then
click on the Save button. The Action for that report is changed to NES
(Not Electronically Submitted).
6. To prepare a Quarterly Report form in eGrants, click on Incomplete in the
Action column for the report you want to work on. The report screen for
the report you selected is displayed.
7. Enter the requested information, using the radio buttons or by clicking on a
field and entering text.
8. Click on the Save or Save and Continue button.
9. Click on the Attachments button to attach a document to your report. The
Attachments screen is displayed. Complete the appropriate fields on the
screen. Click on the Save and Continue button to attach the document to
your document. The Document(s) Attached screen is displayed.
Until you have entered data into all of the required fields, the
status of the report is “Incomplete.” When data has been entered
into all of the required fields, the status of the reports is changed
to “Complete.”
10. When you have completed the fields, click on the Save and Continue
button. The Update Quarterly Report screen is displayed.
11. Click on another report in the Action column to complete another report.
12. When you have finished entering data for each part of the report and you
have clicked on the Save and Continue button, the Submit Report
button is activated.
Updating a Quarterly Report
You may update any section of a quarterly report that you have not submitted to
FEMA, even if the current status of the report is Complete.
To update a quarterly report:
1. Access the Grant Applicant Home Page.
2. Click on Work on Submitted Grant Applications. The Grant Status:
Submitted Grant Applications screen is displayed, showing a list of your
pending tasks.
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3. In the Submitted Grant Applications matrix, select Manage Grants from
the drop down list in the Action column for the appropriate Grant
application award package and then click on the Go button. The Quarterly
Reports screen is displayed, listing the quarterly reports for that Grant
application.
4. Click on Update in the Action column for the report you would like to
update. The Update Quarterly Report screen is displayed, showing the
status of each report you must submit.
5. Click on the status link (Incomplete or Complete) for the report you want
to update. The report screen for the report you selected is displayed.
6. Click on the field you want to update and enter the new data.
7. Click on the Save or Save and Continue button. If you clicked on the
Save and Continue button, the Update Quarterly Report screen is
displayed.
8. If you completed all of the required fields, the Submit Report button is
activated.
9. Click on the Save or Save and Continue button if you are not ready to
submit the report.
Submitting a Quarterly Report
Once you have completed each part of all of the sections of the quarterly report,
the Submit Report button at the bottom of the screen is activated. You must
click on the Submit Report button to submit the report to FEMA. The report is
not automatically submitted to FEMA even if all of the sections have been
completed.
To submit a Quarterly Report:
1. From the Update Quarterly Report screen for the report you want to
submit, verify that each section of the report has been completed correctly
by accessing each section and reviewing the information entered. Click on
the Save button if you change the data in any field.
2. Click on the Save and Continue button. The Update Quarterly Report
screen is displayed with the Submit Report button activated.
3. To submit the report, enter your password in the Password field. Click on
the checkbox next to your name to sign the report.
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4. Click on the Submit Report button. Your Quarterly Report is submitted to
FEMA. The Quarterly Report Results screen is displayed, showing the
Status of the Quarterly Report as Submitted to FEMA and the date on
which it was submitted.
Revising a Submitted a Quarterly Report
You may revise a Quarterly Report that you have submitted. You may want to
revise a submitted Quarterly Report because you need to change the information
provided in the report or because FEMA has requested that you revise the report.
If you discover that you need to revise a Quarterly Report you have submitted,
you need to request that the report be sent back to you by FEMA.
To revise a submitted quarterly report:
1. Access the Grant Applicant Home Page.
2. Click on Work on Submitted Grant Applications. The Grant Status:
Submitted Grant Applications screen is displayed.
3. In the submitted Grant application matrix, select Manage Grants from the
drop down list in the Action column for the appropriate Grant application
and then click on the Go button. The Quarterly Reports screen is
displayed, listing your quarterly reports.
4. Locate the Quarterly Report you have submitted and click on Request
Revision in the Action column. The Request Revision for Quarterly Report
screen is displayed. Follow the instructions on the screen to have the
report returned to you to be revised.
If FEMA requests that you revise a Quarterly Report, you will be notified by email
of the request and the report will be listed on your Quarterly Reports screen.
To revise a submitted quarterly report:
1. Access the Grant Applicant Home Page.
2. Click on Work on Submitted Grant Applications. The Grant Status:
Submitted Grant Applications screen is displayed.
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3. In the submitted Grant application matrix, select Manage Grants from the
drop down list in the Action column for the appropriate Grant application
and then click on the Go button. The Quarterly Reports screen is
displayed, listing your quarterly reports.
4. Locate the report that has been released by FEMA for revisions within the
quarterly reports matrix. The status of the field will be “Revision
Requested by FEMA” and the Update link is activated.
5. Click on Update in the Action column for the report you would like to
revise. The Update Quarterly Report screen is displayed. The revisions
requested and deadline for the revisions are shown at the top of the
screen.
6. Click on Complete in the Action column for the report you need to revise.
The report screen is displayed.
7. Revise the information as requested by clicking on the appropriate field
and entering the revised information or selecting a radio button.
8. When you have made all of the requested revisions to the report as
requested by FEMA, click on the Save and Continue button. The Update
Quarterly Report screen is displayed. The Resubmit Report button is
activated.
Remember. If you change any information you must click on the
Save or the Save and Continue button to save your new data
before leaving the screen or your new data will be lost.
9. To resubmit the report, enter your password in the Password field. Click
on the checkbox next to your name to sign the report. Click on the
Resubmit Report button. Your report is resubmitted to FEMA.
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| File Type | application/pdf |
| File Title | Liewpfd |
| Author | Valued Gateway Client |
| File Modified | 2010-09-20 |
| File Created | 2008-04-11 |