Communications log

OMB Co. No: 0920-0106 Expiration #:

PHHS BLOCK GRANT INFORMATION SYSTEM DEVELOPMENT PROJECT

Attachment H: Email Communication Notifications Log

Attachment H: Email Communication Notifications Log

Needs/alerts	Trigger	Status	User	Approx. Dates	Email Notification Text
Allocation table approved	Allocation table approved. Team Lead sets system due date for Work Plans	N/A	BGC, PM, PO	April-March	Subject Line: PHHS Block Grant: Allocation for FFY [Fiscal Year] Approved The PHHS Block Grant allocation table for federal fiscal year [Fiscal Year] is approved. You can now review your allocation amount and begin your budget for the FFY [Fiscal Year] Work Plan. The final PHHS Block Grant Work Plan are due on [due date]. This is an automated message sent by the Block Grant Information System. Please do not reply to this email.
Work Plan is due soon	10 business days before due date if not submitted	Send to recipients with Work Plans in all statuses except approved	BGC, PM	March-July 1st	Subject Line: PHHS Block Grant: [Fiscal Year] Work Plans Due Soon This is a reminder that the final PHHS Block Grant Work Plans are due on [due date]. The current status of your Work Plan is [Submission status]. For additional questions or concerns, please contact your project officer. This is an automated message sent by the Block Grant Information System. Please do not reply to this email.
Work Plan needs approval	Recipient submits Work Plan	Submitted	PO	March-July 1st	Subject Line: PHHS Block Grant: [Recipient name] has submitted their FFY[Fiscal Year] Work Plan The [Fiscal Year] Work Plan for [Recipient name] has been submitted and needs approval. To review please click here. This is an automated message sent by the Block Grant Information System. Please do not reply to this email.
Work Plan needs revision	Project officer submits recommendations	Returned for Revisions	BGC, PM	March-July 1st	Subject Line: PHHS Block Grant: [Fiscal Year] Work Plan Needs Revision Your project officer has requested revisions for the [Fiscal Year] Work Plan. Click here to review and submit changes by [due date]. For additional questions or concerns, please contact your project officer. This is an automated message sent by the Block Grant Information System. Please do not reply to this email.
Work Plan needs approval after revision submission	Recipient performs revisions and resubmits	Under CDC Review	PO	March-August	Subject Line: [Recipient name] has Submitted Revisions for the [Fiscal Year] Work Plan [Recipient name] has submitted revisions for the [Fiscal Year] Work Plan. To review changes please click here. This is an automated message sent by the Block Grant Information System. Please do not reply to this email.
Work Plan is approved	Project officer approves	Approved	BGC, PM	March-August	Subject Line: Congratulations! Your [Fiscal Year] Work Plan is Approved Your [Fiscal Year] Work Plan has been approved. Please watch for your Notice of Award notification from GrantSolutions. If you have any questions or concerns, please contact your project officer. This is an automated message sent by the Block Grant Information System. Please do not reply to this email.
Annual Progress Report submission period begins	15 days before system due date of Feb. 1st	Not started	BGC, PM	January	Subject Line: PHHS Block Grant: Annual Progress Report Submission Begins The admission period for the [Fiscal Year] Annual Progress Report is now open! APR’s are due by February 1st [Current Calendar Year]. For additional questions or concerns, please contact your project officer. This is an automated message sent by the Block Grant Information System. Please do not reply to this email.
Annual Progress Report due date of Feb. 1st is approaching	15 business days before due date if not submitted	Not started or in progress	BGC, PM, PO	January	Subject Line: PHHS Block Grant: [Fiscal Year] Annual Progress Report Due Soon This is a reminder that the PHHS Block Grant Annual Progress Reports are due on [due date]. The current status of your Annual Progress Report is [Submission status]. For additional questions or concerns, please contact your project officer. This is an automated message sent by the Block Grant Information System. Please do not reply to this email.
Annual Progress Report submitted	Recipient submits Annual Progress Report	Under CDC Review	PO	January-Feb 1st	Subject Line: The PHHS Block Grant: [Recipient name] has submitted the [Fiscal Year] Annual Progress Report [Recipient name] has submitted the [Fiscal Year] Annual Progress Report. Click here to review and submit revisions. This is an automated message sent by the Block Grant Information System. Please do not reply to this email.
Annual Progress Report has recommendations for revisions	Project officer submits recommendations for Annual Progress Report	Returned for Revisions	BGC, PM	January-March	Subject Line: The PHHS Block Grant: [Fiscal Year] Annual Progress Report has Recommendations Your project officer has submitted revisions for the [Fiscal Year] Annual Progress Report. Click here to review and submit changes by [due date]. For additional questions or concerns, please contact your project officer. This is an automated message sent by the Block Grant Information System. Please do not reply to this email.
Annual Progress Report is submitted after recommendations are revised	Recipient submits Annual Progress Report	Under CDC Review	PO	January-March	Subject Line: The PHHS Block Grant: [Recipient] has submitted revisions for the [Fiscal Year] Annual Progress Report [Recipient name] has submitted revisions for the [Fiscal Year] Annual Work Plan. To review changes please click here. This is an automated message sent by the Block Grant Information System. Please do not reply to this email.
Final APR Report submission period begins	30 days before system due date of Dec. 31st	Not started or in progress	BGC, PM, PO	November 30th	Subject Line: The PHHS Block Grant: [Fiscal Year] Final APR Report Submission Begins The Final APR Report submission for [Fiscal Year] is due by December 31st [Current Calendar Year]. This submission period is your last chance to make updates to your [Fiscal Year] APR. For additional questions or concerns, please contact your project officer. This is an automated message sent by the Block Grant Information System. Please do not reply to this email.
Final APR Report due date of Dec 31st is approaching	10 days before system due date of Dec 31st	Not started or in progress	BGC, PM	December	Subject Line: PHHS Block Grant: [Fiscal Year] Final APR Report Due Soon This is a reminder that the PHHS Block Grant Final APR Reports are due on December 31st [Calendar Year]. This submission period is your last chance to make updates to your [Fiscal Year] APR. For additional questions or concerns, please contact your project officer. This is an automated message sent by the Block Grant Information System. Please do not reply to this email.
Final APR Report submitted by recipient	Recipient submits Close out report	Submitted	PO	December	Subject Line: The PHHS Block Grant: [Recipient name] has Submitted the [Fiscal Year] Final APR Report [Recipient name] has submitted the [Fiscal Year] Final APR Report. The due date for these revisions are [Calendar Year Date]. Thie submission period will be your last chance to edit the APR. Click here to review and submit revisions. This is an automated message sent by the Block Grant Information System. Please do not reply to this email.
Final APR Report has recommendations for revisions	Project officer submits recommendations for Close Out Progress Report	Returned for Revisions	BGC, PM	December-February	Subject Line: The PHHS Block Grant: [Fiscal Year] Final APR Report has Recommendations Your project officer has submitted revisions for the [Fiscal Year] Final APR Report. This submission period is your last chance to make updates to your [Fiscal Year] APR. Click here to review and submit changes by [due date]. For additional questions or concerns, please contact your project officer. This is an automated message sent by the Block Grant Information System. Please do not reply to this email.
Final APR Report needs approval after revision submission	Recipient performs revisions	Under CDC Review	PO	February-March	Subject Line: The PHHS Block Grant: [Recipient name] has Submitted Revisions for the [Fiscal Year] Final APR Report [Recipient name] has submitted revisions for the [Fiscal Year] Final APR Report. To review changes please click here. This is an automated message sent by the Block Grant Information System. Please do not reply to this e-mail.
Final APR Report is approved	Project officer approves	Approved	BGC, PM	February-March	Subject Line: The PHHS Block Grant: Congratulations! Your [Fiscal Year] Final APR Report is Approved Your [Fiscal Year] Final APR Report has been approved. This is an automated message sent by the Block Grant Information System. Please do not reply to this email.

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