PEOPLESOFT GRANT MODULE VERSION 9.1
AGENCY ENTRY
Before you get started here are a couple FAQs:
1. Will this replace the XO15 process?
a. Yes, upon ‘go live’, agencies will no longer need to complete
the word document for executive order 15 but will be
required to enter into PeopleSoft (PS). Other than that,
nothing is changing with the notification of application
process.
Time
Saver!!
More about XO15: Currently, under executive order 15, all
agencies under the Mayor are required to notify BMO, the
Mayor’s Office and Council when they are applying for grants.
This is accomplished through a word document that is emailed
and is currently found on DOT and agencies must also enter
this data into PS 8.8.
b. Fiscal Rule 9.1 supersedes XO15 and applies to all agencies.
c. In the current process, agencies notify BMO and Technology
of the intention to apply for grants.
d. Additionally, a monthly report is sent to Council on all grant
applications under $500,000.
2. If I am not emailing out the notification of application, how will
the Budget and Management Office be notified of my agency’s
application (as required by Fiscal Rule)?
a. Peoplesoft version 9.1 features a ‘workflow’ which means
that information is sent through PeopleSoft to be reviewed
and/or approved by various ‘roles’. This is similar to
Alfresco. This also means you will be notified when your
application is ‘approved’.
3. Do I have to wait for approval before I can apply for my grant?
a. No. We encourage all agencies to enter their information
into PS in advance of the application submission deadline to
give BMO and TS time to review and address any questions
or concerns, but, like the current process, agencies do not
have to await approval to apply for grants.
4. How does the workflow work and how does it know who to send
it to and when?
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a. There are 3 primary required ‘roles’ in the grants module,
currently. 9.1 has the ability to add roles.
• Principal Investigator (PI) - the agencies grants
administrator/primary grants contact,
• Pre-Award Grants Administrator - can be the same
person as the grants administrator, but can also be
someone else – note that the PI will be required to
approve the grant proposal on behalf of the agency in
PeopleSoft
• Institutional Approval – Budget and Management
Office approval.
5. There are a lot of fields in the Grants Module that are left blank. Is
that okay?
a. The PS grants module has been used extensively in Higher
Education. As a result, there are many fields with
terminology that is higher ed specific. The City and County
of Denver will not be using all these fields. Even some fields
that are ‘*’ will not be used.
6. Are there any financial changes in 9.1?
Yes there is. I’m glad you asked!
o Operating grants will be budgeted at the ‘child’ level, not
the parent level’, similar to capital grants
o Grant budgets will be set up at the character level – 5s
(personnel), 6/7s (supplies & services), 8s (equipment), 9s
(internal services). Currently, all budgets are set up at
the 5x level.
o NO MORE EXPENDITURE BUDGET PLANS (EBPs)!! All
budgets will be set up IN PS! Yay! No more paper and
you can track the set ups.
Are you ready to enter your proposal into PeopleSoft now? Almost…..But
wait, there’s more!
Before you enter information into the Grants Module, here are two
documents you can use to prepare for the entry.
1. Complete the Grants entry form (to be found on DOT before go live)
a. The purpose of this form is to help organize the data entry
into PeopleSoft. You can cut and paste information from this
word document into the Grants Module. It is not submitted
to anyone.
b. You are not required to use this form, but it is a tool to help
your time at the Grants Module go faster.
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2. Complete the Grant Proposal Information Technology
Questionnaire check list form – to be found on DOT before go live.
a. The purpose of the checklist is to first assess any Technology
Services impacts that your grant may have should you be
awarded
b. Additionally, it is a communication tool to TS and
c. This form is required to be completed, but it will only be
attached if you answer ‘yes’ to any of the questions. This is
the ‘honor’ system, but this will save you time if you do get
the award to get needed technology support in place and
ready.
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ENTERING GRANT PROPOSALS IN PS 9.1
Navigation: Main Menu>Grants>Proposals>Maintain Proposal
(note the ‘bread crumb trail’ at the top.)
Click the Add New Value hyperlink.
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Click the Add button
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Use the Peoplesoft Grant Proposal Entry Form as a guideline for entering
data. You can cut and paste from this word document.
Complete the following fields
Title – grant name given by the funder
PI – your agency’s grant administrator (use the lookup)
*If your PI is not listed, please contact Tom Migaki
tom.migaki@denvergov.org to have the new PI added.
Sponsor ID - name of the Grantor (use the lookup)
* If your Sponsor is not listed, please contact Tom Migaki
tom.migaki@denvergov.org to have the new Sponsor added.
Pre-Award Administrator – person entering the proposal, can be and is
usually the same as PI (use the lookup)
* If your Pre-Award Administrator is not listed, please contact Tom
Migaki tom.migaki@denvergov.org to have the new Pre-Award
Administrator added.
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Enter the Purpose (Budget Program) Click on the lookup and select your purpose.
Enter the start date and end date of the grant. The end date is the actual end date of the
grant and not the accounting end date.
Add the number of budget periods allowed by the Sponsor (a grant with multiple budget
periods occurs when your agency receives budgets via separate awards or allocations. Do
NOT use multiple budget years if you have a multi-year grant comprised of only one
budget). Click on the Build Periods button.
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Click the Save button at the bottom left of the page. This is the earliest point the “Save”
function can be used. The “Save” is done at this stage to preserve the work you have
entered. Save often.
The proposal ID should change from “NEXT” to an auto-numbered value (Proposal
Number). This number will be the tracking number for this proposal through the entire
process (through award/denial, etc.). Make note of this proposal number.
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Click on the Due By hyperlink and enter only the date the grant is due in the Due Date
field. Click OK.
Click on the Additional Information hyperlink. Type will show up.
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Click on the lookup to select the Types and add comments. An entry must be made for
the following types:
Describe the Benefits/Purpose of the Program.
What are the FTE Requirements? Describe.
What is the Cash Match Amount Required?
What is the source of the Cash Match?
Is there a continuous funding requirement after the conclusion of this grant?
Who is the Program Administrator?
Who is the Grant Writer is?
If other types apply to your grant, they may be added by clicking on “+” to add each
additional type and comments.
When done, click “Return to Maintain Proposal” hyperlink
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If this is a Federal or Federal Pass Through grant, you will have to enter a CFDA#. If
not, skip this step and go to the Projects Tab. If you need a CFDA#, click on the CFDA
hyperlink.
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Click on the CFDA link and enter the CFDA number. Click on the lookup and the
Program Title will fill in. Click on the Primary Box if there is only one potential CFDA
number from which the award could be funded. If there are multiple CFDA numbers
associated with the solicitation, add a new row(s) for the additional CFDA numbers. The
“primary” number should be the CFDA from which the grant will get the majority of its
funding.
Click the “Return to Maintain Proposal” hyperlink
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Click on the Projects Tab
Make entries using the lookup feature into the Department, Subdivision, and Institution
fields. This page may be pre-populated – verify the information and make any
corrections.
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Click on the Resources tab. Make sure there are two rows assigned. One row is for the PI
and a second row is for the Pre-Award Administrator. You may need to add a Pre-Award
Administrator if one does not show up. Click the “+” under Professional to add a row. If
the PI is the same as the Pre-Award Administrator, uncheck the Research Box.
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Fill out the “Grant Proposal Information Technology Questionnaire” to determine if you
need to submit this word document to Technology Services for review. If there is no IT
impact, skip the next “Attachments Tab” step.
Click on the Attachments Tab to attach the “Grant Proposal Information Technology
Questionnaire” word document from your word file. Click the paper clip, click on
Browse to get to your word file. Select your file and click Open, click Upload, click
Save.
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Click on the Location link at the lower left of the page. Verify your Agency location.
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If blank, enter the location code using the Location lookup function. Click Save
Click on the Keywords hyperlink.
Click on the Keyword lookup.
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You must indicate the following applicable Keywords:
Allocation Method (Formula or Competitive).
Type of award (Federal Reimbursable, State Advanced, etc.)
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Technology (if you attached the “Grant Proposal Information Technology
Questionnaire” form for Technology Services review.
Click on “+” to add any additional Keywords that are relevant to your proposal. Click
Save.
ENTERING PROPOSAL BUDGET
To enter budget detail go to Grants>Proposals>Enter Budget Detail.
The screen will be pre-populated. Click on the Search button. Click on the Proposal ID
hyperlink. This will be the case on all future searches.
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Under Budget Item, use the lookup to select the budget item that represent the majority of
your budget and enter the full amount you are applying for. If this is a formula grant or a
situation where you know you are getting the grant award and know what the budget line
items are, go ahead and enter the line items budget detail. Use the “+” and “-“ functions
at the end of the row to add or delete lines. Click Save.
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Click on the Return to Maintain Proposals hyperlink.
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Click the ADD TO MY PROPOSALS button. Click OK to the message pop-up
indicating your proposal was added successfully.
REVIEW YOUR PROPOSALS
Click on the My Proposals hyperlink look at your proposals. This is a reference function.
Look for the proposal you are working on and Click on the version (eg. V101) hyperlink
to open the proposal.
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SEND YOUR PROPOSAL FOR APPROVAL
Start the approval process of your proposal by clicking on the “Start Approval Process”
button.
Click “yes” to the pop up box asking if you are sure you want to trigger Component
Approval Process. This step will route your proposal to your PI or BMO if you are the
Agency PI and to the Department of Finance and Technology Services for review.
You will receive a system generated email showing if your grant was approved or sent
back for an issue. Continue with your grant application process including submission of
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your grant application to your Sponsor. Do not wait for an approval to continue your
application process.
GRANT APPROVAL STATUS
To view your grant approval status, click on the Component hyperlink.
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Click on the Approval Info tab.
Click on the Approval Status/History hyperlink to view your results. Click OK.
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WAIT FOR YOUR SPONSOR’S NOTIFICATION TO SEE IF YOUR GRANT
WAS AWARDED/NOT FUNDED.
If your Sponsor did not fund the grant or if your Agency withdrew the application, inform
Tom Migaki at tom.migaki@denvergov.org to change the grant status in Peoplesoft.
NO FURTHER ENTRY IS REQUIRED FOR THIS GRANT PROPOSAL.
WHEN A GRANT IS AWARDED – FINANCIAL ENTRY – AMOUNT
AWARDED AND START AND END DATES ARE THE SAME AS THE GRANT
APPLICATION – NO MODIFICATION TO BUDGET LINE ITEMS
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Nothing needs to be done until the Alfresco process is completed and BMO awards the
grant in Peoplesoft. The Agency financial person will have a post award function to
complete
WHEN A GRANT IS AWARDED – FINANCIAL ENTRY - DIFFERENT AWARD
AMOUNT AND/OR STARTING AND/OR END DATES
When a Grant is awarded and the award amount is different that what was applied for, go
to Grants>Proposals>Copy Proposal Version.
Enter the Proposal ID and click Search.
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Make any changes the award may have made the start date (2 fields to change) and end
date (1 field to change). Click the Copy button.
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Note the new version – usually V102 displayed in the “to Version” field.
Go to Grants>Proposal>Enter Budget Detail.
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Click the clear button to clear all auto filled entries .
Enter the Business Unit, Proposal ID, and Version. Click Search.
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Enter your actual budget by line item. To add line items, click on “+” and use the drop
down for the Budget Item and enter the amount for the line item. Click Save. Click the
Return to Maintain Proposal hyperlink.
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This needs to go through the approval process again.
Go to Grants>Proposals>Maintain Proposal and start the approval process by clicking on
the “Start Approval Process” button.
Click “yes” to the pop up box asking if you are sure you want to trigger Component
Approval Process.
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You will receive a system generated email showing if your grant was approved or sent
back for an issue.
The Award will be processed in Peoplesoft after BMO receives notification that the
Alfresco process is completed. The Agency financial person will have a post award
function to complete.
3/8/13
.
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