Assigning Staff to a Grant (Stephen V make sure we have links working)
Each grant must have roles for the organization personnel. In addition, funding organization staff may have role(s)
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New Feature: Limit Staff Access allows grantee organizations to prevent their staff from seeing and accessing either work plan or budget information. Funders will see a new access limit field in the People tab and edit form for any grantee organization that has enabled Limit Staff Access. Read Limit Grantee Staff Access to learn more. We do not expect many grantees to use this feature. (Stephen V link)
On your dashboard, select the “Projects” module.
Select a deactivated grant from the list.
Select the “People” tab.
Select the “add organization personnel” link.
The Edit Organization Personnel page appears.
In the “Organization Role” dropdown menu, it is required that individuals are assigned to three key roles: Project Director, Financial Officer and Organization Director. One individual can fulfill multiple roles or all roles, and other staff may be added as well.
Project Director - the individual responsible for overseeing the day-to-day operations of the project; the primary contact for the project.
Financial Officer - the individual responsible for preparing and submitting invoices for reimbursement, and preparing and submitting periodic expense reports (if assigned).
Organization Director - the individual with signatory authority on behalf of the organization, or a person with authority to sign legal documents on behalf of the organization.
In the “Person” dropdown menu, choose the individual from the organization who will be fulfilling the selected role.
*Note: In order for an individual to appear on this list, he/she must have an active user account on DD Suite and be a member of your organization.
In the dropdown menus under the “Email Preferences” subtitle, choose the e-mail types that the person selected in the previous step will receive:
General - includes general e-mails about project status.
Budget Reports - includes notification whenever a budget report is submitted, modified or accepted.
Programmatic Reports - includes notification whenever a programmatic report is submitted, modified or accepted.
Select the “Save” button to save your progress.
To add staff from your Funding Organization, select the “add your staff” link.
*Note: If you want to change the Primary Staff for the project, go to the "Setup" tab.
The Edit Your Staff page appears.
In the “Role” dropdown menu, several roles are available: Liaison, Finance Staff, Program Staff and Additional Staff. One individual can fulfill multiple roles or all roles, and other staff may be added as well. A role may be filled by multiple people.
Note: The available roles may differ slightly.
Liaison - oversees the day-to-day operations of the project; the primary contact for the project.
Finance Staff - prepares and submits invoices for reimbursement, and prepares and submits periodic expense reports (if assigned.)
Program Staff - prepares and submits periodic program reports (if assigned.)
In the “Person” dropdown menu, choose the appropriate staff who will be fulfilling the selected role.
*Note: In order for an individual to appear on this list, he/she must have an active user account on DD Suite and be a member of your organization.
In the dropdown menus under the “Email Preferences” subtitle, choose the e-mail types that the person selected in the previous step will receive:
General - includes general e-mails about project status.
Budget Reports - includes notification whenever a budget report is submitted, modified or accepted.
Programmatic Reports - includes notification whenever a programmatic report is submitted, modified or accepted.
Select the “Save” button to save your progress.
After adding any funder staff or organization personnel, you may choose to edit or remove any person by selecting one of the action links.