Note: The DD Suite process for Awarding grants has changed. In earlier releases, a grantee was notified of an awarded grant. (The Award would appear in their Task List on the dashboard. The Grantee next had to Accept the award for it to finally become an actual Grant in the DD Suite system. This Accept step has been eliminated.) Awarding a Grant is the final step in the Application process. The grantee will be notified via email, and will be able to begin reporting their progress. DD Councils should update their default Award notice in their Preferences to reflect this change in the process. New Funding Organizations should add a default Award Notice in their Preferences.
To upload Award Documents, a second tab has been added next to Report Dates.
On your dashboard, select the “Applications” button.
Select the project title of the appropriate submitted application from the list.
Select the “Award App” button.
The Award Application page appears.
Select the “Report Dates” tab to edit or add reporting dates for this application.
These dates determine the periods for grantee progress reports as well as the reporting due dates.
Reporting Dates are set up separately for Program Periods, Summary Periods and Expense Periods. For each type of report, staff can either add periods one at a time, or use the "initialize" links to set up all of the periods at once.
To have DD Suite create default reporting periods, click on the "initialize ...reporting dates" link
The initialization page will default to the administrative preferences value for the number of reporting periods. This number can be changed for the specific grant, and DD Suite will display a new set of periods. Remember to set the PPR Report year. Also, note that all of the fields are editable, however, DD Suite will apply certain rules such as ensuring all periods fall within the grant's start and end dates.
To create individual reporting periods for program, summary and expense reports, select the “add one… reporting period” link under the appropriate section.
To add or edit individual reporting periods, enter the start and end dates for the project. Then, enter the due date for the grantee to submit their reports and select the PPR Report Year from the dropdown (for programmatic periods) (Note: The PPR Report Year is applicable for DD Councils only).
The Due Date must be later than the End Date. All dates must be within the date range of the project.
Questions for Summary Reports
Before you can go to the Projects and add Report Dates and Maintain Summary Reports, you would have to enter the Summary Questions setup. To create questions, navigate on your Dashboard to Administration->Summary Questions. You can Add, Edit, Deactivate, Activate and Remove questions using this interface. See also Summary Overview
Click the “Save” button.
On the Reporting Dates Overview page, add as many reporting periods as needed. You can manage an individual reporting period by using an Action link.
Edit - change the dates for a reporting period
Remove - remove a reporting period from the list
To remove all the reporting periods that have been entered and start over, select the “remove all … dates” link.
Once you have finished inserting all program and expense reporting dates, return to the main Award page by selecting the “award” breadcrumb on the top of the page.
In the “Notice to Grantee” text box, award template language should have a default value.. You may choose to include further instructions related to the specific grant for the grantee.
*Note: The default award template language can be edited by navigating to Administration -> Preferences. You must be a local administrator to access Preferences.
Information for the grant is pre-filled with the information from the Notice of Funds Available. Edit any of the available fields, if necessary.
Some Funding Organizations allow the reuse of the Grant Number. DD Suite will use the Administrative Preference (Duplicate Project Numbers) to determine whether or not a duplicate number is allowed. Duplicates are never allowed for the same grantee organization.
Funders may decide at this time whether or not a grantee should provide work plan objective narratives and/or work plan activity narratives in the periodic program reports.
Scroll down to view the current attachments. To upload up to 8 attachments, click on the Attachments tab.
See the list of up to 8 Award Attachments
Click on Edit to Add or modify the description of a listed document. The Attachment Edit page appears.
Enter a name/description of the document.
Select the “Browse” button, navigate to the appropriate file and open it.
Click Save
Select the “Remove?” to delete an attachment, along with its description.
Review all of the information on this page to ensure accuracy. Select the “Save” button to save your changes or select the “Save and Award” button to send the notice of grant award. The Award will now be found in the Projects module, and periodic reporting may begin.
