Grantee Edit Process

A funder can authorize the grantee to edit a grant. The funder specifies which of 3 tabs, People, Budget and Work Plan, that the grantee can modify. Once the Grantee has finished the edits, they must validate and submit the Grant back to the Funder.

While in Grantee Edit and Grantee Submit modes, Grantees and Funding Organization staff cannot update periodic reports.

Only Active Projects can be sent to the Grantee for editing.

Opening the Grant for Grantee Edit

On the Dashboard, select the “Projects” module.

Select the number of the appropriate project from the list. The status cell should be blank.

Open

Before clicking the Grantee Edit button, Funders should save a copy of the current People, Work Plan, and/or Budget.

• Print to a PDF file or paper. The easiest option is to print the entire grant (from the Summary tab) to a PDF file. Most newer computers will offer a PDF option in the Print Dialogue box.

• To print a specific section, set the grant to edit (deactivated) mode. Navigate to an individual tab (People, Budget, and/or Work Plan) and print to paper or a PDF. Activate the grant and click Grantee Edit to send it to the Grantee.

• Budgets can be downloaded to a CSV file. This download link is on both the Summary Page and the Budget page.

Select the Grantee Edit button.

Select the appropriate sections that the Grantee can edit. Only the selected sections will be opened for Grantee Edit. Select 1 or more sections and click Grantee Edit.

The Grantee will see the following active tabs using the example above.

Recall the Grantee Edits

The Funder can Recall a grant while it is in the Grantee Edit state. This can be done at any point prior to the grantee submitting edits. Once Recalled, the grant will be in a Deactivated state, and can only be edited by the funder. (This does not get rid of data in the grant that the Grantee has entered.)

Recall is not an "Undo" or a "Restore". Any changes that the Grantee already made are now part of the project. Once recalled, the deactivated Grant can be edited back to its original state.

Grantee Submit

When the grantee has completed their edits, they will submit the grant back to the funder. They will have to pass the same validation that funders pass when Grants are activated.

Submitted projects can be seen in the Dashboard Notification list.

Funders can look at the Summary Page of the grant, and see which sections the grantee had access to, and may have changed. Scroll down for details on viewing the changes on the Summary tab.

The funder can Accept or Deny a submitted grant.

Accepting the Grantee Edits

The funder can Accept the Grant. Once accepted, the grant returns to an Active status, and Periodic Reports will again be available to Grantees.

Denying the Grantee Edits

The funder can also Deny the Grant. A denied grant will return to Grantee Edit status, and the grantee can again make changes.

View Grantee Changes on the Summary Page

While the grant is in "grantee edit" or "grantee submit" status, the Summary tab will reflect all changes made by the grantee. This summary information is available to both the grantee and the funder.

On the Summary page, each of the sections that the grantee could change will have a red Alert statement.

Within each section, grantees can add items (new), remove items (deleted), edit items (original and changed) or leave an item unchanged (unchanged). Each item within a section will be labeled with what has or has not been done to the item.

New, deleted and changed statuses are in red. Original item statuses are blue. An unchanged status is black.

People Changes

Initially, nothing has been changed in the People section. Notice the item labeled "Funder" - this indicates that the person works for the council, and the grantee cannot change them. Everyone else is labeled "unchanged".

The grantee has made several changes to the people assigned to the grant

Budget Changes

This image shows a section of the budget with no grantee changes.

The grantee has changed the budget.

The entire category "Contracted Services/Consultation" was deleted. The informative display shows the line items that were automatically removed with the category.

Work Plan Changes

Initially, the work plan is unchanged.

The grantee has made changes to the work plan.

Performance measures can be changed in the work plan.