Request Summary Overview
When an LOI or Application is started in the system, a Request is created. The Request Summary houses all of the information related to that request. The “Request Summary” page is accessible by clicking on the “Project Name” link in any of the workload pages, the Requests & Decisions search page, the Payment Tracking page, within the Organizatio...
Editing Submitted Responses
Administrators have the ability to edit applicant and evaluator answers on any form. Access the Request Summary. Click on the View icon to the right of the form you would like to edit. (i.e. LOI, Application, Evaluation) Scroll down to the response you would like to edit and click on the Edit (pencil) icon. Edit the response and then click S...
Can foundation staff submit for an applicant?
Administrators have the ability to proxy in as any user in the system, including applicants. To submit a form for them follow these steps, it is best to utilize the quick proxy feature from the Form. Locate the form in the Form in its corresponding LOI, Application or Follow Up draft stage. Select the review icon next to the form. Click on the...
Editing Hard Deadlines
If you do choose to use a Hard Deadline, you do have the ability to adjust this deadline for each individual requests. You may do so in a batch from the Process Manager page, or from the bottom of any form in the Draft Status. From the Process Manager page, select the “Update Due Dates” pencil icon to the right of the Hard Deadline toggle. Or from ...
Upload a Supporting Document to a Request
Access the Request Summary , by clicking on the Project Name . (You can use the Request and Decisions search tool if you need help locating the request.) Click the Documents tab. Click Upload a file . Select the document that you would like to upload from your computer. Enter a description and select a document type. Click Save. By default reques...
How to Approve Letters of Inquiry (LOIs)
Once a LOI has been marked complete it can be approved for the application to be filled out. To approve a single LOI: Click on Complete under LOI on your dashboard. Click on the View Icon to the right of the LOI you want to approve. Scroll to the bottom of the page and click Approve LOI . To approve multiple LOIs: Click on Complete under LOI on yo...
Batch Assign Evaluators
Multiple requests can be assigned evaluators when they have one of the following statuses: LOI Complete Application Complete Follow these steps to “Batch Assign” evaluators: On your Dashboard, click on LOI Complete or Application Complete (depending on request location) Select the Process name from the Choose Process(es) button in the top right c...
Assign Evaluators to a Single Request
On your Dashboard, Click on LOI Complete or Application Complete (depending on where the request is) Click on the Project Name of the request Scroll down to the Application Process Status - Application Complete (or LOI) section of the Request Summary page and click on Assign/View Evaluators Select the boxes next to the evaluator names you would lik...
Evaluation Assignment Checkbox Symbols
When updating or making additional evaluation assignments, you may see different symbols in the checkbox next to each evaluator's name. A blank checkbox indicates that the evaluator is not assigned to the selected requests. A checkmark indicates that the evaluator is assigned to all the selected requests. A dash indicates that a portion of the sele...
Separate Groups Complete Evaluations Simultaneously
Can I use the two Evaluation forms in the process to have separate groups complete separate evaluations at the same time? You can use both evaluation 1 and evaluation 2 to have separate groups evaluate at the same time or you can actually have one level evaluate and then the next. When you are using both stages you want to think about the timing and...
Open and Closed Evaluations
Application Evaluations can either be open or closed. Open Evaluations: Evaluations are assigned and in progress. Evaluators can edit scores and comments. Board Member Evaluators cannot see each other's scores and comments but can view Staff Evaluator scores and comments (unless the administrator shared evaluations in the process). Staff Evaluators ...
How To Close Evaluations
From the Dashboard click on Assigned under Application Evaluation (or LOI Evaluation). Click the check box next to the applications/LOIs for which you want to close evaluations. Select Close Evaluations from the Batch Options drop down list at the bottom of the screen. Click OK to close the evaluation(s). All the requests will now be in Closed on y...
Deny Requests One-At-A-Time
To deny requests one-at-a-time click on the Project Name link to access the Request Summary Page. Scroll to the bottom of the page and click the “Deny Request” button. This will take you to the denial form where you must complete all of the required fields and then click “Deny Request”at the bottom of the form. This will change the status of the req...
How to Batch Deny a Request
In the Evaluations Closed workload page, you can “Batch” deny requests by clicking the checkbox to the left of the requests name and selecting “Deny Requests” from the batch options dropdown list. First, you are presented with a Deny Request pop up confirmation. Upon clicking OK you are presented with a 2nd pop up where you can enter the D ecision D...
How to Approve a Request
Requests that are being approved must be approved one-at-a-time. Approve a request by accessing the Request Summary and clicking the Approve Request button. As soon as the Approve button is clicked, the administrator will be presented with the Approval form. All questions marked required must be answered before the Approval process can be complete...
Adding Decision Comments
Decision Comments may be added from the Comments tab of the Approval or Denial form. You may also add the Decision Comments Question field to the form itself. Any comments added to either location will sync to both fields. Only one decision comment can be created for each request....
How to Edit Decision Information After Approving or Denying
To edit decision information after the request has been approved or denied, you must access the “Approval” or “Denial” form housed on the Request Summary page. Click the “Review” icon to the right of the Decision form to edit it. Answers on the form may be edited by clicking the edit button (pencil icon) to the right of the field, entering the new...
How to Edit an Installment
Once the installments have been created they must be edited individually. To change an installment on a request: First locate the request you would like to change. It may be in the approved workload page, or you can search for it by using the Request and Decisions search tool. Click on the name of the Project. Click the Award Details tab. Locate th...
Add Installments to an Existing Award
Go to the applicable request summary page. Click the Award Details tab. Click on the Add Installments button Indicate how many installments there will be by entering the number of installments next to each applicable form in the # to Add field. Enter the Initial Due Date next. This date will apply to the 1st installment. Then indicate how many mo...
Assigning Follow Ups Upon Approval
If your process contains Follow Ups you will be will be presented with the Assign Follow Ups grid after approving the request and adding your installments. The Assign Follow Ups pop up allows you to assign multiple follow up forms at once. You may choose not to assign follow ups by clicking the Cancel button and assign Follow Ups manually at a later...
Manually Assign a Follow Up
Go to the applicable Request Summary Click into the Follow Ups tab If other follow ups have been assigned you will see them listed here Click Assign Follow Ups Select the Follow Up Form(s) to assign. Attach the Follow Up to a specific installment or the overall award. Enter the Due Date. Select the user to Assign to fill out the follow up. Click As...
Reassign a Follow Up to Another User
To reassign follow ups, click into the Request Summary page by clicking on the Project Name. In the Follow Ups tab click Edit Follow Ups. Select the follow ups to be reassigned and choose the correct contact in the Assign To dropdown menu. Click Update Selected Follow Ups. If an email is configured in the process manager to be automatically sent whe...
Payment Tracking Overview
Payments can be added to installments via the Payment Tracking page. The Payment Tracking tool makes it easy to track the Amount Committed, Paid and Balance for each installment as well as totals across all installments. Locate the desired installment by performing a quick search or by entering search criteria and performing a full search. If an ins...
Entering Payments
Payments can be entered for Approved requests with at least one Installment. Entering payments allows you to track which installments have been paid and which are outstanding. Entering payments is not required however it is recommended as a good check and balance with your external accounting system. You may enter payments through the Request Sum...
How to Delete a Request Payment
You can edit/delete payment information from the Request Summary Page On the Dashboard, click into the Workload page where the request is currently housed. Click on the Project Name of the request you want to edit. Click on the Award Details tab. Click to open the installment group that houses the payment you’d like to delete. Click on the Delete ...
How to Credit a Request Payment
There are three ways to credit a grant payment. 1. You can make a negative payment against the installment for the full amount which will preserve the original amount awarded but it will also look like there is an unpaid balance. You would want to include information in the payment comments regarding the return funds. 2. You can add a negative i...
How to Batch Close Approved Grants
To batch close, the status of the grant must be Approved or Follow Up Complete. If the status is Follow Up Draft or Follow Up Submitted these grants should be closed one at a time. Any follow ups that have not been marked complete will be automatically be marked complete and cannot be deleted. Click into the Follow Ups Complete bucket. Note that req...
Editing a Closed Grant
A closed grant will not show up your Dashboard . You can find it by clicking on Requests & Decisions and searching Closed. When a grant is closed you can upload supporting documents or add a comment. If you need to make any other changes to the grant you will need to revert the status of the request via Advanced Options in the Request Summary. ...
Budgeting Tool
The budgeting tool allows you to view the amount budgeted and funds remaining for your entire organization or for specific processes.To fully leverage the Budgeting tool you must: Complete the budget field in your process summaries. Record installments for approved awards Record payments By inputting your organization’s budget for each process and ...
Revert the Status of a Request
Go to Requests & Decisions, located under the Search tool in the navigation menu Enter criteria specific to the request you're looking for so the system knows what to search for. (Note: that if requests are in SUBMITTED status you can skip to steps 1-4 at the bottom of this tutorial.) Click Search. Find the grant request you wish to bring back a...
Manual Request Entry
Administrators can manually enter requests for any existing organization or contact in the system. This can be done via the User Summary page or the Organization Summary page. Manually Entering a Request From the Organization Summary or User Summary page, click the Create Request button located in the Request History tab. This will direct the admi...
Process Not Appearing for Manual Request Entry
In order to Manual enter a grant or scholarship, the process must be turned ON. Additionally, only processes that start at the Application stage can be used for manually request entry. Processes that have an LOI or Qualification stage will not show up in the process list when manually entering grants. Note: If you need to manually enter a request ...