This answer describes the stages of a grant request goes through as it moves through the GLM system. The number of stages in a grant request is dependent on the forms the administrator chooses in the process. Grant requests can go through a maximum of 5 forms prior to being Approved/Denied. The 5 forms are: Letter of Inquiry (LOI), LOI Evaluation, Application, Staff Evaluation, and Board Evaluation. Forms are built in Process Manager at each stage of the process. Forms used in other processes can also be copied.
The Dashboard allows administrators to see how many grant requests are in the various stages of their grant cycle. Administrators are able to open and view all requests in these stages and view all information associated with the requests.
Each stage (LOI, Application and Evaluations) has its own group. Within these groups there are links to the different statuses of a request. If there is a request in a form status that status becomes a clickable link for the administrator to view a list of all requests in that status (i.e. draft, submitted, and complete).
Administrators choose the forms and stages for each process. A process can begin with an LOI or the administrator can choose to skip this step. In this case the request starts at the application stage. The application stage cannot be skipped. The LOI and Application stages function very similarly. The LOI stage can have 1 evaluation stage added to it. By default LOI evaluation is turned off.
The Application Submitted Stage is where all submitted forms stay until reviewed by the administrator. Application review is where administrators will mark applications Complete or Not Complete. Administrators can also comment on each question for evaluators and/or applicants to see.
Application Evaluation Stage
Once a request is marked Complete, the request will move to the Application Complete bucket. The request can now be assigned to evaluators for review and evaluation. Once evaluators are assigned the application will move to the Assigned bucket in the Application Evaluation stage. Application Evaluation has two sub categories, Assigned and Closed.
When an administrators clicks the Approve button the request moves the into the Approval stage on the dashboard. This stage has draft and approved buckets.
When an administrators clicks the Deny button the request moves the into the Denial Draft stage on the dashboard. Requests will remain in the Denial Draft stage until an administrator has answered all of the required denial questions and clicks the Deny button.
Follow Ups Stage
The Follow Ups Stage is where approved requests reside after an administrator has assigned a follow up form to them.
After all assigned follow ups have been marked complete and you will not need any more information about this grant we suggest closing the grant. Closed grants are not removed from the system. They will not show up on the active dashboard because they are no longer "Active". Closed requests can be accessed using the Requests & Decisions tool in the navigation list. To access Closed requests follow these steps:
Please Click Here to download the Grant Request Workflow Tutorial.