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 cor...
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...
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....
Edit Decision Information After Approving or Denying a Request
Responses on the approval or denial form can be edited after approving or denying a request. Note: The Amount Awarded can only be changed by editing the installment amounts for the request. This article steps you through how to edit an installment: Edit an Installment. For additional options on changing the Amount Awarded to reflect different scena...
Edit an Installment
Follow these steps to edit an installment for a request: Click on the project name to reach the Request Summary. The project name can be accessed from multiple locations, including a workload page (i.e. All Open Approvals), the User or Organization Summary page, or the Requests & Decisions search page. Click the Award Details tab. Click the...
Add Installments to an Approved Request
Click on the project name to reach the Request Summary. The project name can be accessed from multiple locations, including a workload page (i.e. All Open Approvals), the User or Organization Summary page, or the Requests & Decisions search page. Click the Award Details tab. Click Add Installments. Enter the number of installments you want t...
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...
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 (for GLM sites). Once a request is manually entered, it can be moved through the process as usual or immediately denied or approved. Common Uses Below are some common scenarios...
Process Does Not Appear for Manual Request Entry
P roblem You're trying to manually enter a request for an existing organization or contact, but the process you're looking for doesn't show up in the process selection dropdown. Expected Behavior The process should appear in the process selection dropdown so you can select it, and can enter a request within the process. Solution There are several ...
Cancel an Installment
Canceling an installment indicates that it is no longer a planned amount to pay, and removes the canceled amount from the Balance for the request. It does not affect the Amount Awarded (Installment Total). This is the appropriate action if you want to keep the original Amount Awarded, while indicating that the award (or part of the award) will no l...
Cancel Part of an Installment/Installment with Payments
In some cases, you may need to cancel part of an installment amount. In other cases, you may need to cancel an installment that already has payments recorded. You'll first need to adjust the installments for the request, so that an installment exists without payments in the exact amount you need to cancel. Read more about how and why to cancel inst...
Remove an Installment
You can remove an installment for a request, which will automatically decrease the Amount Awarded. This is the appropriate action if you want to remove an installment and decrease the Amount Awarded, and do not need to keep a record of the original installments. An installment with payments recorded cannot be removed. If you want to decrease the Amo...
Decrease the Amount Awarded
If you want to indicate that the Amount Awarded has been decreased or removed for a request, while retaining a record of the original installments, you can add a negative installment to the request. This is the appropriate action if you want to decrease the Amount Awarded and keep a record of the original installments. If you need to simply remove ...
Delete a Payment
After recording a payment for a request, you can delete it if needed. This will decrease the Amount Paid and increase the Balance for the request. This is the appropriate action if you want to remove a recorded payment, and do not need to keep a record of the original payment. If you need to indicate that a payment was returned/credited, and want t...
Credit a Payment
If a payment recorded for a request needs to marked as credited (i.e. the payment was returned by the grantee or award recipient), you can enter a negative payment to reflect the situation. This will decrease the Amount Paid and increase the Balance for the request. This is the appropriate action if you want to show that a payment was returned/credi...
Options for Adjusting Installments and Payments
Some situations may lead to the need to adjust installments and/or payments for a request. A variety of common solutions are referenced here, but we encourage you to discuss further with your CSM or the Support team if needed. A specific situation may require more than one solution listed below. For example, if an installment for an award needs to ...
Options for Evaluating Follow Up Forms
If your workflow includes evaluating a grantee/scholarship recipient's follow up forms, the best practice options in GLM/SLM vary based upon the tools included in your license level. Reach out to your CSM if you'd like to discuss any of these options in more detail. Limited or Basic License: Add the questions for evaluation on the follow up form. Se...
Attach Follow Up to Overall Award or Installment Form
When assigning a follow up form, you have the option to attach the form to the overall award, or to a specific installment form. The default is to attach it to the overall award, but clicking the dropdown (pictured below) gives the option to select a specific installment. Attaching a follow up to a specific installment doesn't affect your workflow i...
Reallocating Funds for COVID-19 Relief Efforts
The scenarios below outline steps to take when reallocating funds to COVID-19 relief efforts for a previously approved request. Taking these steps helps ensure that data is as accurate as possible, both for your records and for the tracking efforts via the COVID-19 approval form field. Please refer to this article for an overview on the COVID-19 ap...
Workload Page Options and Best Practices
Paging Options When you click into any of your workload pages from the dashboard (i.e. Application Draft or All Open Approvals), you have the option to set the number of requests displayed per page. The system will default this view to 50 requests per page on all of your individual workload pages. If you select a different paging option, the system ...
Adding Country Code to Your Registration Page
If you work internationally and/or need to record country information upon registration, you can optionally add a list of countries to your Organization registration page & User registration page. The Country field will appear as a drop-down list question as seen below: The question label and instructions can be edited for this field, but the li...