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ezFedGrants Agreement Approval Workflow

Job Aid

ezFedGrants Agreement Approval Workflow Job Aid 1/15 10/27/2016

This job aid provides details on moving a previously-created agreement along the agreement approval workflow and finalizing the agreement in the Active status.

Trigger

Perform this procedure after you have created an agreement in the ezFedGrants Internal Portal. After creating the agreement and saving it in Draft status, follow this procedure to move the agreement along your agency’s agreement approval workflow until it reaches Active status.

Prerequisites

Access to FMMI Portal

Service Organization and Program Management Area are designated

Program Partners are designated as agency users who will be involved in future approval workflows under this program.

To approve an agreement workflow item, you must have a user role with permission to act on the respective portion of the agreement workflow.

The agreement must have been completely created, with all required fields completed, and the saved in Draft status.

Menu Path

Use the following menu path to begin this procedure:

FMMI Portal > Grantor Management > Business Activity > Grants and Agreement Management System

Purpose


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Helpful Hints

On certain screens you may need to scroll to view additional data fields.

Agreement workflows vary by agency and office. Consult your agency-specific reference guide for more information.

Review the ezFedGrants Agreement Creation Job Aid for guidance on creating an agreement and accessing the Agreement screen from the ezFedGrants Homepage screen.

Certain screenshots may display only a portion of the screen. Note that when working within a system, only the center body of the screen will change. The navigation options along the left side of the screen and the header bar across the top of the screen will remain the same.

Note: Data used in this procedure is a representative sample for the purpose of training. Actual data in the system may vary based on agency and scenario.


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1. Start the procedure by accessing the Agreement screen for the agreement you want to move along the agreement approval workflow.

2. If the agreement is not already in an editable status, click the Edit button on the Agreement Overview section header.

Procedure


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3. Click the Status field and select the Draft Finalized option from the dropdown menu.

4. Click the Save button.


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5. Click the Expand Message Area arrow for confirmation that the agreement has been saved and sent into the agreement approval workflow.

Note: Certain fields are required for the amendment to save successfully. If these fields have not been completed the system will generate an error message indicating the incomplete fields.

6. Click the Worklist tile.


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7. On the Worklist screen, click the Subject field for the relevant agreement work item.

Note: Work items can also be accessed through the Workflow Tasks section on the home page. Additionally, clicking the Subject header will open a subject search popup window.

8. On the Workflow Task: Action Required: Review Agreement screen, click the Decision field. To move the agreement along the workflow, select the Approve option from the dropdown menu.

Note: Depending on your user role and status, you may also be able to cancel or return the agreement work item, in addition to approving the work item.


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9. Click the Execute Decision button.

10. For agreements that were created without a corresponding application in the ezFedGrants External Portal, at a certain point of the workflow (generally right before the agreement's funds are obligated) you will be prevented from moving the agreement work item forward until a signed copy of the award letter is attached to the agreement.

If your agreement does not require this attachment, continue to step 23 of the procedure.

If your agreement does require this attachment, you can quickly return to the Agreement screen to save and print the award document by clicking the link in the Description field under the Associated Business Objects section of the Workflow Task: Action Required: Review Agreement screen.


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11. Once back on the Agreement screen, click the Print Form button to generate a PDF file of the award document.

12. In the Agreement Form popup window, click the Save button to save the award document PDF file.


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13. Click the Print button to print the award document. The document will need to be sent to and signed both by the Signatory Official for USDA and by the Signatory Official for the recipient.

14. Once the award document has been signed by both the authorized USDA official and the authorized recipient official, the document will need to be attached to the agreement. Return to the Agreement screen and scroll down to the Attachments section. Click the Attachment button.


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15. In the Attachment popup window, click the Type field and select the Award Package option from the dropdown menu.

16. Click the Title field and select the Complete Award Package option from the dropdown menu.


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17. Click the Calendar icon in the Date Received field and select the date on which the signed award document was received.

18. Click the Browse button to search for the signed award document file on your computer.


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19. After selecting the appropriate signed award document file, click the Attach button.

20. On the Agreement screen, click the Save button. Then click the Worklist tile on the left to move the agreement along the approval workflow.


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21. From the Worklist screen, click the Subject field of the relevant agreement work item.

22. On the Workflow Task: Action Required: Review Agreement screen, click the Execute Decision button to approve the agreement and move it along the agreement approval workflow.

Note: The Decision field displays the Approve option by default.


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23. Once the agreement has made it through the entire workflow, the agreement’s status will change to Active and a Funds Commitment will be created in the FMMI Financial System.


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Refer to the following additional materials:

ezFedGrants Amendment Creation Job Aid

ezFedGrants Agreement Creation Job Aid

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agreement approval workflow › mrpbs › fmd › downloads › ez...ezfedgrants agreement approval...

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