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ezFedGrants Amendment Creation Job Aid

Amendment Creation Job Aid 1/17 10/31/2016

This job aid provides details on creating amendments for agreements in the ezFedGrants Internal Portal.

Types of each amendment vary by agency, but some examples of amendments are:

Financial Amendments (demonstrated in this job aid starting on page eleven) o Increases or decreases in funding o Net zero changes o Changes in ASAP Authorized Amounts (for agencies using ASAP) o Changes to total non-agency or total non-federal funds in the Budget – Party

Contribution section

Non-Financial Amendments (demonstrated in this job aid starting on page six) o Changes to Descriptive Title of Applicant’s Project o Changes to Period of Performance Actual End Date o Changes in scope o Changes in ASAP Account End Date (for agencies using ASAP)

Systematic Amendments (workflow required varies by agency) o Defined as: non-financial change(s) that cannot be made directly on the Agreement

screen o Changes to notes or partners (can only be made on the Amendment screen) o Follows similar procedure to Non-Financial Amendments o Uses “Other” Amendment Type option

Administrative Changes (workflow required varies by agency) o Define as: Changes that can be made directly on the Agreement screen and do not

require an amendment o Changes to Period of Performance Actual Start Date o Changes to Project Title o Changes to FFATA Reporting information

Trigger

Use this procedure when the recipient or awarding agency has determined that an amendment to the agreement is needed.

Prerequisites

Access to the ezFedGrants Internal Portal and provisioning in a role capable of creating amendments in the ezFedGrants Internal Portal.

An agreement must exists in Active status in order to amend that agreement.

Any previous amendments for the same agreement must be in Active or Cancelled status before a new amendment can be initiated.

Purpose



Menu Path

Use the following menu path to begin this procedure: FMMI Portal > Grantor Management > Business Activity > Grants and Agreement

Management System

Helpful Hints:

Please refer to your agency-specific reference guide for a great deal more information on the types of amendments and required workflows.

Multiple types of amendments/changes can be included in a single amendment, but, as amendments only go through one approval workflow, the amendment will follow the highest applicable approval workflow among the various changes. For example, you may make both a financial change and a systematic change, but the amendment will be send through the approval workflow for financial changes, regardless of the inclusion of the systematic change.

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

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.



1. Start the procedure by accessing the ezFedGrants Internal Portal Homepage screen.

2. In order to create an amendment, you will first need to search for the agreement you will amend. There are multiple ways to access the Search: Agreements to Amend screen:

Click the Amendment link within the Create work center on the ezFedGrants Internal Portal Homepage screen

Click the Amendments option on the navigation bar (along the left side of the screen) and select the Create Amendment option from the dropdown menu.

Procedure



3. On the Search: Agreements to Amend screen, enter your applicable search information into the Search Criteria section fields.

4. Once you have entered your search criteria, click the Search button to execute the search.



5. The Result List table will populate with your search results. Locate the agreement you wish to amend within the Result List table, and click the Create Amendment link in the Create Amendment column for that agreement. Clicking this link will take you to the Amendment screen.



Non-Financial Amendments (Including Systematic Amendments)

This section covers how to create a non-financial amendment (a similar procedure applies for systematic amendments) and release it to the amendment approval workflow. In this example, the amendment is a change to the Period of Performance Actual End Date. What specifically constitutes a non-financial or systematic amendment varies by agency. Please consult your agency-specific reference guide for much more information on amendment details and requirements.

1. On the Amendment screen, click the Edit button to open the Amendment Overview section for changes. The Amendment screen is, for the most part, a duplication of the Agreement screen, with the major difference being that the Amendment screen includes two columns of information:

Current – Displays information for the agreement as it currently exists.

Proposed – Initially these fields displays the same information as the Current column fields. You will edit the Proposed column fields with your changes for the amendment.

Note: Each section of the Amendment screen has its own Edit button.



2. Click the Amendment Type field and select the amendment type (based on the change you are making to the agreement) from the dropdown menu. The options on this dropdown menu vary by agency.

For this example, the Increase/Decrease in Duration option is chosen, since the amendment is a change to the Period of Performance Actual End Date.

3. In the Proposed column fields, edit any options or values for your amendment.

In this example, the user edited the Period of Performance Actual End Date field.



4. Scroll down to the Attachments section and click the Attachment button to upload any necessary attachments for your amendment. Clicking the Attachment button will open the Attachment popup window where you will enter information about your attachment and locate the attachment document on your computer.

Note: Required attachments (if any) vary by agency and by type of amendment. Please refer to your agency-specific reference guide for more information on which (if any) attachments are required for your amendment.

5. Click the Save button to save your amendment in Draft status. A successful save will also generate the Amendment ID.

Note: The amendment will not been released to the approval workflow until it is saved in Draft Finalized status.



6. To update the amendment to Draft Finalized status and send it through the amendment approval workflow, click the Edit button in the Amendment Overview section.

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

Note: Available options and their specific titles vary by agency.



8. Click the Save button to save the amendment in Draft Finalized status and release the amendment into the amendment approval workflow.

Note: After saving in Draft Finalized status, you will no longer be able to make changes to the Amendment screen. If you need to make changes to your amendment after it has been released into the approval workflow, the amendment must be returned for editing by an individual who has the amendment in his or her worklist. Please refer to the ezFedGrants Amendment Approval Workflow Job Aid and your agency-specific reference guide for more information.



Financial Amendments

This section covers how to create a financial amendment and release it to the amendment approval workflow. A financial amendment occurs at the line item level in the Detailed Budget List section of the Amendment screen. These changes must be made on each specific line item entry requiring a change for the amendment. Financial amendments resulting in a change to the obligation amount of the agreement will initiate communication between ezFedGrants and FMMI to update the funds commitment amount, once the amendment is fully approved.

In this example, the user will amend the Obligation Direct Cost field for a line item in the Detailed Budget List section. Those changes which constitute a financial amendment vary by agency. Please refer to your agency-specific reference guide for more information.

Other financial amendments include:

Adding a new line item. Note that new line items do not include the Current and Proposed columns, as new line items do not have any prior information within the agreement. You will need to add accounting information for new line items.

For agencies using ASAP, you may make changes to the ASAP Authorized Amount and ASAP Account End Date fields on the Amendment Item Details screen of a line item from the Detailed Budget List section.

Changes to the Total Non-Federal Funds or Total Non-Agency Funds fields in the Budget Party Contribution section.

1. Begin as detailed in the first portion of this job aid, by locating the agreement you wish to amend. Once on the Amendment screen, click the Edit button in the Amendment Overview section. The Amendment screen is, for the most part, a duplication of the Agreement screen, with the major difference being that the Amendment screen includes two columns of information:

Current – Displays information for the agreement as it currently exists.

Proposed – Initially these fields displays the same information as the Current column fields. You will edit the Proposed column fields with your changes for the amendment.

Note: Each section of the Amendment screen has its own Edit button.



2. Click the Amendment Type field and select the amendment type (based on the change you are making to the agreement) from the dropdown menu. The options on this dropdown menu vary by agency.

For this example, the user selects the Increase/Decrease in Funds option.

3. Scroll down to the Detailed Budget List section and locate the line item you would like to edit. If you are adding a new line item, click the New Line button. Click the cell of the Item column for the relevant line item to open the Amendment Item Details screen for that line item.

Note: When a funds amount is changed, either by editing existing line items or creating new line items, the Amendment Overview fields and Budget Party Contribution fields are updated to match the change in funds.



4. On the Amendment Item Details screen, click the Edit button.

5. Edit the fields in the General Details and/or Agency Item Details sections as needed for your amendment.

In this example, the user has changed the Change in Obligation Direct Cost field by entering the updated amendment value. For “Change In” fields, the value can be a positive or negative, depending on whether funds are increasing or decreasing.



6. To save your changes and return to the Amendment screen, click the Back button.

7. On the Amendment screen, scroll down to the Attachments section and click the Attachment button to upload any necessary attachments for your amendment. Clicking the Attachment button will open the Attachment popup window where you will enter information about your attachment and locate the attachment document on your computer.

Note: Required attachments (if any) vary by agency and by type of amendment. Please refer to your agency-specific reference guide for more information on which (if any) attachments are required for your amendment.



8. To release your amendment to the approval workflow, it must be in Draft Finalized status. To update the amendment status click the Edit button in the Amendment Overview section.

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

Note: Available options and their specific titles vary by agency.



10. Click the Save button to save your amendment in Draft Finalized status and release it to the amendment approval workflow.

Note: After saving in Draft Finalized status, you will no longer be able to make changes to the Amendment screen. If you need to make changes to your amendment after it has been released into the approval workflow, the amendment must be returned for editing by an individual who has the amendment in his or her worklist. Please refer to the ezFedGrants Amendment Approval Workflow Job Aid and your agency-specific reference guide for more information.



Refer to the following additional materials:

ezFedGrants Agency-Specific Reference Guides

ezFedGrants Agreement Creation Job Aid

ezFedGrants Internal Portal Overview & Navigation Job Aid

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