August 9 2016 APHIS ezFedGrants Release 1 Agenda Internal User Overview amp Open Forum Overview of ezFedGrants The Funds PreCommitment update Implementation Implementation Status ID: 676201
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Slide1
Internal User Overview & Open Forum
August 9, 2016
APHIS
ezFedGrants Release
1 Slide2
Agenda - Internal User Overview & Open Forum
Overview of ezFedGrants
The Funds Pre-Commitment
update
ImplementationImplementation StatusInternal Role Assignment ExerciseDraft training plan and Post implementation assistanceFAQs already received/Open microphone
2Slide3
ezFedGrants Overview
A comprehensive grants and agreements management solution that gives the agencies
and
recipients
the ability to manage their awards throughout the entire lifecycle of the agreement Pre-award:
Solicitation (aka Opportunity),
Application and Evaluation
Award: Execution (with electronic signature)Post Award:ClaimsProgress Reports (Financial and Performance)AmendmentsCloseout and Financial Audit (A-123 Requirements)Reporting: USASpending (DATA Act compliant) / Congressional inquires
3Slide4
Decreased overall Grant Program costs
“One source of the financial truth”
Enforced compliance
Traceable workflow
Automated Progress Reporting and Claims
Electronic Signature
Current ezFedGrants AgenciesForeign Agriculture Service (FAS)Food and Nutrition Service (FNS)Natural Resources Conservation Service (NRCS)
Agricultural Marketing Service (AMS)
Benefits of ezFedGrants
In Process ezFedGrants Agencies
Relevant Agreement Types
Cooperative Agreements and Grants
Other Federal Financial Assistance Transactions such as Indemnities
ezFedGrants
Overview continued
4
FY
Agency
FY16
Office of Advocacy and Outreach (OAO)
FY17
Animal Plant and Health Inspection Service (APHIS)
National Institute for Food and Agriculture (NIFA)
FY18
Forest Service (FS)
Research, Education, Economics Agencies (ARS, ERS, NASS)
Rural Development (RD)Slide5
ezFedGrants User Interaction Diagram
5Slide6
The Funds Pre-commitment (FPC)
History - Why a FPC in eFG?Three scenarios:1. One Opportunity to one Agreement – FPC before the Opportunity 2. One Opportunity to
many Agreements (e.g., Farm Bill)
–
FR before the Opportunity, FPC at time of Award3. A need to solicit applications from your cooperators, but no funding –No OpportunityFuture enhancement – Automatic FPC/FR at time of Opportunity8/9/2016
ezFedGrants Opportunity and Application
6Slide7
Scenario 1. One-to-One: FPC recorded on the Opportunity & Agreement
As you begin to prepare the Opportunity:Fill out the funding form (slide 8)
Send
to
FOST@aphis.usda.govFOB/FOST will enter the FPC into FMMI and return the form along with the FPC document numberEnter the FPC number in the “Other Information” field on the Opportunity (slide 9)When you prepare the Agreement:
Enter the same FPC number in the Funds Pre Commitment ID field on the Agreement (slide 10)
***Consider
how this affects your status of funds in ACMS and consider how a CR affects funding. (See notes in this Power Point)****8/9/2016ezFedGrants Opportunity and Application7Slide8
The Funding Form (FPC or Funds Reservation)
5/31/2016
ezFedGrants Opportunity and Application
8Slide9
Internal User
ezFedGrants
Home
Create Opportunity
OPP-456
x
Home
Worklist
Applications
Opportunities
Agreements
Claims
Reports
Panels
Federal Awarding Agency Contacts
Select a federal award agency contact by typing in the name of the individual in the box. Matching names will appear in a drop down box for your selection.
Next >>
Cancel
Save
<< Previous
*
a. Type Contact
Email Phone
b. Type
Contact
Email
Phone
c.
Type Contact Email Phone
d.
Type Contact Email Phone
Clear
Clear
Clear
Clear
Other Information
a. Contact
Email Phone
b.
Contact
Email
Phone
c.
Contact
Email
Phone
d.
Contact
Email
Phone
Opportunity Distribution List
Clear
Clear
Clear
Clear
Create Opportunity
Funds Pre commitment (FPC) or Funds Reservation (FR) document numberSlide10
Agreement Screen
10
8/9/2016
Funds Pre commitment (FPC) document numberSlide11
Scenario 2. One-to-Many: The FR recorded on Opportunity, FPC recorded on Agreement
As you begin to prepare the Opportunity:Fill out the funding form (slide 8)
Send
to
FOST@aphis.usda.govFOB/FOST will enter a funds reservation (FR) into FMMI and return the form along with the FR document number Enter the FR number in the “Other Information” field on the Opportunity (slide 9)
When you prepare the Agreement:
Fill out the funding
formSend to FOST@aphis.usda.govFOB/FOST will enter the FPC into FMMI and return the form along with the FPC document number Enter the FPC number in the Funds Pre Commitment ID field on the Agreement (slide 10)***Consider how this affects your status of funds in ACMS and consider how a CR affects funding. (See notes in this Power Point)****8/9/2016ezFedGrants Opportunity and Application
11Slide12
Project Plan
12
Implementation Status for APHIS
and
NIFA- R1
ezFedGrants
Phase
Start
Finish
Plan
/ Analyze
Mon 9/28/15
Fri 10/30/15
APHIS Design
Fri 10/23/16
Fri 2/24/16
NIFA
Design
Fri 10/23/16
Wed 6/15/16
Build
Mon 1/18/16
Fri
6/24/16
System
Test
Mon
6/27/16
Fri 8/19/16
Training Materials
Created
Mon 6/27/16
Fri 10/14/16
Enterprise HANA Reporting
Mon 8/1/16
Fri 10/21/16
Agency System Test
Mon
8/22/16
Fri 8/26/16
QA
Mon
8/29/16
Fri
9/23/16
UAT
Mon
9/26/16
Fri 10/21/16
Deploy
Mon
10/24/16
Fri
10/28/16
Go-Live
Fri
10/28/16
Fri
10/28/16
PPS
Mon
10/31/16
Fri
12/30/16
This is the
tentative
schedule and includes QA refresh downtime (7/16-8/2).Slide13
Internal Role Assignment Exercise
E-mail with Subject: DUE Friday, 8/26/2016: ezFedGrants Internal Role Assignment
FMMI User Role Mapping Matrix
FMMI User Role Description
8/9/2016
ezFedGrants Opportunity and Application
13Slide14
Internal Role Assignment
Exercise (continued)
Fill out FMMI User Role Mapping Matrix
Who? Any APHIS employee needing access to ezFedGrants
Column F – FID Column H-M – User’s work address and telephone numberColumn O – eFG User Role
use Word document on Role Descriptions to decide, and/or
Ask your ASC service provider if unsure
Save as a signed pdf Submit pdf and Excel file by 8/26/16.8/9/2016ezFedGrants Opportunity and Application14Slide15
Internal Role Assignment
Exercise (continued)
ezFedGrants User Roles
8/9/2016
ezFedGrants Opportunity and Application
15
Crosswalk of APHIS Role Names to ezFedGrants Roles
APHIS Role NameezFedGrants Role
Internal Users:
RAB Auditor
and other view-only users
APHIS: Grantor EvaluatorNational Program Manager
APHIS: National Program Manager
IS Program
Reviewer
APHIS: Program Reviewer
Program Deputy Administrator (DA)
APHIS: Sensitivity Reviewer
Minneapolis Obligation
APHIS: Financial Approver
ADO
APHIS: Signatory Official
ADODR
APHIS: Program Manager
Agreements Specialist
APHIS: Grants Specialist
No previous role
APHIS: AGMOSlide16
16
DRAFT Training Plan & Post Implementation Assistance
Current Presentations
Job Aids to come
Create Funds Pre-Commitment
Enter Opportunity and manage Application
Enter Agreement and Amendment
Enter
Claim
Report Generation
Funds
Management Process – Funds Pre-commitmentCoaching from Subject Matter Experts (SMEs)OCFO Help Desk for log-in concernsSlide17
17
Q & A Session
Questions?Slide18
Location of ASC Share Point Site
See the ASC Website for the additional resources and job aids.
Contact ASC via the
ASC e-mail group
8/9/2016
ezFedGrants Opportunity and Application
18Slide19
OCFO Grants Management SharePoint Site
To gain access to the OCFO Grants Management SP Site: Click on the following link: https://portal.usda.gov/sites/CFO
If you receive access denied, click Request Access and follow the prompts to submit a request
Once access is granted or if you already have access to the link aboveGo directly to the OCFO GM SharePoint SiteOnce at the website, go to APHIS\Final Functional Design Documents
P
lease
contact the OCFO helpdesk if you encounter issues: Anush.Alati@ocio.usda.gov or Bindu.Reddy@ocio.usda.gov 8/9/2016ezFedGrants Opportunity and Application19