APHIS Workflow Paths Version control 03282017 Recipient Sig Official changed to Recipient Certifying Official on slide 15 and 17 3282017 APHIS Workflow Paths 2 Assumptions 3 3282017 ID: 716753
Download Presentation The PPT/PDF document "ezFedGrants Release 1 Updated March 2017" is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
Slide1
ezFedGrants Release 1
Updated March 2017
APHIS Workflow PathsSlide2
Version control
03/28/2017 Recipient Sig. Official changed to Recipient Certifying Official on slide 15 and 17.3/28/2017
APHIS Workflow Paths
2Slide3
Assumptions
3
3/28/2017
APHIS Workflow Paths
This PowerPoint reviews the “happy path” for each of the workflows and does not include any alternate or exception flows.
The functional designs corresponding to each of these workflows have been approved by OCFO and APHIS.
If the application is not received through Pega, then the two-step signature process for agreements and amendments is replaced with a single step for offline signatures.
The steps for the Recipient Signatory Official and Agency Signatory Official will be replaced with a single step for the Grants Specialist.
Example: Agreement Workflow, Slide 6:
Is replaced withSlide4
External User Access Request Workflow
4
3/28/2017
APHIS Workflow Paths
When
a recipient user
requests access for
an organization with no users associated to it in Pega,
an AGMO is required to approve the
initial request
.
This user
will be provisioned the GAO role
.All AGMOs will receive the actionable item to approve initial access requests.Once there is a GAO for an organization, s/he will be responsible for granting access to individuals within the organizationSlide5
Opportunity Workflow
The user that creates the opportunity also publishes it.3/28/2017
APHIS Workflow Paths
5
Start
Slide6
Application Workflow
Workflow branches off to go through ARP if the opportunity is competitive (not applicable for R1).The National Program Manager is needed only for PPQ Field Ops and WS-WRC.Approved application becomes a draft CRM agreement.
3/28/2017
APHIS Workflow Paths
6
ARP Workflow
Start
Slide7
Agreement Workflow
Program Reviewer approval is only needed when “International” is “Yes.”Sensitivity Reviewer approval is only needed when “Politically Sensitive,” “Ceremonial,” and/or “Precedent Setting” are “Yes.”
The Financial Approver approval triggers the interface with ECC; the Funds Commitment is automatically created and draws down from the Funds Pre-Commitment.
3/28/2017
APHIS Workflow Paths
7
Start
Slide8
Amendment WorkflowsScenario 1: No Cost Extension
Scenario 2: Increase/Decrease in FundsScenario 3: Increase/Decrease in DurationScenario 4: Change in Program Manager or Recipient Program ContactScenario 5: Change in Scope / Purpose / Deliverables / Work Plan
Scenario 6: Net Zero Change, Same Line of Accounting
Scenario 7: Net Zero Change, Different
Lines
of Accounting
3/28/2017
APHIS Workflow Paths
8Slide9
Amendment Workflow: Scenarios 1 & 3
Scenario 1: No Cost ExtensionScenario 3: Increase/Decrease in Duration
3/28/2017
APHIS Workflow Paths
9
Start
Slide10
Amendment Workflow: Scenario 2
Scenario 2: Increase/Decrease in FundsFollows full agreement workflowThe Financial Approver approval triggers the interface with ECC; the Funds Commitment is automatically updated.
3/28/2017
APHIS Workflow Paths
10Slide11
Amendment Workflow: Scenario 4
Scenario 4: Change in Program Manager or Recipient Program ContactFollows full agreement, but bypasses the Financial Approver (FA) for all programs.
3/28/2017
APHIS Workflow Paths
11
Start
Slide12
Amendment Workflow: Scenario 5
Follows full agreement workflow, and bypasses the Financial Approver (FA) for all programs.Program Reviewer approval is only needed when “International” is “Yes.”Sensitivity Reviewer approval is only needed when “Politically Sensitive,” “Ceremonial,” and/or “Precedent Setting” are “Yes.”
3/28/2017
APHIS Workflow Paths
12
Start
Slide13
Amendment Workflow: Scenario 6
Scenario 6: Net Zero Change, Same Line of Accounting (LOA)Direct execution: upon submitting, amendment is Active.For agreements > $150K, any net zero change that exceeds 10% of the total must route to the Program Manager and Signatory Official.
No Amendment
FAIN is
generated
.
3/28/2017
APHIS Workflow Paths
13
Program Manager
Signatory Official
Start
Slide14
Amendment Workflow: Scenario 7
Scenario 7: Net Zero Change, Different Lines of Accounting (LOA)Amendment routes only to the Financial Approver (FA).For agreements > $150K, any net zero change that exceeds 10% of the total must
route to the
Program Manager and Signatory Official.
No Amendment
FAIN is
generated.
The Financial Approver approval triggers the interface with ECC; the Funds Commitment is automatically updated
.
3/28/2017
APHIS Workflow Paths
14
Program Manager
Signatory Official
Start
Slide15
Claim Workflow: Electronic Submission
The first actionable item for the Program Manager will be in the External Portal (Pega).The Grants Specialist and second Program Manager steps will occur in the Internal Portal (CRM).The
Program Manager approval triggers the interface with ECC; an Invoice is automatically created based on the input on the Claim Screen in the Internal Portal (CRM
).
3/28/2017
APHIS Workflow Paths
15
Start
Slide16
Claim Workflow: Offline Submission
Claim will have to be manually initiated in the Internal Portal (CRM) by the Grants Specialist or AGMO.The Program Manager approval triggers the interface with ECC; an Invoice is automatically created based on the input on the Claim Screen in the Internal Portal (CRM).
3/28/2017
APHIS Workflow Paths
16
Start
Slide17
Activity Reporting Workflow
This workflow applies to Financial (SF-425) and Performance (SF-PPR) Reports submitted through the External Portal (Pega).The actionable item for the Program Manager is in the External Portal (Pega). Approving this item will automatically mark the CRM activity as ‘Complete’ in the Internal Portal (CRM).
If the report is not electronically submitted through the External Portal, the Grants Specialist, AGMO, or Program Manager will manually mark it ‘Complete’ in the Internal Portal
.
3/28/2017
APHIS Workflow Paths
17
Start
Slide18
Closeout WorkflowThe Financial Approver will only have the option to approve the work item.
Upon the Financial Approver approving the work item, the interface with ECC is triggered. The Funds Pre-Commitment and Funds Commitment are marked ‘Complete,’ and any remaining funds from either document are automatically de-obligated.
3/28/2017
APHIS Workflow Paths
18
Start