16.2 Applicant Release Notes

  • Production Deployment Date: April 21-23, 2018
  • Training Deployment Date: April 23-25, 2018

Summary

  • Expanded Roles and Privileges
  • Workspace
    • Add View Application tab to expand Application/Form view to include attachments
    • Add Attachments tab for a summary of forms attachments
    • Make Apply button more prominent
  • Discussion Forum
  • Form Instructions

Applicant Enhancements

Expanded Roles and Privileges

  • Review Workspace Overview page
  • Provide Organizations with the option to use Grants.gov built-in roles (no changes required) or define their own custom roles
  • Grants.gov Built-in Roles
    • Expanded AOR – Expanded Access without MPIN entry
    • Standard AOR
    • Workspace Manager
  • Manage Roles
    • Create/delete custom roles as needed for the Organization
    • Activate/inactivate Grants.gov built-in roles
  • EBiz POC: Limit functionality to Manage Organization and Manage Applicants/Certificates
Privilege Type Individual Applicant EBiz POC Built-In: Expanded AOR Built-In: Standard AOR Built-In: Workspace Manager Sample Custom: Principal Investigator (PI) Sample Custom: Basic Workspace Roles Assigner Sample Custom: Workspace Coordinator
Manage Organization Expanded No Yes Yes No No No No No
View Organization Standard No N/A N/A Yes No No No No
Manage Applicants - All Roles Expanded No Yes Yes No No No No No
Manage Applicants - Basic Workspace Roles Standard No N/A N/A Yes No No Yes No
Manage Certificates Expanded No Yes Yes No No No No No
Create Workspace Basic Yes No Yes Yes Yes Yes No No
Own Workspace Basic No No Yes Yes Yes Yes No Yes
Manage Participants for Organization Workspaced Expanded No No Yes No No No No No
Manage Participants for My Workspaces Standard No No N/A Yes No No No No
Participant Activities for Organization Workspaces Expanded No No Yes No No No No No
Submit Applications for Organization Workspaces Expanded No No Yes No No No No No
Submit Applications for My Workspaces Standard Yes No N/A Yes No No No No
Check Application Status for Organization Expanded No No Yes No No No No No

Notes:

  • All Workspace Participants can perform all participant activities
  • Each Organization Workspace has a Workspace Owner who can also Manage Participants, Reopen/Delete, Override Locks, Get Updated Grantor Package, Complete and Notify AOR
  • Each Individual Workspace has a Workspace Owner who can Reopen/Delete/Get Updated Grantor Package – Other privileges are not applicable

Applicant Privileges

# Privilege Type Definition
1 Manage Organization Expanded View SAM fields, View/Manage Organization Preferences, View/Manage Organization Roles
2 View Organization Standard View Organization Preferences, SAM fields, and Organization Roles
3 Manage Applicants - All Roles Expanded Assign/Revoke All Roles for Applicants and Delete Applicants
4 Manage Applicants - Basic Workspace Roles Standard Assign/Revoke roles which contain only Create Workspace, Own Workspace, or both privilege(s)
5 Manage Certificates Expanded Assign/Revoke certificate roles
6 Create Workspace Basic Create/Copy Workspace
7 Own Workspace Basic Currently Workspace Owner, or eligible to be assigned as Workspace Owner (after added as a Participant)
8 Manage Participants for Organization Workspaced Expanded Add/Remove Workspace participants, Assign/Revoke Access, assign Workspace Owner
9 Manage Participants for My Workspaces Standard Add/Remove Workspace participants, Assign/Revoke Access, assign Workspace Owner
10 Participant Activities for Organization Workspaces Expanded Preview/Update/Reuse Workspace Forms offline or online (including lock/unlock), preview/check application, Invoke Grantor validation (without being a Participant), and add/remove optional forms
11 Submit Applications for Organization Workspaces Expanded Participant Activities for Organization Workspaces, as well as Submit applications, Override Workspace Locks, Reopen Workspace, Get Updated Grantor Package (when Grantors change list of forms), Delete Workspaces for the Organization, and Check Application Status for Organization
12 Submit Applications for My Workspaces Standard Submit applications, Override Workspace Locks, Reopen Workspace. Requires access to All Forms including Budget if Workspace participant, and Check My Application Status
13 Check Application Status for Organization Expanded View Check Application Status pages

Manage Organization Report

  • Allows Organizations to create/update/delete custom roles and inactivate/activate core roles
  • Custom roles cannot be modified/removed if users are affected

Mange Applicants

  • Standard AORs and EBiz POC / Expanded AORs use consolidated screen to manage Applicants

Manage Applicants – Assign Roles

  • Select roles to assign to a user and view the role privileges

Manage Certificates – Assign Roles

Clarified Certificate roles:

  • Standard AOR Certificate – Submit and retrieve its own submission
  • Expanded AOR Certificate – Submit and retrieve all Organization submissions

Workspace Enhancements

  • Two new tabs
    • View Application tab: expand Application/Form view to include attachments
    • Attachments tab: summary of forms attachments
  • Forms tab
    • Click on Form Name opens Webform
    • Easy navigation back to search results
    • More intuitive navigation to Subforms
  • Activity tab
    • Add Activity record with list of validation errors
  • Make Apply button more prominent

Manage Workspace: View Application Tab

  • Replaces Preview on Forms tab and Grantor Image tab
  • Preview the forms including the PDF attachments
  • Request is created and user can download when complete.

Manage Workspace: Attachments Tab

  • Lists all forms and their attachments
  • Attachments hyperlinked when PDF

Manage Workspace: Forms Tab

  • Easy navigation back to Manage Workspaces search results
  • Click on Form Name will open Webform
  • More intuitive navigation to Subforms

Manage Workspace: Activity Tab

New activity record will track errors received during:

  • Check Application
  • Complete and Notify AOR
  • Sign and Submit

View Grant Opportunity

  • Move “Apply” button
  • Opportunity information auto-populated

Apply Using Workspace

  • Rename Create Workspace to “Apply Now”
  • Add Agency Contact and Who Can Apply to Package details

Discussion Forum

  • Add discussion forum to facilitate communications across Grants community
    • Participate by logging in with Grants.gov account
    • Immediate message posting (post-moderation)
  • Benefits
    • Create multiple customized groups for targeted discussions
    • Share documentation and links across groups
    • Create searchable knowledge base/ FAQs
    • Transition Applicant ListServ to forum

Forms Repository

  • Add link to Form Instructions

Re-Entering Password

  • Applicants will no longer need to reenter their password to update their Account details, email address, submit Workspace, and delete Workspace

Summary of User Impact

For the latest information on upcoming changes with user impacts, please check out the Grants.gov Notices page: http://www.grants.gov/web/grants/support/grants-gov-notices.html

Affected Users Effective Date Notice
Applicant May 31, 2018 Last day to submit Legacy PDF Package applications through Grants.gov
Applicant S2S, Applicant May 31, 2018 For Grants.gov Training Environment – Disable Transport Layer Security (TLS) 1.0 and 1.1 Support
Applicant April 21, 2018 (Release 16.2) EBiz POC privileges changed to manage Organization and manage Applicants / Certificates
Applicant S2S May 19, 2018 (Release 16.2.1)

Applicant S2S transition period from submission header V1.0 to new submission header V2.0

Hash not included in header V2.0, and will no longer be validated for either header version
Applicant S2S, Applicant May 31, 2018

For Grants.gov Production Environment – Disable Transport Layer Security (TLS) 1.0 and 1.1 Support
Applicant S2S October 6, 2018 (Release 16.3)

Grants.gov will only accept new submission header V2.0 for Applicant S2S

Get Opportunities and Get Opportunity Plus Comp Title will no longer be supported