Course Overview

This course is part of the comprehensive training program for the FEMA eGrants system. This course is the second in the series of Independent Study (IS) courses for eGrants and will address the functions in the eGrants External System used by Applicants. The purpose of this course is to provide you with the knowledge to:

  • Manage eGrants administrative functions
  • Enter paper “intake” subapplications into eGrants
  • Review subapplications
  • Complete, update, submit, and review the status of Applicant acting as Subapplicant subapplications
  • Complete, update, submit, and review the status of applications
  • View and print award packages
  • Submit Quarterly Performance Reports

Terms Used in this Course

The Office of Management and Budget streamlined the Federal Government’s Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards into a consolidated set of regulations. These regulations are located in Title 2 of the Code of Federal Regulations, Part 200, and are referred to as the “Super Circular.” The Super Circular also introduced new terminology, including “Recipient” instead of “Grantee” and “Subrecipient” instead of “Subgrantee.”

Because terminology has changed, many of the terms used in the eGrants Internal and External Systems screens are not consistent with the current terms used in the Super Circular. This course will reference eGrants screen labels as they appear, but will use Super Circular terminology throughout the rest of the course. Below is a table to assist you in understanding the terminology you will encounter in this course.

 

 
Super Circular eGrants Screens Definition
Federal Award Grant The Federal financial assistance received directly from FEMA
Subaward Subgrant The Federal financial assistance received indirectly from a pass-through entity (Applicant to a Subapplicant)
Applicant Applicant or Grant Applicant A state agency, territorial government, or federally-recognized tribal government submitting an application to FEMA for assistance under FEMA’s mitigation award programs.
Subapplicant Subgrant Applicant A state agency, local government, territorial government, federally-recognized tribal government, or qualified private non-profit organization submitting a subapplication to an Applicant for assistance under FEMA’s mitigation award programs.
Application Grant Application Application for federal financial assistance directly from FEMA
Subapplication Subgrant Application Application for federal financial assistance indirectly through a pass-through entity (Subapplicant to Applicant, Applicant to FEMA)
Applicant working as Subapplicant subapplication Grant as Subgrant Application A state agency, territorial government, or federally-recognized tribal government submitting technical assistance or management costs subapplications which will be included in an application for assistance under FEMA’s mitigation federal award programs.
Recipient Grantee An Applicant whose application has been approved and federal award obligated.
Subrecipient Subgrantee A Subapplicant whose subapplication has been approved and subaward obligated.

Lesson Overview

This lesson provides an overview of the course and an introduction to various course features and functionality.

At the end of the lesson, you should be able to describe the:

  • Course structure
  • Course navigation
  • Knowledge Check functionality
  • Slideshow functionality
  • Screen features and navigation tools

Course Structure

Take a moment to review the course lesson plan for this course. The lesson plan is labeled Lesson List and is located on the right side of your screen.

This course contains 13 lessons. The lessons may be accessed in sequence or independently. The time to complete each lesson varies. A page tracker is displayed at the bottom middle of the screen to help you gauge your movement through the lesson. The estimated time required for each lesson will be stated on the lesson’s first screen.

After completing the course materials, you will take the Final Exam to:

  • Gauge your knowledge of the topic
  • Receive credit for taking the course

eGrants User Scenario

businesswoman
Listen to SallyAudio transcript

This course will cover the various responsibilities and the types of applications and subapplications Applicants can create and manage in the eGrants External System.

As part of this course, you will participate in a scenario in which you are a first-time user of eGrants.

You will play the role of a new Mitigation Grants Coordinator at the Columbia Emergency Management Agency. Your supervisor, Sally Watkins, will show you how the State of Columbia uses eGrants to create and manage its applications and subapplications as well as manage its federal awards for FEMA’s hazard mitigation grant programs.

Hello. I’m Sally Watkins, the Hazard Mitigation Grants Supervisor with the State of Columbia Emergency Management Agency. Welcome aboard. This quarter we’ll be working together to create and manage FEMA applications to fund a variety of flood mitigation activities around the state. But first, I would like you to learn about the different mitigation federal awards available and the electronic grants system, or eGrants, we use to create, process, and manage subapplications and applications.

Screen Features

Screen shot of course template with DHS Seal, FEMA logo, IS-0000 Emergency Management Institute Sample Course Template. Click close to exit the course; review guidance and troubleshooting advice with the help button; use the glossary to look up key definitions and acronyms; use the dropdown menu to move between lessons within the course; move forward and back using the previous and next buttons at the bottom of the screen; the plug-ins button will provide a list of downloadable plug-ins.

Screen Features

  • Click “Close” to exit the course
  • Review Guidance and Troubleshooting advice with the “Help” button.
  • Use the “Glossary” to look up key definitions and acronyms.
  • Use the dropdown menu to move between lessons within the course.
  • Move forward and back using the “Previous” and “Next” buttons at the bottom of the screen. 
  • The “Plug-Ins” button will provide a list of downloadable plug-ins.

Navigating Using Your Keyboard

Below are instructions for navigating through the course using your keyboard.
  • Use the “Tab” key to move forward through each screen’s navigation buttons and hyperlinks, or “Shift” + “Tab” to move backwards. A box surrounds the button that is currently selected.
  • Press “Enter” to select a navigation button or hyperlink.
  • Radio ButtonsUse the arrow keys to select answers for multiple-choice review questions or self-assessment checklists. Then tab to the Submit button and press Enter to complete a Knowledge Review or Self-Assessment.
  • Warning: Repeatedly pressing Tab beyond the number of selections on the screen may cause the keyboard to lock up. Use Ctrl + Tab to deselect an element or reset to the beginning of a screen’s navigation links (most often needed for screens with animations or media).
  • Job Access With Speech (JAWS) assistive technology users can press the Ctrl key to quiet the screen reader while the course audio plays.

Prevoius and Next Buttons - 2 of 47

Viewing Slideshow Simulations

Slideshows have been inserted into this course to display the eGrants screens a user would encounter when entering data.

You will see a “Scroll down to see slideshow captions” message. A shaded box with navigation buttons and a slide counter indicate the presence of a slideshow.Select the slideshow’s Next button to begin the presentation. Audio narration and captions will explain the data entry procedure. Select the link to hear the audio narration. A media player window will appear when audio narration is activated.

Navigation buttons for slideshows, with a count showing slide 1 of 3. Next is highlighted.
To navigate through the slideshow, select the Back to the Beginning, Back, Next, and End of Presentation buttons. Select the Next button to move to the following slide.
The slide counter shows the current and total slides in the slideshow. "Slide 1 of 3" is circled in red in this image.
The slide counter indicates the total number of slides in the presentation and which slide you are currently viewing. Keep in mind that the presentation is on a loop and will repeat.
Select the next button the course screen to end the slideshow.
To exit the Slideshow, select the Next button at the bottom of the course screen.

Completing Knowledge Checks

At times during a lesson, there will be a Knowledge Check activity to review one of the concepts from the lesson. Instructions will appear at the top of the screen explaining how to complete the activity.

After you select the Check button, feedback on your answer selection will appear in a dialog box. To close the dialog box window, select the close link at the bottom of the window.

Try the sample Knowledge Check question below.

Receiving Credit

Each lesson takes a variable amount of time to complete. If you are unable to complete the course in its entirety, you may close the window and reopen the course at any time. However, depending on the system used to take the course, it is possible you may have to repeat a portion of the last lesson you were studying. Students must complete the entire course and pass the final exam to receive credit for the course.

Lesson 1 Summary

You have completed the first lesson. In this lesson, you learned about:

  • The goals and structure of the course
  • How to navigate within the course using screen features and your keyboard
  • How to access slideshows
  • How to interact with Knowledge Checks

Remember, you must complete all lessons and pass the Final Exam to receive credit for the course.

Now that we have introduced the course goals and discussed the various navigation elements and features of the course, let’s get started. To begin the course, select the Next button or choose a lesson from the Topic drop-down list.

Lesson 2 Overview

When we’re done with this lesson, you’ll be able to:
  • Identify the purpose of eGrants and the FEMA mitigation grant programs it supports
  • Identify the categories of eGrants users
  • Identify the steps and possible outcomes of the eGrants application process

The Purpose of eGrants

The FEMA eGrants system was developed to provide eligible Subapplicants and Applicants with the ability to manage their subapplication and application processes electronically.

Specifically, eGrants is used to:

  • Create pre-applications (when required) and submit them to Applicants
  • Create FMA and PDM subapplications and submit them to Applicants
  • Review and process FMA and PDM subapplications
  • Create FMA and PDM applications and submit them to FEMA
  • Review and process FMA and PDM applications and subapplications for federal awards
  • Submit quarterly reports on the performance of federal awards and subawards under the FMA, PDM, and the legacy Repetitive Flood Claims (RFC) and Severe Repetitive Loss (SRL) grant programs to FEMA

Select an official from each government to learn more about how they use the eGrants system.

  Listen to the Local Official    Listen to the State Official   Listen to the FEMA Official

eGrants Users Summary

Local Government Official:
Local governments like ours, and some federally-recognized tribal governments, use eGrants to create and submit pre-applications to Applicants in state, territorial, and federally-recognized tribal governments, if they require them. Pre-applications only apply to project subapplications and, if required, must be approved prior to being granted permission to create and submit a subapplication. After our pre-application is approved, we can use eGrants to create and submit a subapplication to the Applicant.

State Government Official:
As Applicants, we use eGrants to manage Subapplicant user access, and to review and process subapplications. If we approve a subapplication, we attach it to our application and submit it to FEMA. If we don’t approve a subapplication, we may stockpile it for future consideration or we may ask the Subapplicant to revise and resubmit it. We can also create our own subapplications and include them in our application. FEMA may request revisions to our application or to a subapplication. For revisions to a subapplication, we can either make the changes ourselves or we can release the subapplication back to the Subapplicant and ask them to make the revisions. For revisions to an application, we’ll just make them ourselves and resubmit the application back to FEMA for review. If FEMA obligates our federal award, we can view the award package in eGrants. Afterwards, we use eGrants to submit our Quarterly Performance Reports to FEMA.

FEMA Official:
We use eGrants to manage Applicant user access and to review subapplications and applications for completeness, award eligibility, cost-effectiveness, the cost of the proposed project, and to document the status of Applicant mitigation plans. If we approve an application, we process it and the associated subapplications for federal award. We may make amendments to the award package later. If we don’t approve a subapplication, we may ask the Applicant to make revisions and to resubmit the subapplication. After we obligate a federal award, we monitor its status by reviewing the quarterly performance and financial reports that the Applicant submits to us.

Grant Programs

As an Applicant, you’ll be able to use eGrants to create, submit, and manage subapplications, applications, and federal awards for the two Hazard Mitigation Assistance (HMA) grant programs that eGrants supports.
Flood Mitigation Assistance (FMA) grant program icon
Flood Mitigation Assistance (FMA)—The FMA grant program was created to reduce or eliminate claims under the National Flood Insurance Program (NFIP). FMA federal awards provide funding to assist communities in implementing measures to reduce or eliminate long-term risks of flood damage.Learn more about the FMA grant program at URL https://www.fema.gov/flood-mitigation-assistance-grant-program
Pre-disaster Mitigation (PDM) grant program icon
Pre-Disaster Mitigation (PDM)—Funding for the PDM grant program is provided to assist local, state, territorial, and federally-recognized tribal governments in implementing cost-effective hazard mitigation activities.Learn more about the PDM grant program at URL https://www.fema.gov/pre-disaster-mitigation-grant-program

How Applications Are Processed

The application process in eGrants follows a specific workflow.

First, a subapplication is created. A subapplication can be created by either the Subapplicant or by the Applicant in the following ways:

  • A Subapplicant can create a subapplication directly in eGrants.
  • A Subapplicant can submit a paper subapplication to the Applicant, and the Applicant enters it into eGrants (referred to as “Application Intake”).
  • An Applicant can create its own subapplication to include in its application. These are called “Applicant Acting as Subapplicant” subapplications.

If a Subapplicant created a subapplication, the Applicant official reviews the subapplication. He or she may request revisions. If revisions are requested, the Subapplicant may be asked to revise the subapplication or the Applicant may revise it.

Once a Subapplicant’s subapplication is reviewed and complete, the Applicant may include it, along with its own subapplications, in a larger application that is submitted to FEMA or may “stockpile,” or retain it for future consideration.

FEMA then reviews the application and its subapplications and either approves them, disapproves them, or requests revisions and resubmissions.

Select this link to view a diagram of the eGrants application process in another window.

Application Process Flow Diagram

Diagram of eGrants Subgrant Application process. See surrounding text for full text.

In this diagram, the following steps in the application process are shown:

  • Subapplicant creates subapplication
  • Subapplicant submits subapplication to Applicant
  • Applicant reviews subapplication
  • Applicant approves subapplication
  • Applicant includes approved subapplication in application
  • Applicant submits the application to FEMA
  • FEMA reviews and makes determination on application

Lesson 2 Summary

Let’s review what you learned in Lesson 2:

  • The purpose of eGrants
  • The types of eGrants users
  • The eGrants application process

Some key points from this lesson include:

  • eGrants allows users to create, submit, review, and process subapplications and applications.
  • FMA and PDM subapplications and applications can be processed using eGrants.
  • Severe Repetitive Loss (SRL) and Repetitive Flood Claims (RFC) legacy federal awards can be managed using eGrants.
  • Applicants include state, territorial, and federally-recognized tribal governments.
  • Subapplicants include local, state, territorial, and federally-recognized tribal governments.
  • The eGrants process involves the creation of subapplications by either the Subapplicant or Applicant. The Subapplicant submits subapplications to the Applicant. The Applicant includes subapplications in its larger application which it submits to FEMA.

Lesson 3 Overview

Upon completion of this lesson, you will be able to:
  • Identify the steps in the eGrants registration process

eGrants Scenario

Businesswoman
Listen to SallyAudio transcript

Your Role: A new Mitigation Grants Coordinator

Supervisor’s Name: Sally Watkins, Hazard Mitigation Grants Supervisor

Agency: Columbia Emergency Management Agency

Problem: You need to access the eGrants External System.

To Date: You have learned about the Flood Mitigation Assistance (FMA) and Pre-Disaster Mitigation (PDM) grant programs.

The Next Step: Sally will show you how to create a FEMA Enterprise Identity Management System (FEIMS) User ID and password and request access to the eGrants system.

Hi, this is Sally Watkins, your supervisor. As a Hazard Mitigation Grants Coordinator, your job will be to enter the subapplications that the Columbia Emergency Management Agency has received from local communities. There are also some statewide projects that Columbia EMA would also like to be funded, so you will create subapplications for them. After, you will review submitted subapplications, request revisions if necessary, and, if appropriate, attach them to an application to request federal funding. Once you submit the application to FEMA, you will have to monitor its review status. If the application is approved, you will help submit quarterly reports on the performance of the federal award. Right now, we are just starting the process. So I will first need you to register to use eGrants.

eGrants Registration Process

The registration process is required before attempting to access eGrants for the first time.

This process involves four steps:

  • You need to contact the appropriate Applicant official to receive an Access Identification (ID) code. This step prevents unauthorized individuals from clogging the system with bogus User ID requests.
  • Use the FEIMS registration screens to create an account.
  • Once your FEIMS account has been created, you need to request privileges to access eGrants. The Applicant official will approve or reject this request. If your request is rejected, you will not be permitted to access eGrants.
  • If the request is approved, you will receive an e-mail notification which authorizes you to create, submit, and/or manage subapplications in eGrants.

Setting Up a FEIMS Account

Since the FEMA Regional Office provided you with an Access ID number, you can now set up your FEIMS account.

  1. Open your browser.
  2. Type in the FEIMS URL: https://portal.fema.gov/famsVuWeb/home. Bookmark this site to avoid having to re-type the URL.
  3. Since this is the first time you are logging into eGrants, and you don’t have a Personal Identification Verification (PIV) card, select the New Non-PIV User? button.

FEIMS Security Question

To enter FEIMS, you must complete the security check question by correctly entering into the text box the characters shown to you and then select the Submit button.

This will help protect your information from automated attacks.

FEIMS User ID

During the registration process, you must create a unique FEIMS User ID. This User ID should be something you can remember and must meet the following criteria:

  • All ID letters should be lowercase
  • The ID must have a minimum of seven characters
  • The ID cannot exceed the maximum of 10 characters
  • The ID must not contain any special characters (e.g., %, $, or ?)

Applicant users need to check with their FEMA Regional Office to learn of any required naming conventions for their area. Our FEMA region doesn’t have any special requirements, so you can use newhire1 as your User ID.

FEIMS Password

During the registration process, you must create a unique FEIMS password in addition to your User ID. This password, as well as being something you can remember, must meet the following criteria:

  • The password must contain a minimum of eight characters
  • The password may not contain special characters (e.g., #, @, or ?)

For security reasons, it is recommended that you change your Password every 30-90 days.

Note Icon
Note
If you believe your password has been compromised, immediately notify your FEMA regional contact.

Organization Search

During the registration process, you will be asked to identify the name of your organization. In our case, it is the Columbia Emergency Management Agency. It is important to ensure that everyone within the same organization inputs the name consistently.

To guarantee that this happens, rather than typing in the organization name, you should search the system to find the name as it already appears.

To locate the name of our organization in FEIMS:

  • On the Contact(s) screen, select the Search link to the right of the Organization text field.
  • Select an option from the Field drop-down menu (“Contains”, “Starts with”, or “Ends with”). This example shows “Contains” selected.
  • Type the first few letters of your organization’s name in the Criteria text field.
  • Select the Search button.
  • Select the organization from the Search Results screen.

Requesting New Privileges

Once you have completed all of the fields in the Registration Form and created a User ID and a Password, your FEIMS account will be created.

You will then need to request privileges to access eGrants by selecting the “Click here to request new privileges” link.

Note Icon
Note
If you do not request privileges at the time your FEIMS account is created, you can log in at another time using the same User ID and password you created and request privileges then.

Requesting Access to eGrants

When the Available Applications screen displays:

  • Select the Request Access button to the right of the Mitigations eGrants Application icon.
  • Type your FEIMS User ID in the text field and select the Submit button.

The Access ID is necessary to officially register to use eGrants. This is the Access ID you received from FEMA before starting the registration process.

Access Levels

There are three access levels that a Registered User may be given:

  • View/Print: This level means that you have the ability to view and print subapplications and/or applications in eGrants.
  • Create/Edit: This level means that you have the ability to do the above tasks and also to create, update, and change subapplications and/or applications in eGrants.
  • Sign/Submit: This level means that you have the ability to do all of the above tasks and also to sign and submit applications to FEMA.
Note Icon
Note
FEMA will approve Applicant access levels based on evidence provided to FEMA by the Applicant agency. Only users who are authorized or officially delegated signature authority will be assigned the Sign/Submit role in eGrants.

Variations in Access Levels for Applicants

When Subapplicants are given access to eGrants, they are given View/Print, Create/Edit, and/or Sign/Submit access. There are many more variations of access levels for Applicants.

Applicants can be assigned a combination of different access levels under the FMA and PDM grant programs. Applicant users can be given View/Print, Create/Edit, and/or Sign/Submit access for:

  • Applications
  • Award packages
  • Quarterly Performance Reports

An Applicant user’s access levels for PDM applications can differ from his or her access levels for FMA applications. For example, you might have Sign/Submit access for FMA applications but have only View/Print access for PDM applications.

Note Icon
Note
If a user’s access levels require updating, FEMA can revise the access based on evidence provided to FEMA by the Applicant agency. 

Approval E-mail

The final step in the eGrants registration process is receiving an e-mail from the FEMA Regional Office. If your request is approved, an e-mail will be sent that contains approval to access the eGrants system and it may include information about the specific access levels that have been assigned to you.

Select this link to view a sample eGrants access approval e-mail.

Note Icon
Note
You will not receive an e-mail immediately. If you have not received an e-mail, it is likely that your registration request has not yet been reviewed.

Editing Your Profile

After you have registered, if any of your personal information changes, like your phone number or e-mail address, you can update it by selecting the Edit Profile link in the upper right corner of the Grant Applicant Homepage.

Login and Request Access

Now that you’re approved, you can log in and access the eGrants system.

If you bookmarked the FEIMS login page URL: https://portal.fema.gov/famsVuWeb/home, you can select the bookmark to open it in your browser.

Scroll down to see slideshow captions.

The following elements appear top to bottom in the FEMIS login panel: Guidance: * denotes required field. Fields: *User ID: (blank box), *Password: (blank box). Buttons: Login, Reset. Note: Session expires in thirty minutes for this application.
The FEIMS login screen will ask you to enter your User ID and Password. Then, select the Login button.
Mitigation eGrants Application title in FEIMS Available Applications screen. eGrants icon and title appears to the left of a button labeled "Request Access."
Select the Request Access button on the right of the Mitigation eGrants Application icon.
Text reads: Please provide valid access ID in order to obtain access privileges to the system. The Access ID is provided by the program area sponsoring this system. Three buttons read Submit, Reset, Cancel.
To complete the request, you need to type the Access ID provided by provided by our FEMA Regional Office in the appropriate field and select the Submit button. You need to remember that creating a FEIMS account does not automatically generate access to eGrants.
Screenshot of the Subgrant Applicant Homepage header.
When you successfully log into eGrants, the Subgrant Applicant Homepage appears.

Logging out

When you are finished working in eGrants, you will need to exit the system by logging out. There is a right way and wrong way to log out.
Right way
The right way to log out is to either select the Logout link that appears in the upper right-hand corner of all eGrants screen or the Logout button at the bottom left on some eGrants screens.
To close an eGrants session, you must either use the Logout link at the top right of the screen or the Logout button which appears on some screens.
Wrong way
The wrong way to log out is to select the X button in the upper right corner of your browser window. While this will close the eGrants window, it will not necessarily end the eGrants session and you will lose any data you entered on the current screen.
Screenshot of web browser with exit button crossed out.

Lesson 3 Summary

In Lesson 3 you learned:

  • The first step in setting up a FEIMS account is to request an Access ID from the FEMA Regional Office
  • Requests for access to eGrants must be approved by a FEMA official
  • You can update your personal information after registration by selecting Edit Profile on the eGrants Grant Applicant Homepage
  • Different access levels in eGrants provide the user with different privileges
  • To log out of eGrants, always select either the Logout link in the upper right hand corner of the screen or the Logout button, when available on screen.

Lesson 4 Overview

When you are done with this lesson, you will be able to:
  • Identify the eGrants system screen features and their uses

eGrants Scenario

Businesswoman
Listen to SallyAudio transcript

Your Role: A new Mitigation Grants Coordinator

Supervisor’s Name: Sally Watkins, Hazard Mitigation Grants Supervisor

Agency: Columbia Emergency Management Agency

Problem: You need to learn how to use the eGrants system to process and create Pre-Disaster Mitigation (PDM) and Flood Mitigation Assistance (FMA) subapplications and applications.

To Date: You have created a User ID and password and requested access to the eGrants system.

Your Next Step: You will become familiar with how to navigate within eGrants.

Hello. I’m Sally Watkins, and I will be training you to create, manage, and review subapplications and create and complete FEMA applications. Right now, you’ve just logged in to eGrants for the first time, so you’ll need to learn how to use the system before you can start working on a subapplication.

Navigation Buttons

Navigation within eGrants is like navigation within other Web-based applications. Navigation features include links, buttons, scrollbars, etc.

Buttons

Users may select a button to perform a specific function. Within eGrants, there are several buttons that appear throughout the system. Select a button to view a description of its function.

Summary of Navigation Buttons

Save: Stores data from the current screen into the eGrants system.

Save and Continue: Stores data from the current screen into the eGrants system and advances to the next screen.

Go Back: Used to return to the previous screen without losing data entered.

Add Task (dimmed): Sometimes a button will appear gray and dim. A dimmed button is not active and you must complete a task before it is reactivated.

Attach File: Initiates the selection of a file to be attached to a subapplication.

Entering Information

Entering information within eGrants is similar to entering information into other Web-based applications. There are two primary ways to enter data in eGrants:
Drop-down menus
These fields offer users the opportunity to select an item from a limited list. To do so, select the arrow at the right of the field to see the list. Then, to choose the most appropriate option, simply select that item from the menu.
Screenshot of drop-down menu. You can enter information into eGrants by selecting an option listed on a drop-down menu. This menu says "Select Type" and has a black downward facing arrow.
Text Fields
These fields offer users the opportunity to input data by typing. Simply place the cursor at the beginning of the text field and use the keyboard to type the appropriate information. If the data must be entered in a specific format, an example of that format will be shown next to the text field.
Screenshot of a text field in eGrants. You can type a response to a prompt in a text field. This text field is labeled "Type text here."
Note Icon
Note
Required fields are marked by an asterisk (*). You don’t have to complete all of the required fields to move onto another section; however, you cannot successfully submit a subapplication if you haven’t completed the required fields in every section.

Saving Information

To ensure that information you have entered in eGrants is successfully captured, it is essential for you to save your data. At the bottom of each page are two buttons to facilitate this process. Failure to use the Save buttons will result in the loss of all data entered since the last time the application was saved.
Save and Continue button
Save and Continue
This feature saves the data entered in a section of the application and automatically moves the user to the next section.
To avoid losing data entered into an eGrants application, it is necessary to select the Save or Save and Continue button.
Save
This feature saves the data entered in a section of the application, but does not automatically move the user to the next section.

Avoid Losing Information

The information that you have entered into eGrants can be lost for two reasons. To avoid any data loss, you must be aware of the following risks:
Do not use browser Back arrow, use Go Back button instead.
Risk #1—Browser Buttons
Using the Back and Next buttons on the browser toolbar will result in data loss. You should only use the Save, Save and Continue, and Go Back buttons within eGrants. These buttons ensure that your information entered is saved and stored in eGrants.
eGrants sessions expire after 20 minutes of inactivity and data will be lost if not saved before the session is closed.
Risk #2—Expiration
Each eGrants session expires after 20 minutes of inactivity. The time remaining until the session expires is displayed at the top left corner of the eGrants screen. If no activity has occurred within a 20-minute timeframe, you are disconnected from the system and you must log in again to resume processing. All unsaved data is lost when the session expires.

Scrolling

Another navigation feature in eGrants is the scrollbar that is located along the right edge of any screen that requires scrolling to see the entire page. The scrollbar lets you move up and down screens that are longer than your Internet browser’s window.

To use the scrollbar, just select the arrow at either the top or bottom of the scrollbar. Another option is to select the scrollbar itself and drag it in the direction you want the screen to move.

The scroll bar on the right permits access to content on screens longer than a browser window.

Hyperlinks

eGrants also utilizes hyperlinks to provide more information. They are displayed in blue underlined text or designated as links for those using assistive technology.

  • Hyperlinks open a new window that displays additional information without taking you away from your current screen in eGrants.
  • Help links are a special kind of hyperlink that displays a pop-up window with details about the information you need to enter into a text field. Help links appear to the right of the field as the word “Help” in blue, underlined text.

Main Menu

There are three types of menus within eGrants:

  • Main menu
  • Task menu
  • Sidebar menu

The main menu appears at the bottom of the eGrants screen.

FEMA Home eGrants Home Contact Us Glossary Help

Select each item on the main menu to learn more about the item.

The eGrants main menu is located at the bottom of all screens and proivdes links to: FEMA Home, eGrants Home, Contact Us, Glossary, and Help pages.

FEMA Home

This feature moves the eGrants user to the FEMA Homepage.

eGrants Home

This feature moves the eGrants user to the Grant Applicant Homepage.

Contact Us

This feature opens a new window offering FEMA phone numbers and an online information request form.

Glossary

This feature opens a new window offering an extensive, alphabetized list of eGrants terms and definitions.

Help

This feature opens a new window offering information for first-time eGrants users, as well as definitions of technical concepts related to eGrants use.

Task Menus

Task menus, such as those found on the Grant Applicant Homepage, allow you to navigate to a particular task to perform. There are separate task menus for system administration, subapplications, Applicant acting as Subapplicant applications, and applications.

Sidebar Menu

The sidebar menu appears on the left side of the Grant Application screen.

The links on the sidebar menu allow you to quickly access sections of an application and its related subapplications.

Lesson 4 Summary

You have completed the Navigation within eGrants lesson. Let’s review what you learned:

  • Navigation within eGrants is like navigation within other Web-based applications.
  • You primarily enter data in eGrants with drop-down menus and text fields.
  • Use the Scrollbar to view all the information on one page
  • Select the Hyperlinks and Help Links for additional information.
  • Use the main menu, task menus, and the sidebar nenu to accomplish other navigation and data entry tasks.
  • Required fields are marked with an asterisk (*).
  • To avoid losing information, you should always use the Save or Save and Continue buttons.
  • After 20 minutes of inactivity, eGrants will close the session and all your unsaved data will be lost.

Lesson 5 Overview

Upon completion of this lesson, you should be able to:
  • Identify the Applicant’s roles and responsibilities in eGrants

eGrants Scenario

Businesswoman
Listen to SallyAudio transcript

Your Role: A new Mitigation Grants Coordinator

Supervisor’s Name: Sally Watkins, Hazard Mitigation Grants Supervisor

Agency: Columbia Emergency Management Agency

Problem: You have been given the task of managing applications for FEMA’s hazard mitigation grant programs.

To Date: You have learned you how to navigate within the eGrants system.

The Next Step: Sally will explain the Applicant’s role as an eGrants System Administrator.

Hi, this is Sally Watkins. I wanted to tell you that Applicants, like the Columbia Emergency Management Agency, play an important role in the managing of subapplications and applications. I’d like you to take some time to learn about the responsibilities that Applicants have and how to use eGrants to manage them.

Applicant Roles — eGrants System Administration

In eGrants, Applicants have three main roles:

  • eGrants System administration
  • Application processing
  • Monitoring

eGrants System Administration:

Applicant users may be assigned a role that allows them to:

  • Set Administrative preferences for Subapplicant users
  • Manage Subapplicant user registration requests
Note Icon
Note
The eGrants System administration role is discussed in this lesson. In Lessons 6–12, we will discuss the application processing role. The monitoring role will be addressed in Lesson 13.

Applicant Roles — Application Processing

Application Processing:

Subapplications are created and submitted in eGrants in one of three ways:

  • Subapplicants can create subapplications electronically in eGrants and submit them through eGrants to the Applicant.
  • Subapplicants can create paper subapplications and submit them to the Applicant, and then the Applicant manually enters them into eGrants (Application Intake).
  • The Applicant can create subapplications directly in eGrants. In this case, the Applicant acts as a Subapplicant for its application. For example, the Applicant could create a subapplication for technical assistance for mitigation planning or a subapplication for management costs.

The Applicant must review subapplications whether they are submitted by Subapplicants in eGrants or manually entered and submitted on the Subapplicant’s behalf (Application Intake). Only subapplications approved by the Applicant may be included in an application to FEMA.

Flow of Subapplications: electronic or paper copies (through Application Intake) go through Applicant Review and Approval, to be included in Applications. Subapplications created by Applicants do not. See Appendix for alt text description.
Select this link for a full description of the image.

Applicant Roles— Monitoring

Monitoring:After an application has gone through the FEMA review process, if it is approved, the Applicant will need to view and print the award package.Recipients are also expected to monitor their federal award and subawards and submit Quarterly Performance Reports on their federal award to FEMA.

eGrants System Administration Role

As an Applicant user, you may be assigned a role that allows you to manage the user registration requests of your Subapplicants and set certain preferences in eGrants that control what your Subapplicant users can see and do. You must perform these functions before your Subapplicants can submit subapplications.

Another administration function is the printing of blank subapplications. Blank subapplications can be printed and sent to Subapplicants who do not have eGrants access.

Understanding Preferences

Preferences allow you to specify which additional features in eGrants will be available to all your Subapplicant users.

The preferences you can set are:

  • Enable subgrant Pre-Application: Activates the Project Pre-Application module, which requires Subapplicants to complete and submit a pre-application for their proposed projects. Pre-applications are not required for planning, technical assistance, or management costs subapplications.
  • Enable FEMA Grants Application: Allows a Subapplicant to view the SF-424 Application for Federal Assistance form.
  • Enable subgrant Assurances and Certification: Activates the Assurances and Certification section for Subapplicants to complete as part of their subapplication.
  • Enable External Email: Allows e-mail notifications to be sent to the Subapplicants from eGrants. If this preference is not enabled, no registration e-mails will be sent to registrants.
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Note
The preferences you select apply to all your Subapplicant users. You cannot set preferences for individual users.

Setting Administrative Preferences

Sally will show you how to set administrative preferences in eGrants for all of Columbia Emergency Management Agency’s Subapplicants.Scroll down to see slideshow captions.
The Administration hyperlink is emphasized on the Grant Applicant Homepage Task Menu. See Appendix for alt text description.
To activate the administrative preferences that will impact our Subapplicants, select the Administration link from the Grant Applicant Homepage.
Grant Applicants can activate preferences for all Subgrant Applicants. See Appendix for full text.
You can see the four preferences listed: Enable subgrant Pre-Application, Enable FEMA Grants Application, Enable subgrant Assurances and Certifications, and Enable External Email. We don’t require pre-applications and don’t allow our Subapplicants to view the SF-424 Application for Federal Assistance applications. So, select the “No” radio buttons in the Active column to the right of those options. But we do require the Assurances and Certifications section to be completed and want our Subapplicants to receive confirmation e-mails. Select the “Yes” radio buttons for the last two choices. Remember to select the Save and Continue button to save your choices.

Managing User Registrations

User Registration is the process by which information is collected from each user about his or her identity, the organization with which he or she is associated, and how he or she can be contacted. The actions that the user can perform are also set during User Registration.All users who want access to eGrants must register and be approved by an approving organization:

  • Applicants approve or deny registration requests from Subapplicants.
  • The FEMA Regional Office approves or denies registration requests from Applicants.
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Note
The requesting user cannot access eGrants until his or her registration request has been approved. eGrants does not automatically notify you of new registration requests, so you need to check for pending registrations on a regular basis.
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Note
Subapplicants must use a different Access ID than Applicants. Contact the FEMA Regional Office to receive an Access ID to provide to your Subapplicants.

Reviewing Pending Registrations

You can choose to either view all user registrations or view user registrations that are:

  • Pending
  • Approved
  • Denied/Revoked

Pending registrations are those access request forms that have been completed online and submitted by a new user but have not yet been reviewed and either approved or denied. If you have been assigned the user role to review and approve user registration requests from your Subapplicants, you must review pending registrations and either approve or deny the registration requests.

Reviewing Pending Registrations (Continued)

Sally will show you how to approve or deny a registration request.Scroll down to see slideshow captions.
The Administration hyperlink is emphasized on the Grant Applicant Homepage Task Menu. See Appendix for alt text description.
User registrations can be accessed by selecting the Administration link from the Grant Applicant Homepage.
Screenshot Administration Sidebar menu with hyperlinked options: Preferences, Pending User Registrations (0), Approved User Registrations (17), Denied/Revoked User Registrations (1), All User Registrations (18)
Using the hyperlinks on the Administration sidebar menu, you can access information on pending, approved, or denied/revoked eGrants user registrations.
Registration information can be viewed by selecting the hyperlinked user name on the Pending User Registrations screen. See Appendix for alt text description.
You can review the registration information for any user by selecting the hyperlinked user name.
To view registration information, assign role(s), or revoke/deny access to eGrants, select the Review link on the Pending User Registrations screen. See Appendix for alt text description.
For a pending registration request, select the Review link in the Action column to read the user’s registration information, select the user’s role or roles, or deny his or her access to eGrants.
To approve a registration request, select the View/Print (checked, highlighted), Create/Edit, (checked,  highlighted) or Sign/Submit (unchecked) checkboxes on the Review Registration screen. See Appendix for alt text description.
The Review Registration screen is displayed. To authorize the user’s registration, select the checkbox to the left of the access level options. Select the View/Print and Create/Edit checkboxes for this Subapplicant user.
The Action section of Review Registration screen: Select Role(s): top row emphasized (checkbox selected)View/Print, (checkbox selected)Create/Edit,  (checkbox selected)Sign/Submit; row below: (checkbox)Deny/Revoke (Comments are required)
Only those users that are authorized or have officially delegated signature authority by their organization should receive the Sign/Submit role in eGrants. It is best to have written confirmation from the organization authorizing the Sign/Submit authority. In that case, you would need to select all three checkboxes: View/Print, Create/Edit, and Sign/Submit.
If it is necessary to deny a user registration request, check the box to the left of the Deny/Revoke option (checked and highlighted) on the Review Registration screen. See Appendix for alt text description.
If, instead of authorizing access to eGrants, you needed to deny a user’s registration, you would select the checkbox to the left of the Deny/Revoke option. You are also required to enter a justification for the denial or revocation of access in the Comments text field.
highlighted Save and continue button
After you have selected the appropriate checkboxes, select the Save and Continue button.
Sample registration approval email. To: michael.johnson@rivercity.gov, Date: 03-17-2017, Subject: Registration Approval, From: leeh@fema.dhs.gov, Body: Your request for access to the FEMA Mitigation eGrants System has been approved.
A standard e-mail message advising the user of the denial or approval of his or her registration is displayed. You can modify/add to the e-mail text before sending it. You can add a line to the email informing the user that they now have View/Print and Create/Edit access privileges.

Approved Registrations

For each approved registration request, you may perform the following actions:

  • Review: Allows you to read the user registration, change the selected user role(s), or deny/revoke access to eGrants
  • Reassign Permissions: Allows you to select and reassign permissions for subapplications and applications that a user can access

For each denied/revoked user registration, you can perform the following action:

  • Review: Allows you to read the user registration and approve the registration by selecting user role(s)

Changing User Roles

Selecting the All User Registrations link, allows Grant Applicants to search and update roles authorized to Registered Users.  See Appendix for alt text description.
Sometimes it is necessary to change the roles that a user can perform in eGrants. For example, a user may request permission to Sign/Submit subapplications in addition to being able to View/Print and Create/Edit them.Roles are changed on the User Registrations screen. You can search for the specific user by selecting the All User Registrations link in the sidebar menu, selecting the Search button, and then inputting your search criteria.Select this link for a full description of the image.
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Note
The Search function is available for searching through pending, approved, and denied/revoked user registrations.

Reassigning User Permissions

Sometimes it is necessary to reassign permissions for subapplications that can be accessed by a user. For example, if a Subapplicant user is retiring and needs to provide his or her successor with access to a subapplication, the Applicant can use the Reassign Permissions function.
Note Icon
Note
FEMA can also reassign user permissions for Applicants.
Note Icon
Note
Be cautious when reassigning permissions. When you reassign permissions, you are reassigning access for all the Subapplicant user’s subapplications.

Lesson 5 Summary

Let’s review what you learned in this lesson:

  • Applicants have three major roles in eGrants: Administration, application processing, and monitoring.
  • You may be assigned a user role that requires you to manage the user registration requests of Subapplicants and to set certain preferences in eGrants that control what your Subapplicant users can see and do.
  • Preferences allow you to specify which additional features available in eGrants will be available to your Applicant and Subapplicant users.
  • The preferences you select apply to all of your Subapplicant users.
  • All users who want access to eGrants must register and be approved by an approving organization.
  • FEMA approves registration requests from Applicant users, and Applicant users approve those from Subapplicant users.
  • Users can be assigned View/Print and Create/Edit roles. Sign/Submit access is restricted to users with officially authorized signature authority.
  • Sometimes it is necessary to change the roles (actions) a user is allowed to perform within eGrants. Roles are changed through the User Registrations.

Lesson 6 Overview

Upon completion of this lesson, you should be able to:
  • Identify the types of subapplications
  • Identify the three methods of entering subapplications into eGrants
  • Identify the advantages and disadvantages of copying existing subapplications in eGrants
Businesswoman
Listen to SallyAudio transcript

Your Role: A new Mitigation Grants Coordinator

Supervisor’s Name: Sally Watkins, Hazard Mitigation Grants Supervisor

Agency: Columbia Emergency Management Agency

Problem: Columbia Emergency Management Agency wants to apply for funds to cover the cost of managing a flood mitigation grant.

To Date: You have learned about the Applicant’s role in eGrants.

The Next Step: Sally will show you how to create an Applicant acting as Subapplicant subapplication in eGrants.

Hi, this is Sally again. The Agency wants to create a subapplication to help cover the costs of managing the overall flood mitigation federal award. I need to show you the different options for creating subapplications in eGrants.

Subapplication Types

It is important to know which type of subapplication is being proposed because the sections required for each type varies.

Select this link for a chart of the required subapplication sections.There are four types of subapplications in the eGrants system:

Project: Project subapplications are completed for any mitigation measure or activity proposed to reduce the risk of future damage, hardship, loss, or suffering. Typically, projects are “brick and mortar” construction or a type of physical measures. Examples of activities that are eligible project types are acquisition, elevation, or relocation of flood-prone properties or retrofitting buildings to withstand wind or seismic events. There are also other mitigation activities that may be considered. For a complete list, please refer to the latest Hazard Mitigation Assistance (HMA) Guidance and Addendum at URL https://www.fema.gov/hazard-mitigation-assistance-program-guidanceA FEMA-approved hazard mitigation plan is required to receive a project subaward.

Planning: Planning subapplications are completed for local, state, territorial, federally recognized tribal, or multi-jurisdictional mitigation planning activities that will result in the creation of a new or updated mitigation plan. Planning subapplications are for completing mitigation plans that demonstrate the Subapplicant’s commitment to reducing risks from natural hazards and serve as a guide for decision makers as they commit resources. A FEMA-approved hazard mitigation plan is not required to be able to receive a planning subaward.

Subapplication Types (continued)

Management Costs: Management costs subapplications are completed for activities that are directly related to the administration of federal awards or promotion of mitigation activities and may include activities such as outreach and training, environmental/historic preservation reviews, developing applications, performing Benefit-Cost Analyses, etc.

Technical Assistance: Technical assistance subapplications are completed for activities that promote the FMA grant program to communities.

Required Sections for Subapplications

 
 

Project

Planning

Management Costs

Technical Assistance

Subapplicant

x

x

x

x

Contact

x

x

x

x

Community

x

x

x

x

Mitigation Plan

x

x

   
Scope of Work

x

x

x

x

Properties

x

     
Schedule

x

x

x

x

Cost Estimate

x

x

x

x

Cost Share

x

 

x

x

Cost Effectiveness

x

     
Environmental/Historic Preservation

x

     
Evaluation

x

x

   
Assurances and Certification

x

x

x

x

Comments and Attachments x x x x
Note Icon
Note
Management costs subapplications are available only for Applicants. Applicants must complete a separate management costs subapplication to apply for their management costs. However, Subapplicant management cost activities, if necessary, are to be included in the Subapplicant’s project or planning subapplication.
Note Icon
Note
Technical assistance subapplications are available only to Applicants acting as Subapplicants.

Methods of Entering Subapplications

There are three methods for entering subapplications into the eGrants system:

  • Subapplicants can submit electronic subapplications to Applicants in eGrants.
  • Subapplicants can submit paper subapplications to the Applicant who enters them into eGrants on behalf of the Subapplicant through the Application Intake process.
  • Applicants can also enter their own subapplications in eGrants (e.g., management costs and technical assistance subapplications) that can be included in their application.
Flow of Subapplications: electronic or paper copies (through Application Intake) go through Applicant Review and Approval, to be included in Applications. Subapplications created by Applicants do not. See Appendix for alt text description.
Select this link for a full description of the image.
Note Icon
Note
Blank eGrants subapplications are available through the Print Blank Application link on the Grant Applicant Homepage, the Subgrant Applicant Homepage, and the FEMA website. It is much easier for the Applicant to enter subapplication information if Subapplicants use the blank eGrants paper subapplication.

Creating a New Subapplication

One of the options on the Grant Applicant Acting as Subgrant Applicant section of the task menu on the Grant Applicant Homepage is Create New Subgrant Application. This option allows you to create a blank subapplication into which you will enter all the appropriate data.

In your case, starting with a blank subapplication is appropriate. Sally has all the necessary data for you to input for the Columbia Emergency Management Agency Management Costs subapplication. She will demonstrate how to create an Applicant acting as Subapplicant subapplication.

Scroll down to see slideshow captions.

Grant Applicant Acting as Subgrant Applicant task menu: (hyperlinked) Create New Subgrant Application (emphasized), Work on In-Submitted Subgrant Application(s), Work on Submitted Subgrant Application(s)
The process to create a new subapplication by copying sections of an older subapplication, is the same as starting a new one, with one difference. To begin, select the Create New Subgrant Application link in the Grant Applicant Acting as Subgrant Applicant section of the Grant Applicant Home Page.
Screenshot of Create New Grant as Subgrant Application screen. Application title: Management Cost for Columbia EMA. See Appendix for alt text description.
The first step in creating a subapplication is to give it a title. It is recommended that you include the location and type of activity in the title of the subapplication. In the Application Title field, you need to enter the name of the Columbia management cost subapplication. So type “Management Cost for Columbia EMA.”
Screenshot of Create New Grant as Subgrant Application screen. Application title: Management Cost for Columbia EMA. See Appendix for alt text description.
Select the Application Type drop-down menu. This drop-down menu has four options—Project Application, Planning Application, Management Cost Application, and Technical Assistance Application. You need to select the most appropriate option. In our case, it is the “Management Cost Application.”
highlighted Save and continue button
Select the Save and Continue button to move to the next screen.
To start a new subgrant application, select the Start New Application button from the Start New Subgrant Application screen. See Appendix for alt text description.
The Start New Subgrant Application screen appears. You now have two options: You can start with a blank subapplication or you can copy an existing subapplication. We are going to start with a blank subapplication, so select the Start New Application button.
The Status column displays Complete or Incomplete links for each section of a subgrant application. Selecting a link will open that section of the application for data entry or updating. See Appendix for alt text description.
The Application Status screen is displayed. To begin working on a subapplication section, select its corresponding link in the Status column.

Copying an Existing Subapplication

You can also begin a new subapplication by copying an existing subapplication. The resulting subapplication will be partially or completely filled with data from the earlier one, depending on which sections of the subapplication you selected for copying and the status of those subapplication sections.

Subapplications may be copied from one subapplication type to another (e.g., project to planning); however, only the relevant sections will be available to copy. The Copy Entire Application function is available only if you are copying the same subapplication type.

Note Icon
Note
If you choose to copy the entire subapplication, all attachments and comments associated with the subapplication will also be copied.

Copy an Existing Subapplication (continued)

While Sally wants you to start with a blank subapplication, she wants you to learn how to copy one in case you need to do so in the future.Scroll down to see slideshow captions.
Grant Applicant Acting as Subgrant Applicant task menu: (hyperlinked) Create New Subgrant Application (emphasized), Work on In-Submitted Subgrant Application(s), Work on Submitted Subgrant Application(s)
The process to create a new application by copying sections of an older application, is the same as starting a new one, with one difference. To begin, select the Create New Subgrant Application link in the Grant Applicant Acting as Subgrant Applicant section of the Grant Applicant Home Page.
Screenshot of Create New Grant as Subgrant Application screen. Application title: Management Cost for Columbia EMA. See Appendix for alt text description.
Like before, you first need to give your subapplication a title. In the Application Title text field, you need to enter the name of the subapplication. So, type “Management Cost for Columbia EMA” in the text field.
Select the Application Type from the dropdown menu on the Create new Grant as Subgrant Application screen. The example shows: Management Cost Application. See Appendix for alt text description.
Next, select the Application Type drop-down menu to see the options. We need to select the “Management Cost Application” option for our subapplication. Then, select the Save and Continue button to open the Start New Application screen.
Select the View Application link on the Start new Subgrant Application screen to preview an existing subgrant application to choose which sections to copy to a new one. See Appendix for alt text description.
You can either choose a subapplication you are familiar with or you can view subapplications to see if they’d be a good match for copying by selecting the View Application link.
Select the Copy Existing Application on the Start New Subgrant Application screen to choose which sections to copy from an existing subgrant application to a new one. See Appendix for alt text description.
On the Start New Subgrant Application screen, select the radio button in the Select column to the left of the subapplication you wish to copy. You can select the Columbia EMA Multihazard Mitigation Project subapplication. Then select the Copy Existing Application button.
Screenshot of Copy Subgrant Applications Sections screen. Example shows the Subapplicant, Contact, and Community sections checkboxes selected. The Schedule checkbox is blank. See Appendix for alt text description.
You can select the checkbox to the left of each section you wish to copy. You want to select the checkboxes for the Subapplicant, Contact, and Community options. Then, select the Save and Continue button to save the copied sections to your newly created subapplication in the eGrants system.
After copying sections from an existing application, the Application Status screen displays Complete for the Contact and Community sections. See Appendix for alt text description.
The Status column on the Application Status screen for the new subapplication displays “Complete” links for the sections we copied from the existing subapplication. We will need to update some of the Subapplicant section for it to be complete.

Copying Risks

When copying an existing subapplication, you need to be careful to avoid copying the following information:

Outdated Information: Since the original subapplication was created in the past, some information may have changed. For example, contact information may have changed since the previous subapplication was created. Also, the grant program guidelines may have changed.

Irrelevant Information: While the original subapplication may have been for a similar project, it’s not safe for you to assume that all of the information in an existing subapplication will be appropriate for a new one.

It’s always best to review every item in a subapplication for accuracy prior to submission. Further, it’s a good idea to review the grant program regulations and guidance to ensure all required and relevant information is provided in the subapplication.

Lesson 6 Summary

In this lesson, you learned:

  • Subapplications can be created by:
    • Subapplicants directly in eGrants
    • Applicants on behalf of Subapplicants (Application Intake)
    • Applicants acting as Subapplicants
  • There are four types of subapplications:
    • Project subapplications, which are completed for any mitigation measure or activity proposed to reduce the risk of future damage, hardship, loss, or suffering
    • Planning subapplications, which are completed for local, state, territorial, federally-recognized tribal, local, or multi-jurisdictional mitigation planning activities
    • Management costs subapplications, which are completed for activities that are directly related to the administration of federal awards
    • Technical assistance subapplications, which are completed for activities that are directly to activities that promote the FMA grant program to communities.
  • Subapplications can be created either by creating a new subapplication or by copying sections of an existing subapplication.
  • When copying sections of an existing subapplication, be careful to avoid outdated and/or irrelevant information.

Lesson 7 Overview

Upon completion of this lesson, you should be able to:
  • Identify the steps to create a new subapplication using the Application Intake process
  • Identify the information collected in the different sections of Flood Mitigation Assistance (FMA) and Pre-Disaster Mitigation (PDM) subapplications

eGrants Scenario

Businesswoman
Listen to SallyAudio transcript

Your Role: A new Mitigation Grants Coordinator

Supervisor’s Name: Sally Watkins, Hazard Mitigation Grants Supervisor

Agency: Columbia Emergency Management Agency

Problem: The Columbia Emergency Management Agency wants to secure federal funding to support flood mitigation programs proposed by communities around the state. A local government has submitted a paper subapplication for a proposed floodplain acquisition project.

To Date: You have created a new subapplication in eGrants using the Application Intake process.

The Next Step: Sally will show you how to enter the data provided on the paper subapplication into the sections of the new subapplication in eGrants.

Hello, this is Sally. Last time we met, you learned how to create a subapplication in eGrants. Now I would like you to begin entering the information from the River City paper subapplication into eGrants. I know that you will have to complete several Applicant acting as Subapplicant subapplications for the state, and entering the paper subapplication will be a good chance for you to learn about each section of the subapplication.

Entering a Paper Subapplication (Application Intake)

Entering a paper subapplication into eGrants is the same as creating a subapplication, except the Applicant user has to certify that a signed copy of the paper subapplication is on file. Subapplication numbers for subapplications submitted in paper form are marked with a red P in the eGrants system.Sally will demonstrate how to enter a paper subapplication.Scroll down to see slideshow captions.
Select the Enter Paper Subgrant Application (Application Intake) link from the Grant Applicant Homepage to begin entering a paper subgrant application. See Appendix for alt text description.
Subapplicants sometimes submit paper copies of their subapplications. To enter the data from a paper copy into eGrants, you will look for the Subgrant Applications section on the Grant Applicant Homepage and select the Enter Paper Subgrant Application (Application Intake) link.
Enter the title of the subgrant application, with location and type of activity, on the Enter Paper Subgrant Application screen. The example shows "River City Floodplain Acquisition Project — Phase 1." See Appendix for alt text description.
On the Enter Paper Subgrant Application screen, you need to enter the subapplication title. The subapplication we received is titled, “River City Floodplain Acquisition—Phase 1,” so type that name in the Application title text field.
Select either Project Application or Planning Application from the Application Type drop-down menu on the Enter Paper Subgrant Application screen. See Appendix for alt text description.
Select the Application Type drop-down menu. This menu has two options: Planning Application and Project Application. For this subapplication, you need to select “Project Application.”
When applicable, enter a Paper Document Control number on the Enter Paper Subgrant Application screen. The example shows: P-05-CL-FY17. See Appendix for alt text description.
Some Applicants have a document control system that assigns each paper subapplication a control number. The Columbia Emergency Management Agency has such a system. In the Paper Application Document Control Number text field, enter the document control number “P-05-CL-FY17” for this subapplication.
Bottom of Enter Paper Subgrant Application screen. To certify your paper application, check the box below. * (checked box) I, Columbia new Hire, acknowledge the creation of paper subgrant application. Save and Continue button (highlighted).
Next, check the electronic signature checkbox to the left of your name to certify that you are processing the paper subapplication. Then, select the Save and Continue button.
To continue entering a paper subgrant application, select either the Start New Application (highlighted) or Copy Existing Application button on the Start New Subgrant Application screen. See Appendix for alt text description.
On the Start New Subgrant Application screen, select the Start New Application button.
The Application Status screen for a paper subgrant application appears. Select a status link, Incomplete or Complete, to open a section of the application. See Appendix for alt text description.
The paper subapplication is created and the Application Status screen appears. For paper subapplications, the Application Status screen displays this message in red type: “This is a paper application.”

Subapplication Sections

Each subapplication contains numerous sections. Planning, project, management costs, and technical assistance subapplications contain different section combinations.

The subapplication sections are available through the sidebar menu as shown in the example on the right side of the screen. The sections also appear in the Application Status screen when a new subapplication is created. All sections of a subapplication must have a status of “Complete” before it can be successfully submitted to FEMA in its application.

Preview all the sections of a project subapplication. Select the numbered links on the sidebar menu. Clicking on the image that appears will display a dialog box with important details about that section.

After you become familiar with the information required in each section, Sally will demonstrate how to complete the sections for a Flood Mitigation Assistance (FMA) subapplication using the data from the paper subapplication.

Application Status Subapplicant Contact Community Mitigation Plan Scope of Work Properties Schedule Cost Estimate Cost Share Cost Effectiveness Environmental/Historic Preservation Evaluation Assurances and Certifications Comments and Attachments Review and Submit Application

The Sidebar Menu lists the application sections and navigation links.

Click on each numbered link on this sidebar menu to access information about the subapplication sections.
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Click on the image for more information.

Screenshot of eGrants Applicaton Status screen.

Application Status

You can use this page to monitor your progress toward completing the subapplication. It is also a quick way move between sections by selecting the status link located beside the section on which you would like to work.
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Screenshot of subapplicant section.

Subapplicant Section

This section is used to collect information necessary to identify the Subapplicant organization. If an Applicant is acting as a Subapplicant, then this information is about the Applicant. You can search for the organization using the Find Organization button, and much of the information will be added automatically. If you need an explanation of any of the fields, select the hyperlinks or Help links associated with those fields.
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Contact Section

This section is used to collect contact information about personnel within the Subapplicant organization, or the Applicant organization acting as a Subapplicant. You need to provide information for both the authorized agent and a Point of Contact (POC). The Help links provide information to help you complete the section.
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Screenshot of eGrants Community Section. Used to collect information to identify the community where the subgrant funds will be applied. See Appendix for alt text description.

Community section

The Community section is used to collect information about the community that will benefit from the federal subaward. You can search for information on a community by clicking the Find Community button. We will learn more about this section later in this lesson.
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Screenshot of eGrants Mitigation Plan section. Documents your FEMA-approved hazard mitigation plan. Search for a submitted plan in the FEMA Plans Repository by selecting the Find Plan button. See Appendix for alt text description.

Mitigation Plan Section

This is where you provide information about our FEMA-approved hazard mitigation plan. You can search for a previously submitted mitigation plan in the FEMA Plans Repository by selecting the Find Plan button.
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Screenshot of eGrants Scope of Work section. Details information about the mitigation activities proposed in your subgrant application. See Appendix for alt text description.

Scope of Work Section

This is where you provide detailed information about the mitigation activity proposed in our subapplication.

There are three parts to the Scope of Work section. Part 1 asks for the name, type of hazard to be mitigated, type(s) of mitigation activity(ies) proposed, and a description of the location of the affected area. For Flood Mitigation Assistance subapplications, it is important to specify “Flood” as the primary type of hazard to be mitigated.

Part 2 asks for latitude and longitude for the project area; an explanation for the need for the activity, who it will benefit, and how the activity will be implemented; and information on the project manager and contractors for the project. In addition, details on the technical feasibility of the project are required.

Part 3 asks for information on how the project will address the identified hazard and any residual risks that will remain after completion of the project. It also asks for information on when the activity will take place, why the activity was selected from other alternative solutions, and information on long-term maintenance that will be provided for the area impacted.

We will learn how to complete Part 1 of the Scope of Work section later in this lesson.

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Screenshot of eGrants Properties section. This is where you add information about the properties that will be affected by your project. See Appendix for alt text description.

Properties Section

This is where you add information about the properties that will be affected by your project. You can manually add property information by selecting the Add Property button.You can also add multiple properties at one time by selecting the Import Property button and uploading an Excel spreadsheet with the property information. You can download a sample Excel file by using the link within the Import Properties screen. You must add properties for each proposed activity.You must complete all four pages of the Properties Section to successfully submit your subapplication.For Flood Mitigation Assistance subapplications, it is necessary to provide the National Flood Insurance Program (NFIP) policy number for each property listed.
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Screenshot of eGrants Schedule section.

Schedule Section

This section is where you add information about each task necessary to complete the mitigation activity you’re proposing in your subapplication.
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To complete the Cost Estimate section, select the Add Item button. This opens the Add Item screen with data entry fields for Item name, subgrant budget class, unit quantity, unit of measure, and unit cost. See Appendix for alt text description.

Cost Estimate section

The Cost Estimate section is for identifying the details of budgeted items described in the Scope of Work section. All costs must be based on industry standards. Note that maintenance costs are not included. Select the Add Item button to open a new screen to document estimated costs for elements listed in your proposed Scope of Work. We will learn more about this section later in this lesson.
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eGrants Cost Share section. Based on Cost Estimate section, Cost Share section to calculate the federal and non-federal share documents funding sources. See Appendix for full text.

Cost Share section

After the Cost Estimate section is complete, you use the Cost Share section to calculate the federal and non-federal share of the estimated costs and to document your funding sources. We will learn more about this section later in this lesson.
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Screenshot eGrants Cost Effectiveness section. This section documents the cost-benefit analysis and the estimated total cost of mitigation projects or plans. See Appendix for alt text description.

Cost Effectiveness section

The Cost Effectiveness section collects information about the cost effectiveness of the proposed mitigation activity. The information to be provided here is based on a FEMA-approved Benefit-Cost Analysis. This section documents your analysis of the expected benefits and the estimated total cost of the proposed mitigation project or mitigation plan. Maintenance costs are included in the Benefit-Cost Analysis, so it is important to use the Total Project Costs figures generated through that analysis when completing this section.For planning subapplications, none of the fields in this section is required. Therefore, when you first start the subapplication, the status of this section will be identified as “Complete.”
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Screenshot of Environmental/Historic Preservation Review screen.

Environmental/Historical Preservation Review section

This section gathers information on your proposed mitigation project in terms of 11 different environmental and historic preservation laws and executive orders. Most planning subapplications qualify for a Categorical Exclusion (CATEX). However, project Subapplicants must answer questions in all sections.
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eGrants Evaluation section. Pre-Disaster Mitigation Subapplicants must provide details on their projects and planning for the National Ranking and Evaluation process. See Appendix for full text.

Evaluation section

A Subapplicant must complete this section if applying to the Pre-Disaster Mitigation program. Detailed information about the proposed project or mitigation plan must be provided, which will be used by the Applicant to rank subapplications within an application. If a Subapplicant is applying to the FMA program, the “Not Applicable” box can be checked.
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Screenshot of eGrants Assurances and Certifications section. The Assurances and Certifications section provides documents listing Federal requirements for FEMA grants.  See Appendix for alt text description.

Assurances and Certifications section

This link will only be available if the Assurances and Certifications section is enabled by the Applicant. The Assurances and Certifications section provides documents listing federal requirements for FEMA grants.
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Screenshot of eGrants Comments and Attachments section.

Comments and Attachments section

The Comments and Attachments section displays all the comments entered for and documents that have been attached to your subapplication for easy review. You can also use this section to attach additional electronic files or indicate that you are sending supporting document via regular mail. To facilitate the review of the subapplication by the Applicant and FEMA reviewers, it is best to add comments and attachments directly to the section they concern. We will learn more about this section later in this lesson.
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Screenshot of eGrants Review and Submit Application section. Displays the completion status of subgrant application sections. See Appendix for alt text description.

Review and Submit Subgrant Application section

Using this section, you can review the completion status of each section of your subapplication. All sections must have a status of “Complete” before the subapplication can be successfully submitted to the Applicant. We will learn more about this section later in this lesson.

Subapplicant Section

The Subapplicant section will appear for all subapplication types. A complete Subapplicant section will contain detailed information about the organization submitting the subapplication. The information includes tax number, type of Subapplicant, and non-profit status, if applicable. The fields on the screen that are marked with an asterisk (*) are required, while the remainder are optional.

Sally will help you work on the Subapplicant section of the River City Floodplain Acquisition—Phase 1 subapplication. She will provide you with the appropriate information from the paper subapplication. River City is the Subapplicant.

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The Find Organization button on the Subapplicant screen ensures that the Subgrant Applicant name is consistent across all eGrants applications. "River" is entered in the text field on the example.
To help you complete parts of the Subapplicant section, there are features built into eGrants that provide information. The first one is the Find Organization button. We use this to make sure that the name of the Subapplicant is consistent throughout eGrants. You need to enter the first few letters of the Subapplicant’s name in the text field. In our case, River City is applying for a subaward. So, type “River” in the Name of Subapplicant text field and select the Find Organization button.
A list of organizations that match your search criteria are displayed on the Search Results screen. See Appendix for alt text description.
The Search Results screen appears and displays a list of organizations. Select the radio button in the Select column next to the name River City. Then, select the Select Organization button. This inserts the name of the Subapplicant and the State field automatically into the Subapplicant section.
This inserts the name of the Subapplicant and the State automatically into the Subapplicant section. Select the Type of Subapplicant drop-down menu to display the types of Subapplicants. This drop-down menu has six options. We need to choose the appropriate Subapplicant type. In our case, we should select the “Local Government” option. At this point, you can scroll down and complete the other fields on this screen.

Contact Section

The Contact section collects information about whom to contact if there are questions about the subapplication. The Contact section requires that contact information for an Authorized Subgrant Agent be provided such as name of the agent, name of the agency, address (i.e., of the agency/organization), phone number, and e-mail address.A Point of Contact (POC) is not required, but is suggested. Both the POC and the Authorized Subgrant Agent may be notified via e-mail by the Applicant regarding the status of the subapplication once it has been submitted.

Community Section

The Community section collects information about the community that will benefit from the proposed mitigation activity.

Subapplicants should include information defining the project area in the Community Profile field in this section. The project area information will include details such as descriptions of the general population, special populations, significant industries, and businesses.

Sally is ready to show you how to enter the Community section of the River City subapplication.

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Select the Find Community button on the Community section screen to search for a name to complete the subgrant application.
When you select the Community link on the sidebar menu, the Community section screen appears. From here, select the Find Communitybutton.
To search for information about River City, you can complete either the Community Name or County Name field. You don’t need to do both. You also don’t need to type the entire name. eGrants can start a search using only a single letter. However, that can produce an undesirably long list of results. Today, just type “Rive” into the Community Name text field.
When completing the Community section, the results of a Find Community search can be sorted by several filters. The example shows Community Name selected. See Appendix for alt text description.
Next, select the Sort By drop-down menu. eGrants can sort the results by six different criteria. Select the “Community Name” option.
A Results per Page drop down menu allows you to view 5, 10, 15, or 20 listings per page of the results of your Find Community search.
Then, select the Results per page drop-down menu. This lets you determine how many search results will appear on each page. Select the “20” option. Finally, select the Search button.
Use the radio button to the left of the desired community name to populate data fields in the Community section of a eGrants subgrant application.
When the list of results appears, you’ll want to select the radio button in the Select column on the left side of the community name you desire. We want to select the “River City” option.
The selected community name appears on the Community page.
You see River City’s name appear on the Community screen. Now you can scroll down and complete other fields on the screen.

Mitigation Plan Section

The Mitigation Plan section allows the Subapplicant to provide the status of the local, state, or tribal mitigation plans.If there is a FEMA-approved plan in compliance with 44 CFR Part 201 on file with FEMA, eGrants users can use the Find Plan button to locate the electronic copy of the plan in the Plans Repository and auto-fill the plan information in this section. If the plan is not in the Plan Repository, Subapplicants should enter the name, type, and approval date of the plan. If any other mitigation plan has been adopted, the Subapplicant should provide information by selecting the Add Plan button.For project subapplications, Subapplicants must describe how the proposed activity relates to or is consistent with the local, state, or tribal plans.

Mitigation Plan Section (continued)

Sally will show you how to begin the Mitigation Plan section for the paper subapplication. You will use the Find Plan button, since River City has indicated that it has a FEMA-approved mitigation plan.Scroll down to see slideshow captions.
To begin working on the Mitigation Plan section of a subgrant application, select the Incomplete Status link next to the section name on the Application Status screen. See Appendix for alt text description.
From the Application Status page, select the Incomplete link in the Status column on the right of the Mitigation Plan section.
Select a Yes, No, or Not Known radio button to indicate if community is covered by a FMEA approved Multihazard mitigation plan. If answer is Yes, select the Find Plan button. See Appendix for alt text description.
You can select the radio button on the left of the Yes, No, or Not Known options to indicate whether the community that will benefit from the proposed activity is covered by a current FEMA-approved multihazard mitigation plan. River City is covered, so select the Yes radio button. Since the River City plan is on file with FEMA, you can search for it and have the plan information automatically added to the form. To begin your search, select the Find Plan button.
You can use several criteria to search the FEMA Plans Repository including Plan type. The drop down menu displays five options including: Local Multihazard Mitigation Plan (selected).
The Find Plan screen appears. You can search the Plans Repository by entering and sorting by the following criteria: Plan Name, Plan Type, Plan Applicant, Jurisdiction Name, CID Number, Author, and Plan Status. For the River City plan, select the Plan Type drop-down menu. This drop-down menu has five options. You need to select the”Local Multihazard Mitigation Plan.” Then, select the Search button.
The Search Results page shows a plan that matched the criteria selected. It is the V3MR7 Local Single Jurisdiction Plan (selected), and the Select Plan button is highlighted and emphasized. See Appendix for alt text description.
Plans that match our search are listed. Select the radio button in the Select column that corresponds with the River City local single jurisdiction plan. Then, select the Select Plan button.
After selecting a plan from the Plans Repository, you must enter a description of how the proposed activity is consistent with the FEMA-approved mitigation plan. See Appendix for alt text description.
You can see that the plan information is automatically populated from the plan you have selected. You now need to enter an explanation of how the proposed activity relates to or is consistent with the FEMA-approved mitigation plan in the description text field.
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Then, select the Save and Continue button.

Scope of Work Section

The Scope of Work section is for providing more detailed, specific information about the proposed mitigation activity, including a detailed description of the activity, its location, the method proposed to complete the activity, feasibility data, and identification of the contractors and project manager. This level of detail will provide the Applicant, as well as FEMA, with sufficient information to evaluate the proposed activity for effectiveness and eligibility for a subaward.
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Note
The information required for the Scope of Work section differs for planning, project, management costs, and technical assistance subapplications.

Complete the Scope of Work Section

Sally would like to show you how to complete the Scope of Work section for the River City Floodplain Acquisition—Phase 1 subapplication.Scroll down to see slideshow captions.
Select the Add Activity button on the Scope of Work section to list a proposed mitigation activity.
The Scope of Work section has three parts. In the first part, we need to identify the types of mitigation activities proposed in the River City subapplication. From the Identify Hazard(s) to be mitigated drop-down menu, select the “Flood” option. Then, select the Add Activity button.
Select up to 20 mitigation activity names and codes to be  displayed using the Display Options drop-down menu on the Add Activity screen.
We need to choose the activities proposed in the subapplication from the list provided. Select the Display Options drop-down menu to see up to 20 activities at once. Select the “Show 20” option so we can see a wide selection. Then, select the Go button.
Select the checkboxes left of the activities included in the Scope of Work proposed in your subgrant application.
You can add multiple activities at the same time. You just select the checkboxes in the Select column to the left of the activity names and codes. Right now, select the checkbox next to “Activity Code 200.1” for acquisition of property near a riverine flooding area. To see more of the list of activities, select the Next 20 button. Once we have selected the checkboxes for all of the activities we need to identify, select the Add Activitybutton.
The Scope of Work lists activity title, hazard type, and activity code(s).
The activity that we added now appears on the list on the Scope of Work screen.
highlighted Save and continue button
You can repeat those steps to add more activities or select the Save and Continue button. That will save that information you just added and take you to Parts 2 and 3 of the Scope of Work section.

Properties Section

In a project subapplication, the Properties section allows the Subapplicant to designate the properties to be mitigated for each project activity selected in the Scope of Work section. Before you can add a property to the Properties section, you have to complete the Scope of Work section. Some of the types of activities selected in the Scope of Work will require property information and some will not. You must complete all four pages of the Properties Section to successfully submit your subapplication.

There are four steps to adding a property. First, select the Add Property button for an activity that will impact a property. Second, you will need to enter the property address and information about the owner and co-owner, if applicable. The last two parts of this section collect information about the property such as:

  • Age and type of structure
  • Purchase price
  • Latitude and longitude
  • Membership in National Flood Insurance Program (NFIP) and policy number
  • Identification as a FMA Repetitive Loss property
  • Identification as a FMA Severe Loss property
  • Property Locator number
  • Base Flood and First Floor Flood Elevations (if required)
  • Property action

For FMA subapplications, it is necessary to provide the NFIP identification number for all properties.

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Note
The Properties section is only required for project subapplications.
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You can also upload or import a list of properties from a spreadsheet that will automatically populate the fields in the Add Property function.

Importing Properties Information

The River City Floodplain Acquisition project involves three properties. River City provided a compact disk containing a spreadsheet with the property data. If you upload it, the information will automatically populate the fields in the Add Property section.Sally will show you how to import the River City Properties data.Scroll down to see slideshow captions.
To import an Excel spreadsheet with information on properties to be mitigated, select the Import Properties button on the Properties (Page 1 of 4) screen. See Appendix for alt text description.
You can import Properties from an Excel spreadsheet. From the Properties screen, select the Import Properties button.
Select the Choose File button on the Import Properties screen to open the File Navigator on your computer to locate the Excel file with information on the properties to be mitigated. See Appendix for alt text description.
The Import Properties screen appears. Select the Choose File button to find the location of the Excel file on your computer.
Select the Excel file with information on properties to be mitigated from the list of documents on  your computer and select the Open button. See Appendix for alt text description.
Your computer’s file navigator window opens. Select the Excel file you need. Then, select the Open button.
The title of the selected file appears to the right of the Choose File button. Select the Import button to upload the Excel file to the Properties section of your subgrant application. See Appendix for alt text description.
The title of the Excel document appears in the text field to the right of the Choose File button. Select the Import button.

Schedule Section

The Schedule section is where you add detailed information about the length of time and sequence of each proposed activity listed In the Scope of Work section. You must list each task that is required to complete the activity, the expected timeframe, and when it should occur within the overall schedule for the activity. You are also required to provide information about the personnel who will perform each task.

Sally will show you how to add a task to the River City Floodplain Acquisition Project—Phase 1 schedule.

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Select the Add Task button on the Schedule screen to add a task to the schedule for a proposed mitigation activity listed on the Scope of Work section of a subapplication. See Appendix for alt text description
To add a task needed to complete the mitigation activity listed in the Scope of Work section of the River City Floodplain Acquisition—Phase 1 subapplication, select the Add Task button on the Schedule screen.
On the Add Task screen, enter a brief description of the task to be accomplished in the Description of Task text field. See Appendix for alt text description.
The Add Task screen appears. In the Description of Task text field you need to enter the name or a brief description of the task. Finalizing the agreements between River City and the State of Columbia is the first task that must be accomplished to begin the acquisition and demolition project. So enter “State-Local agreements” in the Description of Task text field.
In the Starting Point text field on the Add Task screen, enter the start day of the task, then select the unit of time from the drop down menu. Example shows: 1 Month(s). See Appendix for alt text description.
You must set a starting point for the mitigation project schedule. We will measure time for the project in months. In the Starting Point text field, enter “1.” Then, using the Unit of Time drop-down menu, select the “Month(s)” option.
To set the duration of the listed task, on the Add Task screen, enter a number in the Duration text field and select a unit of time from the drop-down menu. Example shows: 2 Months. See Appendix for alt text description.
Now it is time to document how long it is estimated to accomplish the task. The project manager estimated that it will take about two months to complete the state-local agreements, so enter “2” in the Duration text field. Then, using the Unit of Time drop-down menu, select the “Month(s)” option.
On the Add Task screen, type the name(s) of the people or companies that will accomplish the task listed in the Who will complete the work? text field. Example shows: CDEM, River City. See Appendix for alt text description.
The Add Task screen asks: “Who will complete the work?” This is where you would enter the titles of individuals or companies responsible for completion of the task. For the State-Local Agreements task, the Columbia Department of Emergency Management and the River City local government will do the work. So, enter “CDEM, River City” in the text field. Then select the Save and Continue button.
The Schedule screen asks to estimate the total duration of the proposed activity. Enter a number and use the Unit of Time drop down menu to set a limit. Example shows: 23 Month(s). See Appendix for alt text description.
The Schedule screen appears. The screen asks to “Estimate the total duration of the proposed activity.” If you total up all the time needed to finish all the tasks for the acquisition and demolition project, it comes to 23 months. So enter “23” in the Duration text field and select the “Month(s)” option from the Unit of Time drop-down menu. Then, select the Save button to add another task. When all tasks are entered, you can select the Save and Continue button to move onto the next section of the subapplication.

Cost Estimate Section

The Cost Estimate section provides the detailed line item budget for each proposed activity. If more than one mitigation activity is proposed, then the Cost Estimate is broken out by the activities identified in the Scope of Work section. The cost estimate must be itemized rather than listed as a lump sum. You’ll need to have at least two line items for the section to be considered complete. Personnel and Equipment are two common line item costs listed.

You must click the Add Item button to add each new cost item.

Information required for each cost item includes:

  • Item Name (i.e., general description of the cost)
  • Subgrant Budget Class (selected from a drop-down list)
  • Unit Quantity (e.g., 1,2,3…)
  • Unit Measure (e.g., each, acres, cubic feet, etc.)
  • Unit Cost per item

The cost estimate for each item, as well as the total Cost Estimate for all items, is automatically calculated.

Cost Share Section

The Cost Share section allows the Subapplicant to identify the total amount and sources of the Non-Federal Cost Share for the subaward. For example, the PDM grant program allows a maximum of 75% of the total cost estimate to be met by federal funds, and so a minimum of 25% of the total cost estimate must be met by non-federal funds. You can adjust the Proposed Non-Federal Share dollar amount to reflect the actual non-federal contribution to the subaward.

Sally will show you how to work on the Cost Share section of the River City subapplication.

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The Cost Share screen displays the funding sources and dollar amounts. The Proposed Non-Federal Share is the amount of money that will come from local government and community funds. The cash and in-kind contributions that River City has earmarked for the Floodplain Acquisition project total $150,870, so enter that amount in the Proposed Non-Federal Share text field. Then, select the Recalculate Sharebutton to determine the percentage of the total cost estimate that is represented by the revised non-federal Share contributions.
The percentage of non-federal funds in relation to the federal funds is adjusted and the funding totals are displayed after the Recalculate Share button is selected.
The recalculated dollar amounts and percentages for both the Proposed Federal Share and Proposed Non-Federal Share are displayed.

Cost Share (continued)

The Cost Share section also allows the Subapplicant to identify all of the sources of the non-federal funds and whether each source will be cash or in-kind services. You may list the funding sources by selecting the Add Cost Share button.

Information required for each cost share includes:

  • Source agency (e.g., state, local, private non-profit, tribal, etc.)
  • Name of source agency
  • Funding type (cash or in-kind)
  • Amount

This section also has an Attach File button to use to attach a funds commitment letter.

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Note
If cost share funds are added, then the total amount of cost share funds must equal the proposed non-federal share dollars in order for the Cost Share section to be complete.

Complete the Cost Share Section

Sally will show you how to complete the Cost Share section for River City Floodplain Acquisition—Phase 1 subapplication.Scroll down to see slideshow captions.
List matching Non-Federal funds sources, whether cash or in-kind services by selecting the Add Cost Share button.
To complete the rest of the Cost Share section, select the Add Cost Share button.
To enter the Non-Federal funding for the River City project, select the Funding Source drop-down menu. This menu has four options. Select the “Local Agency Funding” option to provide details about the funds promised by the River City community.
To identify a matching non-federal funding source, select the Name of Funding Source field and type the source.
Select the Name of Funding Source field and type the name of the source. The bulk of the funds will come from the River City government. So, type “Office of the Mayor” in the Name of Funding Source field.
To identify the type of matching non-federal funds, select the Funding Type drop-down menu.
Select the Funding Type drop-down menu. This menu has nine options. Select “Cash.” The total promised by the River City government also includes an in-kind donation of labor. You will add that cost share later.
To identify the amount of matching non-federal funds, select the Amount field and type amount. The example shows “130,870.00” in the Amount field. See Appendix for alt text description.
Select the Amount field. River City will contribute $130,870 to the Floodplain Acquisition project. So type “130,870” in the Amount field.
On the Cost Share screen, select the Attach File button to attach an electronic file of the funds commitment letter or indicate it is being sent through the mail. See Appendix for alt text description.
Now, select the Attach File button. You will follow the steps to attach an electronic file like I showed you earlier.
Select the Date of availability field. The funds will be released in August 2017. So type “08-20-2017″ into the Date of availability field.
On the Cost Share screen, the file name of the attached letter (Acquisition_AttachmentR_FundAuthorizationResolution_Draft.docx) appears. Select the Save and Continue button. See Appendix for alt text description.
The file name now appears on the Cost Share screen. Select the Save and Continue button.

Cost Effectiveness Section

The Cost Effectiveness section collects information about the cost effectiveness of the proposed mitigation activity. The information to be provided here is based on a FEMA-approved Benefit-Cost Analysis (BCA). The Benefit-Cost Ratio (BCR) is calculated by dividing the Net Present Value of the Project Benefits by the Total Projected Cost Estimate for the project. Select the Attach button to upload BCA documentation.Maintenance costs are included in the BCA, so it is important to use the Total Project Costs figures generated through that analysis when completing this section.This section is not required for planning subapplications.

Evaluation Section

The Evaluation section is used for entering detailed information on projects and plans in the PDM grant program’s National Review Process. Subapplicants are not required to complete all of the questions in this section; however, the Applicant must complete the section in order to approve the PDM subapplication (Refer to Lesson 11 for more information). This section is not included in management costs subapplications.

Specific details that need to be collected include:

  • Community participation in programs such as the Community Rating System and Firewise Communities
  • Desired outcomes, methodologies, performance expectations, timelines, milestones, and staff and resource plans
  • Partners’ involvement, long-term financial and social benefits, and outreach activities
  • Percentage of population benefiting, as well as the cost-effectiveness (BCA) of projects
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FMA Subapplicants may select the “Not Applicable” box in the Evaluation section.

Environmental/Historic Preservation Review Section

The Environmental/Historic Preservation Review section is required for project subapplications only. The EHP Review section does not appear on planning, management costs, or technical assistance subapplications.

The EHP Review section is broken down into 11 parts covering relevant environmental laws and executive orders. Responses to each of these sections allow FEMA Reviewers to identify any potential environmental impacts that may result from the mitigation activity and to identify remedies to eliminate or lessen any adverse impact.

To complete this section, you can either move through Sections A–K sequentially using the Save and Continue button, or use the drop-down menu to navigate to any of the sections.

Assurances and Certifications Section

This section of the subapplication will appear only if Assurances and Certifications is enabled by the Applicant in the administration preferences. The Assurances and Certifications section is intended to provide documents listing federal requirements for FEMA grants. There are three documents that may appear in this section. The first form listed in this section as Part I differs based on whether or not construction is proposed in the subapplication.

Part I: FEMA Form (FF) 20-16A, Assurances Non-Construction Programs: This document asks Subapplicants to certify that they will comply with a series of requirements including non-discrimination, environmental standards, and audits. If the subapplication circumstances do not include a Non-Construction program, select “Not Applicable” for this form.

or

Part I: FEMA Form (FF) 20-16B, Assurances Construction Programs: This document asks Subapplicants to certify that they will comply with a series of requirements including non-discrimination, environmental standards, and audits. If the subapplication circumstances do not include a Construction program, select “Not Applicable” for this form.

Part II: FEMA Form (FF) 20-16C, Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibilities Matters; and Drug-Free Workplace Requirements: This document asks Subapplicants to certify regarding lobbying, debarment, suspension, and other responsibility matters as well as drug-free workplace requirements.

Part III: SF-LLL, Disclosure of Lobbying Activities: This document asks Subapplicants to disclose their lobbying activities. Complete this only if you are applying for a subaward of more than $100,000 and have lobbying activities using non-federal funds. If those circumstances do not apply, select “Not Applicable” for this form.

Comments and Attachments Section

Many sections of the subapplication form have a Comments text field and an Attachments button. To facilitate the review of the subapplication by the Applicant and FEMA reviewers, it is best to add comments and attachments directly to the section they concern.

  • Comments are text only and may provide additional information.
  • Attachments may be any file type (e.g., Word documents, Excel spreadsheets, PDF files, etc.) up to 50 MB in size. For larger files or paper documents, a Subapplicant may indicate to the Applicant that additional documentation will be sent by mail. Whenever possible, Applicants should create electronic files by scanning these mailed documents and then attaching the electronic files to the subapplication. The attachment file name should clearly reflect the contents of the attachment.

The Comments and Attachments section consolidates all the comments and attachments in a subapplication for easy review. It also provides the Subapplicant with an opportunity to provide information not covered by the subapplication sections. This may include any information that could potentially help the Applicant or FEMA come to a decision regarding the subapplication or provide documentation to support information provided in the subapplication.

Completing the Comments and Attachments Section

Sally is ready to show you how to complete the Comments and Attachments section for of the River City Floodplain Acquisition subapplication.Scroll down to see slideshow captions.
To attach an electronic file or paper document to your eGrants application, select the Add button on the Comments and Attachments screen.
We are going to need to attach some supporting documents to the subapplication. While it is best to attach a document directly to the section to which it pertains, you can also do it in the Comments and Attachments section of the subapplication. Once you are on the Comments and Attachments screen, you’ll begin the process by selecting the Add button.
To identify which section of the application to which you wish to attach the document, select the Name of Section drop-down menu.
From the Name of Section drop-down menu, select the section of the subapplication to which you want to attach the document. The menu has seven options. We have a Word document we want to attach to the Scope of Work section, so select the “Scope of Work” option.
To provide comments regarding the attachment to your eGrants subgrant application, select the Comments field and type a brief description.
You need to provide a short explanation about the document you are attaching. The document we want to attach explains the rationale for the project. In the comments text field, type “Rationale and Plan for Acquisition Project.” Then, select the Attachments button. You can attach the document as an electronic file or send it as a paper document through the mail. I will show you how to do both processes in eGrants.

Electronic Files

Within the Comments and Attachments section, Subapplicants are provided with the opportunity to attach various files that provide additional information to the Applicant and FEMA. These files may be either paper or electronic.

Sally will show how you how to attach an electronic file in the Comments and Attachments section of the River City Floodplain Acquisition—Phase 1 subapplication.

Scroll down to see slideshow captions.

To upload an electronic file from your computer as an attachment to your subgrant application, select the Electronic File radio button from the Attach Document screen.
After you have selected the Attach File button, you will see the Attach Document screen appear. You will need to upload the Word document to be able to attach it to the Scope of Work section of the subapplication. Select the Electronic File radio button to upload the file to the subapplication.
To attach an electronic file to a subgrant application you must identify operating system.
It is necessary to identify the computer operating system that was used to create the file. To do that, select the Operating System drop-down menu. This menu has four options: Windows, Macintosh, Unix, and Other. We are going to upload a Word file and Word is a Microsoft ® product, so select the “Windows” option.
To attach an electronic file to your subgrant application, you must identify the software used to create the file.
We also need to identify the format of the file being attached. Select the File Format drop-down menu. This menu has 12 options. Since we want to upload a Word document, select the “MS Word” option.
To attach an electronic file to a subgrant application, you must indicate if the file is compressed. Select the Compression Format drop-down menu. There are four options—None, Zip, Win RAR, and Other. See Appendix for alt text description.
Sometimes large files are compressed (or zipped) to make it easier to upload and download them. You need to indicate if you have compressed the file you wish to upload. Select the Compression Format drop-down menu. This menu has four options: None, Zip, Win RAR, and Other. The Word document we want to attach doesn’t have a very large file size, so we won’t need to compress it in order to upload it. So, select the “None” option.
To locate the electronic file you wish to upload as an attachment to your subgrant application, select the Choose File button on the Attach Document screen.
To find the file you want to upload, select the Choose File button.
Locate and select the electronic file you wish to attach to your subgrant application from list of files on your computer.
This opens the file explorer on your computer so you can navigate to and select the file you want to attach. Select the document titled “Rationale and Plan for Acquisition Project,” and select the Open button.
highlighted Save and continue button
Then, select the Save and Continue button.
As a confirmation that the electronic file has uploaded, an abbreviated version of name of the file will appear to the right of the Choose File button on the Attach Document screen.
You will see an abbreviated version of the file name appear to the right of the Choose File button. That serves as a confirmation that the document uploaded successfully. Select the Save and Continue button to move onto the next section.

Paper Files

In many cases, documents to be attached within the Comments and Attachments section of a subapplication may exist only as a hard copy or in a paper form. In that case, the Subapplicant must mail the documents to the Applicant, and the Applicant will scan them when possible and attach them electronically to the subapplication. When it is not possible to scan the mailed documents, the Applicant will forward the paper copies onto FEMA. It is important that information about the mailing of documents is entered into the eGrants system. This ensures that a complete application file is created with reference to any non-electronic information.

Sally wants to show you how to reference a supporting paper document being sent through the mail.

Scroll down to see slideshow captions

To indicate that you are sending a document via the U.S. Postal system, select the Regular Mail radio button to the right of the Select Option label.
If we can’t scan the document to create an electronic file or the electronic file is too large to upload, it still can be included as supporting evidence in the subapplication. We just need to send it to FEMA in the mail. To indicate that you are sending a document via the U.S. Postal system, select the Regular Mail radio button to the right of the Select Option prompt on the Attach Document screen.
You need to record when you sent a document through Regular Mail, to do so select the Mail Date field and enter the date.
To create a record of the transaction, you’ll need to enter the date when the document was mailed to FEMA. I put the document in the mail this morning. So, type “05-21-2017” into the Mail Date text field.
To document the item being sent via Regular Mail, select the Mail Description field and type a brief description.
Like with the electronic file, you need to type a brief description of the item being sent. Type “Rationale and Plan for Acquisition Project” in the Mail Description text field. Then, select the Save and Continue button.
The Documents Mailed screen displays the details about the items sent via Regular Mail including the mail date and a description of the item.
The Document(s) Mailed screen appears and displays the mail date and the description of the item being sent via Regular Mail.

Lesson 7 Summary

You have finished the lesson on completing subapplications. In this lesson you learned that:

  • Information regarding the Subapplicant, the community impacted, and affected properties are captured in the Subapplicant, Contact Information, Community, and Properties sections. The Properties section is only required for project subapplications.
  • The hazard mitigation activities that are planned, the proposed schedule, details about the estimated costs, funding sources, and the analysis of the benefits of the activities vs. the costs are documented in the Mitigation Activity Information, Scope of Work, Schedule, Cost Estimate, Cost Share, and Cost Effectiveness sections. The Cost Effectiveness section is required for project subapplications only. The Cost Share section is not required for planning subapplications.
  • Agreements to adhere to a variety of federal employment, environmental, historic preservation, and other laws and FEMA regulations are documented in the Environmental/Historical Preservation Review and Assurances and Certifications sections. The EHP Review section is required for project subapplications only. An Applicant may or may not require a Subapplicant to complete the Assurances and Certifications section.
  • If a planning or project subapplication is being submitted under the PDM grant program, the Evaluation section must be completed so that the subapplication can be assigned a priority status.
  • It is preferable that Applicants use the Comments text field and an Attachments button in subapplication and application sections for uploading document files. However, additional information can be added to an application or subapplication by using the Comments and Attachments section. eGrants users can also indicate that they are sending additional documentation by mail. Applicants should scan these mailed documents when possible and attach them electronically to the subapplication or forward the mailed documents onto FEMA.

Lesson 8 Overview

When you have completed this lesson, you will be able to:
  • Identify the three levels of access available in eGrants and their limitations
  • Identify the process to authorize a user’s access to an application or subapplication

eGrants Scenario

Businesswoman
Listen to SallyAudio transcript

Your Role: A new Mitigation Grants Coordinator

Supervisor’s Name: Sally Watkins, Hazard Mitigation Grants Supervisor

Agency: Columbia Emergency Management Agency

Problem: As a new hire for the Columbia Emergency Management Agency, you recently applied for an eGrants account. You were only given View/Print and Create/Edit access.

To Date: You have entered most of the paper subapplication into eGrants and know that the next step will be the submission process for the paper subapplication.

The Next Step: Since you do not have Sign/Submit access, your supervisor, Sally Watkins, Hazard Mitigation Grants Supervisor, will show you how to provide her access to the paper subapplication so that she can submit it electronically on behalf of the Subapplicant.

Hi, it’s Sally. I heard that you are almost finished entering the paper subapplication into eGrants. Since I have Sign/Submit privileges for the Columbia Emergency Management Agency, you will need to provide me access to the subapplication so I can submit it on behalf of River City.

Why Provide Access?

Within eGrants, users have the ability to grant, update, or revoke access to their subapplications and applications. Some of the reasons to grant someone else with access to a subapplication or application include the following:

  • Vacation: Arturo is creating a subapplication, but is about to leave for a two-week vacation. He doesn’t want work on the subapplication to stop while he’s gone. He gives Teresa, a co-worker, access to the subapplication so she can continue entering data in his absence.
  • Advice: Sayid, a new Agency employee, has completed his first application, but isn’t sure that everything was entered correctly. He gives Claire, a more experienced eGrants user, access to his application so that she can check his work and make sure that it is correct.
  • Sharing: LaTonya, Destiny, and James are all involved with a proposed project to reduce recurring damage due to coastal erosion. They are completing a subapplication in the hopes of receiving funds for their project. LaTonya creates the subapplication and provides access to Destiny and James so that they may help enter the project data.

Levels of Access

When allowing someone access to a subapplication or application, different levels of access can be selected. More than one level may be selected.

  • Sign/Submit: This is the highest level of access, and it allows Subapplicants or Applicants to review, sign, and submit subapplications and applications.
  • Create/Edit: This is the middle level of access, and it allows eGrants users to view, create, and update subapplications and applications, but not to sign or submit them.
  • View/Print: This is the lowest level of access, and it allows eGrants users only to see subapplication and application data and print the information.

Business Rule

There are a few business rules related to the provision of access in eGrants. The first rule states that a subapplication or application owner may authorize or revoke access to the subapplication or application by other eGrants users who are within the same organization. However, the additional user’s authorized role will determine the highest level of access he or she may be granted to any subapplication or application. In addition, Subapplicants can share their subapplications with Applicants prior to submitting them to the Applicant.

Example: Tameka, a community official in Alexandria, VA, has Sign/Submit level access in eGrants. She wants to provide Grace with access to her subapplication. However, Grace only has a Create/Edit level of access in eGrants. Therefore, Tameka may not provide Grace with Sign/Submit access to her subapplication, but she may provide Grace with Create/Edit access.

Example: Katie, a state official in Boston, MA, has Create/Edit level access in eGrants. She wants to provide Luong with access to her application. She has completed the application, and it is ready to be reviewed and submitted. Luong has a Sign/Submit level of access in eGrants. Therefore, Katie may provide Luong with Sign/Submit access to her application.

Authorizing Access

eGrants users can authorize access to their subapplications and applications to other Registered Users in the eGrants system within their organization. Sally wishes to grant your co-worker, Ramon Ramirez, access to the River City Floodplain Acquisition—Phase 1 subapplication so that he can verify that you have completed the sections correctly.

Search for a Registered User

Sally is going to show you how to search for a Registered User in the eGrants system in order to give Ramon access to the River City subapplication.Scroll down to see slideshow captions.
Screenshot of portion of Grant Applicant Homepage. Subgrant Applications. The task option Work on Un-submitted Paper Subgrant Application(s) is emphasized. See Appendix for alt text description.
To authorize Ramon Ramirez’s access to the River City Floodplain Acquisition—Phase 1 subapplication, we need to first locate him in the eGrants system. To do that, start on the Grant Applicant Homepage and select the Work on Un-submitted Paper Application(s) link.
Screenshot of Grant Status: Unsubmitted Paper Subgrant Application(s) screen. The View Details link in the Authorize/Revoke Access column is highlighted and enlarged for emphasis. See Appendix for alt text description.
The Grant Status: Unsubmitted Paper Application(s) screen appears. You need to select the subapplication you want to provide Ramon access to. So locate the River City Floodplain Acquisition—Phase 1 subapplication on the list and select the View Details link in the Authorize/Revoke Access column to the right of that title.
To search for a Registered User, select the Authorize Access button (highlighted) from the Authorize/Revoke Access screen. See Appendix for alt text description.
The Authorize/Revoke Screen appears. Select the Authorize Access button.
Screenshot Find Registered Users screen. The example shows Ramon entered in the First Name text field. The Search button is highlighted. See Appendix for alt text description.
The Find Registered Users screen appears. You will need to search for Ramon Ramirez’s name. You can choose one or more criteria to search for him, including First Name, Last Name, Email address, or Agency. We will search by First Name. So type “Ramon” in the text field. Since we only need to complete one field to perform a search, we can leave the others blank. Select the Search button.
Find Registered Users screen. First Name: Ramon. Sort by dropdown menu extended and First Name is selected. See Appendix for alt text description.
Now, select the Sort by drop-down menu. You can see this menu has four options: First Name, Last Name, Email, and Agency. This lets you choose the way in which the results will be sorted. Choose “First Name.”
Use the drop-down Results per page menu to choose how many results from your Find Registered User search to be displayed per page. Show 5 is selected and the Search button is highlighted. See Appendix for alt text description.
To choose how many results are displayed on a page, select the Results per page drop-down menu. This menu has four options. Let’s select “Show 5.” Then select the Search button.
Search Results screen. Select (radio button), First Name: Ramon, Last Name: Ramirez, Telephone Number: (blank), Email: ramirezr@cl.gov, Agency: Columbia EMA. Authorize Access button highlighted. See Appendix for alt text description.
Let’s continue the Access Authorization process. We found Ramon’s name on the Registered User list. Now we need to authorize his access to the River City Floodplain Acquisition—Phase 1 subapplication. Select the radio button in the Select column to the left of his name. Then, select the Authorize Access button.

Access Level and Time

When you provide an eGrants user access to your subapplication, you must state which level of access you are authorizing and how long the user will have access to the subapplication. However, you can set the access time limit for as long as you wish.

Sally wants you to provide Ramon Ramirez with Create/Edit access to the River City Floodplain Acquisition—Phase 1 subapplication. However, she believes Ramon only needs a short period of time to review the subapplication.

Scroll down to see slideshow captions.

Search Results screen. Select (radio button), First Name: Ramon, Last Name: Ramirez, Telephone Number: (blank), Email: ramirezr@cl.gov, Agency: Columbia EMA. Authorize Access button highlighted. See Appendix for alt text description.
Let’s continue the Access Authorization process. We found Ramon’s name on the Registered User list. Now we need to authorize his access to the River City Floodplain Acquisition—Phase 1 subapplication. Select the radio button in the Select column to the left of his name. Then, select the Authorize Access button.
At the bottom of the Update Access screen, indicate the level of access you wish to provide to a Registered User by selecting the checkboxes to the left of View/Print, Create/Edit, and or Sign/Submit. See Appendix for alt text description.
Scroll down to the bottom of the Update Access screen. To provide Ramon with Create/Edit access, you also need to provide him with View/Print access. Select the View/Print and Create/Edit checkboxes. If Ramon needed Sign/Submit access you would have to check all three boxes.
In the Access Information section of the Update Access screen, enter the period of time (2 is entered in the text field), and use the drop-down menu to select the unit of time. Days is selected. See Appendix for alt text description.
Now, we need to identify how long we want him to have access to the subapplication. I think he might need about two days to be able to review and edit the subapplication. So, type “2” in the Period of Time text field. Select the Unit of Time drop-down menu. This menu has four options. Select the “Day(s)” option.
You must justify providing access privileges  The example shows View/Print and Create/Edit privileges for 2 days with the justification "verification and advice." Save and Continue is highlighted. See Appendix for alt text description.
When you provide an eGrants user access to your subapplication, you need to explain why the access is necessary. In the justifications text field type the short explanation, “verification and advice.” Then, select the Save and Continue button.
On the Authorize/Revoke Access screen. Name: Ramon Ramirez, Email: ramirezr@cl.gov (hyperlinked), Status: Access Granted, Date: 05-22-2017, Action: Update, Deny/Revoke (hyperlinked). See Appendix for alt text description.
We can now see Ramon’s name on the Authorize/Revoke Access screen. From this screen, you could change the access privileges of another user or return to the Grant Applicant Homepage.

Updating Access

There are a variety of reasons that you may need to update or change the level or duration of access you’ve provided to an eGrants user.

Sally has learned that Ramon Ramirez has not yet had time to review the River City Floodplain Acquisition—Phase 1 subapplication. He has just been promoted, and his new position has signature authority for the Columbia Emergency Management Agency. Sally wants to extend Ramon’s access privileges so he can view, edit, and submit the subapplication for review.

Scroll down to see slideshow captions.

Screenshot of portion of Grant Applicant Homepage. Subgrant Applications. The task option Work on Un-submitted Paper Subgrant Application(s) is emphasized. See Appendix for alt text description.
Ramon hasn’t had time to review and edit the River City subapplication. He asked for another week to get it done. You need to update his access privileges to extend his access to the subapplication. So, go to the Grant Applicant Homepage, and select the Work on Un-Submitted Paper Application(s) link.
Screenshot of Grant Status: Unsubmitted Paper Subgrant Application(s) screen. The View Details link in the Authorize/Revoke Access column is highlighted and enlarged for emphasis. See Appendix for alt text description.
On the Grant Status: Un-submitted Paper Application(s) screen you need to find the River City Floodplain Acquisition—Phase 1 subapplication so we can modify Ramon’s access privileges. Now, select the View Details link to the right of the subapplication title.
Select the Update link (highlighted and emphasized) from the Action column on the Authorize/Revoke Access screen to change the level or duration of a user's access privileges. See Appendix for alt text description.
If the user you are looking for isn’t listed on the Authorize/Revoke Access screen, you would need to perform a search, like you did earlier. Ramon’s name is here, so we can select the Update link in the Action column to modify the amount of time he has access to the subapplication.
In the Access Information section of Update Access screen, the View/Print, Create/Edit, and Sign/Submit boxes are checked, the period of time is 5, and the unit of time is Day(s). See Appendix for alt text description.
We want to extend his access another few days, so let’s enter “5” in the Period of Time text field and keep the Unit of Time as “Day(s).”
Justify increasing access duration. Enter an explanation into the Justification text field, select the Save and Continue. In this example, “needs more time to review subgrant application” is entered. See Appendix for alt text description.
Just like when we provided Ramon with Create/Edit access to the subapplication, you are going to need to enter a justification for updating his access. Type the explanation, “Needs more time to review subgrant application,” in the justifications text field. Then select the Save and Continue button.

Revoking Access

From time to time, there may be a reason that you might need to revoke someone’s access to a subapplication or application.

For example, if Ramon took a position in another department. He would no longer need access to the River City subapplication. Sally would need to revoke his access in eGrants.The process is similar to the process for Updating a user’s access. Instead of selecting the Update link, you select the Deny/Revoke link and confirm that you really do want to revoke his or her access by selecting the Yes button.

Lesson 8 Summary

You have completed the lesson on how to manage access to subapplications and applications in eGrants. In this lesson, you learned:

  • eGrants users may provide individuals with access to subapplications and applications, modify that access, or revoke the access.
  • From lowest to highest, the access levels are: View/Print, Create/Edit, and Sign/Submit.
  • The business rule is that eGrants users may not provide an individual with greater access to any subapplication or application than that individual’s authorized level permits.
  • A justification for granting, updating, or revoking an eGrants user’s access must be provided.
  • The time limit on an individual’s access to your subapplication or application must also be indicated.

Lesson 9 Overview

When you have completed this lesson, you will be able to:
  • Identify the steps to update and submit a subapplication

eGrants Scenario

Businesswoman
Listen to SallyAudio transcript

Your Role: A new Mitigation Grants Coordinator

Supervisor’s Name: Sally Watkins, Hazard Mitigation Grants Supervisor

Agency: Columbia Emergency Management Agency

Problem: The State of Columbia has received a paper subapplication from River City. The project subapplication proposes to acquire and demolish three buildings along the Washburn River that have experienced repetitive flooding.

To Date: You have completed the Application Intake process for a paper subapplication by entering it into eGrants.

The Next Step: Sally will show you the steps to review and submit a paper subapplication.

Hello. It’s your supervisor, Sally Watkins. Last week you finished entering into eGrants a paper subapplication received from River City. Now, I would like to show you how to review the subapplication to determine if it should be approved and submitted for consideration in an application.

Un-Submitted Subapplications

When working on subapplications, many times you will not have all the information you need to complete a subapplication after you first create it. You will find that subapplications may be in different stages of development. Some sections may be complete, while others may need more information.

eGrants allows you to create the subapplication, enter some information, save the subapplication, and then return to it at a later time to update and complete it.

Searching for Un-Submitted Subapplications

eGrants allows you to search for existing paper subapplications to update. These are found under the Work on Un-Submitted Paper Application(s) option in the Subgrant Application section of the Grant Applicant Homepage because they have not yet been submitted to the eGrants system.You and Sally have already created the River City Floodplain Acquisition—Phase 1 subapplication and entered data into many of its sections. Now, you need to enter additional data. Sally is going to show you how to search for an un-submitted paper subapplication.Scroll down to see slideshow captions.
Screenshot of portion of Grant Applicant Homepage. Subgrant Applications. The task option Work on Un-submitted Paper Subgrant Application(s) is emphasized. See Appendix for alt text description.
To locate an unsubmitted paper subapplication, select the Work on Un-submitted Paper Application(s) link on the Subgrant Applications section of the Grant Applicant Homepage.
Select the Update Application link in the Action column on the Grant Status: Unsubmitted Paper Subgrant Application(s) screen to open an in-submitted paper subgrant application. See Appendix for alt text description.
Next, look for the name of the subapplication on the Grant Status: Un-submitted Paper Application(s) screen. We are working on River City Floodplain Acquisition—Phase 1, so select the Update Application link in the Action column for that subapplication title.
The Select column of the Application Status screen for a paper application lists Complete hyperlinks for all application sections. See Appendix for alt text description.
The Application Status screen appears. This screen lists all the sections of the subapplication and whether or not they are completed. For subapplications submitted in paper form, this screen will display the message: “This is a paper application.”

Updating an Un-Submitted Subapplication

The Application Status screen lists the sections of the subapplication. Next to each section, the status of that section is displayed. The status will be either “Incomplete” or “Complete.” Before an subapplication is submitted, all sections must be complete (i.e., have a status of “Complete”). To update a section, select the link in the Status column to the right of the subapplication section name.

Completing a Section

After completing a paper subapplication section, you will face a decision:

  • If the paper subapplication is ready for electronic submission into the eGrants system, you may select Review and Submit Application from the sidebar menu. Remember: Only Registered Users with Sign/Submit access in eGrants may electronically submit a subapplication in eGrants.
  • If the paper subapplication is not ready for electronic submission, you may select the Return to Home Page link from the sidebar menu

Submitting a Paper Subapplication

When all sections of the paper subapplication have the status of “Complete,” the subapplication may be submitted electronically in eGrants on behalf of the Subapplicant. Only users with Sign/Submit access may electronically submit a paper subapplication into the eGrants system. The Review and Submit link in the sidebar menu facilitates this process.

Once submitted, the paper subapplication will be added to the list of all subapplications available to be attached to an application. The number assigned to the paper subapplication will be prefaced with a p to indicate that it was compiled and submitted on paper by the Subapplicant, but entered into the eGrants system by the Applicant.

Sally has confirmed that the River City Floodplain Acquisition—Phase 1 subapplication is now ready for submission.

Note Icon
Note
Always print the electronic version of the paper subapplication with the submission date and time for reference.

Submitting a Paper Subapplication (continued)

Since you do not have Sign/Submit access, Sally will need to submit the River City Floodplain Acquisition—Phase 1 subapplication into the eGrants system on behalf of the Subapplicant. She will show you the process.Scroll down to see slideshow captions.
Screenshot of portion of Grant Applicant Homepage. Subgrant Applications. The task option Work on Un-submitted Paper Subgrant Application(s) is emphasized. See Appendix for alt text description.
First, I need to locate the subapplication in eGrants. On the Grant Applicant Homepage, I select the Work on Un-submitted Paper Applicationlink.
Select the Update Application link in the Action column on the Grant Status: Unsubmitted Paper Subgrant Application(s) screen to open an in-submitted paper subgrant application. See Appendix for alt text description.
I look for the River City Floodplain Acquisition—Phase 1 title on the Grant Status: Un-submitted Paper Application(s) screen. Then, I select the Update Application link in the Action column for that subapplication title.
When all sections of an application are completed, select the Review and Submit Application link from the Sidebar menu on the left.
I know that all the sections of the subapplication are complete and accurate. So, I can select the Review and Submit Application link from the sidebar menu on the left side of the screen.
To submit a subgrant application, a user with Sign/Submit privileges checks the acknowledgement checkbox and selects the Submit Application button. See Appendix for alt text description.
Then, I scroll down to the acknowledgement box at the bottom of the Review and Submit screen. There, I need to select the electronic signaturecheckbox to indicate that I am signing the subapplication. Finally, I select the Submit Application button.
The Submit Application Results screen displays congratulations notice on the successful submission of an application to the state. Print Application button is highlighted and emphasized. See Appendix for alt text description.
The Submit Applications Results screen displays the confirmation that the River City Floodplain Acquisition—Phase 1 subapplication was successfully submitted to the State of Columbia Emergency Management Agency. To keep a record of the submission, I need to select the Print Application button. It is important to keep a paper copy of the subapplication on file and note the control number assigned to the subapplication.

Lesson 9 Summary

In this lesson, you learned about how to:

  • View un-submitted paper subapplications
  • Update un-submitted paper subapplications
  • Submit paper subapplications to the eGrants system

Some key points from this lesson:

  • Users may begin a paper subapplication in one eGrants session and complete it in a different session.
  • When returning to eGrants to update information from a paper subapplication already begun, users should choose the Work on Un-submitted Paper Subgrant Application(s) link from the Grant Applicant Homepage.
  • eGrants users must have Sign/Submit access in eGrants to electronically submit a completed paper subapplication into the eGrants system.

Lesson 10 Overview

Upon completion of this lesson, you should be able to:
  • Identify the differences between a subapplication created by a Subapplicant and an Applicant acting as Subapplicant subapplication

eGrants Scenario

Businesswoman
Listen to SallyAudio transcript

Your Role: A new Mitigation Grants Coordinator

Supervisor’s Name: Sally Watkins, Hazard Mitigation Grants Supervisor

Agency: Columbia Emergency Management Agency

Problem: You need to create a management costs subapplication for your state agency

To Date: You have completed the Application Intake process for a paper subapplication in eGrants.

The Next Step: Sally will show you how to complete an Applicant acting as Subapplicant subapplication to apply for funds to cover the State of Columbia’s federal award management costs.

Hello. It’s Sally here. The State of Columbia would like to apply for federal funds to cover the costs of managing the mitigation federal award that we are applying for. There is a type of subapplication, called an Applicant acting as Subapplicant subapplication for that kind of funding request. Once you have completed the Applicant acting as Subapplicant subapplication, you will need to give me access so I can sign and submit it. Then it can be included in the Columbia application.

Applicant Acting as Subapplicant Subapplications

An Applicant organization can apply for mitigation funds for projects, planning activities, Applicant management costs, and technical assistance (under the FMA program only) by completing an “Applicant acting as Subapplicant” subapplication. Since Applicants prepare these types of subapplications themselves, they do not need to conduct a formal review and approval of these subapplications before attaching them to their application.

The subapplication numbers of Applicant acting as Subapplicant subapplications are marked with a red G in the eGrants system (where the G refers to the former titles of an Applicant, i.e., Grantee or Grant Applicant).

Flow of Subapplications: electronic or paper copies (through Application Intake) go through Applicant Review and Approval, to be included in Applications. Subapplications created by Applicants do not. See Appendix for alt text description.
Select this link for the full text of the image.

Applicant Acting as Subapplicant Subapplication Variations

The sections of each type of an Applicant acting as Subapplicant subapplication are the same as the sections of each type of a Subapplicant’s subapplication. However, several of the sections in an Applicant acting as Subapplicant subapplication have different fields or are completed differently than the sections of a Subapplicant’s subapplication.
 
Section Differences

Subapplicant

For subapplications being submitted under the Pre-Disaster Mitigation (PDM) grant program, the Applicant must answer the question asking if the Applicant is a small, impoverished community. The Subapplicant section also includes a Select Community button and all Applicants must select “Statewide” from the list of communities.
Community If not already completed with information from the Subapplicant section, the Applicant must type “Statewide” in the Community Name field in the Find Community search screen.
Cost Estimate
The fields in the Grant Budget Class column and the Subgrant Budget Class column are required to be completed in Applicant acting as Subapplicant subapplications.

Evaluation Information

This section is included for planning and project subapplications to be submitted under the PDM grant program, but it is not included in management costs or technical assistance subapplications. This section will be identified as “not applicable” for planning and project subapplications under the Flood Mitigation Assistance (FMA) grant program. For Applicant acting as Subapplicant planning and project subapplications, all of the questions in this four-part section are required to be answered.        

Assurances and Certifications

Whether or not this section is included in all subapplications is determined by the Applicant in the Administrative Preferences. If the Applicant activates the Assurances and Certifications section, then Applicants must complete this section in Applicant acting as Subapplicant subapplications.

Creating or Copying an Applicant Acting as Subapplicant Subapplication

Just like subapplications created by Subapplicants, Applicant acting as Subapplicant subapplications can be created either by starting a new subapplication or by copying an existing Applicant acting as Subapplicant subapplication. For management costs and technical assistance Applicant acting as Subapplicant subapplications, you can choose to copy the Subapplicant, Contact, Community, and Schedule sections from existing subapplications.

Sally has asked you to start a new management costs Applicant acting as Subapplicant subapplication for the Columbia Emergency Management Agency and to give it the title of “Management Cost for Columbia EMA.”

View an Un-submitted Applicant Acting as Subapplicant Subapplication

Subapplications are often in different stages of development. eGrants allows users to start their Applicant acting as Subapplicant subapplications and come back at a later time to complete them.You can view any un-submitted Applicant acting as Subapplicant subapplication by selecting the Work on Un-submitted Subgrant Application(s) link from the Grant as Subgrant Application section of the Grant Applicant Homepage.

Update an Un-submitted Applicant Acting as Subapplicant Subapplication

You now need to continue working on the Columbia Emergency Management Agency management costs Applicant acting as Subapplicant subapplication you created. The Subgrant Status screen lists each of the subapplications that you have started, but not submitted.When you began working on the management costs Applicant acting as Subapplicant subapplication, you didn’t have the Federal Employer Identification (EIN) Number for the Applicant Information section. Sally has provided this information to you and you can now enter it into the subapplication to complete the section. You can make changes to the subapplication by selecting the Update Application link.

Subapplicant and Community Sections

In Applicant acting as Subapplicant subapplications, the bottom of the Subapplicant section includes a Federal Identification Processing Standard (FIPS) Place Code section to identify the community being served. From the list of communities available, the Applicant must select “Statewide.”
Also, in the Community section of an Applicant acting as Subapplicant subapplication, the Applicant must type “Statewide” in the Community Name field on the Find Community screen. Then, select the Search button, which will display the Search Results showing the Statewide option. Next, select the associated radio button and select the Select Community button. This will auto-populate the Community fields as being Statewide.

Cost Estimate Section

The Cost Estimate section in an Applicant acting as Subapplicant subapplication provides a detailed line item budget for the proposed activity, including both Grant and Subgrant Budget Classes for each line item.Sally will demonstrate how to indicate the Grant and Subgrant Budget Classes for each line item in the Applicant acting as Subapplicant management costs subapplication.Scroll down to see slideshow captions.
To begin working on the Cost Estimate section of a grant as subgrant application, you may select the 7. Cost Estimate link on the Sidebar Menu. See Appendix for alt text description.
From the Application Status screen, select the Cost Estimate link in the Sidebar menu.
To add a budget line item to an activity listed on the Scope of Work of a subgrant, select the Add Item button from the Cost Estimate screen. See Appendix for alt text description.
To add a cost line item, select the Add Item button.
When adding an item to the Cost Estimate section of a grant as subgrant application, you must provide the item name. Example shows "Hazard Mitigation Specialists." See Appendix for alt text description.
In the Item Name text field, enter the first item name. In this case, “Hazard Mitigation Specialists.”
Select the grant budget class from the drop-down menu from the Cost Estimate Add Item screen. The example shows: Personnel. See Appendix for alt text description.
Select the Grant Budget Class drop-down menu. This drop-down menu has nine options. For this line item, select the “Personnel” option.
Select the Subgrant Budget Class from the drop-down menu on the Cost Estimate Add Item screen. The example shows: Travel. See Appendix for alt text description.
Select the Subgrant Budget Class drop-down menu. This drop-down menu has nine options. For this line item, select the “Travel” option.
Indicate the quantity of units of the Cost Estimate budget item on the Add Item screen. The example shows: 1751. See Appendix for alt text description.
The Hazard Mitigation Specialists will travel 1,751 miles. So, enter “1,751” in the Unit Quantity text field.
Select the unit of measure from the drop-down menu items on the Cost Estimate Add Item screen. The example shows Mile selected. See Appendix for alt text description.
Select the Unit of Measure drop-down menu. This drop-down menu has 18 options. Select the “Mile” option.
Enter the unit cost in the text field (emphasized). Example shows: $0.53. Then select the Save and Continue button (highlighted) to add a budget line item to the Cost Estimate section. See Appendix for alt text description.
Enter the unit travel cost in the Unit Cost text field. In this case, the unit cost is “53” cents. Then, select the Save and Continue button.
The details of the budget line item appear on the Cost Estimate screen under the associated activity from the application's Scope of Work section. See Appendix for alt text description.
The item you added now appears on the list in the Cost Estimate section. You can now add additional items.

Submit an Un-submitted Applicant Acting as Subapplicant Subapplication

Once all of the sections are labeled “Complete,” you will need to ask your supervisor, Sally, who has Sign/Submit authority, to sign and submit the 2017 Columbia Emergency Management Agency Applicant acting as Subapplicant management costs subapplication. You gave her access to the Applicant acting as Subapplicant management costs subapplication just as you did for the paper project subapplication you entered into eGrants for the River City floodplain acquisition project.

The process for submittal of Applicant acting as Subapplicant subapplication is similar to the Sign/Submit process for paper subapplications. To sign and submit the Applicant acting as Subapplicant subapplication, Sally will sign the subapplication by selecting the electronic signature checkbox, then select the Submit Application button.

After the Applicant acting as Subapplicant subapplication is submitted, it will be added to the list of all subapplications available to be attached to an application. It will have a designation of G to indicate that it was developed by the Applicant.

Delete an Un-Submitted Applicant Acting as Subapplicant Subapplication

eGrants allows users to delete un-submitted Applicant acting as Subapplicant subapplications.

Reasons that users might choose to delete an un-submitted subapplication include the following:

  • The information in the subapplication is no longer current and it would be easier to start over than to make individual changes to the current subapplication.
  • The subapplication is old and was never submitted
  • The subapplication was created by mistake

Make sure you really want to delete the subapplication because once it’s deleted, you will not be able to recover the data in that subapplication.

Sally will demonstrate how to delete an un-submitted Applicant acting as Subapplicant subapplication.

Scroll down to see slideshow captions.

Screenshot of portion of Grant Applicant Homepage. Grant Acting as Subgrant Applications. The task option Work on Un-submitted Subgrant Application(s) is emphasized. See Appendix for alt text description.
From the Grant Applicant Homepage, select the Work on Un-Submitted Subgrant Application(s) link.
To delete an un-submitted subgrant application, check the box in the Select column to the left of the application title, then select the Delete Application button. See Appendix for alt text description.
In the Select column, check the box associated with the Applicant acting as Subapplicant subapplication title you wish to delete. The third subapplication listed is a duplicate of the one on the first row. So, check the box for the subapplication on the third row, and then select the Delete Application button.
The application year, title, and grant type of the subgrant application to be deleted is displayed with a question: Are you sure you want to delete the above application? Yes (highlighted) No buttons. See Appendix for alt text description.
When asked if you are sure you want to delete the subapplication, select the Yes button.
Screenshot Delete Application Results. The following applications are successfully delete. Application Year: 2017, Application Title: Management Cost for Columbia EMA, Grant Type: Management Cost Application.
confirmation of your deletion appears on the Delete Application Results screen.

Lesson 10 Summary

In this lesson, you learned about:

  • The Applicant acting as Subapplicant subapplication process
  • The sections of an Applicant acting as Subapplicant subapplication that differ from a Subapplicant’s subapplication
  • How to create or copy an Applicant acting as Subapplicant subapplication
  • How to complete the Community and Cost Estimate sections for Applicant acting as Subapplicant management costs and technical assistance subapplications
  • How to view, update, and delete un-submitted Applicant acting as Subapplicant subapplications
  • How to submit an Applicant Acting as Subapplicant subapplication

The next screen reviews the key points from Lesson 10.

Lesson 10 Summary (continued)

Some key points from this lesson:

  • An Applicant organization can apply for a subaward for projects, planning activities, management costs, and technical assistance under a FEMA federal award by submitting an Applicant acting as Subapplicant subapplication.
  • The following sections of an Applicant acting as Subapplicant subapplication has different fields than or is completed differently from a Subapplicant’s subapplication: Subapplicant, Cost Estimate, Cost Share, and Evaluation Information.
  • For a proposed activity with statewide benefit, the Applicant user should select “Statewide” from the community listing in the Subapplicant section or type “Statewide” in the Community Name search field in the Community section.
  • Both the Grant and Subgrant Budget Classes must be provided in the Cost Estimate section of Applicant acting as Subapplicant subapplications.
  • The Applicant must complete the Assurance and Certifications section of an Applicant acting as Subapplicant subapplication if it was enabled in the Administrative Preferences.
  • eGrants allows users to begin working on Applicant acting as Subapplicant subapplications and come back at later time(s) to complete them.
  • You can view, update, delete, and submit Applicant acting as Subapplicant subapplications using the same process as for paper subapplications.
  • You can update sections of an un-submitted subapplication whether their status is “Complete” or “Incomplete.”
  • If a subapplication is deleted, the data in the subapplications is not retrievable.
  • In order to sign and submit an Applicant acting as Subapplicant subapplication, an Applicant user with Sign/Submit access to the subapplication needs to select the checkbox stating that he/she is signing the subapplication.
  • The Applicant does not conduct a formal review and approval of Applicant acting as Subapplicant subapplications.

Lesson 11 Overview

After you have completed this lesson, you’ll be able to:
  • Identify the purpose of and the process to create applications
  • Identify the information collected in the sections of an application
  • Identify the reasons and the process to review subapplications
  • Identify the possible outcomes of the subapplication review process
  • Identify the steps to add subapplications to an application
  • Identify the reasons for and the methods used to rank Flood Mitigation Assistance (FMA) and Pre-Disaster Mitigation (PDM) subapplications
  • Identify the Applicant’s responsibilities in managing a submitted application

eGrants Scenario

Businesswoman
Listen to SallyAudio transcript

Your Role: A new Mitigation Grants Coordinator

Supervisor’s Name: Sally Watkins, Hazard Mitigation Grants Supervisor

Agency: Columbia Emergency Management Agency

Problem: You have been given the task been to create an application that will be submitted to FEMA.

To Date: You have entered a paper subapplication into eGrants and completed an Applicant acting as Subapplicant management costs subapplication.

The Next Step: Sally will show you how to create the application and complete the sections so that she can sign and submit it.

Hi. It’s Sally. I am pleased with how you completed the Application Intake process for a paper subapplication, reviewed and approved subapplications, and created an Applicant acting as Subapplicant subapplication. Now I need you to create a Flood Mitigation Assistance application for the State of Columbia to include the approved subapplications. We will submit the application to FEMA.

Mitigation Applications

Flow of Subapplications: electronic or paper copies (through Application Intake) go through Applicant Review and Approval, to be included in Applications. Subapplications created by Applicants do not. See Appendix for alt text description.
Select this link for the full text of the image.
FEMA’s mitigation grant programs provide funding for eligible mitigation activities that reduce disaster losses and protect life and property from future disaster damages. FEMA provides these mitigation federal awards to eligible Applicant organizations that, in turn, provide subawards to Subapplicants.Applicants create applications for federal awards and include one or more subapplications for subawards. Subapplications submitted electronically or on paper by Subapplicants must be reviewed before being added to an application. Subapplications created by Applicants (Applicants acting as Subapplicant subapplications) do not need to be reviewed before being added to an application.

Beginning an Application

The process to start an application is very similar to that for starting a paper subapplication or an Applicant acting as Subapplicant subapplication. Applicants can begin an application by either creating a new application or copying information from an existing application. The application sections are the same for each type of application. Several sections of an application are similar to the corresponding sections of a subapplication. Once an application has been started, you can select the “Incomplete” link for each section to complete that section.

Updating Un-Submitted Applications

Just as with paper subapplications or Applicant acting as Subapplicant subapplications, eGrants allows users to create applications and then return at different times to work on them.Sally will show you how to update an un-submitted application.Scroll down to see slideshow captions.
Grant Applications Task Menu. All options are hyperlinked: Create New Grant Application, Enter New Paper Grant Application (Application Intake), Work on Un-submitted Grant Application(s) (emphasized), Work on Submitted Grant Application(s).
To update an application, select the Work on Un-submitted Grant Application(s) link from the Grant Applicant Homepage.
On the Grant Status: In-submitted Grant Applications screen, select the Update Application link for the grant application you wish to update. See Appendix for alt text description.
The Grant Status: Un-submitted Grant Applications screen appears. From the list of un-submitted applications, select the Update Applicationlink in the Action column which corresponds to the application you wish to update.

Applicant Information

The Applicant Information section collects information on the name of the Applicant, the type of Applicant, and other identifying information just like in a Subapplicant’s subapplication and Applicant acting as Subapplicant subapplication. Remember to use the Find Organization button to search for existing information in eGrants to help prevent the creation of different versions of the name of the organization.

Contact Information

The Contact Information section in an application, as in Subapplicant’s subapplications and in Applicant acting as Subapplicant subapplications, collects information on whom to contact if there are questions about the application. This section requires at least one Point of Contact (POC). An Alternate POC is not required, but is suggested. The POCs will receive e-mail messages from FEMA regarding the status of the application.

Reviewing Subapplications

Applicants must review and approve submitted subapplications before they can be added to an application.You can also review an un-submitted subapplication and assist in its development if the Subapplicant has authorized your access to it. To access un-submitted subapplications to which you have access, select the Review Un-submitted Subgrant Application(s) link in the Subgrant Applications section of the Grant Application Homepage.
Flowchart shows path of Applicant acting as Subapplication subapplications: Applicant create subapplications acting as a Subapplicant, to be included in applications. See Appendix for alt text description.
Select this link for the full text of the image.
Note Icon
Note
Applicants do not review and approve their own Applicant acting as Subapplicant subapplications.

Subapplication Review Status

Once subapplications have been submitted into eGrants, they will display one of the following review status levels:

  • Submitted to Stockpile: The subapplication has been submitted but has not yet been reviewed by the Applicant
  • Pending at Grantee: The subapplication is currently being reviewed by the Applicant
  • Revision Requested by Grantee: The Applicant has requested that the Subapplicant provide additional information or correct errors before continuing to review the subapplication
  • Approved by Grantee: The subapplication has been approved by the Applicant and will be added to an application
  • Released to Stockpile: The subapplication was not selected to be included in the Applicant’s application, but was retained by the Applicant for future consideration.
  • Disapproved by Grantee: The subapplication was not approved by the Applicant and will not be added to an application

Checking Out, Reviewing, and Checking In a Subapplication

In any Applicant agency or organization, there may be one or more Registered Users with review and/or approval rights for subapplications. To ensure that only one person is reviewing on a particular subapplication at any given time, you must first check out the subapplication.Checking out a subapplication allows you to review the subapplication. During the review process, you may access the subapplication, add comments, request revisions, approve it, reject it, or release it to the stockpile. While a subapplication is checked out, no other users can review the subapplication. Users may view (Read Only) the subapplication, but they may not check out or review it.
Note Icon
Note
In order to check out subapplications, you must have, at minimum, Create/Edit access for subapplications.

Checking Out Subapplications (continued)

Sally would like you to review the River City paper subapplication that you entered into eGrants. She will show you how to check out, review, and check in the subapplication.Scroll down to see slideshow captions.
Select the Review Submitted Subgrant Application(s) link from the Subgrant Applications section of the Grant Applicant Homepage. See Appendix for alt text description.
To begin the subapplication review process, select the Review Submitted Subgrant Application(s) link from the Subgrant Applications section of the Grant Applicant Homepage.
Review Subgrant Application sidebar menu (hyperlinked) 1. Overview, 2. View Subgrant Applications, 3. Check out Subgrant Applications (emphasized), 4. Review Subgrant Applications, 5. Check In Subgrant Applications.
The Overview screen is displayed. Select the Check Out Subgrant Applications link from the Review Subgrant Applications sidebar menu.
Use the drop down menu on the Check Out Subgrant Applications screen to view all (selected), or subgrant applications grouped according to their review status. See Appendix for alt text description.
The Check Out Subgrant Applications screen is displayed. This screen defaults to show subapplications with Submitted to Stockpile status. To display other subapplications, you can select a status from the drop-down menu or click the Search button. Select the Status drop-down menu. This menu has seven options. Select the “All” option. Then, select the Go button.
A list of submitted subgrant applications appears. Check the box in the Select column to the left of an application number and select the Check Out Application button to review an application. See Appendix for all text description.
The list of all submitted subapplications is displayed. Select the Next button to locate the River City Floodplain Acquisition—Phase 1 subapplication title. Select the check box in the Select column to the left of the application title. Then, select the Check Out Applicationsbutton. Note: If you select more than one checkbox, you can check out multiple subapplications at the same time.
The Confirm Application Check Out screen prompt asks "Are you sure you want to check out the applications listed above?" Select the Yes (highlighted) or No button. See Appendix for alt text description.
The Confirm Application Check Out screen is displayed. A prompt asks you, “Are you sure you want to check out the applications listed above?” Select the Yes button.
To view all submitted subgrant applications you have checked out, select the All option from the Status drop-down menu on the Review Subgrant Applications screen. See Appendix for alt text description.
The Review Subgrant Applications screen is displayed. To view the subapplications you have checked out, select the “All” option from the Status drop-down menu. Then, select the Go button.
The Review Subgrant Application screen displays the Contact and federal share information for a subgrant application, application section titles, if they are required, and the completion status for each. See Appendix for alt text description.
The Subapplicant contact information and a list of the sections is displayed. Select the Complete link associated with the subapplication section you wish to review.
The Review Status section provides four options: Approve (selected), *Request Revision, Release to Stockpile, and Disapprove. *Set Revision deadline text field. Save and Continue (highlighted). See Appendix for alt text description.
When your review of the subapplication is complete, you can select from the four options in the Review Status section of the screen: Approve, Request Revision, Release to Stockpile, or Disapprove. This subapplication is complete, so select the Approve button. Then, select the Save and Continue button.
The Review Subgrant Application Results screen displays a sample email informing the Subgrant Applicant that the Grant Applicant has approved the subgrant application. See Appendix for alt text description.
The Review Subgrant Application Results screen appears. An example e-mail is displayed. You can send the approval notification e-mail to the Subapplicant as it is, or edit it before you send it. Select the Send Email button.
A confirmation message appears after the Grant Applicant sends an approval email to a Subgrant Applicant. It contains the contact name, email, review status, application number and title. See Appendix for alt text description.
An e-mail confirmation will appear. To complete the process, you must check the subapplication back into the system. If you do not check it back in, other users will not be able to make revisions to or submit the subapplication. Select the Return to Review Applications button to review other subapplications.
Review Subgrant Application sidebar menu (hyperlinked) 1. Overview, 2. View Subgrant Applications, 3. Check out Subgrant Applications, 4. Review Subgrant Applications, 5. Check In Subgrant Applications (emphasized).
Select the Check In Subgrant Applications link on the sidebar menu.
The list of checked out subgrant applications appears. Check to box in the Select column to the left of the application title you wish to check in. Select Check In Applications button. See Appendix for alt text description.
The Check In Subgrant Applications screen is displayed. In the Select column, check the checkbox to the left of the subapplication you wish to check back in. Then, select the Check In Applications button. Note: If you select more than one checkbox, you can check in multiple subapplications at the same time.
The Confirm Application Check In screen asks "Are you sure you want to check in the applications listed above?" The Yes button is highlighted. See Appendix for alt text description.
The Confirm Application Check In screen is displayed. A prompt asks you, “Are you sure you want to check in the applications listed above?” Select the Yes button.

Revision Requests

As you are reviewing subapplications, you may determine that additional information is needed or that a change or correction needs to be made by the Subapplicant. Also, a Subapplicant may request that a subapplication be released for updating after it has been submitted. In these cases, you can send a revision request to the Subapplicant. The subapplication will be returned to the Subapplicant for revision.If you have enabled external e-mail as an Administrative Preference, you can then review and revise the e-mail that will be sent to the Subapplicant POC notifying him or her of the revision request.

Revision Requests (continued)

The River City subapplication that you are reviewing does not require any revisions, but Sally wants you to learn how to complete a revision request for another subapplication.Scroll down to see slideshow captions.
Review Status section displays four options: Approve, Request Revision (selected, emphasized), Release to Stockpile, or Disapprove. Set Revision Deadline: 07-20-2017 (emphasized). See Appendix for alt text description.
From the Review Subgrant Application screen, scroll down to the bottom of the screen and select the Request Revision radio button. Set a revision deadline. For this scenario, enter “07-20-2017” into the Set Revision Deadline field.
In the Review Status section, select the *Request Revision radio button, set a Revision Deadline (07-20-2017 in the example), and select the Add Comments button (highlighted and emphasized). See Appendix for alt text description.
You need to enter comments explaining the revision that needs to be made to the subapplication. So, select the Add Comments button.
Enter comments regarding the requested revision to the Grantee or to the Subgrantee and select Save and Continue button (emphasized). The example shows "Please include a more detailed Scope of Work." See Appendix for alt text description.
Add/Modify Comments screen appears. For this subapplication, enter “Please include a more detailed Scope of Work,” in the Comments to Subgrantee text field. Then, select the Save and Continue button.
In the Comments History section, the date and comments to the Subgrant Applicant, "Please include a more detailed Scope of Work" appear. Select the Save and Continue button (emphasized). See Appendix for alt text description.
Next, select the Save and Continue button on the Review Subgrant Application screen.
An email advising the Subgrant Applicant of the request to revise a subgrant application is generated. See Appendix for alt text description.
If you have enabled external e-mail in the Administrative Preferences, you may verify the e-mail message and select the Send Email button to notify the Subapplicant Point of Contact that a revision has been requested on his or her subapplication.
A confirmation that the Revision Request email was sent to the Subgrant Applicant point of contact appears. Select the Return to Review Applications button (emphasized). See Appendix for alt text description.
After receiving the e-mail confirmation, or if external e-mail is not enabled, select the Return to Review Applications button to review other subapplications. Remember: You must check in the subapplication so that the Subapplicant can make the requested revision.

Adding Subapplications to an Application

You can select any of the eligible, approved subapplications to add to your application. After any requested revisions have been made for subapplications with errors, you may add them as well. In order to add subapplications to an application, select the Add Subgrant Application(s) button. All of the subapplications that have been approved and checked in are listed.

Sally will demonstrate how to add a subapplication to an application.Scroll down to see slideshow captions.

Sidebar menu from Application Status screen. The Subgrant Applications link is emphasized. Select this link to attach subgrant applications to a grant application. See Appendix for alt text description.
To begin adding subapplications to your application, select the Subgrant Applications link on the Application Status screen.
Select the Add Subgrant Applications button on the Subgrant Applications screen to search for eligible subgrants to attach to a grant application. See Appendix for alt text description.
The Subgrant Applications screen is displayed. To add an approved subapplication to the application, select the Add Subgrant Application(s)button.
Approved subgrant applications shown on Select Subgrant Applications screen. River City Floodplain Acquisition Project -- Phase 1 selected. Add Subgrant Applications button (highlighted, emphasized). See Appendix for alt text description.
The list of approved subapplications appears. Subapplications created by the Applicant are marked with a red G. Subapplications that were submitted in paper form are marked with a red P. To add a subapplication to the application, select the checkbox in the Select column to the left of the subapplication number in the Application Number column. Then select the Add Subgrant Application(s) button. Note: Multiple subapplications can be added at the same time by selecting more than one checkbox.
Confirm Subgrant Applications screen. River City Floodplain Acquisition Project -- Phase 1 selected to be included in a grant application. Yes button (highlighted, emphasized). See Appendix for alt text description.
The Confirm Subgrant Applications screen appears. To continue to add the subapplication to the application, select the Yes button. Sometimes subapplications display error codes in the Select column and they cannot be added to an application. We will learn about error codes next.

Error Codes

When searching for subapplications to include in the Subgrant Applications section of your application, you may find that some subapplications have error code(s) displayed instead of checkboxes in the Select column. If these cases, the subapplications cannot be selected to be added to the application. Depending on the error code, a subapplication may be eligible to be added after it has been released for revision and then resubmitted.If an error can be corrected to make a subapplication eligible to be added to your application, return to the Grant Applicant Homepage and select the Review Submitted Subgrant Application(s) link.The error code definitions appear at the bottom of the Select Subgrant Applications screen.

Ranking Subapplications

Once you have confirmed which subapplications to add to your application, you will also need to rank each subapplication to establish a priority for funding that will be considered by FEMA during its review process. The ranking of the subapplications differs, depending on the grant program to which you are applying.

Pre-Disaster Mitigation (PDM) grant program: Because PDM is a competitive program, each subapplication is assigned a unique rank from 1 (highest priority) to x, where x is the total number of subapplications added to the application.

Flood Mitigation Assistance (FMA) grant program: Subapplications are assigned a priority rank of 1 (high), 2 (medium), or 3 (low).

You will be submitting your application to the FMA grant program. In our case, when considering the subapplications that our agency has approved, the Riverbend project subapplication should rank as a high priority and receive a rank of “1.” The River City Floodplain Acquisition—Phase 1 subapplication receives a rank of “2,” and the management costs subapplication for Columbia Emergency Management Agency receives a rank of “3.”

Updating Added Subapplications

You may find that you need to update subapplications that you have added to your application. To update a subapplication, select the Update link in the Action column to the right of the subapplication title. When the sections of the subapplication are displayed, select the Complete link in the Status column to the right of the subapplication section that you wish to update. When you have finished updating the subapplication, select the Save and Continue button on the Update Subgrant Application screen to return to the Subgrant Applications section of the application.
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Note
You will only be able to update the information in the fields populated by the Applicant. If information provided by the Subapplicant requires updating, you will have to delete the subapplication from the application and request a revision from the Subapplicant.

Removing Added Subapplications

To remove a subapplication that you have added to your application, select the Delete link in the Action column to the right of the subapplication title you wish to remove. When prompted, confirm the deletion.This will remove the subapplication from your application but will not delete the subapplication altogether. The subapplication will be retained in the stockpile.

Schedule Section

The Schedule section lists the schedule durations for each subapplication included in the application. To view the details of a subapplication’s schedule, select the Subapplicant’s name in the Subgrant Applicant column.Applicants are required to enter the overall duration for the proposed period of performance that encompasses all subapplications.

From this section, you may edit the title of the application in the Title of your proposed activity text field. Then, select Save or Save and Continue to preserve your updates.

Budget Section

The Budget section provides a synopsis of the budgets for all of the subapplications included in the application. To view budget details, select the Subapplicant’s name. You may also sort the budgets in this section by:

  • Cost Classification
  • Subgrant Budget Class
  • Grant Budget Class
  • Project Type
  • Subgrant Applicant

Applicants can attach budget narratives and indirect cost rate agreements by clicking on the Attach File button. As an Applicant, you will find that most of your costs should be in the “Contractual” and “Other” categories, unless your agency is performing direct construction.

Properties Section

The Properties section provides a synopsis of all of the properties listed in all of the subapplications included in the application. To view the details of a particular property, select the hyperlinked address of the property.You may sort the list of properties by:

  • Activity Type
  • Subgrant Applicant

If none of the subapplications propose activities with associated properties, then this will be indicated in this section, and no properties will be displayed.

Comments and Attachments Section

The Comments and Attachments section provides a synopsis of all of the comments and attachments in the application. You can also add, update and/or delete comments or attachments from this screen.To add a new comment, select the Add button. A new screen appears and you can use the drop-down menu to select the application section where you wish to insert your comment.To edit or delete an existing comment or attachment, select the Update or Delete link in the Action column for the application section that contains the comment or attachment you wish to modify.Comments entered in the top section are included in the application when it is submitted to FEMA. Comments entered in the lower Grant Applicant Review Comments section are not included with the application when it is submitted to FEMA.

Assurances and Certifications Section

The Assurances and Certifications section provides hyperlinks to documents that contain the federal requirements for all FEMA federal awards, including the right of the federal government to review the subaward activities. FEMA requires Applicants to complete this section, regardless of whether the Applicant enables it for subapplications.Each of the documents must be read carefully, signed, and electronically submitted. If the document is not applicable, Applicants can select the Not Applicable checkbox.When all of the forms have a “Complete” status, click on the Save and Continue button.

Deleting Applications

Similar to deleting subapplications, eGrants allows Applicant users to delete applications. However, it is first necessary to remove all the subapplications from an application before the application can be deleted.To delete an application, select the Work on Un-submitted Grant Application(s) link from the Grant Applicant Homepage. From the list of un-submitted applications, select the checkbox in the Select column that corresponds to the application you wish to delete, then select the Delete Application button.
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Note
Once an application is deleted, you will not be able to recover the data in that application.

Providing Access

Remember, since you do not have Sign/Submit access, you will need to provide your supervisor, Sally Watkins, access to the application so she can submit it. When access to an application is provided, it also allows access to the associated award package and Quarterly Performance Reports, if the federal award is approved by FEMA.Sally has asked that you provide her with access to the application for five years to ensure that she will be able to resubmit any federal award revisions, view and print the award package, and submit Quarterly Performance Reports, if the federal award is obligated by FEMA.

Submitting an Application

Once all of the required fields in each section are completed, the status for that section changes from “Incomplete” to “Complete.” Once all of the sections have a “Complete” status, then the application can be signed and submitted to FEMA.Since you do not have Sign/Submit access, you will need Sally to sign the application and submit it to FEMA.
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Note
Although it is not required that you access and review the contents of any section that is marked as “Complete,” it is a good idea to take the time to access these sections and review the information before submitting the application.
Sally will show you how she submits an application.Scroll down to see slideshow captions.
Grant Applications Task Menu. All options are hyperlinked: Create New Grant Application, Enter New Paper Grant Application (Application Intake), Work on Un-submitted Grant Application(s) (emphasized), Work on Submitted Grant Application(s).
To begin the Sign/Submit process, from the Grant Applicant Homepage, I will select the Work on Un-submitted Grant Application(s) link.
To submit a grant, select the Update Application link (emphasized) in the Action column on the Grant Status: Un-submitted Grant Applications screen for the grant application you wish to submit. See Appendix for alt text description.
On the Grant Status: Un-Submitted Grant Applications screen, I select the Update Application link for the application that we are ready to submit. I want to submit the “2017 Columbia FMA Grant Application.”
Application Status screen. When all sections of the grant application have the Complete status shown, you may select the Review and Submit Application link from the Sidebar Menu. See Appendix for alt text description.
I see that all the sections have a “Complete” status. So, I will select the Review and Submit Application link on the Sidebar menu.
Update the fiscal year of submission using the drop down menu (emphasized) 2017 selected, and select the Change Year button (emphasized). See Appendix for alt text description.
The Review and Submit Application screen includes a drop-down menu for the Federal Fiscal Year. I know that the fiscal year shown is the year in which the application was created (that is, 2016). To change it to reflect the current fiscal year, I need to select the “2017” option and then select the Change Year button.
To submit your application, check the box below, then click the Submit Application button to submit it to FEMA. * (checked) I, Sally Watkins, acknowledge the submission of grant application. Go Back, Submit Application button (emphasized).
Then, I need to select the electronic signature checkbox to certify I am submitting the application. Finally, I select the Submit Applicationbutton.
Submit Application Results screen displays a congratulations message with a document control number, FEMA contact information, and the signature name and date. Print Application button (emphasized). See Appendix for alt text description.
I immediately receive confirmation that the application has been submitted to FEMA. I want to keep a paper copy of the application on file, so I will select the Print Application button.

Submitted Applications

Once you have submitted an application to FEMA, you may monitor its status in eGrants as it is being reviewed and either approved or disapproved. To view the status of a submitted application, select the Work on Submitted Grant Application(s) link on the Grant Applicant Homepage.
Grant Applications Task Menu. All options are hyperlinked: Create New Grant Application, Enter New Paper Grant Application (Application Intake), Work on Un-submitted Grant Application(s), Work on Submitted Grant Application(s) (emphasized).

Application Review Status

The top portion of the Grant Status: Submitted Grant Applications page shows review status of submitted applications.

The application review status can be:

  • In Progress
  • Revision Requested

Applications which have been awarded will show the status of:

  • Obligated

Subapplication Review Status

For submitted applications that have a status of “In Progress,” you can also review the status of each subapplication that was included in the application. Sally will explain the differences you will encounter when viewing the status of subapplications.Scroll down to see slideshow captions.
The list of submitted grant applications is listed. The Select Action drop-down menu allows you to Review Status (selected), Edit Contact Information, or Request Revision. See Appendix for alt text description.
Each subapplication goes through a number of reviews at FEMA. You can view the status of each subapplication that is included with the application, except for those submitted to the competitive PDM grant program. First, locate the row containing the application for which you want to review the status. In the Action column, select the Select Action drop-down menu and choose the “Review Status” option. Then select the Go button.
The View Status link on submitted Flood Mitigation Assistance subgrant applications can be selected to review FEMA revision requests. See Appendix for alt text description.
The list of subapplications included in the application along with their review statuses are displayed. For the non-competitive FMA subapplications, the View Status link in the Action column will be active. Select the View Status link for the subapplication you want to check on.
A subgrant application’s progress through the various stages of the FEMA Review Process is shown on the Subgrant Review Status screen. Completed, Not Reading, Pending, Rework Requested. See Appendix for alt text description.
Since the subapplication shown is for an FMA application, the review status for each step in the FEMA review process is indicated. A Review Status can be can be Pending, Completed, Not Ready, Revision Requested (that is, a revision to be made by the Applicant), or Rework Requested (that is, a rework of the review by the FEMA Reviewer).
Because of their competitive nature, the View Status link in the Action is not active for Pre-Disaster Mitigation subgrant applications on the Review Status screen. See Appendix for alt text description.
Since the PDM grant program is competitive, Applicants are not allowed to view the status of FEMA’s review of those subapplications. Therefore, the View Status link in the Action column is not active.

FEMA Revision Requests

Occasionally, FEMA will request that changes be made to an application or subapplication(s) attached to an application. eGrants allows the Applicant to:

  • Make FEMA-requested revisions to a submitted application
  • Make FEMA-requested revisions to a submitted subapplication
  • Release a subapplication section to the Subapplicant so that the Subapplicant can make the FEMA-requested revisions

Once all of the requested revisions have been made, the application must be resubmitted to FEMA for further consideration. Only an Applicant user with Sign/Submit access can resubmit the application.If a revision is requested by FEMA, an e-mail notifying the Applicant of the request will be sent to the Authorized Agent and the POC provided in the Contact section of the application.

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Note
If you need to revise an application that has been submitted to FEMA, FEMA must release the application for revision. Contact your FEMA Regional Office to request a Revision Release.

Responding to a FEMA Revision Request

Sally has received an e-mail notifying her that FEMA has requested some revisions to the Columbia Emergency Management Agency application. Sally will show you how to review and respond to the FEMA revision request.Scroll down to see slideshow captions.
Grant Applications Task Menu. All options are hyperlinked: Create New Grant Application, Enter New Paper Grant Application (Application Intake), Work on Un-submitted Grant Application(s), Work on Submitted Grant Application(s) (emphasized).
From the Grant Applicant Homepage, select the Work on Submitted Grant Application(s) link.
Review status of pending applications are shown the Grant Status: Submitted Grant Applications screen. Revision Requested, In Progress, Approved, Awarded, Obligated, Accepted/Not Accepted. See Appendix for alt text description.
The Grant Status: Submitted Grant Applications screen is displayed. Here you will be able to view the Review Status of any application you have submitted.
The top of Grant Status: Submitted Grant Applications screen displays the Review and Awards totals and status of submitted grants. The bottom displays individual submitted grants. See Appendix for alt text description.
Pending tasks for applications and federal awards are shown in the upper portion of the screen and all applications you have submitted are listed below.
Select the Review Revision Requests link on the Grant Status: Submitted Grant Applications screen to display the list of grant applications for which FEMA has requested revisions. See Appendix for alt text description.
Select the Review Revision Requests link in the Action column.
Select the Review Revision Request drop-down option (selected) and the Go button (emphasized) to begin working on FEMA requested revisions on a grant application. See Appendix for alt text description.
The applications for which FEMA has requested revisions are listed. Locate the application you need to revise. Then, select the Select Actiondrop-down menu. The options in this menu will differ depending on the status of the application. For our Columbia FMA application, the drop-down menu has three options: Review Revision Requests, Edit Contact Information, and Request Revision. Select the “Review Revision Request” option. Then, select the Go button.
The Application Revision Overview screen displays the grant revisions requested on the top and the subgrant revisions requested on the bottom. Comments from FEMA explain the revisions requested. See Appendix for alt text description.
The Overview screen is displayed. All application revision requests are shown at the top of the screen. subapplication revision requests are shown at the bottom.

Applicant Revisions

The revision request that Sally has received is for the application, as well as for several sections of one of the subapplications attached to the application. You will be able to make the revisions to the application and one of the revisions to the subapplication, but you will have to ask the Subapplicant to make the remainder of the corrections to the subapplication.

Sally will show you how to update the Schedule section of the application in response to a FEMA revision request.

Scroll down to see slideshow captions.

Select the Update link (emphasized) on the Overview screen to begin the revision process for a submitted grant application. See Appendix for alt text description.
On the Overview screen, you can see that FEMA has requested a revision to the Schedule section. In the Action column, select the Update link to view the sections of the application.
Select the Update link in the Status column on the Overview screen, to update a Grant application section in response to a FEMA revision request. See Appendix for alt text description.
An Overview of the application is displayed. From here you can access the application section for which FEMA has requested revisions. In this case, FEMA has requested an update to the Schedule section. Select the Update link for the Schedule section.
Information on the duration of attached subgrant applications and the grant application are displayed on the Schedule screen. The duration of the grant can be updated. See Appendix for alt text description.
The Schedule section of the application is displayed. From here, you can make the revisions as requested and then select the Save and Continue button to make more revisions or resubmit the application to FEMA for further review.

Applicant Revisions of Subapplications

Sally just showed you how to make the requested revisions by updating the application. Now, she will show you how to make a revision to one of the subapplications.

Scroll down to see slideshow captions.

To start the subgrant revision process, select the Review Revision Requests link (emphasized) from the Grant Status: Submitted Grant Applications screen. See Appendix for alt text description.
From the Grant Status: Submitted Grant Applications screen, you can begin the revision process for a subapplication by selecting the Review Revision Requests link in the Action column at the top of the page.
Select the Review Revision Request drop-down option (selected) and the Go button (emphasized) to begin working on FEMA requested revisions on a grant application. See Appendix for alt text description.
From the list of applications, locate the application—in this case, the Columbia FMA application—that contains the subapplication needing to be revised. In the Select Action drop-down menu, select the option to “Review Revision Requests.”
The top of the Review and Resubmit Application screen includes information on the subgrant application which requires revisions and Comments from FEMA. See Appendix for alt text description.
The Review and Resubmit Application screen is displayed. At the top of the screen you can review the Comments from FEMA: “Please provide a current email address for POC. Please select correct FIPS Place Code. Please provide a CID number for community. Multi-hazard mitigation plan listed has expired, please attach a current plan.”
Select the Review Section link (circled) for the Mitigation Plan section to make FEMA requested revisions to a subgrant on behalf of the Subgrant Applicant. See Appendix for alt text description.
Since we got an e-mail from River City regarding its new mitigation plan last week, you can make the necessary revisions to the Mitigation Plan section of the subapplication. On the bottom of the Review and Resubmit Application screen, select the Review Section link in the Action column in the Mitigation Plan row.
The Mitigation Plan screen displays comments from Grantee/FEMA: "Multi-hazard mitigation plan listed has expired, please attach a current plan" and the revision deadline: 12-12-2017. See Appendix for alt text description.
The Mitigation Plan section is displayed. From here you can make the requested revisions to the subapplication and select the Save and Continue button to save your revisions. When all of the revision requests have been completed, we can resubmit the subapplication to FEMA for further review.

Releasing a Subapplication Section for Revision

Earlier in this lesson, Sally showed you how to make requested revisions by updating the application and one section of a subapplication. Now, she will demonstrate how to release a section of a subapplication to the Subapplicant for revision.Scroll down to see slideshow captions.
Select the Review link (emphasized) in the Action column on the revision Overview screen to respond to a FEMA revision request for a subgrant application. See Appendix for alt text description.
From the Overview screen, locate the subapplication that needs to be revised. Review the requested subapplication revisions and comments provided by FEMA. In this case, the Comments from FEMA read: “Please revise the Cost Estimate and Update Cost Share to reflect Federal/Non-Federal Cost Share.” Select the Review link in the Action column.
The list of subgrant application sections that must be revised are displayed. The Review Section link in the Action column of the Cost Estimate section is circled. See Appendix for alt text details.
The Review and Submit Application screen appears. We need to release the Cost Estimate section of the subapplication to the Subapplicant to revise. Select the Review Section link for the Cost Estimate section.
The Release Cost Estimate Section (Request Change) radio button (selected, emphasized), Revision deadline 04-30-2017 (emphasized), comments (text field emphasized), and Save and Continue (emphasized). See Appendix for alt text description.
The Review Cost Estimate screen is displayed. In the Action section, select the radio button to Release the Cost Estimate Section. You need to set a Revision Deadline. Make sure to set it in advance of the FEMA revision deadline. So, type “04-30-2017.” Now you can enter comments for the Subapplicant, if appropriate. In this case, in the Comments to Subgrantee text field, enter “Please revise Cost Estimate section per FEMA request.” Then select the Save and Continue button.
A sample notification email to the Subgrant Applicant asks for revisions to the released subgrant application section. The Release Application Section button is emphasized. See Appendix for alt text description.
An e-mail is displayed with information that, if you have enabled the e-mail Administrative option, will be sent to the Authorized Agent and the Point of Contact identified in the Contact section of the subapplication. Select the Release Application Section button.
A confirmation notice appears after the email is sent and the subgrant section is released to Subgrant Applicant for revision. The Return to Review and Resubmit button is emphasized. See Appendix for alt text description.
You will get a confirmation that the subapplication section was released to the Subapplicant. Select the Return to Review and Resubmit button to return to the list of subapplication Revision Requests.
On the Review and Resubmit Application screen the released Cost Estimate section appears with a "Revision Released to Subgrantee" Revision Status and View Section link. See Appendix for alt text description.
The status of the Cost Estimate section is now “Revision Released to Subgrantee.”

Resubmitting Revised Applications

Once all of the revisions requested by FEMA have been made, the application will need to be resubmitted to FEMA. The process to resubmit an application is the same Sign/Submit process used for the original submittal. Once all of the sections have a status of “Complete,” Applicants with Sign/Submit access can select the checkbox for the electronic signature/acknowledgement and then select the Resubmit Application button.
To submit your application to FEMA, check the box below, then click the Resubmit Application button. * box(checked) I, Sally Watkins, acknowledge the submission of grant application. Go Back, Resubmit Application (emphasized)

Changing the POC

The POC is the person who will be contacted by FEMA concerning the application. The POC receives the e-mail messages if the external e-mail preference has been enabled.If necessary, the POC (and the Alternative POC) information can be changed, even after the application has been submitted. From the Grant Status: Submitted Grant Applications screen, locate the application, and then select the “Edit Contact Information” option in the Select Action drop-down menu in the Action column.

Lesson 11 Summary

In this lesson, you learned how to create a new application by copying an existing application and how to complete the sections of the application.

You also learned how to:

  • Check out, review, and check in subapplications
  • Request revisions to subapplications
  • Approve, disapprove, or release subapplications to the stockpile
  • Add subapplications to the application
  • Update, delete, and submit an application
  • View a submitted application
  • Revise a submitted application and subapplication
  • Release a subapplication section for revision by the Subapplicant
  • Change a POC in a submitted application

Some key points from this lesson are:

  • Applications can be created and worked on at different times.
  • Applicants can search for eligible, approved subapplications to add to their application.
  • Subapplications can be approved, returned for revision, disapproved, or retained in the stockpile for later consideration.
  • After checking out and reviewing a subapplication, it is essential to check it back into the eGrants system.
  • To increase the likelihood of approval, you can ask Subapplicants to provide more information or correct errors in a subapplication.
  • Subapplications cannot be added until they are approved and checked in.
  • Applicant acting as Subapplicant subapplications are automatically considered to be approved.
  • Each subapplication must be ranked:
    • For PDM applications, each attached subapplication needs to be assigned a unique rank from 1 (highest) to x, where x is the total number of subapplications attached to the application.
    • For FMA applications, each attached subapplication needs to be assigned a rank of 1 (high priority), 2 (medium priority), or 3 (low priority).

Lesson 11 Summary (continued)

Additional points to remember from this lesson are:

  • The Applicant Information, Contact Information, Comments and Attachments, and Assurances and Certifications sections are all similar to the corresponding sections of the Applicant acting as Subapplicant subapplication.
  • The Schedule section is a synopsis of all of the schedules of the subapplications included in the application. Applicants are required to enter the total duration for the proposed period of performance.
  • The Budget and Properties sections both provide a synopsis of corresponding sections in the subapplications attached to the application.
  • Applications can be signed and submitted by an Applicant with Sign/Submit access for applications by selecting the Signature checkbox.
  • Applicants can check the status of submitted applications by selecting the Work on Submitted Grant Application(s) link.
  • FEMA may request a revision to an application or subapplication attached to the application. Applicants can make the revisions, or request the Subapplicant to make the revision for subapplications, and then resubmit the application or subapplication to FEMA.
  • Applicants can change the POC and Alternate POC in a submitted application.

Lesson 12 Overview

Upon completion of this lesson, you should be able to:
  • Identify the steps to view and print a FEMA award package

eGrants Scenario

Businesswoman
Listen to SallyAudio transcript

Your Role: A new Mitigation Grants Coordinator

Supervisor’s Name: Sally Watkins, Hazard Mitigation Grants Supervisor

Agency: Columbia Emergency Management Agency

Problem: You just received an e-mail stating that the application was approved by FEMA.

To Date: You have created an application and it has been submitted, revised, and resubmitted.

The Next Step: Sally will show you how to print the award package documents.

Hello. Sally here. I heard you got an e-mail from FEMA letting you know that the Columbia Flood Mitigation Assistance application was approved. Now we need to review the award package in eGrants. This is exciting because it means the federal funds are available to begin the flood mitigation project in Columbia.

Award Packages

When FEMA approves an application for federal award, an e-mail message is sent to the primary and alternate Points of Contact (POCs) provided in the application, notifying them that the federal award has been approved, the subawards have been obligated, and the FEMA award package is available to be viewed in eGrants.The award package has three parts:

  • Award Letter
  • Agreement Articles
  • Obligating Document for Award/Amendment (FEMA Form 76-10A)

Once an award package has been created, award funds are obligated by FEMA. It is no longer necessary for Applicants to approve and sign an award package in order to accept the federal award. Funds are immediately available to Recipients and Subrecipients.Recipients can view the award package and print all or parts of the package for their records. The award package is Read-Only and cannot be modified in any way.

Viewing an Award Package

On the Grant Applications screen of eGrants, approved applications are identified by having an “Obligated” status.Sally Watkins saw in eGrants that the Columbia Emergency Management Agency application has been approved by FEMA for award. She can now view the award package. Sally will demonstrate how to view and print the award package.Scroll down to see slideshow captions.
Select the View FEMA Award Package(s) link on the Grant Status: Submitted Grant Applications screen to view a grant that has been awarded. See Appendix for alt text description.
The Awards section of the Grant Status: Submitted Grant Applications screen identifies the number of obligated award packages. To see all of Columbia’s approved federal awards I will select the View FEMA Award Package(s) link in the Action column.
Select the View FEMA Award Package drop-down option then the Go button on the Grant Status: Submitted Grant Applications screen to view the documentation of subgrant awards from FEMA. See Appendix for alt text description.
All the applications that have been approved and have award packages are listed. For the recently approved 2016 Columbia FMA application, I will select the Select Action drop-down menu in the Action column. The menu has four options: View FEMA Award Package, Manage Grant, Edit Contact Information, and Request Revision. To read the award package, I will need to select the option to “View FEMA Award Package” and then the Go button.
Select the View Package link in the Action column of the View FEMA Award Package(s) screen to view links to the three documents that constitute the Award Package. See Appendix for alt text description.
The View FEMA Award Package(s) screen is displayed. This screen displays the application year, title, and number. Below it lists the individual award package numbers for the subawards, their award and obligation dates, and their Non-Federal Share and Federal Share amounts. I can review each award package by selecting the View Package link in the Action column.
Select the related links to view the 3 parts to a FEMA Award Package: Part 1-Award Letter, Part 2-Agreement Articles, and Part 3-Obligating Document for Award/Amendment. See Appendix for alt text description.
The FEMA Award Package screen is displayed. This is the screen that allows me to view the three parts of the FEMA award package. The Award Letter is in Part 1, the Agreement Articles are in Part 2, and the Obligating Document for Award/Amendment (FEMA Form 76-10A)is in Part 3. I can view each part of the award package by selecting the appropriate link.
Select the Print Award Package button (emphasized) on the FEMA Award Package screen to print all three parts of an Award package. See Appendix for alt text description.
I can also print a copy of the entire award package by selecting the Print Award Package button.
Select the Application Number link (circled) to view details about the subgrant application included in the FEMA award package. The federal and non-federal share are also listed. See Appendix for alt text description.
From this screen, I can also view the sections of any subapplications included in the application by selecting a link in the Application Numbercolumn.
Select the View link in the Action column to review sections of a subgrant application included in a grant application. The link for the Cost Share section is circled in example. See Appendix for alt text description.
For example, I can review the Cost Share section of this subapplication by selecting the View link in the Action column.

Lesson 12 Summary

In this lesson, you learned about the parts of an award package.Some key points from this lesson are:

  • FEMA-approved applications have a status of “Obligated.”
  • Award packages are shown in the Awards section of the Grant Status: Submitted Grant Applications screen.
  • An award package contains three parts:
    • The Award Letter
    • The Agreement Articles
    • The Obligating Document for Award/Amendment (FEMA Form 76-10A)
  • You can print a copy of the award package

Lesson 13 Overview

Upon completion of this lesson, you should be able to:
  • Identify the types and deadlines for quarterly reports on FEMA federal awards
  • Identify the steps to submit and revise a Quarterly Performance Report

eGrants Scenario

Businesswoman
Listen to SallyAudio transcript

Your Role: A new Mitigation Grants Coordinator

Supervisor’s Name: Sally Watkins, Hazard Mitigation Grants Supervisor

Agency: Columbia Emergency Management Agency

Problem: You are tasked with managing a Flood Mitigation Assistance (FMA) federal award.

To Date: You have created the application, which was submitted and approved by FEMA, and the federal award was obligated.

The Next Step: Several months have passed, and now Sally needs to show you how to attach and submit a Quarterly Performance Report for the federal award in eGrants.

Hello. It’s Sally again. It has been several months since we received the federal award from FEMA. I know you have been monitoring our subawards. Now it’s time for me to show you how to begin working on the quarterly performance reports that are due to FEMA.

Quarterly Reports

FEMA requires that Recipients submit quarterly reports on the performance and financial status of federal awards that have been obligated. The reports are due to FEMA no later than 30 days after the end of each federal fiscal quarter following the award date.
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Note
Currently, Recipients can attach Quarterly Performance Reports for a federal award and submit them electronically with eGrants. However, Recipients must use the Payment and Reporting System (PARS) outside of eGrants to create and submit their Quarterly Financial Status Reports.
 
Period Covered Report Due Date
October 1 – December 31 January 30
January 1 – March 31 April 30
April 1 – June 30 July 30
July 1 – September 30 October 30

Quarterly Performance Reports

Recipients may report on the status of their subawards individually or may report on the federal award as a whole. There are two reporting options for performance reports:

  • Performance reports (submitted through eGrants)
    • Subgrant Quarterly Performance Reports (on the performance of an individual subaward)
    • Grantee Quarterly Performance Reports (on the performance of the entire federal award)
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Currently, there is no Quarterly Report function for Subrecipients to submit Quarterly Performance Reports via eGrants. Therefore, Recipients may want to record the status of subawards in the Subgrant Quarterly Reports.

Quarterly Performance Report Status

The Quarterly Reports function will show a list of the Quarterly Performance Reports applicable for the federal award, the status of each report, and the deadline to submit each report. The status for a report can be one of the following:

  • Incomplete: Not yet been uploaded into the eGrants system
  • Complete: Uploaded and ready to be signed and submitted to FEMA
  • Submitted to FEMA: Already submitted to FEMA (lists the date it was submitted)
  • Revision Requested by FEMA: Submitted to FEMA but subsequently returned by FEMA for revision (lists the date the revision was requested)
  • Revision Submitted to FEMA: Revised and resubmitted to FEMA (lists the date it was resubmitted)

Attaching a Quarterly Performance Report

Sally will demonstrate how to attach a Quarterly Performance Report.Scroll down to see slideshow captions.
Grant Applications Task Menu. All options are hyperlinked: Create New Grant Application, Enter New Paper Grant Application (Application Intake), Work on Un-submitted Grant Application(s), Work on Submitted Grant Application(s) (emphasized).
From the Grant Applicant Homepage, select the Work on Submitted Grant Application(s) link.
To upload a quarterly report, select the Manage Grant option from the drop down menu on the Grant Status: Submitted Grant Applications screen. See Appendix for alt text description.
In the Action column, select the drop-down menu for the federal award for which you want to upload the Quarterly Performance Report. This drop-down menu has four options: View FEMA Award Package, Manage Grant, Edit Contact Information, and Request revision. Select the “Manage Grant” option. Then select the Go button.
The Quarterly Reports screen lists the reports for a grant, period covered, deadline, and status. Select the Update (emphasized), Review Details, or Request Revision link in Action column for a report. See Appendix for alt text description.
The Quarterly Reports screen appears. It lists a summary of all the quarterly reports that have been generated for the federal award including the Report Number, Period Covered, Status, and Deadline. Quarterly reports that are incomplete or have not yet been submitted to FEMA display an Update link in the Action column. Quarterly reports which have been submitted display a View Details link and Request Revisionlink. To upload the latest Quarterly Performance Report, I will select the Update link in the Action column for that report.
The Update Quarterly Report screen displays the status of the Subgrant and Grantee Quarterly Performance Reports. The Financial Reports are Xed out because they are now submitted through PARS. See Appendix for alt text description.
On the Update Quarterly Report screen, I see all of the available quarterly reports for the federal award and the status of each. The Subgrant and Grantee Quarterly Performance Reports are listed at the top.
The incomplete status links are displayed for both the Subgrant and Grantee Quarterly Performance Reports on the Update Quarterly Report screen. See Appendix for alt text description
To begin working on one of the Grantee Quarterly Performance Reports, I will select the Incomplete link in the Action column to the right of the report title.
To upload the Quarterly Performance Report for the FMA federal award, I will select the Attach button. I will follow the same steps as for attaching documents to a subapplication. When I am finished, I’ll select the Save and Continue button.
Select the Attachments button on the Grant Quarterly Performance Report screen to upload a quarterly performance report. Then select the Save and continue button. See Appendix for alt text description.

Subgrant Report Not Electronically Submitted

Two reports are available to Recipients in eGrants: a Subgrant Performance Report and a Grantee Performance Report. If a Recipient chooses not to submit individual quarterly reports for each subaward, the Recipient may select the Not Electronically Submitted (NES) checkbox in the Action column. The status of this report will change to “NES” once the Save or Save and Continue button is selected.

Signing and Submitting a Quarterly Performance Report

Once both of the report forms have a status of either “Complete” or “NES,” the Quarterly Performance Report can be signed and submitted to FEMA. A Recipient user must have Sign/Submit access for Performance Quarterly Reports to be able to sign and submit them.Sally will show you how she signs and submits a Quarterly Performance Report.Scroll down to see slideshow captions.
Select the update link to the right of the quarterly report package you want to sign. The status of the Financial and Performance reports are listed. See Appendix for alt text description.
To access the 2016 Columbia FMA quarterly report that I need to submit, I select the Update link in the Action column on the Quarterly Reports screen.
Both the Grantee Quarterly Performance Reports show Complete status. The Subgrant reports show NES status. See Appendix for alt text description.
We are not submitting any Subgrant Quarterly Performance Reports, so the NES, or Not Electronically Submitted, status is shown. The Grantee Quarterly Performance Report has a “Complete” status link because the report has been uploaded into eGrants. I can now sign and submit the report to FEMA.
Select the signature box (checked) to acknowledge the submission of the quarterly performance report, then select the Submit Performance Report button (emphasized). See Appendix for alt text description.
To sign and submit the Quarterly Performance Report, I will select the signature checkbox in the Performance Reports section and then select the Submit Performance Report button.
A submission congratulations message (emphasized). Status of the Performance and Financial status reports is listed. Return to Quarterly Reports List button (emphasized). See Appendix for alt text description.
I receive a confirmation that the Quarterly Performance Report has been submitted to FEMA.

Revising Submitted Quarterly Reports

You can view quarterly reports that have been submitted to FEMA by selecting the View Details link in the Action column on the Quarterly Reports screen.You may also revise a quarterly report that you have previously submitted. If a Recipient notices that there is an error in a quarterly report, the Recipient can request that the FEMA Regional Office release the Quarterly Performance Report(s) in order to be able to revise it. (If the Recipient selects the Request Revision link, a message directing the Recipient to contact their FEMA Regional Office will be displayed). If FEMA notices an error, FEMA can also initiate a request for revision to a Quarterly Performance Report.

Resubmitting Quarterly Reports

Once the changes or revisions have been made to the Quarterly Performance Report(s), a Recipient user with Sign/Submit access will need to sign and resubmit the revised Quarterly Performance Report(s) to FEMA. The process is the same as signing and submitting the original Quarterly Performance Report(s).

Lesson 13 Summary

Congratulations! You have finished the final lesson in the Mitigation eGrants System for the Applicant Independent Study course! In this lesson, you learned about functions for quarterly reports. Some key points from this lesson are:

  • FEMA requires that Recipients submit quarterly reports on the performance and financial status of federal awards that have been obligated.
  • The quarterly reports are due to FEMA no later than 30 days after the end of each federal fiscal quarter following the award date.
  • Quarterly Performance Reports are submitted through eGrants. Quarterly Financial Status Reports are submitted through PARS.
  • Recipients can choose to either report on individual subawards by using the Subgrant Quarterly Performance Report function or report on the performance and financial status of the federal award as a whole using the Grantee Quarterly Performance Reports functions. In the latter case, the Recipient would need to indicate that the Subgrant Quarterly Performance Reports are not electronically submitted.