Entity Users Grant Award Modification Job Aid Reference Guide

Entity Users

Grant Award

Modification

Job Aid Reference Guide

September 15, 2020

Table

Contents

Page 3

Welcome

Begin with this exploration of

JustGrants and the initial

release of this new software

Page 7

Grant Award Modification

This overview of Grant Award

Modification (GAM) will get you up

to speed with this guide and the

types of things GAMs can do

Page 14

Project Period Extension

This section includes step-by-

step directions to extend the

length of the funded award

Page 21

Programmatic

This section includes step-by-step

directions to update changes in

project scope or for approval of

changes with certain costs and

activities

Page 40

Financial

This section includes step-by-

step directions to modify budget

details or approve a budget that

received a conditional clearance

Page 51

Appendix

This section provides Record Type

Prefixes, JustGrants Terminology, and

background on SAM.Gov and

Grants.gov

Welcome

Grant Award Modification Reference Guide | 4

Overview

Welcome to JustGrants!

JustGrants is the Department of Justice’s (DOJ)

new web-based, streamlined grants

management software.

JustGrants provides applicants and grantees tremendous transparency

and an improved user experience throughout the entire process of

grants management. JustGrants offers applicants and grantees:

• Efficient processes that allow for tracking progress and entering

data directly;

• Improved data accuracy and access to that data through data

validation and reporting tools;

• Organizational profiles with increased visibility for applicant and

grantee organizations into all their grants and applications across

DOJ;

• Enhanced availability and automation of electronic forms, reducing

the need for uploading attachments and manual data entry; and

• Integration with SAM.gov and Grants.gov to maintain consistent

entity information and to reduce duplicative data entry.

JustGrants is your tool for

all

grants management work.

Plus, this software is a living product that will evolve and

improve over time. DOJ will continue to enhance the

software’s functionality and expand benefits for all users.

Grant Award Modification Reference Guide | 5

Overview (Continued)

This Job Aid Reference Guide will help you navigate the software as

you move through JustGrants grants management functions, including:

• Feature overviews;

• Step-by-step instructions;

• Infographics;

• Glossary terms; and

• New feature summaries.

This guide is part of a larger training resource library

that includes self-guided eLearning videos and

infographics. All training resources are accessible on

the JustGrants

Training & Resources page.

IMPORTANT

During the initial release of JustGrants, please be aware:

• The system does not “auto save” your work.

• You will see a warning message after 10 minutes of

inactivity (per security requirements).

• You will be automatically logged out if you are

inactive for 15 minutes (per security requirements).

• Unsaved work will not be saved at logout.

Grant Award Modification Reference Guide | 6

JustGrants Initial Release

JustGrants is brand-new system software. What you will

be using is the initial release. Using this version,

you

will have everything you need to:

• Apply for funding;

• Accept or decline awards; and

• Manage awards.

JustGrants is a work in progress as the

developers build out features and respond to

user feedback. If you want to visualize this, think

of JustGrants as a house you are building. You

start with the basics: walls; roof; and a door. The

building is livable.

Every so often, you add new features like an extra bathroom, a front

porch, or a deck. After all major elements are in place, you can continue

to personalize and modify to make it ideal. JustGrants is built similarly—

access now with finishing touches as we go along using it.

Despite this continued development, the initial

release of JustGrants is already a better experience

than the previous software. JustGrants was

developed specifically to improve upon the existing

system software.

All aspects of grant management have been

integrated into this new, single system, allowing you

to enter information into an application, access it,

accept your grant package, manage your funded

award, and complete your Closeout activities.

Grant Award

Modification

Grant Award Modification Reference Guide | 8

Overview

At this point, it is possible some things about your

grant have changed. This is where the Grant Award

Modification (GAM) comes into play. A GAM is

created to update the Award Details but is used only

to modify a key fact or a detail about the award.

JustGrants focuses on true modifications to an award. It is not used for

more routine updates to grant information

that will not modify a fact

about the award details.

There are three types of GAMs—Project Period Extension, Programmatic,

and Financial. GAMs are all started in the same basic way. But each has

specific fields and sub-types depending on the information needed for the

specific type of GAM.

Users can enter information in the GAM, save it, then return later to

complete and submit. Once a GAM is submitted, DOJ reviews it and sends

you a notification:

Approved, Denied, or Change Requested.

Let’s take a look now at the the GAM types, sub-

types, and the users involved.

In addition to reviewing the DOJ Financial Guide for guidance,

you should also review the award owner’s manual and other

managing office requirements when working with GAMs.

Grant Award Modification Reference Guide | 9

Grant Award Modification Types

Project Period

Extension GAM

Grant

Manager

Grantee

Programmatic

GAMs

Programmatic

Cost GAM

Scope

Change GAM

Financial

GAMs

Financial

Staff

Budget

Reduction &

Clearance

GAM

Budget

Modification

GAM

Sole Source

GAM

Grant Award Modification Reference Guide | 9

Grant Award Modification Reference Guide | 10

Key GAM Takeaways

• Some GAMs are no longer needed since they do not modify a

fact about the award details.

• JustGrants has rules about creating and submitting two

GAMs that modify the same data in the award details. Two

GAMs for the same data cannot be in progress at the same

time.

• A user can delete a GAM before submitting it.

• Once a GAM is resolved, the award details are updated.

• The GAM tab shows all in-progress and resolved GAMs for

that award, including: Drafted, Deleted, Approved, Denied, or

Changed-Requested GAMs.

• If a GAM is Change Requested, it auto-populates in the

initiators Worklist for further action.

• Completed GAMs display actual changes that were made.

• Grant Award Administrators and Alternate Grant Award

Administrators receive emails for GAMs that are Approved,

Denied, or Change Requested.

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GAM Initiation

GAM Type

Navigate to the GAM tab.

From the funded award, open the GAM tab.

1) Select the GAM type from the Type of Award Change dropdown menu.

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GAM Initiation: Step 2

GAM Sub-type

Not all GAM types require a subtype.

2) Select the appropriate subtype from the Award Change Subtype

dropdown menu.

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GAM Initiation: Step 3

Create GAM

These steps apply to the creation of all GAMs.

3) Select the Create New GAM button.

 To create a budget modification GAM and/or budget reduction

GAM, an award must first have a final budget clearance.

 Programmatic GAMs will let you create a second GAM if one is in

progress, but the exact data being modified by the in-progress GAM

will be greyed out when the GAM is opened.

Note: If the Create New

GAM button is gray for

Project Period Extension

and Financial GAMs, a

GAM of the same type

or subtype is already in

progress. A second

GAM of the same type

may

not be created.

Project Period

Extension GAM

Grant Award Modification Reference Guide | 15

Project Period Extension GAM Takeaways

A Project Period Extension GAM is used to extend the

length of the funded award. The most direct way to do

this is to change the End Date and—in rare

circumstances—change the start date.

Here are some specifics about how JustGrants handles these changes.

• If a Project Period Extension GAM is already in progress, the Create

a New GAM button will be gray, indicating it is unavailable. A blue

button indicates the GAM is possible.

• Enter the number of months to extend in the Project Period

Extension End Date. JustGrants will make the end date the last day

of the last month of the extension and auto-calculate the end date

for No Cost Extension GAMs. The original start and end date are

displayed for comparison.

• ONLY the DOJ Grant Manager can initiate a GAM to extend the

award period within 30 days of the current Project Period End Date.

• The Start Date Change system will not update the Progress Report

or FFR schedule.

• Changing the start date is extremely rare and should not happen

often.

• The unobligated balance and associated dates are displayed below

the Previously Approved Extensions field.

• Users can Add Attachments.

• Grants Management comments become a permanent official

comment.

Once entered here, comments cannot be deleted. This

field should not be used for ongoing conversation.

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Project Period Extension GAM: Steps 1 - 2

Extend End Date

The End Date is extended by a number of months.

1) Once a Project Period Extension GAM has been created, review the Funded

Award Details in the GAM header.

2) Update the Number of Months to extend Project Period Extension End Date

field by typing the number of months you want the award to be extended.

The Requested Project Period displays the new start and end dates for the

funded award. The end date displayed is the last day of the month corresponding

to the new end date.

While it is possible to

update the Project

Start Date, this is a

very rare occurrence.

To do so, type the new

date in the Project

Period Extension Start

Date field.

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Project Period Extension GAM: Steps 3 - 4

Justification

Upload multiple files if needed.

3) Type a justification for the project period extension in the Justification

field.

4) Select the Attach button to attach files to the GAM.

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Project Period Extension GAM: Steps 5 - 6

Attach Files

Drag and drop files or locate them on your computer.

5) Locate the file on your workstation or shared drive or drag and drop the

file as indicated.

6) Select the Attach button.

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Project Period Extension GAM: Steps 7 - 8

Grants Management Comments

Comments are visible to both internal and external users.

7) Type any comments in the Grants Management Comments field. These

comments are visible to your Grant Manager.

8) Select the Add button.

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Project Period Extension GAM: Step 9

Submit

The GAM is routed to the Grant Manager for review.

9) Select the Submit button.

Programmatic

GAM

Grant Award Modification Reference Guide | 22

Programmatic GAM Overview

A Programmatic GAM is used to update changes in

project scope or to gain prior approval for changes

with programmatic costs and activities as determined

by the DOJ Financial Guide.

By utilizing Programmatic GAMs, a user can initiate a second GAM even

if one is in progress—unlike Project Period Extension GAMs. Keep in

mind, though, items within the in-progress GAM will be disabled on

screen.

Programmatic GAMs have two sub-types: Costs and Scope.

Costs

Within Programmatic Costs, you can submit multiple GAMs for

programmatic costs but can

only one GAM per cost type.

You can also submit multiple costs in the same GAM.

For Costs requiring Prior Approval, deliverables are not included

(as that is initiated elsewhere).

An Other field exists for the purpose of including items that are

part of appropriation costs. This field should

not be used to

submit documentation/deliverables.

Grant Award Modification Reference Guide | 23

Scope Change GAM Overview

Scope Change

Within Programmatic Scope Change, you can select (only one):

• Altering programmatic activities

• Changing the purpose of the project

• Changing the project site

• Staff changes that include experiencing or making changes to

the organization or staff with primary responsibility for award

implementation. These changes can include (choose one):

• Changes in key personnel

• Contracting out and/or sub-awarding

• Otherwise obtaining the services of a third party

You can update the Project Title (one project title change at a time)

and Project Description.

Programmatic Scope Change Best Practices

• Submit Programmatic Scope Changes as a single

GAM rather than as separate GAMs.

• Work with your Grant Manager on details before

submitting a complex scope change.

• You can add attachments.

• Enter information regarding the scope change into

the Justification text field.

Costs GAM

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Costs GAM: Steps 1 - 2

GAM Type and Subtype

Select the Programmatic GAM Type.

1) Select the Programmatic GAM type from the Type of Award Change

dropdown menu.

2) Select the subtype from the Award Change Subtype dropdown menu. In

this example, we are selecting the Programmatic Costs subtype.

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Costs GAM: Step 3

Create GAM

Select

Create New GAM.

3) Select Create New GAM.

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Costs GAM: Step 4 – 5

Justification

Make sure documents are attached before submitting.

4) Type a justification for the project period extension in the Justification

field.

5) Select the Attach button to attach files to the GAM.

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Costs GAM: Steps 6 – 7

Attach files

Attach as many files as needed.

6) Locate the file on your workstation or shared drive or drag and drop the

file as indicated.

7) Select the Attach button.

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Costs GAM: Steps 8 - 9

Grants Management Comments

Comments are visible to both internal and external users

8) Type any comments in the Grants Management Comments field. These

comments are visible to your Grant Manager.

9) Select the Add button.

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Costs GAM: Step 10

Submit

The GAM is routed to the Grant Manager for review.

10) Select the Submit button.

Scope

Change

GAM

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Scope Change GAM: Steps 1 - 2

GAM Type and Subtype

Select the Programmatic GAM Type.

1) Select Programmatic from the Type of Award Change dropdown menu.

2) Select Scope Change from the Award Change Subtype dropdown menu.

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Scope Change GAM: Step 3

Create GAM

Select

Create New GAM.

3) Select Create New GAM.

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Scope Change GAM: Step 4

Change the Scope

Select all relevant scope changes.

4) Select all options reflected in the changing scope of your project. It is

best to include all scope changes in a single GAM rather than submit

separate GAMs for each change.

Note: It is a best practice to discuss all changes in scope with your Grant

Manager prior to submitting a Scope Change GAM to avoid a change request

coming back to you if the changes are not approved.

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Scope Change GAM: Step 5

Staff Changes

Include all changes in staff reflected in the scope change.

5) If there are personnel changes, select all that apply.

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Scope Change GAM: Step 6 – 9

Justification

Make sure documents are attached before submitting.

6) Type a justification for the project period extension in the Justification field.

7) Select the Project Title check box and enter an updated project title if the

scope change includes changes to the project title.

8) Select the Project Description check box and enter an updated project title if

the scope change includes changes to the project description.

9) Select the Attach button to add Programmatic Attachments to the GAM.

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Scope Change GAM: Steps 10 – 11

Attach

Attach as many files as needed.

10) Locate the file on your workstation or shared drive or drag and drop the

file as indicated.

11) Select the Attach button.

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Scope Change GAM: Steps 12 – 13

Grants Management Comments

Comments are visible to both internal and external users.

12) Type any comments in the Grants Management Comments field. These

comments are visible to your Grant Manager.

13) Select the Add button.

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Scope Change GAM: Step 14

Submit

The GAM is routed to the Grant Manager for review.

14) Select the Submit button.

Financial GAMs

Grant Award Modification Reference Guide | 41

Financial GAM Takeaways

Financial GAMs are used to modify budget details or

approve a budget that received a conditional clearance

when awarded (a process performed by a DOJ Financial

Analyst). There are three types:

Budget Modification

JustGrants lets you initiate a Budget Modification GAM to add

program income. You will need to declare the budget categories that

would use the increased income and update the Program Income

Amount field to reflect the budget category changes. You can

update each budget category and once the updated amount is

entered, JustGrants will calculate the requested changes.

You can add, subtract, or edit the category totals. But the Revised

Budget column can never be negative, and the Federal Award

Amount cannot be edited.

Federal Funds Amount + Match Amount + Program Income Amount

must equal Total Project Costs, or you cannot submit the GAM.

Sole Source

This item includes a justification and attachment. Additional

information will be added when available.

Budget Reduction

This option is only available to COPS grantees.

Budget

Modification

GAM

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Budget Modification GAM: Steps 1 - 2

GAM Type and Subtype

Select the Programmatic GAM Type.

1) Select Financial from the Type of Award Change dropdown menu.

2) Select Budget Modification from the Award Change Subtype dropdown

menu.

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Budget Modification GAM: Step 3

Create GAM

Select

Create New GAM.

3) Select Create New GAM.

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Budget Modification GAM: Step 4

Enter Modified Budget

JustGrants performs the requested changes calculations.

4) Enter the modified budget figures in the Revised Budget column. These

are the new total figures by category that you are requesting. JustGrants

will calculate the difference between the approved budget figures and

will update the

Requested Changes column automatically.

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Budget Modification GAM: Steps 5 - 6

Justification

Attach as many files as needed.

5) Type a justification for the budget modification in the Justification field.

6) Select the Attach button to attach your revised budget and any

supporting documents required by the awarding agency to the GAM.

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Budget Modification GAM: Steps 7 - 8

Attach

Attach as many files as needed.

7) Locate the file on your workstation or shared drive or drag and drop the

file as indicated.

8) Select the Attach button.

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Budget Modification GAM: Steps 9 - 10

Grants Management Comments

Comments are visible to your Grant Manager.

9) Type any comments in the Grants Management Comments field. These

comments are visible to your Grant Manager.

10) Select the Add button.

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Budget Modification GAM: Step 11

Submit

The GAM is routed to the Grant Manager for review.

11) Select the Submit button.

Sole

Source

GAM

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Sole Source GAM: Steps 1 - 2

GAM Type and Subtype

Select the Programmatic GAM Type.

1) Once a Financial GAM has been created, review the Funded Award

Details in the GAM header.

2) Select the GAM type from the Type of Award Change dropdown menu.

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Sole Source GAM: Step 3

Type of Award Change

Select Create a New GAM.

3) Select Create New GAM.

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Sole Source GAM: Steps 4 – 5

Justification

Attach as many files as needed.

4) Type a justification for the project period extension in the Justification

field.

5) Select the Upload Doc button to attach files to the GAM.

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Sole Source GAM: Steps 6 – 8

Attach

The

Name

and