GrantsgovWorkspaceOverview.pdf

01/09/2018 1 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov

Grants.gov Workspace Overview Become a Workspace Wizard January 9, 2018

01/09/2018 2 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov

For OGAPA 2018 Grants Management Conference

Agenda

01/09/2018 3

• Retired Legacy PDF Application Package

• Benefits of Workspace

• Live-Demonstration of Workspace

• Questions and Feedback

Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov

Retire Legacy PDF Application Package

01/09/2018 4

Legacy PDF Application Package was phased out on December 31, 2017.

• Applicants are no longer able to download the older, single PDF application package of forms.

• Applicants can apply for grants using Grants.gov Workspace, which separates the application package into individual forms. Applicants can create a workspace, complete the webforms online or by filling out the separate PDF forms, and submit their application workspace package.

• The online webforms interface is available in Grants.gov and is only accessible through Workspace.

• For any funding opportunities where applicants have downloaded the legacy PDF application package, they will be able to continue to submit that package until March 31, 2018 11:59 PM ET.

• S2S Submissions will continue to be supported.

If you have any questions or concerns, please contact us at community@grants.gov.

mailto:community@grants.gov

Benefits of Workspace

01/09/2018 5

Workspace enhances the Grants.gov Apply functionality by providing applicants with a shared, online environment to collaboratively complete and submit grant applications

• Multiple users can concurrently complete the application forms

• Reuse/Copy existing Workspace forms

• Upfront validation allows applicants to correct application errors prior to submission, which minimized the rejection rate

• Seamless integration between online webforms and offline PDF forms

• Collaborate with Users External to Your Organization

• Any changes to the Opportunity Package are immediately reflected in Workspace

Live Demonstration of Workspace

01/09/2018 6

In this live demonstration, we will cover the following key actions for applying on Grants.gov using Workspace:

1) Creating a Workspace

2) Adding Participants to the Workspace

3) Completing the Application Forms within Workspace

– Online Webforms

– Offline PDF Forms

4) Submitting via Workspace

Grants.gov Workspace Resources

01/09/2018 7

Grants.gov Website

• Workspace Overview

• Interactive Workspace Workflow Graphic

• Infographic: Roles and Access Levels in Workspace

Webinar Video

• Grants.gov Workspace Webinar: Become a Workspace

Wizard (October 10, 2017)

Training Videos

• Watch the Learning Workspace Video Series [Playlist], which includes the following tutorials:

– Introducing Grants.gov Workspace Functionality

– User Roles & Access Levels in Workspace

– How to Create a Grants.gov Workspace

– How to Add Participants to a Workspace

– Completing Forms in a Workspace

– How to Complete a Federal Grant Application in

Workspace

Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov

Grants.gov Community Blog Posts

• Grants.gov Workspace: Fast, Easy to Use, and Secure

• 7 Tips for Transitioning Your Organization to Grants.gov

Workspace

• Grants.gov Workspace for Colleges and Universities

Online Help Articles

• How to Add or Remove Roles for a Specific User

• How to Create a Workspace

• How to Add Participants (Registered Grants.gov Users) to a Workspace

• How to Complete Webforms Within a Workspace

• How to Add an Attachment to a Webform

• How to Restrict Access to Budget Forms

• How to Submit an Application in Workspace https://www.grants.gov/web/grants/applicants/workspace-overview.html https://www.grants.gov/web/grants/applicants/workspace-overview/workspace-process.html https://www.grants.gov/web/grants/applicants/workspace-overview/workspace-roles.html https://youtu.be/0G3LPyksICg https://youtu.be/0G3LPyksICg https://youtu.be/0G3LPyksICg https://www.youtube.com/playlist?list=PLNSNGxQE7NWlibdjPYGOsZaG-ol0pBsx3 https://blog.grants.gov/2017/07/10/grants-gov-workspace-fast-easy-to-use-and-secure/ https://blog.grants.gov/2016/10/18/7-tips-for-transitioning-your-organization-to-workspace/ https://blog.grants.gov/2016/10/18/7-tips-for-transitioning-your-organization-to-workspace/ https://blog.grants.gov/2017/06/06/grants-gov-workspace-for-colleges-and-universities-part-1-of-3/ https://www.grants.gov/help/html/help/Applicants/Management/Manage_Roles.htm https://www.grants.gov/help/html/help/ManageWorkspaces/Create_a_Workspace.htm https://www.grants.gov/help/html/help/ManageWorkspaces/AddParticipantByUsername.htm https://www.grants.gov/help/html/help/ManageWorkspaces/AddParticipantByUsername.htm https://www.grants.gov/help/html/help/ManageWorkspaces/FillOutWebform.htm https://www.grants.gov/help/html/help/ManageWorkspaces/FillOutWebform.htm https://www.grants.gov/help/html/help/ManageWorkspaces/FillOutWebform.htm https://www.grants.gov/help/html/help/ManageWorkspaces/FillOutWebform.htm https://www.grants.gov/help/html/help/ManageWorkspaces/AddAttachmentInWebform.htm https://www.grants.gov/help/html/help/ManageWorkspaces/AddAttachmentInWebform.htm https://www.grants.gov/help/html/help/ManageWorkspaces/AddAttachmentInWebform.htm https://www.grants.gov/help/html/help/ManageWorkspaces/ManageAccess.htm https://www.grants.gov/help/html/help/ManageWorkspaces/Submit_a_Workspace_Package.htm

Contact Us

01/09/2018 8

• If you have any general questions, feedback or concerns about Grants.gov Workspace, please contact us via email at community@grants.gov

• If you have issues while completing your Workspace application, please contact the Grants.gov Support Center at support@grants.gov or call 1-800-518-4726 mailto:community@grants.gov mailto:support@grants.gov

Connect with Grants.gov

01/09/2018 9

• Stay connected with Grants.gov through social media to find out more about what’s coming, new training opportunities, and updated resources

Follow us on Twitter:

@grantsdotgov

Video tutorials on YouTube

Subscribe to our blog:

Blog.Grants.gov

? Bookmark our Online User Guide

Email Us:

Community@grants.gov

Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov https://twitter.com/grantsdotgov https://www.youtube.com/user/GrantsGovUS https://blog.grants.gov/ https://www.grants.gov/help/html/help/Get_Started/Get_Started.htm mailto:Community@grants.gov

GRANTS.GOV WORKSPACE OVERVIEW

SUPPLEMENT

01/09/2018 10

FOR RELEASE 16.1

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 11

OVERVIEW

• What Is Workspace?

• Why Use Workspace?

• The Process

– Creating a Workspace

– Managing Participants & Roles

– Completing Workspace Forms

– Submitting Via Workspace

• Organization Management

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 12

WHAT IS WORKSPACE?

Workspace is a shared, online environment where members of a grant team may simultaneously access and fill out forms within an application.

The online space where you work on your grant application

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 13

The top section of each workspace contains key information about the application status.

Each workspace has 4 tabs:

Forms, Participants, Activity and Details

Some have 2 more tabs based on grantor agency services (currently NIH-only):

Grantor Image and Preview Grantor Validation

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 14

The Forms tab contains individual forms that are part of the workspace application package.

Key Actions:

• Fill out webforms (if available)

• Lock/Unlock forms

• Download/Upload PDF forms

• Reuse forms

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 15

The Participants tab lists the members, or “Participants,” of a workspace who work as a team to complete the required forms for a federal grant.

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 16

The Activity tab lists the actions that Participants have taken within the workspace.

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 17

The Details tab lists submission history, including links to download every submitted (and re-submitted) application.

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 18

WHY USE WORKSPACE?

Workspace helps to streamline the collaboration process on a federal grant application.

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 19

Workspace helps applicants to save time by allowing for the reuse of forms across multiple workspaces.

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 20

Forms are validated when they are uploaded to the workspace, virtually eliminating last-minute submission errors.

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 21

Workspace is easy to learn thanks to context-sensitive help articles accessible on every page and window.

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 22

Resources

• Video: Introducing Workspace Functionality

• Workspace Overview Page on Grants.gov https://www.youtube.com/playlist?list=PLNSNGxQE7NWlibdjPYGOsZaG-ol0pBsx3 https://www.youtube.com/playlist?list=PLNSNGxQE7NWlibdjPYGOsZaG-ol0pBsx3 http://www.grants.gov/web/grants/applicants/workspace-overview.html http://www.grants.gov/web/grants/applicants/workspace-overview.html

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 23

CREATING A WORKSPACE

After logging in, create a workspace by visiting the View Grant Opportunity page and clicking the Package tab.

If the application package is compatible with Workspace, you will be able to create a new workspace.

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 24

CREATE WORKSPACE

Alternatively, if you know the Funding Opportunity Number or Opportunity Package ID, then create a workspace by selecting the Create Workspace menu option.

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 25

CREATING A WORKSPACE

Resources

• Video: How to Create a Workspace

• Online User Guide:

Create a Workspace https://youtu.be/oLvzOelLXec https://youtu.be/oLvzOelLXec https://www.grants.gov/help/html/help/ManageWorkspaces/Create_a_Workspace.htm https://www.grants.gov/help/html/help/ManageWorkspaces/Create_a_Workspace.htm

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 26

MANAGING PARTICIPANTS & ROLES

Adding Participants:

Click the Add from Workspace Organization button to search for a user within your organization

Click the Add by Username button to add a user from outside your organization

Removing Participants:

Click the Remove link on the Participant record in the workspace

Reassigning Ownership:

Click the Make Owner link in the Actions column

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 27

Roles:

• AOR role (automatically receive Manage Workspace role)

• Manage Workspace role

Account Types:

• E-Business Point of

Contact (EBiz POC)

• Individual Applicant

• Organization Applicant

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 28

Access Levels:

• Workspace Owner

• Workspace Participant

• AOR with MPIN

• AOR with standard access

• AOR with expanded access*

• Form Level

*AORs with expanded access are able to view and submit the application for any workspace within the organization.

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 29

This timeline shows how each user fits into the workspace workflow:

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 30

Resources

• Video: Understanding User

Roles and Access in Workspace

• Video: How to Add Participants to a Workspace

• Video: How Do I Add Participants Who Are Outside My Org?

• Online User Guide: Manage Participants in a Workspace https://www.youtube.com/watch?v=zWSjX__Lfmc https://www.youtube.com/watch?v=zWSjX__Lfmc https://www.youtube.com/watch?v=FdYRTOrps0U https://www.youtube.com/watch?v=FdYRTOrps0U https://www.youtube.com/watch?v=JfZcLr4Ynj4 https://www.youtube.com/watch?v=JfZcLr4Ynj4 https://www.youtube.com/watch?v=JfZcLr4Ynj4 https://www.grants.gov/help/html/help/ManageWorkspaces/Participants_Tab_Manage_Participants_Applicants.htm https://www.grants.gov/help/html/help/ManageWorkspaces/Participants_Tab_Manage_Participants_Applicants.htm

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 31

COMPLETING WORKSPACE FORMS

Key Actions:

• Fill out webforms (if available)

• Download and Upload PDF forms

• Lock/Unlock forms

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 32

COMPLETING WEBFORMS

Webform Basics:

• Complete online forms in web browser

• Navigate by clicking sections

• Tab through form fields

• Required fields have red asterisk

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 33

• Open text entry

• Drop-down menu

• Dates/calendar

Filling Out Fields:

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 34

• Radio buttons (multiple choice)

• Attach files within online form

Filling Out Fields:

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 35

More Features:

• Hover mouse over form fields for help

• Error messages explain how to fill out form fields

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 36

More Features:

• Autosave occurs every 5 minutes

• Complete SF-424 first to pre-populate form fields and save time

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 37

• Save: Stores your form data & attachments to Workspace

• Check for Errors:

Form validation & field-level errors

• Close: Exits the online form

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 38

COMPLETING PDF FORMS

PDF Form Basics:

• Option to download PDF forms to complete in Adobe software

• Upload PDF forms to workspace

• Upon uploading, data shared between online and PDF versions of forms

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 39

COMPLETING PDF FORMS

PDF Form Basics:

• Tab through form fields

• Required fields have red border and yellow shading

• Hover mouse over form fields for help

• Error messages explain how to fill out form fields

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 40

Workspace Features:

• Reuse past forms

• Cross-form validations

• Data retained for three years

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 41

Resources

• Video: How to Complete

Forms in a Workspace

• Video: Reuse a Saved Workspace Form

• Online User Guide: Forms Tab—Managing Forms https://youtu.be/hMKELZQ63Do https://youtu.be/hMKELZQ63Do https://youtu.be/BHL8RElRyQc https://youtu.be/BHL8RElRyQc https://www.grants.gov/help/html/help/ManageWorkspaces/Forms_Tab_Managing_Forms_Applicant.htm https://www.grants.gov/help/html/help/ManageWorkspaces/Forms_Tab_Managing_Forms_Applicant.htm https://www.grants.gov/help/html/help/ManageWorkspaces/Forms_Tab_Managing_Forms_Applicant.htm https://www.grants.gov/help/html/help/ManageWorkspaces/Forms_Tab_Managing_Forms_Applicant.htm https://www.grants.gov/help/html/help/ManageWorkspaces/Forms_Tab_Managing_Forms_Applicant.htm https://www.grants.gov/help/html/help/ManageWorkspaces/Forms_Tab_Managing_Forms_Applicant.htm

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 42

SUBMITTING VIA WORKSPACE

Process:

• Workspace Owner notifies users with AOR role

• User with AOR role submits

• Workspace Owner or user with AOR role may choose to Reopen Workspace

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 43

SUBMITTING VIA WORKSPACE

Resources

• Video: How to Submit an

Application in Workspace

• Video: Reopen a Workspace for Additional Edits

• Online User Guide: Check Application in Workspace

• Online User Guide: Submit a Workspace Package https://youtu.be/szSyO5AEQ4c https://youtu.be/szSyO5AEQ4c https://youtu.be/S-iwMfM9igE https://youtu.be/S-iwMfM9igE https://www.grants.gov/help/html/help/ManageWorkspaces/Check_Application_in_Workspace.htm https://www.grants.gov/help/html/help/ManageWorkspaces/Check_Application_in_Workspace.htm

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 44

ORGANIZATION MANAGEMENT

Key Actions

• EBiz POC and users with AOR with MPIN can perform workspace actions at organization level

• EBiz POC cannot create or submit a workspace

01/09/2018 Grants.gov Workspace Overview | Twitter: @grantsdotgov | Email: Community@Grants.gov 45

ORGANIZATION MANAGEMENT

Resources

Manage Applicants

Manage Workspaces https://www.grants.gov/help/html/help/Applicants/Management/ManageApplicants.htm https://www.grants.gov/help/html/help/Applicants/Management/ManageApplicants.htm https://www.grants.gov/help/html/help/ManageWorkspaces/Manage_Workspaces.htm https://www.grants.gov/help/html/help/ManageWorkspaces/Manage_Workspaces.htm https://www.grants.gov/help/html/help/ManageWorkspaces/Manage_Workspaces.htm