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Federal Program Office Training Resources

1. Process Maps
The following are the process maps for Grants Online. These maps will assist users in following the workflow process in Grants Online.

Competitive Workflow
 (COMP)
Review Event Workflow  (REF & RER)
Universal Workflow  (UNI)
Renegotiation Workflow  (RN)
Grants Management Workflow  (GMD)
Performance Progress Report and Federal Financial Report Workflow  (PPR & FFR)
Award and Post Award Workflow  (AAR, OPCR & ERA)
Procurement Request Workflow  (PR)
Declined Award Workflow  (DA)

2. Federal Program Office User Manuals
These "How-to" manuals show the step-by-step essentials of using the system. Each manual is in Adobe Acrobat (*.pdf) file format.

System Navigation (Updated August 2015)
Universal RFA Creation (Updated October 2015)

Universal Application Processing (Updated February 2017)
Competitive RFA Creation (Updated October 2015)
Competitive Application Processing (Updated February 2017)
Post Award Processing (Updated December 2018)

NOTE: The Federal Program Office User Manuals were recently updated. However, for the most current information please refer to the Process Maps.

3. Award Tracking Report Quick Reference Guide/Award Tracking Report Template
The Award Tracking Report Quick Reference Guide provides guidance and instructions on how to generate the Award Tracking Report. Furthermore, the guide provides definitions to the Award Tracking Report columns to provide a clearer understanding to the end user.
Click here for the guide: Award Tracking Report Quick Reference Guide Updated 8/4/2009

For the Award Tracking Report template (Excel File), click here: Award Tracking Report Template

For the Award Action Status Chart, click here: Award Action Status Chart

4. Competition Manager's Quick Reference Guide
This Quick Reference Guide provides Competition Managers with instructions for creating and managing Competitions in Grants Online.
Click here for the guide: Grants Online Competition Manager's Quick Reference Guide

5. Renegotiation Reference Guide
Click here for guidance to renegotiate the components of an Award File: Renegotiation Reference Guide

6. Requestor and Request Authorizing Official Quick Reference Guide
This Quick Reference Guide provides instructions on how to review and approve the Procurement Request and Commitment of Funds.
Click here for the guide: Requestor and Request Authorizing Official Quick Reference Guide

7. Specific Award Condition (SAC) Quick Reference Guide
Guidance to edit or add a Specific Award Condition, click here: Specific Award Condition Quick Reference Guide

8. Partial Funding Processing Guidance
For Sample Language for the Partial Funding Memo click here: Partial Funding Memo Samples

For a Quick Screen-Shot presentation of the Partial Funding Process click here: Screen Shots - Partial Funding Process

9. Performance Progress Reports for Federal Program Officers and Project Technical Monitors (Optional Reviewers)

Please reference pages 8-14 of the below manual for instructions on how Federal Program Officers and Technical Monitors can review and accept a Performance Progress Report in Grants Online.
Click here for the guide: Post Award Processing

10. Award Action Request Guidance
** NEW ** For the NEW Award Action Request guidance that corresponds to the 2 CFR Part 200 updates, click here: NEW Award Action Request Guidance

To view Award Action Requests guidance for the pre-2 CFR Part 200 updates, click here: Award Action Request Guidance

11. Explanation of Grants Online Roles
For an overview of Grants Online roles click here: Grants Online User Role (Federal & Recipients) Spreadsheet

For an explanation of Grants Online Roles and the differences betweeen Certified FPOs and Uncertified FPOs / Program Office Staff, click here: Certified FPOs and Uncertified FPOs / Program Office Staff Spreadsheet

12. Guidance for NOFO/Synopsis/Standalone FRN Processing
Click here for the guidance document: NOFO Help

13. Organization Profile Change Requests and ASAP Enrollment Guidance
This link provides an explanation of the "One DUNS" policy along with step-by-step guidance for ASAP enrollment and other Organization Profile Change Requests.
Click here for the guidance document: Organization Profile Change Requests and ASAP Enrollment

14. Approver's Quick Reference Guide
This link provides a brief guidance document for those who only need to approve documents in Grants Online such as Procurement Requests (Budget Memos), NEPA Documents, or NOFOs.
Click here for the guidance document: Approver's Quick Reference Guide

15. Review Event Guidance
These links provide guidance documents for creating and conducting Review Events in Grants Online
Click here for the guidance document on CREATING Review Events: Create a Review Event (Updated March 2020)

Click here for the guidance document on MANAGING Review Events: Conduct a Review Event (Updated March 2016)

Click here for the guidance document for Application MERIT and PANEL REVIEWERS: Conduct an Application Review

16. Amending a RFA/NOFO Quick Reference Guide
This link provides a guidance document for making updates to a NOFO or Non-Competitive RFA that has been posted to Grants.gov.
Click here for the guidance document: Grants Online Guidance - Amending Published RFA/NOFO

17. Data Sharing Policy
This link provides guidance on NOAA's Data Sharing Policy for Grants and Cooperative Agreements:
Click here for the guidance document: Data Sharing Policy document

18. NEPA Information
This link provides guidance for the National Environmental Policy Act (NEPA):
Click here for the guidance document: NEPA Guidance for NOAA, EDA and NTIA

19. ACCS Lines -- Revise Approved and Correct
This link provides guidance on making corrections to ACCS Lines after the award has been obligated and accepted:
Click here for the guidance document: Revise Approved Procurement Request or Correct ACCS on Funded Award

20. Place of Performance Guidance
This link provides guidance on entering the Place of Performance code on the Application Details page:
Click here for the guidance document: Principal Place of Performance Guidance

21. Reminder Notifications for Progress Reports, Financial Reports, and Special Award Conditions in Grants Online
For a quick overview of all report notifications (Advance and Delinquent) see the following spreadsheet:
Grants Online Notification Chart

22. ASAP TAS/BETC Guide
This link provides specifics on the ASAP TAS/BETC updates as presented at the February 2015 Webinar:
ASAP TAS/BETC Training

23. CESU Guidance Document
This link provides specific guidance on how NOAA can issue awards for CESU partnerships, including eligibility criteria that must be met, roles and responsibilities involved, and steps for establishing awards.
CESU Guidance Document

24. Reduce Funding Processing Guidance
This link provides a brief guidance document for the Reduce Funding Process: Screen Shots - Reduce Funding Process

25. Research Performance Progress Report User Guide
This link provides guidance for the Research Performance Progress Report: Research Performance Progress Report User Guide

26. Supplementary Information, Correspondence and Federal Reports User Guide
This link provides guidance for the Supplementary Information, Correspondence and Federal Reports

27. Reassignments User Guide
This link provides guidance for reassigning tasks for the Federal Program Officer and the Grants Specialist / Director role: Reassignments User Guide

28. Guidance for Federal Staff as Grantee Proxy
This link provides guidance for what tasks can be performed by a Federal Program Officer of behalf of a Grant Recipient: Guidance for Federal Staff as Grantee Proxy


Training Schedule

General training for New Federal Program Officers is normally held 3-4 times per year. All Bureaus are welcome to attend, however the class is currently conducted using the NOAA business process. The next class is scheduled for July 2020.

Program Office users interested in training should contact their GMAC or Bureau representatives to register.

Training Materials:

NOAA: To navigate to the New FPO Training Resources (NOAA virtual training) click here.


EDA Staff Webinars (May & November 2017, May 2019, February 2020)


Questions and Answers (updated April 2020)

Video #1 (Recorded May 2017)

Video #2 (Recorded May 2019)
The following topics were discussed during Video #2:
      a. Closeout Processes --> timeline 0:00
      b. Reassignments --> approximate timeline 01:01:03
      c. Amendments -- approximate timeline 01:26:00

Video #3 (Recorded February 2020)
The following topics were discussed during Video #3:
      a. Progress Report Due Dates --> approximate timeline 02:15
      b. The Closeout Process --> approximate timeline 14:58
          * Closeout Notices - how they work in Grants Online
          * Extension to Closeout vs. No-Cost Extension --> approximate timeline 21:20
          * Issues that can prevent a clean Closeout Process --> approximate timeline 34:55
              -- Open Award Action Requests (AARs), including duplicates
              -- Award File in Progress (Amendments)
              -- Unsubmitted Performance Progress or Federal Financial Reports
          * Financial Closeout Process --> approximate timeline 42:15
      NOTE: All ASAP Drawdown AARs must be completed BEFORE the final Federal Financial Report
      is approved, and only one may be processed at a time.
          * Administrative (Manual) Closeout Process --> approximate timeline 51:45
      c. Tracking Worflow History and Task Location --> approximate timeline 1:05:00
      d. The **NEW** Grants Online Program Management Office website

Census: To download the most recent Census Grants Online Training Package click here. (File size is approximately 7.8M and contains 99 pages. It is configured for double-sided printing.)

Process Diagrams (Inter-Bureau Cross Reference): The New FPO Training Manuals (and the process diagrams) for NOAA, EDA and Census were not developed concurrently. In addition, NOAA updates its FPO Training Manual quarterly. To view the most up-to-date information, reference the process diagrams at the top of this page. As an alternative, to access a copy of the process diagrams' Inter-Bureau Cross Reference document, click here.

Grants Management: To download the most recent Grants Specialists and Grants Officers Training Package click here. (File size is approximately 2.5M and contains 24 pages. It is configured for double-sided printing.)

Schedule for FY 2020:
(This schedule is subject to change based on Grants Online workload in FY 2020.)

  • Q1 - December 2-3 All Bureaus / December 4-5 EDA Only - COMPLETED
  • Q2 - February 10-11 All Bureaus / February 12-13 EDA Only - COMPLETED
  • Q3 - May 4-5 All Bureaus / May 6-7 EDA Only - COMPLETED
  • Q4 - August 3-4 All Bureaus / August 5-6 EDA Only

View the May 29, 2012 CBS Interface - FPO Training Webinar on demand.

Download the accompanying document

Use the toolbar buttons on the video player to:
  • Adjust quality (Choose 720p for best quality)
  • Adjust player size or set Full Screen
  • Navigate between videos in the 6 part playlist



Link to NOAA Homepage Link to DOC Homepage

National Oceanic & Atmospheric Administration (NOAA)
U.S. Department of Commerce
Last Updated: 
July 16. 2020 2:25 PM
http://www.noaa.gov