Lesson 8 Overview

At the end of this lesson, you will be able to:

Identify the steps to update and submit a subapplication

Acquisition Scenario

Listen to Sally

Audio transcript

Name: Sally Watkins

Community: River City, State of Columbia

Problem: Repetitive flooding of properties along the South Branch of the Washburn River

Proposed Solution: To acquire and demolish three properties

To Date: You have completed most of the River City Floodplain Acquisition—Phase 1 subapplication and have had Michael Johnson review it to confirm that information was entered correctly.

Your Next Step: You must finish the final section of the subapplication section so that Michael can submit the subapplication on behalf of River City.

Hello. This is Sally and I wanted to let you know how much I appreciate your work on the subapplication. It is an important task because the subapplication is asking for funds to acquire and demolish three properties along the Washburn River that have repeatedly been flooded. I see you have filled out 13 sections of the subapplication. Now, I'm going to show you how to work on the remaining two sections. To do this, we first need to find the subapplication.

Un-Submitted Subapplications

When working on subapplications, many times you will not have all the information you need to complete a subapplication when 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 a subapplication, enter some information, save the subapplication, and then return to it at a later time to update and complete it.

Note

It's always best to copy information from old, un-submitted subapplications to a new subapplication instead of updating the old, un-submitted subapplication. Copying information to a new subapplication ensures that the latest version of the subapplication is used and that it captures any changes made in eGrants to reflect current grant program guidance.

Searching for Un-Submitted Subapplications

eGrants allows you to search for existing subapplications to update. These are found under the Update/Complete Un-Submitted Application task menu option on the Subgrant Applicant Homepage because they have not yet been submitted to the Applicant. You and Sally have already created the River City Floodplain Acquisition—Phase 1 subapplication, and now you want to go back and enter additional data into it.

Sally is going to show you how to search for an un-submitted subapplication.

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Select the Update/Complete Un-Submitted Application(s) link from the task menu on the Subgrant Applicant homepage to work on an incomplete application.

To locate an unsubmitted application, select the Update/Complete Un-submitted Application link on the Subgrant Applicant Homepage.

Select the update application link to the right of the application name on the Subgrant Status: Un-Submitted Application(s) screen.

Next, look for the name of the subapplication on the Subgrant Status: Un-submitted Application(s) screen. Since we are working on the River City Floodplain Acquisition—Phase 1 subapplication, we want to select the Update Application link in the Action column for that subapplication title.

The Application Status screen shows the status of a section as “complete” or “incomplete.” This application shows 13 sections completed, and two shown as "incomplete."

The Application Status screen appears. It lists all the sections of the subapplication and whether they are complete or incomplete.

Updating an Un-Submitted Subapplication

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

While working on a section of a subapplication, it is important to save your data by selecting either the Save or Save and Continue button at the bottom of the screen.

The Application Status screen shows the status of a section as “complete” or “incomplete.”

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Completing a Section

After completing each section of a subapplication, you will face a decision:

If the subapplication is ready for submission, you may select Review and Submit Application link from the sidebar menu. Remember: Only users with Sign/Submit access in eGrants may submit a subapplication.

If the subapplication is not ready for submission, you may select Return to Home Page link from the sidebar menu.

Select the Review and Submit Application link from the Sidebar Menu when ready to submit your application. Otherwise, select the Return to Home Page link. See Appendix for alt text description.

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Submitting a Subapplication

When all sections of a subapplication have a status of "Complete," the subapplication may be submitted to the Applicant. Only users with Sign/Submit access may submit a subapplication. The Review and Submit link in the sidebar menu facilitates this process.

Note

Always print the subapplication with the submission date and time for future reference.

Submitting a Subapplication (continued)

Sally has confirmed that the River City Floodplain Acquisition—Phase 1 subapplication is now ready for submission. Since Sally's co-worker, Michael Johnson, has Sign/Submit privileges for the subapplication, she has asked him to submit the subapplication on behalf of River City. Michael will show you the process.

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First, I need to locate the application in eGrants. On the Subgrant Applicant Homepage, I select the Update/Complete Un-submitted Application link.

Then, I look for the River City Floodplain Acquisition—Phase 1 title on the Subgrant Status: Un-submitted Application(s) screen. I select the Update Application link in the Action column.

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 checkbox to indicate that I am signing the application. 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 and provides the assigned control number for the subapplication. 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, along with the control number assigned to it.

Lesson 8 Summary

In this lesson you learned:

You may begin a subapplication in one eGrants session and complete it in a different session
When returning to eGrants to update a subapplication already begun, you should choose the Update/Complete Un-submitted Application link on the Subgrant Application Homepage
To determine if a subapplication is complete, you should check the status of each section
eGrants users must have Sign/Submit access to be able to submit a completed subapplication to an Applicant