Download - Grants Management System (GEMS) - intranet.ots.ca.gov...OTS GEMS Operations Guide 12 | P a g e Creating a New Account 1. Most Agencies that have ever applied for a Grant will be loaded

California Office of Traffic Safety

Grants Management System (GEMS)

Operations Support Guide 2018

OTS GEMS Operations Guide

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Table of Contents

Grant Funding Cycle ....................................................................................................................................................................................................... 1

Key Grants Management System Records ...................................................................................................................................................................... 2

Logging In ....................................................................................................................................................................................................................... 3

The Home Tab ................................................................................................................................................................................................................ 4

Personal Settings: Profile ................................................................................................................................................................................................ 5

Personal Settings: Time Zone...................................................................................................................................................................................... 6

Personal Settings: Email.............................................................................................................................................................................................. 7

Finding Records .............................................................................................................................................................................................................. 8

Basic Navigation – Tips – List Views ................................................................................................................................................................................ 9

Basic Navigation - Creating a (List) View ................................................................................................................................................................. 10

Overview Accounts and Contacts ................................................................................................................................................................................. 11

Creating a New Account ........................................................................................................................................................................................... 12

Creating a New Contact ............................................................................................................................................................................................ 13

Making Changes to Accounts and Contacts .............................................................................................................................................................. 14

Changing Application Deadline Date ............................................................................................................................................................................ 15

Application Overview ................................................................................................................................................................................................... 17

Applicant Views of an Application ............................................................................................................................................................................ 17

OTS User View of an Application .............................................................................................................................................................................. 18

Application Review Process - Overview ........................................................................................................................................................................ 18

Applications Not Submitted before Deadline ............................................................................................................................................................... 19

Defining Application Review Teams ............................................................................................................................................................................. 20

Assigning Application Review Team via List View ..................................................................................................................................................... 21

Assigning Application Review Team on one Application .......................................................................................................................................... 22

Application Review ....................................................................................................................................................................................................... 23

Risk Assessment, Analysis, & Funding ...................................................................................................................................................................... 24

OTS GEMS Operations Guide TOC Continued:

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Awarding a Grant.......................................................................................................................................................................................................... 25

Process Awarded Applications - Results ....................................................................................................................................................................... 26

Draft Grant Agreements ............................................................................................................................................................................................... 26

Process Overview ..................................................................................................................................................................................................... 26

Assigning Owners ..................................................................................................................................................................................................... 28

Update Grant Detail .................................................................................................................................................................................................. 29

Updating Performance Measures and Budget .......................................................................................................................................................... 30

Budget Worksheet .................................................................................................................................................................................................... 31

Sub-Budget Items ..................................................................................................................................................................................................... 32

Create Review ........................................................................................................................................................................................................... 33

Draft Grant Agreement Review .................................................................................................................................................................................... 34

Updating Funding Detail ........................................................................................................................................................................................... 35

Generating the Grant Agreement PDF .......................................................................................................................................................................... 36

Updating the Grant Agreement to Active ..................................................................................................................................................................... 37

Quarterly Reports ......................................................................................................................................................................................................... 38

Sub-Recipient Entry of Quarterly Performance Reports ........................................................................................................................................... 38

Program Coordinator Review of Quarterly Performance Reports ............................................................................................................................ 39

Claims ........................................................................................................................................................................................................................... 40

Grantee Form View for Submitting Claims ............................................................................................................................................................... 40

Coordinator Claim Review ........................................................................................................................................................................................ 41

Auditor Claim Review ............................................................................................................................................................................................... 42

Equipment Report and Recertification ......................................................................................................................................................................... 44

Equipment Recertification by Grantee ..................................................................................................................................................................... 45

Grant Performance Report ........................................................................................................................................................................................... 46

Grant Close-Out Review ............................................................................................................................................................................................... 47

Working with Tasks & Events ....................................................................................................................................................................................... 50

OTS GEMS Operations Guide TOC Continued:

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Create a Task ............................................................................................................................................................................................................ 50

Create an Event ........................................................................................................................................................................................................ 51

Logging Calls and Sending Email ................................................................................................................................................................................... 52

Sending Email ........................................................................................................................................................................................................... 53

Interpreting Reports & Dashboards ............................................................................................................................................................................. 54

Modifying Report Options ........................................................................................................................................................................................ 55

Customizing Report Columns.................................................................................................................................................................................... 56

Print PDF Functionality within Form Wizard ................................................................................................................................................................. 57

Budget Library .............................................................................................................................................................................................................. 58

Adding Picklist Value ................................................................................................................................................................................................. 58

Updating Field Dependencies ................................................................................................................................................................................... 59

Adding Items or Editing Narrative Text ..................................................................................................................................................................... 60

GME Library .................................................................................................................................................................................................................. 61

Goals and Objectives for Grants Made Easy Applications ........................................................................................................................................ 61

Review Library .............................................................................................................................................................................................................. 62

Questions for Reviews .............................................................................................................................................................................................. 62


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Grant Funding Cycle


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Key Grants Management System Records

• Account R e c o r d s in the GEMS system capture information about the local agencies and departments that

submit applications and receive grants

• Contact R e c o r d s capture information about the individuals who work for the applicant/grantee Agencies and

Departments. Think about a Contact as a person with an email address.

• Application R e c o r d s capture the application type, problem, and proposed solution.

• Grant R e c o r d s contain the grant agreement details, grant signatories, and Quarterly

Performance Review information

• Claim R e c o r d s capture grantee requests for reimbursement, notes and adjustments made by OTS, and

payment information

• Review R e c o r d s document an application risk assessment and analysis, grant performance review data, or grant close-out information.


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Logging In

1. Open a browser…. Chrome is preferred.

2. Browse to www.Salesforce.com and click Login at the top right.

3. You will be taken to a Salesforce login screen where you can enter your credentials.

4. The first time your login, you’ll receive an email that will walk you through the initial login process.

http://www.salesforce.com/


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The Home Tab

1. After login, you’ll arrive at the home page.

2. For simple navigation you’ll see tabs across the top and a recent items section in the sidebar.

3. There’s a Dashboard section that allows you to see charts and graphs related to GEMS metrics.

4. If you get disoriented as you begin using Salesforce.com. Simply click the ‘Home’ tab to return here.


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Personal Settings: Profile

1. To personalize your Salesforce.com user experience, you can update your personal profile and your user settings

2. The personal profile allows you to upload a picture and enter information about yourself.

3. The user settings allow you to modify your time zone, as well as your email signature.

4. To update your personal profile, select the ‘My Profile’ option from the drop-down list next to your username in the upper right

corner of the page. Update your picture and fill out both tabs in the ‘About Me’ section.


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Personal Settings: Time Zone

1. Return to your profile, if you’re not already there. Now we’re going to update your user settings.

2. Find and click the triangle located on the right side of your profile page. It is not labeled.

3. The user settings allow you to modify your time zone, as well as your email signature.

4. To update your personal profile, select the ‘My Profile’ option from the drop-down list next to your username in the upper right corner of the page. Choose to ‘Edit’ your user record. Scroll down to find the locale settings section and the time zone drop down.

Choose your time zone and click Save to apply.


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Personal Settings: Email

1. After having saved your user record, look to the sidebar. Click the triangle to expand the email section.

2. Input a ‘from’ email name and email address if different than the one displayed. Copy and paste your email signature.

3. Choose the bcc option if you’d like to be copied on all email sent by you from salesforce.com. Click Save to apply your changes.


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Finding Records

1. A simple way to find records is to use the search box at the top of the page.

2. Enter the first few characters of the name followed by an asterisk (*) to find partial matches.

3. Search results appear for all objects that have records that match the search criteria. Salesforce searches your most-used objects first. You may have to click Search All at the bottom of the list on the left of the screen.

4. Click the underlined object name to display the record.


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Basic Navigation – Tips – List Views

1. Next to the home tab, you’ll be able to find a list of Accounts on the ‘Accounts’ Tab.

2. All the projects you’ve recently viewed will be listed as recent Accounts. You can also select an already prepared ‘list view’ to filter your Accounts in a certain way or modify the columns that are displayed.

3. These List View steps can also be applied for Leads, Contacts and Opportunities.


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Basic Navigation - Creating a (List) View

1. List Views allow users to display a set of records based on user-defined criteria to make it easier to find relevant and targeted information.

2. System administrators can define views visible to all users or specific sets of users. Most users can Create New Views, or Clone existing views that are visible only to you.

3. Once created and saved, defined List Views will be available for selection from the ‘view’ drop down menu.

In this example, we’re

creating a new view for

“Colorado-Contacts”.

We’ve indicated ‘all

contacts’ with a mailing

state containing CO.

We also selected the

fields on the record

that we wish to view

as columns. You can

use the up and down

arrows to re-arrange

the columns. We can

also drag and drop to

re-arrange columns

after saving the view.


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Overview Accounts and Contacts

1. Account records contain information about state and local agencies that could apply for OTS grant funds or subcontractor agencies that complete grant activities on behalf of state and local agencies.

2. Contacts are individuals associated to Accounts in a many to one relationship.

3. Account and contact records includes phone, email, mailing address, title, and other information OTS users might need when working with a grantee agency.

4. A contact can be a grantee user of the GEMS system, but NOT all contacts are GEMS system users.


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Creating a New Account

1. Most Agencies that have ever applied for a Grant will be loaded in the system, but a new agency may contact OTS that has

not applied before.

2. Begin by searching to ensure that the Account does not already exist to prevent duplicates from being introduced.

3. Create a New Account from the ‘create new’ drop down list, click ‘Account’.

4. Complete as many fields on the record as you are able, then click save. Note that fields marked with a red bar are required.


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Creating a New Contact

1. To create a new contact, always search first to be sure your account does not already exist.

2. Then, find and display the Account to which you wish to add the contact.

3. Hover or Scroll to the contacts related list and click ‘new contact’.

4. The system will default the Agency’s phone and address information for the Contact created but the user can update this information. Complete as many fields as you can, then click save to create the new record.

You can indicate reporting

structure and view a

hierarchy when creating.


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Making Changes to Accounts and Contacts

1. Sometimes account information changes, or people change addresses and it is appropriate to update the records in Salesforce.com. When this happens, we’ll edit the record.

2. To make changes to a record, find and display the record you wish to change, or hover or scroll to a related list. Choose one of the ‘edit’ options, then update the record and choose ‘save’.


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Changing Application Deadline Date The information below was added to the CA OTS Admin deck on google drive. The Application Deadline Date is used in a Validation Rule on the Application object to prevent users from submitting applications after a defined deadline. To change the date listed in Application Deadline Date field:

• Setup > Create > Objects > Application

• Edit the Application Deadline Date field. The formula sets the deadline at January 30 of the year the Grant is set to start: DATE(YEAR(Grant_Start_Date__c),1,30).

− Change 1,30 to the Month, Day for the new deadline. For example, to change to February 1, the new formula would be: DATE(YEAR(Grant_Start_Date__c),2,1)

The VIP Form Template defines the Submit period when users can CREATE an application (via the yellow New box on the Form Collection page). To extend the date, change the Submit Period End Date.

• To allow applicant community users to have the “New” button on the login landing page, go to the VIP Form Templates tab, select the Application Template, and reset the Submit Period Start and End Dates.


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• The Application Deadline Date is a formula field on the Application object to be January 30 of the same year as Grant Start Date. To change the deadline, change the month and year values in the formula.

− For example, using DATE(YEAR(Grant_Start_Date__c),2,28) sets the deadline to February 28.

• To allow users to submit past the deadline without changing the Application Deadline Date field, temporarily deactivate or edit the Cannot_Submit_After_Deadline Validation Rule on the Application object.


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Application Overview

1. The Application record captures the applicant’s proposal to receive grant funding.

2. Applicant agencies have limited user licenses to access the OTS Grant system. These licenses give external users access to add applications and submit reports and reimbursement claims to OTS.

3. In the “Live” version of the system, internal OTS users can view but not edit Applications to protect the integrity of an applicant’s submission.

Applicant Views of an Application

1. The Grants Made Easy (GME) application templates have been formatted for agency applicants using a custom Form Wizard that guides the user through a series of pages for entering the Application Type, Proposed Solution, Performance Measures, and Budget.

2. As the applicant enters information, it is automatically saved to GEMS. Applicants can work on the application over time and make edits until they electronically Submit it to OTS by the application deadline for the Fiscal Year.


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OTS User View of an Application

1. From the Application tab, the OTS User can view the Application Detail as well as the list of Performance Measures (Goals and

Objectives) and Budget items submitted by the applicant agency.

Application Review Process - Overview

When the Application Period closes, the Application Review process begins. The Review Process typically includes the following steps:

1. ADOs create application Review Teams made up of Program Coordinators and additional OTS staff.

2. ADOs assign applications to Review Teams for risk assessment and analysis.

3. Review Teams create Application Review records (Create Review button on the Application detail record) to document the risk assessment and analysis results. Creating the Application Review automatically updates the application Status to In Review.

4. The Review Team determines whether to recommend funding an application. If Fund? =Yes, the Fund(s)/CFDA from which the application will be funded, and the Recommended Amount must be entered.

5. When the team Submits the Application Review, GEMS will automatically update the application Status as follows:

○ Fund? = Yes: Status = Recommended

○ Fund? = No: Status = Not Recommended

○ Fund? = Maybe: Status = In Review

6. ADOs update application Status to Awarded after confirmation by directors and external review.

7. The System Administrator runs the Process Awarded Applications job to create draft Grant records and related Budget Items and Performance Measures for all Applications with Status=Awarded.

8. ADOs or System Administrator checks the Send Award/Denial Email checkbox field on all current FY Applications (via List

View) to trigger immediate sending of emails to applicants where Application Status = Not Recommended or Awarded.


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Applications Not Submitted before Deadline

1. When the Application Period closes, OTS ADOs or System Administrators can use the In-Progress List

View on the Application tab to identify applications that were not submitted before the deadline.

2. OTS can accept ‘late’ applications on a case by case basis by changing the Status to ‘Submitted’ and setting the VIP Date Time Submitted field to lock the applicant from making edits.

3. OTS should set the Status to ‘Not Submitted’ and set the VIP Date Time Submitted to indicate applications that will not be accepted after the deadline and lock the applicants from making edits.


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Defining Application Review Teams 1. OTS ADOs and administrators will define teams of OTS personnel to conduct the analysis and risk assessment for sets of

applications.

2. Use the Review Teams tab to create new Review Teams. Enter a name and any comments about the team’s assignments or the review process. Click the New Team Member button to add Users to a Team. The system automatically updates the Team Members listed in the Review Team Detail.


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Assigning Application Review Team via List View

1. To assign the Review Teams responsible for reviewing and making recommendations regarding an application, go to the

Applications tab and select the Submitted List View.

2. Click the checkboxes for records you want to assign to the same review team. Double click in the Review Team field, and a window pops up to select the Review Team for all checked rows.


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Assigning Application Review Team on one Application

1. To assign the Review Team on an individual Application, enter the team name in the Review Team field.


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Application Review

1. The Review Team will Create a Review for each Application to document the Risk Assessment and Analysis.

2. Clicking the Create Review button causes the system to create and open a Review record. This also updates the Application Status to In Review.

3. For a more user-friendly Review Form, click the Form View button from the Review page.


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Risk Assessment, Analysis, & Funding

1. The Application Review contains Risk Assessment questions to determine whether an application warrants further consideration. If so, the Analysis can also be completed.

2. In the Funding section, the Review Team documents whether to fund the application and the proposed Fund(s)/CFDA to use for funding the application.


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Awarding a Grant 1. An application goes through internal review,

budget recommendations, and confirmation by internal directors and external agencies on whether to award.

2. ADOs update the Application Status to Awarded for all applications that have been approved.

3. When directed by ADOs and Directors, the System Administrator has a link on his/her Home Tab to Processes Awarded Applications to create the draft Grant Agreements from the Application data.


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Process Awarded Applications - Results 1. For all successfully processed applications:

○ Status on the Application is updated to Grant Created.

○ GEMS assign the Fund/CFDA defined in the Application Review to grant Budget Items. If more than one Fund was defined, the system will assign all budget items to the fund with the higher Recommended Amount.

○ GEMS adds Performance Measure records for all Objectives selected by the applicant that have related Data Points (Schedule C reporting) related to the Objective.

Draft Grant Agreements

Process Overview

1. ADO assigns Grants to Program Coordinators via the ‘All Draft’ list view on the Grants tab.

2. Program Coordinator updates draft Grant Agreements using Salesforce page layout and fine-tunes Goals, Objectives, and Budget Line Items using Form View for the draft Grant Agreements assigned.

3. Program Coordinator creates the Grant Agreement Review by clicking the Create Review button on the Grant. The Coordinator answers the Review questions as a final check of the draft Grant Agreement content before handing off to the ADO, then changes Review status to ADO Review Needed.

4. ADO identifies and reviews Grant Agreements using the ‘Grant Agreement - Review Needed’ List View on the Review tab. The ADO can view Coordinator notes on the Review record and click on the Grant number to view the Grant or generate the Grant Agreement attachment. The ADO can change status to Coordinator Updates Needed if the Grant Agreement needs revision.

5. ADO Approves draft Grant Agreement and changes Status on the Review to ADO Approved. The Review Status update triggers the system to change the Grant Status to ADO Approved.

6. Budget Analyst identifies and updates the Funding Detail for a Grant using the ‘AAA Review Needed’ list view on the Grants tab to identify Grants that require review (see Updating Funding Detail slide later in this deck). When the Funding Detail is complete, the Analyst clicks the ‘Generate Agreement’ button on the Grant record to create and attach the Grant Agreement pdf for the Director(s) to view. The Analyst then updates the Status on the Grant to ‘AAA Review Complete’.

OTS GEMS Operations Guide Draft Grant Agreements - Process Overview Continued:

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7. The CDO and/or Director identifies Grants to review using the ‘CDO/Director Review’ list view on the Grants tab. If the CDO/Director has comments or revisions before approving, He/she uses the Open Activities link at the top of the Grant page to create a task for the ADO and/or Program Coordinator.

8. CDO/Director Approves the Grant Agreement when the review is complete and updates the Status on the Grant to ‘CDO/Director Approved’.

9. Program Coordinators identify draft Grant Agreements ready to share with the applicant/proposed Grantee for review and signature using the ‘CDO/Director Approved’ list view on the Grants tab.

10. Program Coordinator changes the Status on the Grant to ‘Active’ when the Grant Agreement has been signed by the Grantee and OTS officials. This Grant Status update triggers the system to change the Grant Record Type to Grant Agreement and the VIP Form Template to Grant Agreement.

OTS GEMS Operations Guide Draft Grant Agreement

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Assigning Owners

1. When the system completes Processing Awarded Applications, the new Draft Grant Agreements will be visible in the Grants tab. The Record Type field indicates whether it is in Draft status or a Grant Agreement.

2. The ADO can assign a set of Grants to Program Coordinators via the All Draft list view on the Grants tab. Check the boxes for the Grants to be reassigned, then click the Change Owner button. The system opens a window to select the new owner. Check the Send Notification box to send an email to the new owner.

3. The Owner can also be changed on individual Grant records by clicking the Change link on the Owner field.

4. Program Coordinators can use the My Grants list view from the Grants tab to see grants they own.


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Update Grant Detail

1. Use the standard Salesforce page layout to edit key Grant Information such as Authoring Officials, Primary Contact, Claim Period Schedule, etc. In this layout, Contacts lookup fields such as ‘Authorizing Official of Agency’ filter for contacts that are related to the grant Agency or Department.

2. Edit this set of information in standard Salesforce rather than Form Wizard because lookup filters are not available in Form Wizard, and the information is already available at a glance from the Salesforce page.


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Updating Performance Measures and Budget

1. The Program Coordinator can use the Form View to update performance measures and budget for the draft

Grant Agreement. The flow is like the Application Form View.

2. In the Grant Goals and Grant Objectives sections, new Goals or Objectives can be added by referencing

GME Library Measures or by scrolling to the bottom of the page to add new Custom Goals or Objectives.


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Budget Worksheet

1. The system copies the requested budget items and funds defined from the Application to the Grant.

2. Budget Items can be added, revised, or deleted in the grant Budget Worksheet section.

3. As you add or edit the Funding Detail on budget items, the Budgeted Amount subtotals reflect changes.

4. Select the Funding Detail that contains the same Grant number you are working on so that the Funding Detail subtotals roll up to the correct Grant.


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Sub-Budget Items

1. For grants that contain Contractual Services, Program Coordinators itemize the Sub-budget directly in the Contractual Services Cost Category. Use the Sub-Budget Cost Category picklist to define the sub-budget item’s cost category. For example, if the Contractual Service is to hire personnel, the Sub-Budget Cost Category would be ‘A. Personnel Costs’.

2. If a grant has multiple sub-contracts, the Coordinator can use Display Order to group items. For example, Subcontract A could use 310.0 to 310.9, and Subcontract B could use 320.0 to 329.9, etc.


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Create Review

1. When necessary updates have been made and the Draft Grant is ready for review by ADOs and Directors, the Coordinator will

complete the Grant Agreement Review. Click the Create Review button.


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Draft Grant Agreement Review

1. Clicking the Create Review button on the draft Grant Agreement causes a Grant Agreement Review to be created and displayed in a new window.

2. Click the Form View button to open the Grant Agreement Review in the Form Wizard.

3. The reviewer can click Edit All button to add answers for the list of review questions.


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Updating Funding Detail

1. The Funding Detail for the Grant should have the Total amounts by Fund allocated during the Application Review for the

corresponding Application.

2. Typically, the ADO or Program Coordinator updates or adds the Funding Detail - Total record type if needed to define the total budget and fund breakdown for a Grant. The Budget Analyst edits the Fiscal Year Funding Detail (FY record type) if the appropriated amounts are coming from multiple fiscal year budgets.

− The FY record type data is displayed in the Fund - Projected Expenditures section on the Grant Agreement document generated.


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Generating the Grant Agreement PDF

1. When the Draft Agreement is reviewed and ready for final review by the CDO/Director, the Grant Agreement document is generated using the Generate Agreement button. The generation process allows you to attach the pdf to the Grant record.

2. After the pdf generates, click Back to Grant to see that the pdf has been attached under Notes and Attachments.


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Updating the Grant Agreement to Active

1. When the Agreement document has been signed by the Grantee and fully executed, and OTS has received the signed copy, OTS Support Staff will enter the Final Received Date on the Grant.

2. Route the Final Grant Agreement for signature by (1) OTS Accounting Officer then by (2) the OTS CDO/Director.

3. Then OTS Support Staff will enter the Final Executed Date on the Grant.

4. Scan and upload copy to the Grant Record.

a. If requested by the Grantee hard copy is mailed to the Grantee.

5. Then ADO uses the FFYXXXX ADO ACTIVE list view to update the Grant status to ACTIVE.

a. Once the ADO changes the Status on the Grant to Active, the system will update the Record Type to Grant Agreement and change the VIP Template to the Grant Agreement template.

b. The GEMS system will automatically send out the OP-10 Approval Email.

6. Once the Grant record type is set to Grant Agreement, the Grantees will have access from their GEMS Home page to select and update QPR data on their Agency/Department’s Grant.

7. GEMS will automatically send out the OP-11 “Alternate Signature/GEMS User Authority Email” on October 5th XXXX

a. OP-11 workflow rules target all grants with the following status (Draft and Active).


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Quarterly Reports

Sub-Recipient Entry of Quarterly Performance Reports

1. Grantees access the QPR from the Grant Agreement list view on their GEMS home page. The form contains pages for entering

Quarterly Overview information, accomplishments related to Grant Objectives, and Schedule C Data Points.


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Program Coordinator Review of Quarterly Performance Reports

1. The Program Coordinator completes the QPR review directly on the Grant record in the QPR Documentation section. GEMS will

pre-populate the Coordinator Notes field with topics to cover in the QPR review.


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Claims

Grantee Form View for Submitting Claims

1. Grantees access Claims from the Grant Agreement list view on their GEMS home page. The form is pre-populated with the grant

budget item against which claims for reimbursement can be made.

− The form also indicates the budget remaining for each item based on prior claims that have been audited and approved.


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Coordinator Claim Review

1. Coordinators use the Coordinator - My Unreviewed Claims list view on the Claims tab to find claims submitted for Grants that they own and manage.

2. Coordinators select the claim to review, edit the Coordinator Notes with suggested cuts or other notes for the Auditor, update the Coordinator Review Date, and change Status to Coordinator Reviewed.


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Auditor Claim Review

1. Auditors use the Auditor-Claims Ready for Audit list view on the Claims tab to find claims ready for audit.

2. Auditors select the claim to audit and first update the Auditor field on the claim with their User name to indicate they have taken ownership to audit that claim.

3. If a Claim amount needs to be cut, the auditor edits the Claim Item to make the adjustment.

OTS GEMS Operations Guide Auditor Claim Review - Continued

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5. When the audit and any necessary adjustments are complete, the Auditor updates the Audit Approve Date and Auditor Notes,

then changes the Claim Status to Audit Complete.


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Equipment Report and Recertification

1. When grantees submit claims for Equipment, they complete the Equipment report as part of the claim. OTS users can view

Equipment data from the corresponding Grant related list or from the Equipment tab.

2. A system process automatically creates the first Recertification record with a Recertification Due date that is 2 years from the Date Received.


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Equipment Recertification by Grantee

1. From the GEMS entry page, the grantee can view and select historical Recertification records and any Recertification’s due the

current or next month.

2. The grantee enters the current Fair Market Value and other required information, then submits the recertification.

3. The Grant Director receives an email alert 30 days before recertification is due, as well as reminders if recertification is not submitted by the due date or 30 days after the due date.


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Grant Performance Report

1. The coordinator uses the Create Review button on the Grant page to create the Grant Performance Review (GPR) form. The standard Review Detail page opens in a new window. Click the Form View button to open the formatted GPR for data entry.

2. The GPR contains Fiscal Review and Program Review sections. The coordinator can create a formatted GPR document using the Generate GPR button on the standard Review Detail page.


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Grant Close-Out Review

1. After the Fiscal Auditor receives notice from the State Controller Office that the final Grantee Claim has been paid, the auditor

enters the payment date for the claim. This causes GEMS to send an email alert to the coordinator.

2. The coordinator then uses the Create Review button on the Grant page to create the Grant Close-Out Review form. The standard Review Detail page opens in a new window, and the coordinator can click the Form View button to open the formatted Close-out form.


Grant Close-Out Review (continued)

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3. If claim(s) were not paid by the state within 45 days of receipt, the Coordinator can use the Notes box on the Form to indicate the

Late Claims, or the Coordinator can use the Late Payment Claims on the Claims tab to relate late payments for a Grant to the Grant Close-out Review record.


Grant Close-Out Review (continued)

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4. When the Coordinator has completed the review, he/she changes the Grant Status to Pending Closeout.

5. The ADO can use the ‘Grants Pending Closeout’ list view to find grants that need final review.

6. The ADO completes the review, then changes the Grant status to Grant Closed.

7. The GEMS system history tracking will log the user who changed the status to Grant Closed and the date and time of the change.


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Working with Tasks & Events

Create a Task

1. Tasks (to-do list items) and Events (calendar events) can be captured in GEMS. These may be best viewed and managed from an Application or Grant Detail page using the Open Activities and Activity History links. “My” Tasks and Calendar can also be viewed from the Home page.

2. A task is used to serve as a reminder to the creator, or to an assigned owner(s), that a task is due. A task can be assigned to multiple assignees at one time.

3. To create a new task, begin from the Open Activities related list, click ‘New Task’ and complete the task form. Choose task assignees if appropriate, capture any free form comments and click ‘save’.

Link tasks to an Account or Contact record if

applicable. (above).

Note that recurring tasks can be

scheduled, and date and time for

reminders can be set. (Left)

If assigning a task to another,

consider checking the ‘send email

notification check box as a

courtesy


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Create an Event

1. To create an Event, click ‘New Event’, capture information about the event, and click save to create it.

2. An event is like a task, but has a start time, an end time, a duration and a location.

3. Zero, one or many contacts can be associate to an event. When they are, the event is linked to them contact record to show invitation or participation. Contacts can be indicated as ‘invitees’, too.

4. Scheduled calendar events are visible from the calendar section on your home page.

When associating contacts to an event, like the panelists shown here, you can also add them as ‘invitees’. You can add additional Invitees using the Invitation feature.


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Logging Calls and Sending Email

1. The Activity History related list reflects all past events and completed tasks. It also offers the option to Log Calls and Send email.

2. To Log a Call – Click Log a Call, jot your call notes, and schedule an optional follow-up task if desired, then click ‘save’.

3. The lower portion of the log-a-call screen, entitled ‘schedule follow-up task’ is completely optional despite its red bars indicating required fields. If you begin typing in the lower section, however, you will be prompted to complete the required follow-up task fields.

This lower section is optional.


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Sending Email

1. To send an email – Click Send an Email, type the body of the email, indicate recipients and/or contacts, attach files or employ

templates, then click send email.

2. All logged calls and sent emails will remain in the ‘activity history’ related list for future reference.


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Interpreting Reports & Dashboards

1. GEMS offer us the opportunity to build reports based on all the data available in the records. This means we can build reports off

Account, Contact, Application, Grant, Budget, and Performance Measure records.

2. In addition, the reports can be built into Dashboards, which are graphical representations (charts & graphs) of the underlying report data.

3. We’ll start by looking at the three simple Dashboards available on your home page. Click on the first dashboard to see the underlying report data.


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Modifying Report Options

1. GEMS has a multitude of reports available to help businesses with relationship management and business process activities.

2. To view the reports available to you, you’ll click on the reports tab.

3. Use keywords and search options to locate the appropriate reports…. (Accounts, Contacts, Application)

Modify groupings and date ranges in the Report Options section. Also show & Hide details, save reports and export.


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Customizing Report Columns

1. Sometimes, you’ll find a report that is almost perfect! But – you might want to apply a filter or add/remove/rearrange a

column heading.

2. You can do this using the ‘customize’ feature on Salesforce.com reports.

3. Use the drag and drop interface to add or remove columns. You can also rearrange the display and add filters. Consider taking the report builder tour to familiarize yourself with this content.


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Print PDF Functionality within Form Wizard

1. Typically, on the last page of a Form, the Print Form button is displayed to allow creating a PDF view of the form content and data entered. Clicking the button will open the PDF in a new tab.

2. At the beginning of the application period, OTS can create a “blank” application for a specific Application Type, then open the Application in the Form Wizard, go to the last page, and Print Form to share with applicants.


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Budget Library

Adding Picklist Value

1. The Budget Library allows associating

Narrative text with a Standard Language Item or Enforcement Activity picklist value for an Application or Grant budget item.

2. To add a new Standard Language Item or Enforcement Activity picklist value and Narrative, the Administrator first adds the picklist value on the corresponding field in the Budget - Application and the Budget Item objects.


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Updating Field Dependencies

1. Since Standard Language Items are

dependent on Cost Category, the administrator updates Field Dependencies after adding a new picklist value in the Budget Application and Budget Item objects.

2. Under Custom Fields and Relationships, click on the Field Dependencies button, then edit the Cost Category - Standard Language Item field dependency matrix.

3. Salesforce help on field dependencies: https://help.salesforce.com/art icleView?id=fields_defining_fiel d_dependencies.htm&type=0& language=en_US

https://help.salesforce.com/articleView?id=fields_defining_field_dependencies.htm&type=0&language=en_US








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Adding Items or Editing Narrative Text

1. Use the Budget Library tab to add the

Item Name, Cost Category, and Narrative for a new picklist value or to edit Narrative text for an existing Item Name.


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GME Library

Goals and Objectives for Grants Made Easy Applications

1. Use the GME Library tab to add or edit Application fields, Goals, or Objectives. The system will automatically pre-fill an Application

based on the Application Type selected. See Appendix 1 for list of questions.


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Review Library

Questions for Reviews

1. Use the Review Library to add or edit questions to be pre-populated when creating an Application Review, Grant Agreement

Review, Grant Close-Out Review, or GPR