ACS PRF Salesforce Grant Management Help

Grant Management Overview

PRF implemented a new system for proposal submission and grant administration in 2021. Grant administration activities such as annual reports and change requests are performed by accessing the detail screen of the application that resulted in the awarded grant.

The menu bar at the top of all screens provides quick access to the home screen (house icon, Figure 1, Item #1), organization, contacts, and applications. Additional information on managing your grant is available from link on various portal pages (e.g., Figure 1, Item #2).   

Figure 1. PRF Portal Home Page
Figure 1. PRF Portal Home Page

1.  Select the Application/Grant:

Click on the {Applications} option on the Menu Bar at the top of screen (Figure 1, Item #3) to see a list of applications associated with your registered account.  The Applications List screen (Figure 2) displays applications or grants on the basis of status.  Use the pull-down list (Figure 2, Item #2) to select the status for active grants.  Click on the Application ID hyperlink (Figure 2, Item #3) to open the detail screen for the application/grant.

Figure 2. PRF Application Portal:  Applications List View
Figure 2. PRF Application Portal: Applications List View

2.  Perform Grant Administration Activities:

The Application Detail Screen is shown in Figure 3.   Three buttons (Figure 3, Item #2) located in the upper rightside of the screen are used to perform administration activities such as uploading files (e.g, Grant Administration Form, etc.),  submitting a Change Request for a grant (e.g., Title Change, etc.), or revising the grant budget.  All change requests and budget revisions must be approved by PRF.  For Grant Requirements, the detail screen for the requirement must be opened to enter information or upload a file (See Section 4 Below).  Review excerpts can also be downloaded from this screen (Figure 3, Item #3). 

Figure 3. PRF Portal: Application Detail Screen
Figure 3. PRF Portal: Application Detail Screen

3.  Upload Files:

Step 1.  Click on the [Upload Files] button (Figure 3, Item #2) to initiate the file upload process.  A pop-up screen (Figure 4) with a field requiring a selection of a document type.

Figure 4. PRF Portal: Upload Files Step 1
Figure 4. PRF Portal: Upload Files Step 1

3.  Upload Files (Continued):

Step 2. Select the document type--W9, W8, Grant Administration, or Other--that matches the document you are uploading.

Figure 5. PRF Portal: Upload Files Step 2
Figure 5. PRF Portal: Upload Files Step 2

3.  Upload Files (Continued):

Step 3. Click on the [Upload Files] button or drag and drop the file to select the file to upload  (Figure 6, Item #2).   If the [Upload Files] button is selected, a File Explorer window will be displayed.

Figure 6. PRF Portal: Upload Files Step 3
Figure 6. PRF Portal: Upload Files Step 3

3.  Upload Files (Continued):

Step 4. Select the file as shown in Figure 7.

Figure 7. PRF Portal: Upload Files Step 4
Figure 7. PRF Portal: Upload Files Step 4

3.  Upload Files (Continued):

Step 5. The name of the selected file will appear below the [Upload Files] button.  Click the [Upload] button to transfer the selected file as shown in Figure 8.   There will be a very brief message indicating that uploading is occurring as shown in Figure 9.

Figure 8. PRF Portal: Upload Files Step 5
Figure 8. PRF Portal: Upload Files Step 5

Figure 8. PRF Portal: Upload Files Step 5
Figure 8. PRF Portal: Upload Files Step 5

Figure 9. PRF Portal: Updating Message
Figure 9. PRF Portal: Updating Message

3.  Upload Files (Continued):

Step 6. Confirm that file has been properly uploaded by viewing the Files section on the Application detail screen as shown in Figure 10.   Use the scroll bar on the right side of the screen to locate the files section.  Once the file is uploaded, PRF staff will be able to review and approve the document.

Figure 10. PRF Portal: Application Detail - Files Section
Figure 10. PRF Portal: Application Detail - Files Section

4.  Grant Requirements Overview

Three reports--Financial, Personnel, and Technical--must be submitted each year for active grants.  When a grant is awarded,  requirement records with a status of "New" are created for each of these reports and listed in section on the Application/Grant detail screen (Figure 11, Item 1).  The Activity Type column (Figure 11, Item 2) indicates the report type and grant year.  The Due Date  and Status for the report is listed in separate columns (Figure 11, Item 3). and  (Figure 11, Item 4), respectively.  Click on the Grant Requirement hyperllink (Figure 11, Item 5) to access the detail form and perform submission actions.  Although the submission process is similar, there are different detail forms for each report.  There is a separate section on the Application/Grant detail form for Citations (Figure 12).

Figure 11. PRF Portal: Application Detail - Grant Requirement Section
Figure 11. PRF Portal: Application Detail - Grant Requirement Section

Figure 12. PRF Portal: Application/Grant Detail - Form Sections
Figure 12. PRF Portal: Application/Grant Detail - Form Sections

5.  Grant Requirements: Financial Report

The detail form for the Financial Report includes fields for all budget categories as shown Figure 13.  Additional guidance for a data field is available if a Help Bubble is present (Figure 13, Item 1).   Click on the grey pencil to the right of a data field to edit it (Figure 13, Item 2) and initiate an editing session (Figure 14).  Click the [Save] or [Cancel] button to complete the editing session (Figure 14, Item 1).  If the [Save] button is clicked, form data will be validated and a red error message will be displayed if problems exist as shown in Figure 15.  Click on the [X] in the upper right corner of the error message and correct errors.  After all data fields have been entered and validated, click on the [Submit for Approval] button to transmit the report to PRF (Figure 13, Item 3).  Enter comments for the Financial Report after submitting as shown in Figure 16.  The Financial Report will be reviewed by PRF Staff and if issues exist they will be noted in the Approval History section at the bottom of the Financial Report form as shown in Figure 17.

Figure 13. PRF Portal: Application/Grant Detail - Grant Requirement : Financial Report
Figure 13. PRF Portal: Application/Grant Detail - Grant Requirement : Financial Report

Figure 14. PRF Portal: Application/Grant Detail - Financial Report: Edit Session
Figure 14. PRF Portal: Application/Grant Detail - Financial Report: Edit Session

Figure 15. PRF Portal: Application/Grant Detail - Financial Report: Validation
Figure 15. PRF Portal: Application/Grant Detail - Financial Report: Validation

Figure 16. PRF Portal: Application/Grant Detail - Financial Report: Submit for Approval
Figure 16. PRF Portal: Application/Grant Detail - Financial Report: Submit for Approval

Figure 17. PRF Portal: Application/Grant Detail - Financial Report:  Approval History Section
Figure 17. PRF Portal: Application/Grant Detail - Financial Report: Approval History Section

6.  Grant Requirements: Personnel Report

The detail form for the Personnel Report includes sections for individuals supported and those not supported but working on the project funded by a PRF grant as shown Figure 18.   For Personnel Reports, provide any additional information to further explain or supplement responses for Parts 1 and 2. Student support is a requirement of ACS PRF grants. If no students were supported during the reporting period, provide explanation in Part 3, Comments/Notes.   The sections can be collapsed or expanded by clicking on the V or > symbol, respectively, at the beginning of the section header.   Use the slider bar on the right side of the screen to access information fields for individuals (Figure 19, Item 2).

Figure 18 PRF Portal: Application/Grant Detail - Grant Requirement: Personnel Report
Figure 18 PRF Portal: Application/Grant Detail - Grant Requirement: Personnel Report

Figure 19 PRF Portal: Application/Grant Detail - Personnel Report Navigation
Figure 19 PRF Portal: Application/Grant Detail - Personnel Report Navigation

7.  Grant Requirements: Technical Report

The detail form for the Technical Report is shown Figure 20 which includes fields for the report period and comments.  The technical report requirement is satisfied by uploading a pdf file using the [Upload Files] button (Figure 20, Item 1).  Narrative Progress Report or Technical Report is submitted as a PDF of no more than 2 pages in length, including images.  Narrative progress reports will be published as submitted in the PRF Annual Report.  Technical Reports submitted by Principal Investigators are aggregated into the PRF Annual Report and made available to the public via the PRF website.  When uploading the technical report, it is critical to select "Narrative Report" option for the document type (Figure 21, Item 1).

Figure 20 PRF Portal: Application/Grant Detail - Grant Requirement: Technical Report
Figure 20 PRF Portal: Application/Grant Detail - Grant Requirement: Technical Report

Figure 21 PRF Portal: Application/Grant Detail - Technical Report: Upload Files
Figure 21 PRF Portal: Application/Grant Detail - Technical Report: Upload Files