Custom Segments and Custom Records for Grant Management

The Grant Management SuiteApp provides custom segments and custom records to help your organization's grant management.

The custom segments and custom records are also seen as fields in the transactions and custom records.

Important:

The existing datasets are configured with the default custom record values. You can create new custom record values, but you must also update datasets, workbooks, and saved searches to reflect these changes.

This also applies to the Analytics portlets in the Grant Management Dashboard.

The Grant Management SuiteApp contains the following custom segments and custom records that include values as shown in the following table:

Type	Name	Purpose	Values
Custom Segments	Grants	This segment enables grant creation and management.	Set up your own values for this segment. Go to Grant Management > Grant Setup > Grants > New to add a grant. See Creating a Grant for more information.
Grant Programs	This segment enables program creation and management.	Set up your own values for this segment. Go to Grant Management > Grant Setup > Grant Programs > New to add a grant program.
Grant Restriction	This segment is also used to manage the release of restricted funds.	To manage the values for this segment, go to Grant Management > Grant Setup > Grant Restriction. You can edit the existing restrictions or add new ones. Note: If you want to add new values for this segment, you must also update datasets, workbooks, and saved searches. The values included in this segment are the following: • With Sponsor Restrictions • Without Sponsor Restrictions
Custom Records	Grant Priority	This record is used to properly tag a grant of its priority.	To manage the values for this record, go to Grant Management > Grant Setup > Grant Priority. You can edit the existing priorities or add new ones. The values included in this record are the following: • High • Low • Medium
Grant Status	This record is used to properly tag a grant of its status.	To manage the values for this record, go to Grant Management > Grant Setup > Grant Status. You can edit the existing statuses or add new ones. Note: If you want to add new values for this segment, you must also update datasets, workbooks, and saved searches. The values included in this record are the following: • Approved • Award Pending • Awarded • Closed • Declined • Draft • Initiated
Grant Milestones	This record is used to track the milestones for grants, such as deadlines for reports and approval deadlines.	Set up your own values for this record. Go to Grant Management > Grant Setup > Grant Milestones > New to add a grant milestone. See Creating a Grant Milestone for more information.
Grant Term	This record is used to properly tag a grant of its term.	The values included in this record are the following: • Multi Year • Single Year To manage the values for this record, go to Grant Management > Grant Setup > Grant Term. You can edit the existing term or add new ones.
Grant Type	This record is used to properly tag a grant of its type.	The values included in this record are the following: • City • Corporate • Federal • Foundation • Individual • State To manage the values for this record, go to Grant Management > Grant Setup > Grant Type. You can edit the existing types or add new ones.

Type

Name

Purpose

Values

Custom Segments

Grants

This segment enables grant creation and management.

Set up your own values for this segment.

Go to Grant Management > Grant Setup > Grants > New to add a grant. See Creating a Grant for more information.

Grant Programs

This segment enables program creation and management.

Set up your own values for this segment.

Go to Grant Management > Grant Setup > Grant Programs > New to add a grant program.

Grant Restriction

This segment is also used to manage the release of restricted funds.

To manage the values for this segment, go to Grant Management > Grant Setup > Grant Restriction. You can edit the existing restrictions or add new ones.

Note:

If you want to add new values for this segment, you must also update datasets, workbooks, and saved searches.

The values included in this segment are the following:

• With Sponsor Restrictions

• Without Sponsor Restrictions

Custom Records

Grant Priority

This record is used to properly tag a grant of its priority.

To manage the values for this record, go to Grant Management > Grant Setup > Grant Priority. You can edit the existing priorities or add new ones.

The values included in this record are the following:

• High

• Low

• Medium

Grant Status

This record is used to properly tag a grant of its status.

To manage the values for this record, go to Grant Management > Grant Setup > Grant Status. You can edit the existing statuses or add new ones.

Note:

If you want to add new values for this segment, you must also update datasets, workbooks, and saved searches.

The values included in this record are the following:

• Approved

• Award Pending

• Awarded

• Closed

• Declined

• Draft

• Initiated

Grant Milestones

This record is used to track the milestones for grants, such as deadlines for reports and approval deadlines.

Set up your own values for this record.

Go to Grant Management > Grant Setup > Grant Milestones > New to add a grant milestone. See Creating a Grant Milestone for more information.

Grant Term

This record is used to properly tag a grant of its term.

The values included in this record are the following:

• Multi Year

• Single Year

To manage the values for this record, go to Grant Management > Grant Setup > Grant Term. You can edit the existing term or add new ones.

Grant Type

This record is used to properly tag a grant of its type.

The values included in this record are the following:

• City

• Corporate

• Federal

• Foundation

• Individual

• State

To manage the values for this record, go to Grant Management > Grant Setup > Grant Type. You can edit the existing types or add new ones.

Creating a Grant

One of the most important features of the SuiteApp is the option to create grant for proper grant management.

To create a grant:

Go to Grant Management > Grant Setup > Grants > New.
In the Primary Information section:
1. In the Name field, enter a unique name for the grant.
2. From the Parent list, select the larger parent grant if the grant is a sub-grant or a smaller portion of another grant.
3. In the Grant Description field, enter a description of this grant.
4. From the Sponsor list, select the sponsor providing funds for the grant.
  
  If your role has the necessary permissions, you can click + to create a new sponsor record.
5. From the Principal Investigator list, select the principal investigator from the employees list or this grant.
  
  If your role has the necessary permissions, you can click + to create a new employee record.
6. In the Total Amount field, enter the total grant amount. Use your subsidiary's base currency for the amount.
7. In the Start Date field, type or select the date that the grant becomes effective.
8. In the End Date field, type or select the date that the grant expires.
  
  From the Status list, select the status of the grant.
  
  If your role has the necessary permissions, you can click + to create a new grant status option.
9. (Optional) From the Form list, select the form you want to use. By default, the value in this field is GMS Grant Form.
10. (Optional) To inactivate this grant record, check the Inactive box. Inactivated records do not appear in lists or as options anywhere in your account.
  
  To view inactivated grant records or reactivate them, go to Grant Management > Grant Setup > Grant and tick the Show Inactives box.
In the Classification section:
1. From the Grant Type list, select the type of grant.
  
  If your role has the necessary permissions, you can click New to create a new grant type option.
2. From the Grant Restriction list, select a value to indicate the grant's restriction type.
3. From the Grant Term list, select the term of the grant.
  
  If your role has the necessary permissions, you can click + to create a new grant term option.
4. From the Grant Priority list, select the grant priority. If your role has the necessary permissions, you can click + to create a new grant priority option.
5. If this is a federal grant, in the CFDA Number field, enter the five-digit number. This field applies only to federal grants.
6. If the grant is subject to Single Audit, tick the A-133 box. This field applies only to federal grants.
In the Other Information section:
1. From the Relationship Manager list, select the relationship manager.
2. If your role has the necessary permissions, you can click New to create a new employee record if needed.
3. From the Program Officer list, select the program officer.
4. From the Grant Lead list, select the grant lead.
5. In the Grant Application Date field, type or select the date that the grant application is due.
6. In the Grant Application Decision Date field, type or select the date that a decision on the grant application is expected.
7. In the Grant Inquiry Date field, type or select the date that the grant inquiry letter was issued.
8. In the Grant Inquiry Decision Date field, type or select the date that the decision was received on grant inquiry letter.
You have the option to add notes to this grant. On the Notes subtab:
1. In the Title field, enter a title for your note.
2. In the Memo field, enter a memo or brief description for your note.
3. (Optional) From the Type list, select the note type.
4. (Optional) From the Direction list, select one from the following:
  - Incoming
  - Outgoing
5. Click Add.
6. To add another note, repeat steps 5a to 5e.
You can also attach files relevant to this grant. On the Files subtab:
1. Click + to attach a new file from your local folders.
2. Click Add.
Click Save.

Creating a Grant Milestone

Creating grant milestones is an effective way to monitor critical grant-related tasks. These milestones mark important dates, like report submission deadlines and approval deadlines.

Additionally, you can set up automated reminders for grant milestones to notify assigned employees, ensuring timely report submissions and follow-ups on approvals.

To create a grant milestone:

Go to the Grant Milestone page:
- If you already have the grant open, in the Milestones subtab, click New Grant Milestone.
- If you do not have the grant open, go to Grant Management > Grant Setup > Grant Milestones > New.
In the Name field, enter a name for this grant milestone.
If not already populated, in the Grant ID list, select the grant for which you want to add milestones.
From the Milestone Type list, select the type of the milestone.
In the Milestone Description field, enter a description of the milestone.
From the Assigned To list, select the responsible employee for this grant milestone.
In the Due Date field, pick the date by which this milestone must be completed.
From the Notify To list, select additional employees to receive automatic email notifications for the milestone.

To select multiple employees from the list, hold the Shift key when selecting.
You have the option to add notes to this grant milestone. On the Notes subtab:
1. In the Title field, enter a title for your note.
2. In the Memo field, enter a memo or brief description for your note.
3. (Optional) From the Type list, select the note type.
4. (Optional) From the Direction list, select one from the following:
  - Incoming
  - Outgoing
5. Click Add.
6. To add another note, repeat steps 9a to 9e.
Click Save.

Creating a Grant

To create a grant:

Creating a Grant Milestone

To create a grant milestone:

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