1. Using Grants Management
  2. Create Awards Quickly

Create Awards Quickly

Use the Quick Create Award task in the panel drawer to quickly create an award.

You can use Quick Create only for external funding and only for the initial funding. If the award requires internal funding sources don't use Quick Create. Consider these points when creating an award quickly:

  • When you create an award using the Quick Create Award task in the panel drawer:

    • If a project template is specified in the award template, then that project is automatically associated with the award with the award name and number as the project name and number. If the project is set to use the Automatic project numbering method, then the Project Number field isn't displayed.

    • You can create an award that's associated only to a primary sponsor.

    • The default award financial plan type is used to create the award project budget.

  • You can't use the default financial plan type if it's enabled for budgetary control, but the project template isn't enabled for budgetary control.

  • If the default financial plan type isn't enabled for budgetary control, but the project template and the project business unit are enabled for budgetary control, then ensure that the default financial plan type is an unapproved cost budget type.

  • If the default financial plan type, the project template, and the project business unit are enabled for budgetary control, then ensure that the default financial plan type is an approved cost budget type.

  • Funding for resources requires a default award financial plan type for sponsored projects, which is set up in Manage Financial Plan Types. While adding funding to resources, ensure that the total amount assigned to the top resources adds up to the total funding amount. For equipment, only top resources from the project primary planning resource breakdown structure (RBS) appear.

Follow these steps:

  1. Click Quick Create Award in the panel drawer.

  2. In the Create Award page, specify the award details as appropriate.

  3. Click Add Project. Create a project or select an existing project and associate it with the award. You can create or select only one project per award using Quick Create.

  4. Click Add Funding. Enter the funding details to create the base funding for the award using the first budget period and external funding source.

  5. Click Add Funding for Resource. Enter the budget amount for the top resources from the project planning resource breakdown structure (RBS), such as labor, supplies, equipment, and burden expenses.

  6. Click Save and Close.

    The application validates the data and creates the award contract, project, funding, budget, and control budget. The award contract is created with the contract line, bill plan and project details to generate invoice and recognize revenue. The award funding is created and allocated to the project.

Note: If the Submit contract for approval check box is selected for the award template, then the contract is submitted for approval automatically. If there are errors from the contract validations, review and resolve the errors in the Contracts work area, and then submit the contract for approval from the Contracts work area. If the Submit contract for approval check box isn't selected, then you must submit the contract for approval from the Contracts work area.

Quick Create Example

This example lists key fields for Quick Create with example values and where the values come from. Quick Create has more or less fields depending on what's in the award template. Other fields include Letter of Credit, Document Number, Bill-to Account, and so on.

Create Award Fields

Field Value Description
Award Template Name 1 Year Funded Award Automatically populated from the default award template for quick create. Select the template if there's no default template.
Currency USD Automatically populated
Contract Type Sell: Project Award Hard Limit Automatically populated from the award template or selected.
Name Energy Update Enter a name for the award
Number R101 Enter an award number
Primary Sponsor Environmental Protection Agency Select the sponsor from the list.
Start Date/End Date Dates span one year Use the calendar to select dates. The dates must fall within the number of budget periods in the award template.
Principal Investigator Brock Phillips Select from the list of people enabled as principal investigators in Manage Grants Personnel.
Award Owning Organization Maintenance US Use the list to search and select the organization

Add Project Fields

Field Value Description
Association Method Create New Project Select Create or choose an existing project. Other project fields change according to the value in this field.
Template Name Sponsored Capital Select from the list. Templates are created in Manage Project Templates.
Project Name Energy Update Populated from the previous region but can be changed.
Project Number R101 Populated from the previous region but can be changed.
Project Manager Brock Phillips Populated from the previous region but can be changed.

Add Funding Fields

Field Value Description
Number 1 Enter a number
Date October 1 Use the calendar to choose a date
Direct Funding Amount 100,000.00 Enter the amount
Indirect Funding Amount 50,000.00 Enter the amount or leave blank

Funding for Resources Fields

Field Value Description
Equipment 25,000.00 Only top resources from the project primary planning resource breakdown structure (RBS) appear.
Expenses 25,000.00 Enter an amount.
Labor 50,000.00 Enter an amount.
Overhead 50,000.00 Enter an amount.