Systems Division Support

Generating an Award from a Proposal

Purpose: This document explains how to generate an award from a proposal.

Overview: To set up an award, we must send information to the award profile. The Award Generation process:

• brings specified information from the proposal into award tables in Grants
• maps proposal-related fields in Grants to fields in Customer Contracts and Project Costing
• populates the Award page with the Federal Award Identification Number (FAIN) and Reference Award Number from the proposal

We must select at least one budget ID within a proposal for every selected project. If we don't, the system displays a warning indicating that we must select a budget ID. 

Through the Award Generation process, Grants writes the required award information to Customer Contracts. This process creates a contract, adds a contract line to the contract, associates Grants projects and activities with the contract line, and creates billing and revenue recognition plans. Due to this integration with Customer Contracts, we can generate bills and recognize revenue for all transactions that are associated with our sponsored awards.

Step 1: On the Financial homepage, select the Grants tile.

Step 2: The Copy Proposal search page will appear by default. Select Generate Award.

Step 3: The Generate Award search page allows us to retrieve a submitted proposal that is ready for Award Generation processing. For this example, we’ll enter Business Unit ‘SFGOV’ and Contract ‘CTR00004696’ then click Search.

Step 4: On the Generate Award page, verify the following: 

1. To Award ID is the same as From Proposal
2. Project ID is the same as From Project
3. Activity is the same as From Budget

Step 5: Also confirm the following: 

1. Pre-award Spending is Unchecked
2. Add to Grants Portal Security is Unchecked
3. Project is Checked
4. Budget is Checked

Step 6: Click the Generate button.

Step 7: The Award and Project are created and Generate button becomes inactive.

Done! The Award has been generated.