Performance Reporting in the JustGrants System

- [Gabriela Castellanos] BJA Performance Reporting in the Justice Grant System Training. My name is Gabriela Castellanos. And I'm a TTA specialist on the BJA Planning, Performance, and Impact team. We are happy that you have joined us today and are excited to present this information as you progress through the July submission period. For your awareness, this session is being recorded.

Today, we will have presentations by the BJA Planning, Performance, and Impact team and the JustGrants Training team. We will start by going over the meaning and importance of performance management, reviewing the difference between the two BJA reporting systems to help clarify which programs report in which system. We will then go over reporting requirements, review the reporting schedule, and share resources to help you fulfill reporting requirements. We will then transition to the JustGrants Training team for an overview of the JustGrants reporting system, including guidance on logging in, site navigation, and completing performance reports. And we'll finish with a question and answer session. Once again, we encourage all of you to ask all of your performance-related questions throughout today's presentation. And again, we will end with the question and answer session. If you run into any technical issues throughout the session, please follow the directions on the screen and send those concerns over in a private chat message to my colleague, Christina Horst. She's our Webex system facilitator who can then assist you. I'll give a second so that you can copy down that email if needed. We encourage you to ask questions as they arise throughout the presentation. However, please note for today's session, given the volume of participants and interest in this session, we will only be taking questions directly through the Q&A function. To submit a question, please use the Q&A function on the bottom right-hand side of the screen. We will answer questions as they come in. Also, we will answer them at the end. For more complex questions or for those that require additional explanation, we will address at the end during the open Q&A portion of the session, or we'll follow up with you via email. The team will also follow up with you after the session if we are unable to get to your question in real time. We will also send out the presentation after the session. If after today's training, you still have questions or think that you will need additional help, we can provide you with one-on-one assistance. We will provide contact information for our team at the end of the presentation. Panelists will be using the chat box to share links and resources with you. So please make sure to submit your questions using only the Q&A panel. All right.

So what is performance management? Performance management is the process by which grantees regularly collect data on their grant activities to determine whether they are implementing activities as intended and achieving their desired goals and objectives. Using performance measures that capture inputs, outputs, and outcomes over time enables pre- and post-comparisons that can be used to assess change. BJA has established performance measures, like questionnaires, for each grant program. These measures were included in the original solicitation that you responded to. We will review the specifics of your program's unique questionnaire during this orientation. You can find additional information and several resources on the Office of Justice Programs' Grant Performance Measurement and Progress Reporting Information portal at the BJA Performance website listed.

What are the benefits to grantees? Performance measurement also has benefits for your organization and your program. You should be systematically monitoring performance measures as well as your own programmatic data to help identify success, as well as areas for continuous improvement. Additionally, the data you provide allows BJA to provide targeted training and technical assistance resources to grantees that need it most. Monitoring performance measures can also help you proactively address challenges and generate evidence that you are meeting your goals. This can help you with program sustainability and help you advocate for additional resources for your program.

Why does BJA use performance measures? BJA uses performance measures to identify areas of success and potential areas of improvement. Performance measures identify needs for TTA or revisions to program design or implementation. It also uses it to track grant activity and progress towards program goals. They enable BJA to respond to external requests like congressional inquiries and media requests. We use measures to help us understand how funds are being distributed. BJA and OJP regularly track progress towards goals and develop various reports using annual key performance indicators, results, inform budget strategic plan, and future funding. And it helps us comply with the law. Tracking progress through performance measurement is required by the Government Performance and Results Modernization Act of 2010, the Digital Accountability and Transparency Act of 2014, and the Grant Reporting Efficiency and Agreements Transparency Act of 2019.

Reporting systems. We wanna lay the foundation for the rest of the presentation by distinguishing between the two performance reporting systems BJA grantees may interface with. The Performance Measurement Tool, or the PMT, and Justice Grant System, or JustGrants, are two systems that facilitate performance reporting for BJA. PMT and JustGrants are separate systems. So you must have separate login credentials to access each one. JustGrants will eventually replace PMT entirely. However, we are still within the window of transition. The timeline for full transition to JustGrants is currently unknown. Grantees will be notified when the PMT system is ready to sunset. We understand the transition may cause confusion since some grantees may have multiple awards and reports in both systems. The first thing that we suggest is that you confirm where your awards should report. We created a graphic that is available on the BJA Performance Measures webpage that details which programs report in the PMT and which report in JustGrants. The programs listed at the top of the graphic report directly into JustGrants. The programs highlighted in blue were recently added to JustGrants, and this is the first time grantees will be reporting in that system. Oops, excuse me. We recognize that some of the programs may report in both. If you have funding for multiple award years, and if you have any questions about it, please contact the PMT helpdesk as they can assist you on where to report.

The Justice Grants System, or JustGrants, is OJP's enterprise and online grants management system. All BJA grantees are required to complete a performance report in JustGrants twice a year. You likely already have access to JustGrants, but the link is also included on the screen. If you have JustGrants system-related questions, please contact the JustGrants support team. But if you have specific questions related to your program's performance measures or reporting requirements, please reach out to the PMT helpdesk. We will provide that contact information at the end of the presentation.

What data do I report? Grantees report on performance measures that align with the goals and objectives of specific program that you receive funding through. Performance measures vary from grant program to grant program and can be accessed at the link on the screen. We encourage you to become familiar with the performance measures before you report for the first time. Additionally, you can use the questionnaire as a guide to track relevant data in your files in the time interval that is easiest for you. When it is time to report, you can add those figures to get your reporting period totals.

When do I report? Next, we want to briefly review the reporting schedule for JustGrants. If your reward, reports, and all performance data in JustGrants, you have no reporting requirement in the PMT. You're required to submit performance reports semi-annually or annually, depending on the solicitation. We'll hear from the JustGrants team shortly for more on JustGrants reporting requirements. Please note that information provided is for BJA awards only. If you have awards from other components, such as OVC and OJJDP, the reporting schedule may be different from what we are describing. We understand that this might be confusing. So please do not hesitate to reach out if you have questions.

How we can help? The BJA PPI team is responsible for creating the performance measures that grantees are required to report on. As a part of this responsibility, the BJA PMT helpdesk and greater PPI team help grantees by answering questions about the performance measures, delivering wrap-around training and technical assistance on data collection and analysis support to grantees and federal staff from program inception to closeout; in assisting grantees with reporting requirements to ensure accurate data reporting, reviewing, and cleaning data to support data integrity; performing analysis using grantee data to assist BJA staff in improving programs, including identifying opportunities for training and technical assistance; performing analysis using grantee data to answer inquiries from BJA, OJP, DOJ, researchers, media, Congress, and other stakeholders; in developing products and reports to share program successes. Listed on the screen is the BJA PMT helpdesk contact information. Our office hours are Monday through Friday, 8:30 AM to 5:00 PM Eastern Time, except for federal holidays. We strive to return every email within 24 hours. So please do not hesitate to send us an email even after business hours. I will now turn it over to Ericka Law with the JustGrants Training team to provide an overview of the JustGrants reporting system, including guidance on logging in, site navigation, and completing performance reports. She'll also share some JustGrants resources. Take it away, Ericka.

- [Ericka Law] All right. Thank you so much, Gabriela. Good afternoon, everyone. Good afternoon. Thank you guys so much for joining us today and giving us the opportunity to help maneuver you through JustGrants. Oh, there we are. So again, welcome to the training session. We are so pleased to be able to discuss and demonstrate some of the features that you're going to use in JustGrants. So today we are going to go through JustGrants onboarding and roles. We'll talk about inviting users and assigning roles, or should I say, identifying the users and their assigned roles. We'll also identify users on awards and applications. We'll talk about the notifications, funded award navigation, performance reports. We'll go through the award deliverables. And we'll close out with some additional resources to help guide you guys through as you're working in JustGrants. Now, by the end of today's session, you should have a deeper understanding of the topics described in the agenda. You should also be able to describe the six JustGrants user roles, specifically logging into JustGrants, and describe the task that the entity administrator perform in JustGrants. You should be able to enter data in a question set for reporting performance measures, and you should be able to submit a performance report that includes the data in the question set. Finally, you should be familiar enough with the JustGrants website to be able to locate answers to your JustGrants questions and find additional training materials to help guide you through while using JustGrants. All right. So let's go ahead and jump in. JustGrants onboarding or onboarding of entity users. This is gonna be a role for your entity administrator, all right? So the entity administrator is gonna be called upon to add new users to JustGrants. So we're gonna take some time and walk through the registration process for, we'll walk through the roles and the onboarding, all right? So the registration process ultimately is initiated by your entity administrator. Your entity administrator is the only person in your organization that has access to DIAMD, which is the Digital Identity and Access Management Directory. This system is used by JustGrants to manage users. So your entity administrator is gonna access DIAMD to set up each new user by entering a first name, a last name, and an email address, and assigning the appropriate roles for that user. Now, when they save a new user record, an email is gonna automatically be generated to that email address used for that specific person's account. Now, the new user should open the email and follow the registration steps within 48 hours as the registration link will expire. Now, if that link expires, then the new user's gonna have to reach out to the entity administrator to have them to re-invite them for that role. Now, once the new user receives the email from DIAMD, you do have to follow the links in the email to register. And there are two steps to this process. First, you have to register by following the steps indicated in the registration link. And second, you have to log into JustGrants to activate the registration. Users are not visible in JustGrants until you have both registered and logged in to JustGrants. All right, so let's jump into the roles, the six JustGrants roles. It's important to know that user roles allow specific functions and features in JustGrants. So a user can have one role or more than one role assigned to them based on the type of work that they need to do in JustGrants. So we're gonna start out today with your entity administrator. Now, as far as the entity administrator goes, there is one entity administrator per entity. Now, in addition to managing users and keeping the entity profile information current, your entity administrator confirms the authorized representative's legal authority to enter into contracts, grants, and cooperative agreements with the federal government on behalf of your entity. They also have read-only access to all applications and awards in JustGrants. So your entity administrator has a bird's eye view of everything. Now, if the entity administrator needs to take some part in managing awards or applications, that person can also be assigned additional roles that will allow them to do so, okay? Our next role is the authorized representative. Now, your authorized representative is the only role that can accept or decline an award on behalf of the entity. This role must be assigned to someone in your organization with the legal authority to enter into contracts, grants, and cooperative agreements with the federal government on behalf of your entity. Your entity administrator is the person that will confirm that the authorized representative has that legal authority. Now, there are one to two authorized representatives per application depending on your program. For our CASP program applicants, there are two authorized representatives, one which is a civilian, and one which is a law enforcement. For your other programs, there's one authorized representative. Next up, we have your application submitter. Now, for application submitters, when you initially register your entity and begin that application, you're gonna start out with one application submitter. However, you can have up to three per application, right? Your application submitter is gonna be the only role that can enter data into an application, certify that information and submit it on behalf of your entity. Now, again, you can have up to three application submitters assigned to an award at one time, but they can only work on the application one person at a time, right? Now, our next role is gonna be our grant award administrator, or the GAA for short, I hear a lot of you guys call it. When it comes to the grant award administrator, there is one per award, and your grant award administrator is the person that's gonna submit programmatic award requirements, including your performance reports, your grant award modifications, and portions of your closeout. Now, to be of some assistance and support to your grant award administrator, we now have an alternate grant award administrator. Now, this is an optional role, and there is only one per award. But this person is an additional programmatic role that basically provides support to your grant award administrator. And this person can edit and submit performance reports and grant award modifications. And last but not least, we have our financial manager. And for your financial manager, this is the person that is going to certify and submit the quarterly federal financial reports on behalf of your organization. And there is only one per award. Right? So those are the six roles in JustGrants. And again, your role determines what you have the ability to see and do within the JustGrants system. You can be assigned one or more than one role simply based on the type of work that you need to do in JustGrants. So let's move on a little bit. Inviting users and assigning roles is a simple process, but it has to be done by your entity administrator in DIAMD. And the process is straightforward, once your organization has determined who should be assigned the key roles on your awards. Now, entity user management is performed in two intersecting DOJ systems. That's gonna be DIAMD and JustGrants. Now, DIAMD ensures that only authorized users, which are those designated by your entity admin, can access the entity information in JustGrants. Each entity, again, will only have one entity administrator and only that entity administrator can make changes in DIAMD. Your entity administrator will use DIAMD to invite new users and to add and remove roles as needed. Now, once your entity administrator invites new users, DIAMD will send that email, as I mentioned before, to those users, and there's gonna be instructions in that emails for them to register and log in to JustGrants. Now, JustGrants is where entity users complete the DOJ grant-related activities. Your entity administrator will assign entity users to specific applications and awards using JustGrants. Now, once an entity user is assigned to an application or an award, they'll receive assignments and take actions associated with their role or roles. Now, successful entity user management is gonna depend on some sequential actions that are taken by your entity admin and your entity users. Your entity administrator is gonna invite each entity user, assign them roles, assign roles to them using DIAMD, right? So that's gonna be our first step. And then each entity user is gonna receive an instructional email from DIAMD. Now, once they get that email from DIAMD, they have to complete the actions outlined in that email within 72 hours. These actions include setting up a password, setting up multifactor authentication, and logging into JustGrants. Setting up your account is not complete and your account will not be active until you physically log into JustGrants, and that has to be done within 72 hours. Otherwise, you will need to reach out to your entity administrator and have them to re-invite you. Now, after your entity users have logged in to JustGrants, their accounts will become active. And then the entity administrator can make user assignments in JustGrants. So your entity administrator is gonna assign applications to one or two authorized representatives, depending on your program, up to three application submitters. All right? They'll also assign awards to one or two authorized representatives. They'll assign a grant award administrator and one financial manager. Now. Excuse me. After applications and awards are assigned by your entity administrator, the entity user has to log into JustGrants and take action on those assigned applications and awards. And that's where you'll manage and continue to fulfill the duties of your role in JustGrants. All right, so I hope that gives you kind of a high-level overview of how that process works. Maybe even answered some questions for you as to why things aren't happening the way you thought. But once a user has registered and logged in to JustGrants, their user account becomes active, as we just said, and they're ready to be assigned awards. So what we often run into is, how do I determine, you know, who's assigned to what? And so we're gonna talk about that a little bit. Now, before we get into the specific processes in JustGrants, I wanna get a brief overview of what JustGrants is. JustGrants is where your entity users are gonna complete DOJ grant-related activities. And this is where your entity admin will assign entity users to specific applications and awards. Now, once that entity user is assigned to an application or award, they'll receive assignments. And that is where they will take action. So that is your JustGrants overview. Now, let's look at how your entity administrator or any user really can identify the users on applications. So when you're looking in JustGrants, you will go to your left panel and you'll select applications, all right? User assignments to applications are typically managed by your entity administrator on an application-by-application basis. And that's gonna enable your entities to manage users and assign work across the entity in one location. So to see who the users are in an application, your entity administrator or anyone really can log into JustGrants. And from that homepage, again, they'll select Application from that left-side navigation, and then they will click on the carets here outlined in the green. And when that caret expands, it will show you the roles assigned to each, or should I say, each user assigned to the roles for that particular application and award, all right? So this is how you will review the users assigned to an application as well as application details. All right? Now, as with applications, your entity administrator also assigns or reassigns users to awards. And let's take a look at how we can identify that. So again, your entity admin assigns users to awards. If you go to the Awards option, you select the Awards option on that left navigation, and, again, you will see that list of carets. And if you select or expand any of those carets, you can view the assignments for that award. All right, so simply by selecting the caret, it will expand, and you can review the award details along with the user's assigned to that specific award. So this is how you can easily identify who your entity admin is, who your grant award administrator is, application submitter, so forth and so on. Now, let's go ahead. We typically get a lot of questions about notifications in JustGrants, who gets them, when they get them, how are they delivered? And in general, notifications are delivered by email automatically from JustGrants as they're needed. Now, this is a lot of information. So I'm gonna stay here for a little bit just so you guys can, you know, screenshot it if you want or snap a picture. But JustGrants sends email notifications to the appropriate roles as needed. And this chart indicates when notifications are sent out and who is gonna receive them. Your email notifications, they're sent out to the email addresses that are associated with each user record. And a full listing of these JustGrants notifications can be found in the external notifications QRG, which is on our website. Now, for instance, when funding is awarded, an award notification, it's sent to your entity admin who can then identify, register, and assign the authorized representative, your financial manager, and your grant award administrator. Now, grant award modifications generate notifications. So whenever you do a GAM, it'll generate a notification to your grant award administrator and your alternate if there's one assigned. And those notifications are sent out when a GAM is approved, change requested or denied. Now, with regards to your financial reports, they generate notifications to your financial manager, and when the report is due in 10 days, when it's due today, or if it's unable to be processed, or if that report is overdue. So those are notifications that are generated related to your financial reports. Now, there are some additional tasks that generate notifications to the appropriate people as identified and listed here. But notice that there are no notifications sent when performance reports are due, all right? So notice that here. Nothing when they're due. So you do need to log in to JustGrants, locate your performance report in your work list once it has been generated, all right? So that's the listing. And again, I'll point out to you guys later some resources as to where you can find that listing. Now, there's some features of navigation in the funded award that are helpful in locating and editing information. And let's demonstrate how to open and edit a funded award. Now, the Work List section of your homepage in JustGrants is populated with tasks that are assigned to you based on your assigned roles and the awards that you're assigned to. So if you're a grant award administrator, you're gonna see GAMs, performance reports, and awards that are ready to be closed out. You'll see GAMs that have been change requested or that are in initiated draft status, but you'll not see submitted GAMs in your work list. Now, if you're a financial manager, you'll see FFRs that are waiting for you to submit. If you have both roles, then you'll see all of the tasks that I just mentioned based on the award that you're assigned to. Now your entity administrators are gonna see tasks to assign to users when a new award is made, and this task must be completed on each award made, okay? So what's it all look like? Now, once you open a funded award, you're gonna be presented with a list of current tasks and the assigned user for that task. All right? So you'll see tasks there, tells you who it's assigned to, all right? So grant award administrator. And then there's gonna be a Begin button. The Begin button will only appear if you can take action, meaning if your role is the role identified to complete this task, then you will see a Begin button. What we're looking at here is a performance report. If you are the application submitter on this award, you are not gonna see a Begin button if you are not also the grant award administrator. All right? So again, the Begin button only appears if you, in the role that you're holding, can take action. You will see the Begin link associated with each task. So you have to click on that Begin link in order to edit any of the tasks that are listed there. Now, your grant award administrators will also be able to access programmatic tasks. So by selecting that Begin on the line will allow the grant award administrator the ability to edit all the tasks associated with that award, including your performance reports, your GAMs, your deliverables, and initiating closeout. Okay, let's move on. So the funded award is divided into sections. All right? So if you scroll down below your assignments, Funded Award Information. Those sections are Award Package. If you click on Award Package, Award Package is gonna display all of the information that's sent from DOJ once funding was approved. This information is gonna be read-only for everyone in the entity, everyone, all right? You wanna make sure that you're going across this funded award information and becoming familiar with what's here. Next, you have your Award Conditions. You're gonna open your Award Conditions section to view all of the conditions with which your organization agreed to comply. And you can see each condition and whether or not you're in compliance. And in many cases, funding can be suspended or put in hold if you're not in compliance with your award conditions. So you wanna make sure you're working with your grant manager to determine what needs to be done, what's needed to comply, you know, if you're not clear on it. So you wanna make sure you're checking those. That's it. Next here we have your Award Detail section. Your Award Detail section is gonna display, let's see if it moves over for me. Did it? Nope, didn't move over. So let's go back. I thought it was gonna slide for me here. So you have your Award Details section. That's gonna give you read-only information about your award. Next to that, you have your Award Attachments, which is gonna show all of the files that have been attached by DOJ personnel. Now, each attachment will be categorized, and there will be links that will allow you to open any of the files there. That Performance Management option will display all performance reports from the beginning of the award until the current date. Funding balance and availability, so this is going to allow you to see your account balance in ASAP on this screen. Now, if there are any holds or suspensions on your account, you'll be able to see them in the screen as well. The FFR option will show all FFR generated throughout the life of the award, and you can open and view any report. The GAMs section is where you're gonna, you can initiate and track your GAMs. And then finally, if you need to close out your award prior to the award end date, you can do that from this Closeout section here. All right, so that is your Funded Award Information section. Again, it's at the bottom of your screen. You wanna make sure you're familiar with all of those tabs. Now, let's move into the exciting stuff, what everyone is waiting for, yay. Let's look at how to submit a performance report using a question set, all right? So for some of you, this is new. For some, not so much. So FFRs, Federal Financial Reports, they're submitted on a quarterly basis. And this is a schedule of the reporting periods. And I believe Gabriela showed you some of that information in the beginning. Financial managers have 30 days after the end of the reporting period to submit a report. And if that report is not submitted on the 31st day following that reporting period, then that report will be placed in a delinquent status. Your funds can be frozen and you won't be able to draw down your funds. So once a delinquent report is submitted, the frozen funds are released, and typically it takes about 24 hours. Now, on the screen now, you're gonna see a table that highlights general, quarterly, semi-annual, and annual calendar dates for performance reporting throughout the grant award lifecycle. This provides you with a general schedule for performance report frequency and the due dates. All right? Now, when it comes to our performance reporting question sets, your grant award administrator, or your alternate grant award administrator, they're gonna select a performance report that they wish to complete from their work list. Remember, it's only gonna appear in your work list if that's your role, okay? So we're gonna go ahead and select it. Now, once we select the performance report we wanna work on, we're gonna scroll down about halfway, and then we'll see the Performance Measure Question Sets section. Listed here is where you will find the question set that you are gonna be completing. You'll simply click on that question set to open it. All right? So now that I've opened it, you see here on this particular page, first you see the question set and a Begin button. By selecting that Begin button, it's gonna open my question set. Now, many of you have asked if there's a way to review the questions in the question set prior to beginning your performance report, and the answer is yes. Just below your question set, you'll find a listing of the questions that are in that set. And that's what you're seeing here at the bottom. All right, so that's a listing of the questions. Now, once you select that Begin link, the question set will open to page one. And that's what I'm showing here at the top in the green highlight. You can determine how many pages there are and what page you're on simply by looking at the top of the page. And there you'll see a listing of the pages contained in your question set. You'll proceed to answer the questions accordingly. And once you've completed answering the questions on each page, you're gonna have several options at the bottom of the page. By selecting Cancel, you will remove any information that you've input, nothing's gonna be saved, and it's simply gonna exit the question set. If you choose the Save option, then you'll save your entries for you to come back and resume at a later time. If you select Continue or Next, it's gonna progress you page by page through the report, checking for missing information, as well as saving your entries. All right? Now, here we are, page two. Notice at the top of the page, you know, it's telling us we're now on page two. You'll see that check mark for page one, bolded is now page two. Again, you're gonna go through and answer the questions appropriately. One thing I do wanna point out is wherever you're seeing a red asterisk next to a question, it means that question has to be answered in order to complete and submit your question set. Now, do notice on this page, and even on the previous, and I'll point it out on the next one, that there are several different types of questions. There are questions that could require narrative answers. There are questions that may require yes or no. There are check boxes like you see here. And then there are some that are even only require you to answer numbers or will allow you to enter numbers. Once you've answered all your questions on the page, you now have options at the bottom. So now that we're on page two, you now have the option to go back, which will take you to the previous page, or we can select Next or Continue to proceed. So we're gonna go ahead and select Next to continue. Now, should you just so happen to miss one of those required questions on a page, JustGrants is gonna alert you with the message that you're seeing here, all right? So this message here is telling you, "Hey, there were some asterisks there that you neglected to answer. You need to go back and answer them." What you're gonna do is simply select OK, and it'll take you back to that question. You need to answer all of those missed questions. And then you can scroll to the bottom and select Next. And it's gonna proceed us through the question set. So with all of your questions sets, no matter how many pages there are, you're gonna continue page by page through your question sets, filling in the information. Now, once you get to that last page of your question set and complete your answers, you are going to select Finish. By selecting Finish, it will close out your question set, all right? Notice I said it closes your question set. Your performance report still has not been submitted. All right? So it closes your question set. You're now taken back to that Performance Report homepage. When you scroll down the page to that Performance Measure Question Set area, you'll notice that your status, well, I'm sorry, not that the status. It'll take you here and it gives you the option to reopen the question set if you need it. Now, again, at this point, as you can see here, PR-Delinquent, it still has not been submitted, and you can tell that they're at the top. Once you decide whether or not you're done with this question set, if we're done and we don't need to reopen it, we're gonna go ahead and scroll down to the bottom, and you will see the option to submit. Once you've completed your question set, you're gonna have the option to enter comments, all right? So there are comments that you can enter. If you need to upload attachments, you can upload attachments. Once you've done everything that you need to do with that performance report, completed that question set, you will then submit, all right? So by selecting the Submit button, it will submit your performance report. If you do not submit, press the Submit button, your performance report will remain in an unsubmitted state, all right? So we're gonna go ahead now and select Submit. So I've selected Submit. You will now notice that your status has changed to pending repository upload. There's also gonna be a green banner at the top that reads, "Thank you." The next step in this case has been routed appropriately. And you'll notice that your status report has now been, I'm sorry, not your status report, your performance report has now been submitted, all right? So remember, you're gonna finish your question set, but you still have to submit the performance report, okay? Now, one of the ways that you can track the progress of your performance report is through the status codes that we just pointed out at the top of the screen. If your performance report displays a New status, then that performance report has been generated by JustGrants, and it's waiting for your GAA to complete it and submit it, all right? And that performance report is gonna be in your GAA's work list. A PR-Delinquent report has not been submitted within the allowable time and is considered delinquent. That means that your award funds can be withheld until that report is submitted, and that performance report, again, will appear in your grant award administrator's work list. Now, if the status is Pending-Change-Requests, that means that the performance report was submitted for review and your grant manager has returned it to you for additional action. Again, that performance report will appear in the grant award administrator's work list. All right? Resolve-Withdrawn means that the performance report was canceled and removed by a system action. And Resolved-Incomplete means that the performance report were not submitted prior to that award closing, all right? So this is a good way for you to monitor your award by knowing what all of those statuses mean. All right, now, there are several situations which you may be asked to upload supporting documentation, and we call them award deliverables, all right? So award deliverables are found in your Performance Management section of your funded award, we talked about it a little bit before. When you scroll down to the bottom of the page to view your existing deliverables or attach a new deliverable, typically you're going to use that Award Deliverables feature to upload documents that are related to your programmatic requirements. So it may be something like your flyers, your timelines, or any type of additional documentation that supported your goals and objectives, or offering explanations for the things that you're submitting. All right? So this is where you can add your additional award deliverables or additional attachments in your funded award. All right? So I do see that we've had several questions popping up. So what I wanna do is, before we go there, I do wanna give you guys with some, leave you with some additional resources. And here we are. So our JustGrants website, you know, has much more information about JustGrants, including topic specific training resources, user support information, as well as news and updates. So feel free to check out that JustGrants website, go to Training, and you'll find a wealth of information. Also outlined on this page is gonna be the training support, the Justice Grants Training Support email address. So if you're having trouble maneuvering and you're not exactly sure what to call it, feel free to reach out. We'll point you in the right direction. If we don't have the answer, we will make sure to point you in the direction of getting the appropriate answer or getting assistance. But once you go to that JustGrants Training page, you're gonna see a list of training topics, or should I say, tiles of training topics. By selecting any of these topics to explore, it's gonna open a page with a number of resources dedicated specifically to that topic. You'll see things like Job Aid Reference Guides and Quick Reference Guides. Now, your Job Aid Reference Guides are gonna give you step-by-step instructions with screenshots to help walk you through a task. And you can print them or work through them as you're working. Your quick reference guide are gonna be shorter, step-by-step documents that are typically three to four pages, again, walking you step by step through whatever task it is you're working on. Other things that you'll see when you open those tiles, we actually have YouTube videos that are extremely helpful. They're guided videos that walk you through these same processes. So don't overlook those YouTube videos. They're great resources. Now, JustGrants technical issues should be sent to JustGrants' technical support. This is the information here, [email protected]. Or you can call the phone number. They're operational Monday through Friday from 7:00 AM to 9:00 PM. That's Eastern Standard Time. They're also available on weekends and federal holidays from 9:00 AM to 5:00 PM Eastern Standard Time. In addition to that, we do offer training webinars to further assist you with the various processes that can be completed in JustGrants. So we offer post-award management sessions on the first and third Monday of each month from 1:00 to 2:30 PM. And that's gonna be geared towards your grant award administrators, entity administrators, and your financial managers. On the second and fourth Tuesday of every month, from 2:00 to 3:00 PM, we're gonna go, we hold our entity management sessions, which are geared more towards your entity administrators, and we walk through, you know, inviting users, adding users, things like that. On Wednesdays each week, we hold our application submission sessions. And that's gonna be focused on topics for submitting an application. And that goes from 2:30 to 4:30. And then on the second Thursday of each month, we offer a session on award acceptance from 2:00 to 3:00 PM, and that's geared towards your entity admins and your authorized representatives. All classes are Eastern Standard Time. The sessions are repeated. They don't cover anything new. So if you've attended one session, you don't have to keep continuing them, unless you wanna come and keep my company, I'm more than happy to present the information again. But you're more than welcome to choose them come out. There are also prerecorded sessions for each of these on the same website or the same location where you register for them. All right, so what I'm gonna do now is I'm actually gonna stop and I'm gonna turn it back over. I'm gonna say thank you, but I'm gonna turn it back over to Gabriela so that we can get additional information and then answer any questions that you guys may have. Gabriela?

- [Gabriela Castellanos] Thank you, Ericka. Give me a second. All right. Okay, so at this time, we are going to transition into our question and answer session. If you have not already done so, please use the Q&A box function to submit your questions. It's important that you submit that over the Comment section. It'll be easier for our panelists to give you the best answers and be able to see it in an organized manner. So we will answer questions as they come in. And again, for more complex questions or those that require additional explanation, we will address them at the end of the section, or we will connect with you after this session. So I will hand it over to my colleague, Angela, to read the question out loud, and either Ericka or Christina can answer. So go ahead, Angela.

- [Angela Beebe] Okay, so one that was kind of repeated quite frequently was, is there a way to print like the PDF performance report questions, as well as export without having to go through the actual report itself?

- [Ericka Law] All right, so I'm gonna start out with that one, and then I'm gonna hand it over because I have learned new information and new tricks. All right, so with regard to the question set, so the performance reports, yes, you can print. And again, you simply do that by that actions menu that's in the upper right-hand corner of your screen. Now, it is not gonna be a pretty printout. Yeah, it's gonna print out like just the questions, it's not gonna be something that you can, you know, print out and submit to anyone. It's just gonna give you a rough printout of those questions. What I have been told is that there is a way to view this information outside the system, and I'm gonna refer to Christina to speak on that because she was telling me all about it last week.

- [Christina Horst] Sure, no problem. Thanks, Ericka. So on the BJA Performance Measures webpage, I dropped the link in the chat. For some reason, the one link isn't working, but I think someone was able to adjust something and made the hyperlink work. But we'll share that again. So on the BJA Performance Measures webpage, we have questionnaires, as well as other resources for most BJA programs. So if you navigate to the website, there should be a listing of all the program names. Each has what we call an accordion. You can click on that. And then all of the relevant resources and any trainings, including previously recorded trainings. Some of the programs have frequently asked questions, documents, or other resources, but you should be able to access all of the specific questions, including the narrative questions. So that's a really helpful resource to, you know, help establish whatever system you're using to collect your grant data. And it's something that you can access outside of the JustGrants system, so you don't have to worry about navigating and printing from there. These are in very easy PDF formats. So, again, we'll drop the link again in the chat. But there is that resource available on the BJA Performance Measures webpage.

- [Angela Beebe] Okay, thank you. All right. This one was kind of specific. It says, "I am the alternate GAA, but the next performance report is assigned to me. How do I sign the report to the primary GAA?"

- [Ericka Law] I'm sorry. It says that they're the alternate and it did, what? Could you read it again? I was trying to find it in the questions.

- [Angela Beebe] You're good. No worries. Hold up.

- [Ericka Law] Alternate one, .

- [Angela Beebe] Says they are the alternate GAA, but the next performance report is actually assigned to them, and they want to know how to assign to the primary GAA.

- [Ericka Law] Okay, so remember, there's only one grant award administrator. And we've actually had this question come up in a different session. So if it is assigned to you and in your work list, then you are the GAA. I don't know how it happened, but you are the GAA. What you may wanna do is verify that you are listed as the alternate on that particular award, because what could have happened is that you're listed as a grant award administrator on one award and a alternate on another. But if it's appearing in your work list, then it is assigned to you. Now, if you need to have another GAA or the alternate work to it, then you're gonna have to work with your entity administrator to reassign the role. But if it's there on your work list with a Begin link, then that is your item and you are the assigned role for that particular award.

- [Angela Beebe] Okay. Thank you. The next one says, "Some projects I only upload the NTTAC report for the semi-annual, and other projects have question sets." And that was all the information I have, for that particular one.

- [Lisa Hartman] I think that actually came from a previous question. The questioner was asking how to, I believe, how to either print or export the performance reports. And my question was whether, you know, where the performance reports were actually being entered, the performance measures, were they entered in PMT, or in this case, NTTAC? So, yeah, if the question set is in JustGrants, then you can print that. But if the questions are, the performance measure questions are answered in PMT or NTTAC, you had to get them there.

- [Angela Beebe] Okay. How do you know what report to select on if the period of time is not listed? And this was more with the JustGrants when they were going through with the JustGrants showing which questions would be open.

- [Ericka Law] You said the period of time isn't listed for the performance?

- [Angela Beebe] Yeah. She says, "How do you know what report to select on if the period of time is not listed?"

- [Lisa Hartman] Yeah, I think I can address that one. So I think you'll see your performance report in the work list. And it is acknowledged right now that it does not show the reporting period on the work list, which is unhandy and inconvenient. I know they're working on redoing that. So, in fact, I believe they may have made those updates last Thursday. So you might check again and see if your work list doesn't now display that. But in general, if that hasn't made it to your account, you can always open up the Funded Award and scroll down to the bottom of the Funded Award, and there's a section link for performance reporting. And that will open up and display all of the reports that have ever been generated for your award. And that does show the performance reporting period. So you can see which one is the most, you know, is the oldest one that has not been submitted, and then, you know, you can submit your reports that way.

- [Angela Beebe] Okay. And then we had quite a few that were about, is there a way to export the answered questions once you've answered them?

- [Ericka Law] It doesn't export. Oh, go ahead.

- [Lisa Hartman] I was gonna say exactly what you were starting to say. You go ahead, Ericka.

- [Ericka Law] I was gonna say it will not export the answered questions, but when you were scrolling down at the bottom of the screen, when I showed you how you went into the question sets, and you scrolled down and it showed you the questions prior to beginning the question set, it will show you your questions and answers there, but there is not a pretty way of exporting your answers, per se. Did you wanna expand on that, Lisa?

- [Lisa Hartman] Sure, yeah. It won't allow you to export into sort of like a, you know, another document, but you can print them. And, you know, we're, you know, we acknowledge that the printing in JustGrants is not optimal. They are continuing to move forward and work on trying to get better printing for you. So you can print them, but not sort of export into like an Excel or a Word document.

- [Angela Beebe] Okay. And then speaking of printing, it says, "Can you please advice how you can print the performance document once it is submitted successfully?" And there were a few that had this as a question.

- [Ericka Law] Yeah, once you print the report, once you submit the report, you simply can open the report and go to the Actions button, and it will allow you to print. Again, it's not pretty. I do have to give that disclaimer, it's not pretty. But you will be able to print it from there. But again, as Lisa just mentioned, it will not export to another system, but you can print it. And again, you will have access to any report that was previously submitted in JustGrants. And one of the reasons they do that is so that you don't have to, you know, try to maintain as much of the paper documentation as we've historically had to do. So you will have access to that submitted report continuously in that section, in that Performance Management section of the award. And I do apologize, I saw one comment that said printing is a real barrier. We are working on the printing piece. We're working on, they're working on different ways to try and address some of the concerns that you guys have raised. So as they make improvements, we'll definitely be sure to make you guys aware.

- [Angela Beebe] Okay, so this one was in the chat, I just found. I'm not sure if we've been answered or not. It says, "I can see users as a financial manager, but when I log into DIAMD and I go to users, I cannot delete them. How can I delete them?"

- [Ericka Law] Is it a closed award? If it's so, typically if it's a closed award, it will not allow you. I've learned that it's not gonna allow you to make an edit. What I've run into recently, actually at the financial management sessions on last week, was that if you are using a general email address for a person in an award, meaning let's say the person is the grant award administrator at, you know, my corporation, the entity is my corporation. So if you are using the email address [email protected], if that email address is associated with more than one user, it's not gonna allow you to flat out remove that email address from the system. It'll allow you to edit the name. You can remove the person from the award, but it won't let you take them out of the system completely. Did you wanna teach any more-

- I could expand on that. Yeah, I could expand on that a little bit. So that's exactly right. You know, once a user has sort of some history in the system, you know, you wouldn't want to remove them because that would remove all the historic activity that they did. But you can sort of disable them. And it's called removing the users from the entity. So they're never gonna fully disappear, but you can take them off your active list. That would be your entity admin. It's just a pretty simple couple of steps for them to take. And they should actually be doing this on a regular basis. So if you have some turnover, of course, you don't wanna leave those logins active in the system, but you want the entity administrator to go into DIAMD, which is the user management system, and then look for these, you know, folks that are no longer with your organization. And there's a task that they can do to remove them from the entity. And again, it won't remove them from all of the history that they did, but it will remove them from your active user list.

- [Ericka Law] Right. And it'll still remain visible. They will remain visible in JustGrants. It's just that they won't be active.

- [Lisa Hartman] Correct.

- [Ericka Law] Yep.

- [Angela Beebe] Okay. Marcus says that he just took over a position for someone who recently retired. How do I register for an account to become the grant manager for my office?

- [Ericka Law] Grant manager or grant award administrator?

- [Angela Beebe] They have grant manager written.

- [Ericka Law] All righty. So if you're looking to take on any user roles within JustGrants, you will have to get with the entity administrator for your entity. Now, if the role that you're trying to take on is the entity administrator role, the first thing you will need to do is check the status of your sam.gov account. You will need to go to sam.gov and find out who your eBIS point of contact is. And if that is the person that has left, then you're gonna need to update that information first. Because once you, in order to replace or change, in order to replace your entity administrator that's no longer available, you will need to update your eBIS point of contact in sam.gov. Reach out to JustGrants support, and they're going to automatically make your sam.gov eBIS point of contact the entity administrator. So if the grant manager isn't one of our roles, but if you're talking about the entity administrator role, you need to start with sam.gov, update your eBIS point of contact, then reach out to JustGrants' training support. If you're talking about any other role aside from that entity administrator role, then you wanna determine who the entity administrator is for your entity and reach out to that person so that you can be reassigned the role that you need access to.

- [Angela Beebe] Hey, that's, has everyone kind of caught up in both the Q&A the chat that I can see?

- [Gabriela Castellanos] Okay, we'll give it just a couple, like a minute or two in case anybody had some last minute questions. Otherwise, we'll move to the conclusion of this training. All right. Well, if that is all, I'm just gonna conclude again with some contact information in case you have any other questions that extend outside this training or pertaining to it and you just remember it after we're finished today. It's important to know which helpdesk to contact so that your issue or question can be resolved. First, you can contact the PMT helpdesk with the following questions on performance measures, if you wanna schedule a TTA. Oh, I'm actually being told there are a few questions in the chat. I do apologize. Let's see. Oh, okay. A question asking, where does the entity manager start as far as reassigning roles?

- [Ericka Law] So where does the entity manager start? What system do they start in first? So if you are reassigning a role and you're working specifically for an award, you can start in JustGrants. So whatever award you're working on in JustGrants, you can begin from there, and it will forward you to the DIAMD system. It'll take you into DIAMD from JustGrants. So you can either go directly to DIAMD, or if you're in JustGrants, you can do it from there. And you will determine which users you want to. If it's a new user, you're gonna have to enter their information in DIAMD, and DIAMD again will generate that email for them to go in and register, set up a password, do multifactor authentication, and then log into the JustGrants. And once the user has completed all of the activities in that email invitation, then you can go into JustGrants and assign them to the awards or the applications that you would like for them to be assigned to. Ultimately, all of the role assignments for users is gonna happen in DIAMD. DIAMD is how they get invited to the system. That's how they get the links to actually set up their accounts and things like that. And then you'll revert back to JustGrants to assign them to specific awards and/or applications. So hopefully that's helpful. If not, can we please? If that's not helpful, we do go through that in depth for entity management session, which I think we have one next Tuesday.

- [Lisa Hartman] Yeah, also I'd like to, well, I just posted a link to the Entity Administrator Job Aid Reference Guide, which is sort of a comprehensive guide of all of the tasks that an entity admin needs to do in order to sort of assign roles and set up new users. So, you know, I would recommend, you know, linking to that document. And, again, we did provide the link to our JustGrants training site. We do have the weekly training webinars, one devoted specifically to entity admins. It is confusing. We do get a lot of questions about that. So we're happy to answer them and walk you through all of the steps to all of these activities.

- [Gabriela Castellanos] Just giving the comment section and the Q&A one last sweep. And, of course, information on this webinar, as well as resources from it, will be emailed in the following upcoming days. So please be on the lookout for that. Otherwise, I'm gonna continue with contact information. This is the BJA helpdesk contact information. Again, our office hours are Monday through Friday, 8:30 AM to 5:00 PM Eastern Time, except for federal holidays. And here we also have the JustGrants Support team, which is in charge of account creation in JustGrants, navigating JustGrants to find progress reports, unlocking account or help with passwords, roles and permissions, error messages, and uploading and attaching documents like Ericka had mentioned previously. JustGrants support. Office hours are between 5:00 AM and 9:00 PM Eastern Standard Time. And Saturday, Sunday, federal holidays, from 9:00 AM to 5:00 PM Eastern Standard Time. But with that being said, that concludes our training session. Thank you so much to everyone who has attended the BJA Performance Reporting in the Justice Grant System Training. I hope you got a lot out of this. And please, please feel free to reach out to my team or the JustGrants team. We appreciate your time, your patience. And we hope that you have a good rest of your day. Thanks, everyone.