Teaming Up on a Federal Grant Application in Grants.gov Workspace

Every organization is going to approach Grants.gov Workspace a little differently when applying for a federal grant. Some applicants take advantage of Grants.gov’s system-to-system functionality. Others prefer to have a single person submitting grant applications. Most applicants, though, work with a team to apply for a grant.

Tricia, Nico and Lin apply for federal grants as a team using Grants.gov Workspace

The following scenario illustrates how a team of three applicants might work together to apply using Workspace.

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Grants.gov FY2016 Annual Report Highlights

Last year brought a lot of changes and enhancements to the Grants.gov program, and you can find detailed information and statistics in the Grants.gov Annual Report for Fiscal Year (FY) 2016.

If you don’t have time to read through the full report, here are a few key highlights from FY16:

Annual Report Highlights

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Defining Grants.gov Workspace Roles and Access Levels

If you are just now beginning to use Workspace, Grants.gov’s online application method, you may want to take advantage of the range of roles and access levels available to your team.

Our recent roles series is a great place to start learning about each role’s place in the Workspace workflow.

Below is a brief list of role and access definitions that you can bookmark and return to when setting up a workspace, assigning roles or access levels, or adding participants:

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Roles for Applying with Workspace #3: AORs Submit

Before your organization can receive a federal grant, you must first submit the grant application (among many other things, of course). This is why the Authorized Organization Representative (AOR) role in Grants.gov is important.

A user with the AOR role is authorized to submit applications on behalf of the organization. When the E-Business Point of Contact (EBiz POC) assigns the AOR role to a user, the Manage Workspace role is automatically added as well.

Submitting a Workspace as a Team

If we continue to think of each workspace team as a basketball team, the team member with the AOR role is like the go-to scorer—the person who has the ball in clutch moments at the end of the game.

teamwork for user roles in workspace

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Roles for Applying with Workspace #2: Participants on the Team

Editor’s Note: This is the second in a series of articles that will use team-based examples to explain how Workspace facilitates collaboration using roles and access.

Applying for a federal grant can be a team effort, or it can be a solitary task, so Grants.gov’s Workspace is designed to work for the wide variety of federal grant applicants. Adding participants to a workspace is vital for those applying with a team.

teamwork for user roles in workspace

In each workspace, there is a “Participants” tab that lists all the people in your organization who can access and work on the forms in this application. A user with the Manage Workspace Role can add participants to each workspace.
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Roles for Applying with Workspace #1: The Manage Workspace Role

Editor’s Note: To better explain how Workspace facilitates collaboration, this is the first in a series of articles that will use team-based examples to explain each role.

Applying for a federal grant in Grants.gov is now done using Workspace. One big benefit is easier collaboration with your team (no more need to email one, big PDF to one person at a time to fill out). To make this possible, there are different roles that enable functionality and manage access.

Perhaps the most important of these is the “Manage Workspace” role. A user with the Manage Workspace role is authorized to:

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Reply All: ‘Can Workspace Catch My Mistakes?’

The Reply All blog series addresses individual user questions that may be relevant to a wider audience.

Q: How smart is Workspace? Can it catch my mistakes?

A: Workspace is built to alert users to potential problems with their grant applications. If you miss a required field, for example, a message will list the overlooked field in a pop-up window when you click the application form’s Check for Errors button.

Reply All Blog Series graphic

If you fill out the SF-424 form before working on other forms in the application package, Workspace will populate certain other fields on other forms within the package. This will both save you time and help you avoid making a typo when re-typing data on multiple forms.

However, there are certain mistakes that Workspace will not be able to catch or remedy.

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What’s the Plan? Grants.gov in 2017

With the recent New Year Holiday now in the rearview mirror, we want to let you, the grants community, know what you can look forward to from Grants.gov in 2017.

1. Applying with online forms in Workspace will become the standard way to apply for grants on Grants.gov.

online forms iconComplete your application package in Workspace with the option of filling out individual, online forms or individual, fillable PDF forms. For more detailed information, review the Workspace Overview page.

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#GrantChat Highlights: Collaborating with You to Discuss Workspace

Many grant professionals shared a lot of insight, feedback, and ideas during last week’s #GrantChat on Twitter. Thank you for letting us participate in the grants community!

If you haven’t heard about #GrantChat, just go to Twitter and search using the hashtag “#grantchat”. To read the full conversation chronologically, here’s the full Storify of #GrantChat.

It went quickly and there were hundreds of tweets, so here’s just a few key points from the conversation.

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Infographic: 5 Facts About Grants.gov Workspace on Its First Birthday

This month, Grants.gov Workspace celebrates its first birthday. Consider this blog post your invitation to the (virtual) birthday party, which almost 4,000 organizations have already joined by applying with Workspace.

Happy Birthday, Workspace

You can send birthday wishes on Twitter with the hashtag #HappyBirthdayWorkspace.

If you’re new to this blog, Workspace is Grants.gov’s next-generation application submission interface.

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