Users with accounts on the legacy sites
will need to create a new account on beta.SAM.gov.
Once you create an account, you can sign-in from any page on the site.
Simply click on sign-in,
enter your email address and password to receive your one-time code.
Once you have signed in, you'll see your workspace where you can edit your profile
and see shortcuts to additional functions that you can access based on your permissions.
Once you're signed in to beta.SAM.gov, go to "Profile," and select "Migrate Roles."
To successfully migrate your roles, select
a legacy website from the drop down menu, then enter your legacy account
username and password. If you don't remember your login information
or you are unsuccessful in migrating your role, you should request a new role.
When requesting a role, you will be asked
for your supervisor's contact information. This information is in case
your agency administrator needs to contact your supervisor to confirm
your information and request.
Select a department and sub-tier. Once you click on the advanced tab,
your department will be pre-filled, then choose the sub-tier for which you need
the ability to create assistance listings. If necessary, selecting an
office for your assistance listings will be available to use in the future.
After selecting your sub-tier, click "Add."
If you need access at the department level, add a note in the request to your administrator.
They have the ability to override your request and provide you access at the department level.
Next, choose assistance user then the assistance listing domain.
After entering your request information,
you can leave comments for your administrator as to why you are submitting a request.
Once you click submit, you will start the review and approval process.
An email will be generated to the approving Assistance Administrator.
If for some reason the Assistance Administrator does not take action to review the request,
you should contact your organization's Assistance Administrator.
During the approval process, the Assistance Administrator will review
and select the appropriate permission rights.
To manage your assistance listings, sign in to beta.SAM.gov.
When you login you will be taken to your workspace
where you will see the "Assistance Listings" widget. The widget has shortcuts to key functions
or you can click on the link to go to your full Assistance Listings workspace.
From the Assistance Listings workspace,
your role will define your privileges and what actions you can take.
You can filter listings and perform different actions depending on your permissions.
To create an assistance listing, go to your workspace
and the assistance listings widget will have a shortcut to "Add a New Listing."
When creating a listing, you must complete the required fields,
such as the title, federal agency, objectives, functional codes,
subject terms, etc,.
When completing the form, your information will autosave only when you continue to the next page.
If for some reason your session times out, you will only lose your progress on the current page.
If you need additional time to complete a section
or resume at a later time, you can select the "done" button
and it will save your information.
As you continue to move from page to page, you'll see a green or red status indicator
on the left side navigation bar informing you of incomplete sections
that need to be addressed before you can submit the listing.
Once you have completed all of the required sections, you'll either have the option to submit
the listing to OMB or to Notify the Assistance Administrator,
depending on your Submit permission rights.
You will see three tabs across the top of the data entry screen: Edit, Authenticated, and Public.
You can toggle between these three tabs.
When selecting the Public tab, you are able to see what your listing will look
like in the public display. This is helpful to ensure that the public
view of your assistance listing looks correct.
The Authenticated tab provides a complete representation of data entered for that listing
and shows what an authenticated user with the appropriate permissions will see when viewing the listing.
To edit an assistance listing go to your Assistance Listings workspace.
By default,
your organization's "Published" listings will be listed in the workspace.
If not, check the "Published" box on the left side under status,
then select the "Published" version of the listing you want to edit. By default
you'll be presented with the authenticated view (which is the same as public view
but includes additional information that is not displayed to the public),
and you will need to select the Edit tab to update your listing.
Note - If there is already a draft of the published version, the system will notify you and take you to that draft version.
Only one draft version can exist for an assistance listing.
The same data entry and navigation rules for creating a listing apply to editing a listing.
Once you have completed all of the required sections,
you'll either have the option to submit the listing to OMB or to Notify
the Assistance Administrator, depending on your Submit permission rights.
The assistance listing approval process consists of three simple steps:
When an assistance user submits a posting and they don't have permissions for it to go directly to OMB,
it will go into the review queue for the assistance administrator who will have the
option to view and edit it before submitting to OMB.
If the user has permissions
to submit directly to OMB
then it will go directly to them to be reviewed and published.
The OMB Analyst has seven business days to review and approve/reject the submitted listing.
If approved, the updated listing will appear immediately on beta.SAM.gov.
If OMB takes no action to review the listing after seven business days, it will automatically post to the website.
If for some reason an assistance user wants to change a
CFDA number, they can submit a change request.
Go to your Assistance Listings workspace,
select a listing from your published programs,
click on the "Action" drop down menu, and click on "Number Change".
Once you've made the number change, you'll notice that the status is now pending
in your workspace until it is approved by the assistance administrator.
A user might change a title if the scope of the program has changed,
or if there are errors in the title.
To change your assistance listing title, go to your Assistance Listings Workspace.
Select a listing from your published programs,
click on the "Action" drop down menu, and click on "Title Change".
Once you've made the change, you'll notice the status is now pending in your workspace
until it is approved by the assistance administrator.
If you want to archive or unarchive an assistance listing, go to your Assistance Listings Workspace.
Select a listing from your published programs,
click on the "Action" drop down menu, and click on "Archive".
Once you've made the change, you'll notice the status is now pending in your workspace
until it is approved by the assistance administrator. To unarchive a program,
select "Archived" from the filtering options, then select or search for the
listing you want to unarchive, click on the "Action" menu, and select "Unarchive".
Please keep in mind that in order to archive a program,
the listing should meet two criteria as a general rule:
1. There should be $0 funding for at least 2 consecutive years in the obligations section.
2. There should not be any recent active awards on USASpending.gov
that would indicate potential awards are still being made for the Federal Assistance.
Also, it is not uncommon for Prime Awardees to encounter Subaward reporting errors when an assistance listing is prematurely archived.
One reason an agency would want to unarchive a listing
is if funding becomes available again for that particular listing.
In order to unarchive a program, you must submit an unarchive change request.
If you would like to transfer your assistance listing to a different
organization within the same department, (e.g HHS to NIH),
an agency change request should be submitted
to an approving Assistance Administrator.
To submit the change request go to your Assistance Listings Workspace.
Select the assistance listing you want to transfer, click on the action drop down menu,
and select "Agency change".
Regional Assistance Locations provide a physical address for potential recipients to reach out to for more information.
Assistance Users and/or Assistance Administrators can manage them.
To manage the Regional Assistance locations,
users will scroll down to "Assistance Listings"
and click on "Regional Assistance Locations."
From there you can perform a search or add a location by completing the required information on the form.
To change existing information on a location,
click on the action drop down menu for the location, and select edit or delete.
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