Purpose: This procedure demonstrates how to add a document to the Grant File. The PAM enhancement relies on the TRIM records management system. The enhancement provides a layer of abstraction that allows users to add to, update and retrieve documents in the electronic Grant File from within G5. Any official documents that are added to a grant via the PAM enhancement will automatically be added to the grant’s electronic Grant File. Official documents include the required documents that are included in a grant’s folder structure. The Grant File holds the:
Electronically signed Grant Award Notifications and attachments will automatically be added to the Grant File upon their creation. Electronically submitted applications (the consolidated Portable Document Format, PDF, document generated at the time of application submission) and performance reports will be added automatically as well. The list of required documents is configurable by program office.
Additionally, users will have the option to add application components, abstracts, and technical review forms to the Grant File directly from G5.
GUIDANCE TIP: The Handbook for the Discretionary Grant Process (Handbook), Section 4.10, The Official Grant File, states that program staff must create and maintain an official grant file for each application awarded a grant. Additionally, Formula Grant Bulletin, "Policy and Guidance for Principal Office Monitoring Frameworks for Formula Grant Programs," requires that program staff file formula grant documents in accordance with a seven-section file structure identified in that bulletin.
G5 Role: G5 Program Office
Navigation Path: My Grants > Award Record
Prerequisites: The prerequisites for this topic are:
1. The award must be in Obligated status.
2. The user must be the assigned ED Program Contact for the award or a member of the grant team.