Grants Application Management and Evaluation
Contents
1. Dallas Fort Worth Internationa Washington Dulles International Chairperson 33 Rev 01 2014 Completing Your Review Printing the Final Summary Report 20 Click on the View Report button tO Log on off AgencyHome PanelList Applications List Evaluation open the Final Summary Report ae Approved City Newark State NJ in a new window This report is citer comments al muil es generated in a PDF format Edward Bailey 5283 21 Confirm that this is the Approved report by checking that a blank Signature line appears with your name beneath it as well as a line for you to date your score report 22 Print the entire report to include the score sheet and ALL of the subsequent comment pages 23 Sign the first page and attach the remaining pages behind it Chairperson 34 2014 Rev 01 2014 New Features in ARM 2014 Return Comments per Criterion In previous versions of ARM when the Chairperson returned an evaluation to the Reviewer s they were only given one return comment text box which had a 4000 character limit With this new feature Chairpersons can now send return comments for each criterion Each return comment per criterion has a 4000 character limit We have also added a General Return Comment text box which is the only mandatory return comment field 2 Budget and Budget Justification 4 Impact on Community2. EE 4 Open PDF and returns it to you for changes Chairperson 30 2014 Rev 01 2014 Returned by PAM Returned by PAM 15 To begin the process of editing your application evaluation click on the Application Name as you did in Step 3 to open the Application Evaluation Screen Log on off Panel 1 Chair Edward Bailey 5283 16 Click on the Returned by PAM Status link This will open the ae E Bail J Flow 5283 4048 1 1 1 Returned History view in a each aana 2 Budget and Budget Justification Max 25 points Pave Stee neni ne et ee 23 1 General Return Comment n eW WI n d OW 3 Job Creation Max 25 points This is the General Return Comment field which is mandatory 25 C 4 Design of Project Max 25 points 1 Approach 18 Return Comments go here for each criterion 89 Submit to PAM Return Evaluation View Report act on Community 27 2013 Rejected By SSO 5286 The Returned History page indicates the date your report was returned and the reason why It is a direct message from your PAM identifying the changes that need to be made All returned comments will be stored here with the most recent message listed first Chairperson 31 2014 Rev 01 2014 Returned by PAM Making PAM Requested Changes If you can make the changes yourself 17 Refer to the appropriate criterion and click the Comment link to add edit comments Log on off Age
3. This is the General Return Comment field which is mandatory Each Return Comment is limited to 4000 Characters Submit Cancel Save Spell Check Chairperson 35 Rev 01 2014 Enq Please do not forget to sign and submit all of your required paperwork Thank you Chairperson 36 Rev 01 2014
4. panel s comments for the Final Summary Report Log on off Agency Home Panel List Applications List Evaluation Comments Panel 1 Chair Edward Bailey 5283 AIP 1001 Birmingham Shuttlesworth International Submitted to Chair City Birmingham State AL 1 Approach Chairpersons are also able to Add New Comments as needed Instructions on adding new comments are on the following page however it is not a required task for the Chairperson 2014 Chairperson 12 Rev 01 2014 Chairperson s View Comments 2014 View and Include Reviewer Comments a anono Agency Home Panel List Applications List Evaluation Comments Edit Step 5 in slide 11 will open the Edit eee ee nee AIP 1008 Newark Liberty International Comments and display the comments made by Reviewer for you to read and Reviewer al 3283 select Strength Page Pages 32 44 The applicant utilizes an appropriate and relevant source to cite data in establishing need for the proposed project 6 Click on the check box next to the comment you would like to include in Demne y O u r F i n q S u m m g ry R e p O rt YO u C ag n Applicant fails to identify the structure of the organization or its budget as outline in the announcement select multiple checkboxes on this o S C re e n Strength Page Entire Application The applicant provides a practical marketing plan that coincides with the needs of a rural service area for the prop
5. State AL eee E Bail 1 Flow S Stro Criteria Comments 5283 4048 4049 1 Approach Max 25 points Comment 22 ef 2 Budget and Budget Justification Max 25 points 25 3 Job Creation Max 25 points 4 Design of Project Max 25 points Return Evaluation 13 Click on the viewRepor button to open the Final Summary Report in a new window This report is generated in a PDF format Chairperson 26 2014 Rev 01 2014 Final Summary Report Reviewing the Final Summary Report Your Final Summary Report will be a multi page document This includes your panel s scores and all of the comments you have chosen These are grouped by criterion and organized with the strengths listed first followed by the weaknesses for each The comments are then ordered by the numerical page entry first and then alphabetically Note In a remote review the signature line for the Chairperson will only appear on the first page after the application is in the Approved status Chairperson 27 2014 Rev 01 2014 Final Summary Report Tips for Reviewing the Final Summary Report Ensure that the report does not contain duplicate comments a comment may be added in duplicate if it is selected multiple times Duplicate comments should be removed prior to submission Spell Check all comments Chairperson 28 2014 Rev 01 2014 Submit to PAM Submit to PAM When the Final Summary Report is complete the Chai
6. 3 gt t d s s 9 g i m A gt gt gt gt gt 7 gt A gt 2 i 5 gt hs e l d l 4 gt 4 La r 3 5 3 Chairperson 24 Rev 01 2014 Returned Evaluations Returned by Chairperson After returning one or more of the reviewers evaluations the application status changes to 7 Retu rn ed by C h ai r l Log on off Agency Home Panel List Applications List Panel 1 Chair Edward Bailey 5283 Score with complete Application Average Evaluations Comments aise The Chairperson will not be Number ESERE opr _ Score Available Added PDF File ee ee ee able to access the panel a Nea ces cae maa os comme scores for a returned Se Ta SS evaluation until it is re es ee ee submitted by the respective reviewer s You will need to repeat Steps 4 12 until you are satisfied with your compiled Final Summary Report Chairperson 25 2014 Rev 01 2014 Final Summary Report Reviewing the Final Summary Report After all of your reviewers have re submitted their application evaluations and you have re compiled the comments you will need to review the Final Summary Report Log onlotf Agency Home Panel List Applications List Evaluation Panel 1 Chair Edward Bailey 5283 AIP 1001 Birmingham Shuttlesworth International Submitted to Chair City Birmingham
7. CHAIRPERSON User s Manual Application Review Module ARM PLEASE NOTE The Application Review Module ARM is a system that is designed as a shared service and is maintained by the Grants Centers of Excellence for multiple federal agencies As a result instructions are written to be general in nature and not reflective of any specific agency policy Users should follow their own agency s policies and procedures with regards to the processing of grant reviews Table of Contents 2014 Pages 3 to 5 Pages 6 to 9 Pages 10 to 16 Pages 17 to 19 Pages 20 to 22 Pages 23 to 25 Pages 26 to 28 Pages 29 to 32 Pages 33 to 34 Pages 35 About ARM and Accessing ARM Starting the Review and ARM statuses Adding Comments into the Final Report Adding a Chairperson Comment Session Timeouts and Saving your Work Returning Evaluation to Reviewers Reviewing the Final Summary Report Submit to PAM and Returned by PAM Completing Your Review New Features in ARM Chairperson 2 Rev 01 2014 About ARM 2014 About ARM ARM is a web based application used to assist the Federal grant application reviewing process It provides a user friendly environment to facilitate the grant review process while allowing reviewers to participate from remote locations The primary users for ARM are the Reviewer Chairperson and Federal Program Area Manager PAM The Chairperson has t
8. ation Evaluation Screen not change on the Reviewer s evaluation Chairperson 14 Rev 01 2014 Application Evaluation Comments Viewing and Adding All Comments for All of the Criteria in One Screen You may view all of the comments submitted by the reviewers for all of the criteria from one screen Click on the header Comments Log on oft Agency Home Panel List Applications List Evaluation Panel 1 Chair Edward Bailey 4 5283 AIP 1001 Birmingham Shuttlesworth International Submitted to Chair City Birmingham State AL E Bail 1 Flow 5 5tro Comments Gre Cure 4049 Criteria 1 Approach Max 25 points 2 Budget and Budget Justification Max 25 points 3 Job Creation Max 25 points 4 Design of Project Max 25 points ie el SO atseore mwd Submitto PAM Chairperson 15 Rev 01 2014 2014 Application Evaluation Comments 2014 Viewing and Adding All Comments for All of the Criteria in One Screen Anew page will open and you will be able to check off the comments you would like to add to the Final Summary Report Click on the Add to Final Comments button to finalize your selections Comment 1 Added Comment 1 Not Added Select AI De Select Al Add to Final Comments gt ance 2 Chairperson 16 Rev 01 2014 Chairperson s View Comments Comments Screen As the Chairperson you may enter a comment of your own and i
9. ew Application Selection Screen This screen displays six major identifiers of the application TS GrantSolutions gov Bailey 5085 Application Number nal Application Name Status Average Score Evaluations Available e hian gt lt Comments Added AIP 1003 Phoenix Sky Harbor International Application PDF File optional The Chairperson will need to identify Note In the score column if the score those applications in the Submitted to ae te ee cee O ae ee l l of your Reviewers have not submitted the Chair status to begin their work application to the Chairperson Chairperson 6 2014 Rev 01 2014 Starting the Review Application Selection Screen Understanding Your Progress The column titled Average Score shows the average score of all of the reviewers totals The column titled Evaluations Available shows how many reviewers have submitted their evaluations to you For example 1 out of 3 reviewers 1 3 The column titled Comments Added shows how many comments strengths and weaknesses have been added to the Final Summary Report for that application oo GrantSolutions gov Pun Edvard Baley 285 Application Review Log on off Log on off Agency Home PanelList Applications List Panel 1 Chair Edward Bailey 5283 Score with is incomplete Application Number see Average Evalua
10. ge Entire Application Applicant identifies a third party evaluator who is experienced in evaluating community economic development programs There is indication of some outcome objectives Comments will organize by category Strength or Weakness regardless of the order in which they were entered Note All new comments added by the Chairperson You can use the Edit Delete links to automatically become part of the Final Summary make chan ges Report If you no longer want to include one or your new comments you will need to Delete it Chairperson 19 2014 Rev 01 2014 session Time Outs and Preventing Delite mes Session Time Out In order to provide maximum data security the ARM system sessions are designed to Time Out after 30 minutes of inactivity After 25 minutes if you are not clicking between ARM web pages a warning message will appear If no action is taken within 5 minutes you will be timed out Any unsaved work will be lost It is Highly recommended that you take advantage of the SAVE button Message from webpage Your session is about to timeout Please click the OK button and then A click on the Save button to save your work and continue with your session Chairperson 20 2014 Rev 01 2014 Application Evaluation Comments Saving and Retrieving Saved Comments Clicking on the SAVE button will allow you to save data into the ARM system The data will remain eve
11. he responsibility of building a Final Summary Report in ARM and creating a comprehensive document of comments provided by the panel reviewers Chairperson 3 Rev 01 2014 Accessing ARM Accessing ARM You will be provided a Username and Password as well as the link to the website prior to your review 1 Enter your username and password in the appropriate boxes and click the button 2a Select Your Session eviewer Edward Bailey 5283 If you are participating in EEr support ste a i a ort Improvement Program AIP gt gotesite multiple reviews you will Gee need to the select the session you would like to i Note If the Program Support Site column has a work on Click on the link tO Go to Site link visible clicking on the link will open select your session an outside website in a new window Chairperson 4 2014 Rev 01 2014 Starting the Review Accessing Your Applications Log on off Agency Home Panel List 2b Select Your Panel Click on the number of your panel which is a EEE link to select your Please Select Panel and Role panel Edward Bailey 5283 Role Chair 2c Select Your Role On the rare occasion that you are serving dual roles a Chairperson and pme Reviewer you will have to select the panel associated with the Chairperson role Edward Bailey 5283 Chairperson 5 2014 Rev 01 2014 Starting the Revi
12. n if you time out or you decide to enter additional text at a later time Itis important that you click on the Submit button to finalize the comment even if you have saved the comment Clicking on the submit button will provide you the opportunity to continue adding additional comments Chairperson 21 2014 Rev 01 2014 Application Evaluation Comments ved Comments Saving and Re g Save Clicking on the Retrieve the Last Comment link will load the comment that was saved most recently In case of a time out you should go to the respective criteria and click on the Retrieve the Last Comment link in order to retrieve the comment you were working on AIP 1001 Birmingham Shuttlesworth International 5 Chair Birmingham State AL City Comments Add a New Comment View and Include Reviewer Comments Retrieve the Last Comment Strength Page Entire Application Applicant identifies a third party evaluator who is experienced in evaluating community economic development programs There is indication of some outcome objectives Chairperson 22 2014 Rev 01 2014 Return Evaluations 9 Return Evaluations Click the button to return your Reviewers individual evaluations to one or more of your Reviewers Return Evaluation Note Any comments which were edited by the reviewers will need to be added to the Final Summary Report and d
13. ncy Home Panel List Applications List Evaluation Panel 1 Chair Edward Bailey 5283 AIP 1001 Birmingham Shuttlesworth International Returned by PAM City Birmingham State AL ore E Bail J Flow S Stro Criteria Comments 5283 283 4048 48 4049 49 1 Approach Max 25 points Ll commet D22 22 23 2 Budget and Budget Justification Max 25 points P 3 Job Creation Max 25 points 23 19 88 Actual Score 4 Design of Project Max 25 points ce ee Average If you cannot make the changes yourself 17 Repeat Steps 9 12 to return the evaluations to your reviewers to make comments and or score changes and then re submit to your PAM Chairperson 32 2014 Rev 01 2014 Completing Your Review Completing Your Review When an application status reads Approved your evaluation role is complete However you must still print sign and return hard copies of the entire Final Summary Report Log on off Agency Home Panel List Applications List Panel 2 Chair Edward Bailey 5283 18 Identify the application s Sore wth incite Status as Approved Application licati ID Status Score Select Apnlicatinn PDF File review 19 Click on the Application Name to open the __atp 1013 Application Evaluation AIP 1013 PP AIP 1014 screen 2014 John F Kennedy International EE E Cleveland Hopkins International Open PDF Portland International Harrisburg International
14. osed project Reviewer J Test 4047 After selecting the comments click the _Add to Final Comments button to save el crac them as part of your Final Summary 2 e D O rt SelectAll De Select All Add to Final commer cums Note Before comments are added they show a status of Not Added in red text This will change to Added when the comment is added to the Final Comments erienced in evaluating community economic e is indication of some outcome objectives Chairperson 13 Rev 01 2014 Chairperson s View Comments 2014 Final Summary Comments er or oS eo The selected comments will be AIP 1001 Birmingham Shuttlesworth International 5 3 k E displayed in a list form es Bemeste sies s All comments listed on the Comments Strength Page Budget Narrative screen will become part of your Final neia nies Summary Report Strength Page Entire Application Applicant identifies a third party evaluato Experienced in evaluating community economic development programs There is indication of some outcome objgsb The date and time of when the comments were added will alSo be displayed a i a ee You can Edit or Delete these a comments at any time Enter comment here Click on the hyperlinked word Evaluation in the bar at the top oh nk Note Any comment Edits or Deletions made of your othe to retu rn to the ONLY affect the Final Summary Report They will Applic
15. panel for changes Returned by PAM After a panel has completed their first session and submitted the comments and scores to the PAM the PAM will review them and if necessary return them to you with comments for changes or clarifications Approved Once the PAM approves the Final Summary Report for an application the status will immediately change to Approved and no further changes are required or permitted The Approved status signifies the beginning of the finalization process for all Reviewers and Chairpersons Chairperson 8 Rev 01 2014 Application Selection Application S 3 Click on the hyperlinked Application Name to advance to the Application Evaluation Screen and begin your review AIP 101 Chair Panel 1 Edward Bailey 5283 Log On OT LOE Of OM Score with is incomplete AIP 1001 irmin es l Submitted to Chair Open PDF AIP 1002 d Stevens Anchorage Internatio In review e Open PDF AIP 1003 enix Sky H eration In review Open PDF AIP 1004 Jackson Evers International In review Open PDF AIP 1008 Newark Liberty International review Open PDF Chairperson 9 2014 Rev 01 2014 Chairperson s Panel Review 2014 Application Evaluation Screen This screen serves as the primary control panel for working with an individual application s T h e S CO ri n Q Cri te ri a a re sted Log on off Agency Home Panel List Applications List Evaluation n th e fi r
16. raft comments should be deleted Submit to PAM Submit or Return the Evaluations Log on off Agency Home Panel List Applications List Evaluation Panel 1 Chair Edward Bailey 5283 AIP 1001 Birmingham Shuttlesworth International Submitted to Chair City Birmingham State AL E Bail J S Stro EYLE pim 4049 2 outa ana soe stieton woe 25 mains eomme 0 as Criteria Comments 3 Job Creation Max 25 points Actual Score Average Submitto PAM Jie Repon e If you do not need to return any evaluations and are ready to submit the skip to Step 14 2014 Final Summary Report to the Program Area Manager PAM for their review Chairperson 23 Rev 01 2014 Evaluation Return Comments 2014 Returning Evaluations You may need to return Reviewer evaluations for edits ARM will allow you return to Reviewers individually or if needed to the entire panel at once 10 Select the Reviewer s whose evaluation you would like to return using the checkbox next to their name Enter the comments you would like to communicate back to your reviewer You may enter individual return comments for each criterion You must enter at least one return comment A return comment for a criterion or in the General Return Comment field Click the Submit button to send the evaluation back You may also save the comment and return to it at a later time p p p gt gt gt gt
17. rperson needs to submit it to the PAM for their review and approval 14 Click on the to the PAM SubmittoPAM _ outton to send your panel s Final Summary Report Log on off Agency Home Panel List Applications List Evaluation Panel 1 Chair Edward Bailey 5283 AIP 1001 Birmingham Shuttlesworth International Submitted to Chair City Birmingham State AL Criteria Paes E Bail J Flow S Stro 5283 4048 4049 Average Submitto PAM Return Evaluation Once you submit to PAM you will no longer be able to make any changes until the evaluation is returned to you by the PAM Chairperson 29 2014 Rev 01 2014 Returned by PAM Returned by PAM When the status of your ise changes to Returned by PAM you will need to take your next steps pmm rr After you complete Step es 1 4 J th e status of a n AIP 1001 Birmingham Shuttlesworth International CEbmited to PAS 89 ars 1 Open PDF application will change to atP 1002 vens Anchorage Internationa o s o opene e m AIP 1003 Phoenix Sky Harbor International 0 3 0 Open PDF S u b m itted to PAM E AIP 1004 Jackson Evers International 0 3 o Open PDF gt gt gt gt The status of an application will change to a Returned by PAM 3 3 1 Open PDE once the PAM has AIP 1003 WE al lass revi ewed YO U r d OCU m e nt AIP 1008 Newark Liberty International e
18. st col u mMm n z Panel 1 Chair Edward Bailey 5283 AIP 1001 Birmingham Shuttlesworth International Submitted to Chair The middle column is where Sia you will need to click and hiii build your Final Summary Report by criterion The remaining columns are views of your individual panelists scores The score will automatically average at the bottom of the screen based on the number of reviewers Chairperson 10 Rev 01 2014 Chairperson s Comments Review Application Evaluation Screen This screen is the starting point to building your Final Summary Report for an application 4 Click on the hyperlinked EEE word Comment to review Baa aea and add comments by AIP 1001 Birmingham Shutlesworth Internationa individual criterion City Birmingham State AL Criteria ra aime Goas 4049 2 Budget and Budget Justification Max 25 points 3 Job Creation Max 25 points 4 Design of Project Max 25 points You will need to evaluate the Individual fe vie wers i Submitto PAM J Return Evaluation View Report comments for inclusion in the Final Summary Report by individual criterion Chairperson 11 2014 Rev 01 2014 Chairperson s View Comments Comments Screen As the Chairperson you will create the final set of comments which will compile the Final Summary Report 5 Click on the View and Include Reviewer Comments link to view select and edit your
19. t will automatically be included in the Final Summary Report Click on the Add a New Comment link to advance to the add comment screen AIP 1001 Birmingham Shuttlesworth International City Birmingham State AL Comments Chairperson 17 2014 Rev 01 2014 Chairpersons Comment Entry Adding New Comments Clicking the Add a New Comment link will open the Comments window A Click on the drop down arrow to open the menu select whether your comment is a Strength or a Weakness B Enter a page number or any page identifying information C Enter yourcomment You can type directly into this field or copy and paste from a word processing program After entering the comment it is strongly recommended you Spell Check your work D Click LSvmt to save your comment as part of your evaluation Chairperson 18 2014 Rev 01 2014 Application Evaluation Comments Adding Multiple Comments You can enter multiple comments for each criterion Log on off Agency Home Panel List Applications List Evaluation Comments To enter multiple comments repeat ee ste DS A D on the previous page AIP 1001 E rrr International City Birmingham State AL All previous comments will be TEET visible below the links to Add a New comments Adda New Comment View and Indude Reviewer Comments Retrieve the Last Comment and View and Include E TEIE Reviewer Comments Strength Pa
20. tions Comments Application ris tenor come Score Available Added PDF File nwo T pnoenic sir artormemasana inven ova 0 omenen aeaoe nevaren memaoni mee o f aa O e oenen Chairperson 7 Rev 01 2014 2014 Application Status Definitions 2014 Pre Review You the Chairperson have not yet accessed the evaluation and the reviewers have not completed their work In Review The panel reviewers have ownership of this application and have not yet submitted the application evaluation to the Chairperson You are monitoring your panel at this stage Submitted to Chair Your entire panel has completed their evaluations of this application and have clicked their Submit to Chair button giving you access to their full summaries A Reviewer cannot make any changes while an application is in this status Returned by Chair You have paneled and identified changes needed at the reviewer level As the Chairperson you have returned the evaluations to one or more Reviewers for more work A Chairperson cannot make any changes while an application is in this status Submitted to PAM You have completed compiling your Final Summary Report to include all scores and comments by your panel and clicked the Submit to PAM button to send the application to the PAM for final approval When in the Submitted to PAM status the panel no longer can make edits to this application report until it is returned to the
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