User`s Manual Application Review Module(ARM)
Contents
1. Application Review Module REVIEWER 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 2015 COO G ma gt l 4 on JOV Rev 04 2015 2015 Table of Contents Pages 3 to5 About ARM and Accessing ARM Pages 6 to 9 Starting the Review Pages 10 to 11 Application Scoring Pages 12 to 20 Entering Editing Comments and Timeouts Pages 21 to 23 Submitting your Review Pages 24 to 25 ARM Rules and Statuses Pages 26 to 28 Returned Applications Pages 29 to 33 Completing your Review Q gt Sy GrantSolutions gov Application Review Rev 04 2015 2 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 os GrantSolutions gov n 2015 Application Review Rev 04 2015 Accessing ARM You will be provided a Username and Pas2. will need to make the required updates identified 17 Referring to the appropriate crite ri on cli ck the Comment Log on off Agency Home PanelList Applications List Evaluation link to add edit comments Panel 1 Reviewer Edward Bailey 5283 18 To change a score click the arora ar applicable Score link E eee er 19 When you have finished Z ude nd Budget usiicaton spm updating your comments and koema sents SSS S S S a scores click Submit to Chairto lt meel Submit to Chair View Score Report View Comments send your evaluation back to the Chairperson GrantSolutions gov 2015 e a Application Review Rev 04 2015 28 2015 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 scoresheets in their required format 20 Identify the application s Log on off Agency Home aye Applications List status as Approved Panel 1 Reviewer Edward Bailey 5283 ae Application Name tate Total Scores Comments Application Number File Score Entered Added 21 Click on the Application sate eee o cme a i seaiaaa wise ave 3 come Name to open the n e E T Application Evaluation Screen GrantSolutions gov Application Review Rev 04 2015 29 Printing Final Documents Printing Score Sheet
3. AZ 7 Click on the hyperlinked word taal hata Criteria Comment to write a comment for the respective criteria Again as seen in the image the only activated Comment links are those with a Note If you have not entered all required scores for an application your Actual Score will be followed by an indicating that your scoring is not complete corresponding score The link will automatically appear once you have scored the criterion GrantSolutions gov Application Review Rev 04 2015 12 2015 Application Evaluation Comments Entering Comments Clicking the Comment link will open the Comments window 8 Click on the drop down arrow to open the menu Select whether your comment is a Strength or a Weakness Max length is 4000 characters 9 Enter a page number or any page DEn identifying information Note All fields in this screen are required 10 Enter your comment You can type directly into this field or copy and paste from a word processing program After entering the comment it is strongly recommended that you Spell Check your work by clicking on the Spell Check button 11 Click Submit to finalize your comment as part of your evaluation GrantSolutions gov i Application Review Rev 04 2015 13 Session Time Outs and Preventing Data Loss Session Time Out In order to provide maximum data security the ARM system sessions are designed to Time
4. 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 OF button and then A click on the Save button to save your work and continue with your session GrantSolutions gov 2015 W Application Review 14 Rev 04 2015 2015 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 even if you time out or you decide to enter additional text at a later time It is 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 clear out the 3 mandatory fields and provide you the opportunity to continue adding additional comments Max length is 50 characters i 0 characters Max length is 400 Submit Spell Check GrantSolutions gov Application Review Rev 04 2015 15 Application Evaluation Comments Saving and Retrieving Saved Comments Add a New Comment Fields with are required Clicking on the Retrieve the Last Comment link will l
5. Panel 1 Reviewer Edward Bailey 5283 Score with is incomplete Application Total Scores Comments Application Number Score Entered Added File AIP 1001 Birmingham Shuttlesworth International y Chair a Open File Application Name Status E o M Caa OOO e o oa 0 oe ZO ams mea OO G e ie a e a O araos amatsnaceisamsiios S dSCen Cw a gt ee maos pam setemene e ove 0 GrantSolutions gov eane 7 2015 Application Evaluation Screen Application Evaluation Screen This screen serves as the primary control panel for evaluating that particular application All applications will be scored by individual criterion The scoring criteria are listed in the first column The middle column is where you will click to enter your scores The scores will automatically total as you move through the criteria The last column is where you will be able to click and enter comments after you have entered scores rhni oe Log on off Agency Home Panel List Applications List Evaluation Panel 1 Reviewer Edward Bailey 5283 AIP 1003 Phoenix Sky Harbor International In review State AZ City Phoenix Score with is incomplete Criteria Score Comments 2 Budget and Budget Justification 25 points Comment ramsa O Submitto Chair View Score Report Note The application will remain in an In Review status until you have completed your initi
6. Panel Chairperson and the Chairperson has approved all of your comments and scores and submitted 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 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 the Chairperson 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 GrantSolutions gov A Application Review Rev 04 2015 25 2015 Returned Applications Returned by Chairperson After your paneling session your Chairperson may return your application evaluation to you for changes This can occur multiple times for one evaluation eo You will know if an Log on off AgencyHome Panel List Applications List a lication has been Panel 1 Reviewer Edward Bailey 5283 pp Applicati Total Sc Co ts Applicati returned to you because aaea Application Name Status cafe Gaani Ae O the status on your T araoa eases aonane O E ow a o o Aoolicaion clec raoa pneenicsis tartar mamatea me a as
7. a o P Pican aie ascot aasenso o oa onae Screen will read wen od e Returned by Chair 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 GrantSolutions gov Rev 04 2015 26 2015 Returned Applications Return History Log on off Agency Home Panel List Applications List Evaluation 16 Click on the Retu rned by Panel 1 Reviewer Edward Bailey 5283 Chairperson status link This will open the Returned History view in a new window AIP 1001 Birmingham orth International Returned by Chair ity Bir ars ate The Returned History page indicates the date your report was returned and the reason It is a direct m e SS q g e fro m yo u r ATEENAS AE a International Chairperson identifying the E Dec 4 2012 Rejected By PAM 3 changes that need to be OE SPE Please conduct a final check on the comments added to the report and please correct any spelling mistakes made All retu rned Dec 4 2012 Rejected By Chair 5283 General Return Comment comments will be stored here with the most recent message listed first Please add additional comments GrantSolutions gov Application Review Rev 04 2015 27 Revise Application Evaluation Revising Your Evaluation Following the instructions of your Chairperson and based on your paneling sessions you
8. al review Rev 04 2015 8 Application Evaluation Screen View Full Criteria Descriptions if applicable If the review criteria were setup with detailed descriptions you may view them by clicking on the hyperlinked header Criteria Log on off Agency Home Panel List Applications List Evaluation Clicking on the header Criteria will open a new window with the full descriptions visible Panel 1 Reviewer Edward Bailey 5283 AIP 1003 Phoenix Sky Harbor International In review City Phoenix State AZ Score with is incomplete Criteria Score Comments ee Ee OO O S OO OOOO O O O o o Session Name Airport Improvement Program AIP 4 Design of Project 25 po E L 1 Approach 25 points Please describe the approach the applicant took in responding to the FOA Was everything noted in the FOA addressed Did the applicant provide references and or letters of confirmation Submit to Chair o Yo u maqa y ke e p t h e 2 Budget and Budget Justification 25 points Was the budget and budget justification presented in an accurate manner Were receipts and any other supporting Criteria Details window documents included in the application r 3 Job Creation 25 points O pe nin t h e ba C kg roun d Did the applicant describe how the grant funds would create jobs Were the job descriptions and the amount of the ce salaries included Did the applicant include resumes of potential emplo
9. ation To view the full report of pone 1 Raver Edward Baley 0 525 your scores you can click lt so sons phocytes unease the View Score Report a es button at any time The full a report will pop up in a new window This report will be key to finalizing your mmama ss revi eW Submitto Chair View Score Report To view a full copy of all of your comments for an individual application evaluation you can click on the View Comments button at any time The entire list will pop up in a new window Z GrantSolutions gov O Application Review Rev 04 2015 22 2015 Submit Review Submitting Your Review When you have completed scoring the application and are satisfied with your comments you will need to submit your evaluation to your panel Chairperson 13 Click the Submit to Chair button to submit your application evaluation to your Chairperson 14 Click OK in the confirmation box to finalize your submission Once you submit your application evaluation to your Chairperson the application will be in a Submitted to Note The Submit to Chairperson button will not be activated until Chair status and you will not be able ALL scores have been entered to make any changes until he she returns it to you for edits QI GrantSolutions gov Application Review Rev 04 2015 23 2015 Application Evaluation Scoring and Comments Rules Reviewers can only see their own scores and comments Ascor
10. e must be entered for each criterion before proceeding to enter comments The Comments link will be automatically activated once a value is populated in the score field Reviewers cannot change or modify their scores and comments once an application has been submitted to the Chairperson Reviewers can however still view their own scores and comments Reviews cannot be submitted to the Chairperson until the reviewer has scored all criteria for any one application GrantSolutions gov en Application Review Rev 04 2015 24 2015 Application Status Definitions Pre Review You the Reviewer have ownership of your application and have not yet accessed the evaluation You have not started the scoring and commenting phase at this time In Review You the Reviewer have ownership of your application and have not yet submitted the application evaluation to the Chairperson You are scoring and commenting at this stage Submitted to Chair You have completed your scoring and comments and have submitted your application evaluation to the Chairperson A Reviewer cannot make any changes while an application is in this status Returned by Chair Your Chairperson has identified changes you need to address He She has returned the evaluation to you for additional work A Chairperson cannot make any changes while an application is in this status Submitted to PAM All Reviewers on your panel have submitted the application to the
11. escription link at the criterion level OR you can view all of the descriptions for all of the criteria by clicking on the header Show All Descriptions When you have entered all of the scores click Submit rhni oe Log on off Log on off Agency Home Panel List Applications List Evaluation Panel 1 Reviewer Edward Bailey 5283 AIP 1003 Phoenix Sky Harbor International In review City Phoenix State AZ e with is incomplete Comments 2 Budget and Budget Justification 25 points Comment Criteria 4 Design of Project 25 points Submitto Chair View Score Report View Comments Agency Home Panel List Applications List Evaluation Add Scores Panel 1 Reviewer Edward Bailey 5283 AIP 1003 Phoenix Sky Harbor International In review City Phoenix State AZ Criteria Show All Descriptions 1 Approach 25 points Show Description 2 Budget and Budget Justification 25 points Show Description o 3 Job Creation 25 points 4 Design of Project 25 points Show Description Show Description 11 Rev 04 2015 2015 Application Evaluation Scoring Entering Comments Only after you assign a score to an individual criterion can you include corresponding comments Log on off Agency Home Panel List Applications List Evaluation Panel 1 Reviewer Edward Bailey 5283 AIP 1003 Phoenix Sky Harbor International In review City Phoenix State
12. hank you D GrantSolutions gov 2015 A Application Review Rev 04 2015 33
13. oad 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 ee comment you were working on GrantSolutions gov Application Review Rev 04 2015 16 2015 Application Evaluation Comments Entering Multiple Comments You can enter multiple comments for each criterion To enter multiple comments repeat steps 8 11 ane All previous comments will be visible toward the bottom of the page below the Add a New Comment box Fields with are required Man hangeh ie 4000 characere Regardless of the order in which they were entered comments will group by category Strength or Weakness GrantSolutions gov 2015 ig Application Review Rev 04 2015 17 2015 Application Evaluation Comments Comments Retrieve the Last Comment Edit Delete Editing Comments You can edit your saved comments at any time To edit your comments click on the word Edit next to the comment number you would like to change Clicking on the Edit link will open the comment window and you will be able to edit your content When complete click Submit to save your changes Deleting Comments a comment from your evaluation Click Delete to permanently remove y GrantSolutions gov Comment 1 Strength Page Budget Narrative This would be the 3
14. ow the scoring criteria Comments for non scoring criteria are not mandatory Follow the previous steps to add strengths and weaknesses for non scoring criteria iGCD2011000109 Emory University In review City Atlanta State GA Score with is incomplete Criteria Score Comments 2 Organizational Capacity and Management Plan 25 points Comment ETT Non Scoring Criteria Comments eS Submit to Chair View Score Report GrantSolutions gov Application Review Rev 04 2015 20 2015 2015 Application Evaluation Scoring Application Evaluation Screen After returning to this screen you will need to continue entering comments for the remaining criteria Repeat steps 7 12 to add additional comments for an application Log on off Agency Home Panel List Applications List Evaluation Panel 1 Reviewer Edward Bailey 52933 AIP 1003 Phoenix Sky Harbor International In review City Phoenix State AZ Score with is incomplete Criteria Score Comments 1 Approach 25 points 2 Budget and Budget Justification 25 points mmen 3 Job Creation 25 points 4 Design of Project 25 points Comment submit to Chair View Score Report View Comments GrantSolutions gov t Application Review Rev 04 2015 21 2015 Scoring Reports View Score Report You can view a full report of your scores at any time in the process Log on off Agency Home Panel List Applications List Evalu
15. r by using the link on the upper right hand corner of this page g 1 is report is to be used for panel meetings or to view scoring summary for this application only This draft report is not i DF his report will be available when the evaluati i icatio t o be signed or submitted A PDF version of this evaluation for this as been approved by the PAM this will be reflected in the application status as it will change to Approved Note The PDF Report link will only be activated after your application has reached the Approved status lt b GrantSolutions gov 2015 Application Review Rev 04 2015 3 1 Printing Final Documents Printing Score Sheets for Signature The web version of the score report sea ees will open for viewing You can again Federal Aviation Administ review the information here FINAL SUMMARY OF CRITERION SCORES Application Number AIP 1001 Panel 1 24 Confirm that this is the PDF State AL City Birmingham report by checking that a blank signature line appears with your paese name beneath it as well as a line for you to date your score re p O rt j Reviewer 5283 Edward Bailey 25 Print and Sign this PDF page to return Note The PDF Report button will only be activated once your application has reached the Approved status GrantSolutions gov 2015 a Application Review Rev 04 2015 32 End Please do not forget to sign and submit all of your required paperwork T
16. rd comment for this criterion Comment 2 Edit Delete Strength Page Entire Application This is my 2nd comment for this criterion Comment 3 Edit Delete Strength Page Page 26 29 Enter comment here Fields with are required Category Strength v Page Page 26 29 Max length is 50 characters es Comment Text Enter comment here Max length is 4000 characters Submit Spell Check Save Application Review Rev 04 2015 18 Application Evaluation Scoring Completed Comments Once you have finished entering all of your comments for a criterion you will need to return to the Application Evaluation Screen AIP 1001 Binmingham Shattheseorth international iiaia Ingham City i Birmingha e i AL 12 After you have included all aan encase comments for the respective criterion click on the hyperlinked word Evaluation in the bar at the top of your screen to return to the Application Evaluation T a Screen eee Comment Tt i Siremgih Page Budget Narrate rd Thos wouid be he 3rd contend for inet enteron Comment 2 Cot Betis Sorength Page Enbre Speocateon Thee i my 2nd comment for this oer GrantSolutions gov Sa Application Review 19 Rev 04 2015 Non Scoring Criteria Non Scoring Criteria If your session was setup with non scoring criteria the screen will look similar to the one below The non scoring criteria will be displayed bel
17. s for Signature You will need to print the PDF version of your Score Report to sign and return Log on off Agency Home Panel List Applications List Evaluation Panel 1 Reviewer Edward Bailey 5283 22 Click on the View Score R e p O rt b u tto n tO O p e n t h e AIP 1001 a International pprove City Birmingham State AL final Score Report for the Approved application evaluation The report will pop up in a new window Submit to Chai View Score Report JView Comments Note Once your application is in the Approved status no further changes can be made You will no longer have access to edit any comments or scores GrantSolutions gov Application Review Rev 04 2015 30 2015 Printing Final Documents Printing Score Sheets for Signature The web version of the score report will open for your viewing You can Federal Aviation Administration Airport Improvement Program AIP again review the information here one i ID AIP 1001 Panel 1 Applications Birmingham Shuttlesworth International 23 Click on the PDF Report link This ov Bringan sate aO button will open a PDF version of your score report zesoen O Actual Score 89 100 The web page copy is NOT the oo oe version you will need to print DOT ome OAS n Note A PDF report vill need to be printed signed and submitted for each application assigned to you PDF report can a nN d S nN be accessed PDF Report o
18. sword as well as the link to the website prior to your review 1 Enter your username and password in their appropriate boxes and click the Login button Note Usernames and Passwords are case Reviewer Login sensitive PIES Password Reviewers and Chairpersons will User Name is Case Sensitive log into the ARM in the same manner Your username and password will only provide you access to the role and panel applications to which you are assigned os GrantSolutions gov F 2015 i Application Review Rev 04 2015 2015 Starting the Review Accessing Your Applications 2a 2b Select Your Session If you are participating in Log on off Agency Home Reviewer Edward Bailey 5283 multiple reviews you will Session raya Proaramn need to select the session Se you would like to work on Click on the link to select your session Log on off Agency Home Panel List Edward Bailey 5283 Se ect Yo u r Pa n el User Name Edward Bailey 5283 CI ick on the n u m ber of you r Please Select Panel and Role Role Reviewer panel which is a link to Con select your panel Note If the Program Support Site column has a Go to Site link visible clicking on the link will open an outside website in a new window GrantSolutions gov Application Review Rev 04 2015 5 2015 Starting the Review Application Selection Screen This screen displays si
19. x major identifiers of the application eS SCS bS eS bS eS Application Number Application Name scant email e rman Status see p 24 Panel 1 Reviewer Edward Bailey 5283 Application Number sius Score Entered Added Total Scores Comments Application File Total Score if applicable sameter oo ara e onns Tiro eames samme o a o T ame Scores Entered ok pmi a faa e oma see a OO f e fo ore of Comments Added a View Application PDF File eae es ee optional sae en Applications which have not been accessed will remain in a Pre Review status Click on the hyperlinked Note In the score column if the score shown is you have not entered any scores for this Application Name to application If an is present next to the advance to the Application score you have not entered all of the Evaluation Screen and begin individual scores required for this application your review 2 6 2015 Starting the Review Application Selection Screen Understanding Your Progress The column titled Scores Entered shows how many scores have been entered out of the total amount of criteria for that application The column titled Comments Added will list the number of comments strengths and weaknesses that have been entered for that application Log on off Agency Home Panel List Applications List
20. yees and reference it if you ee Please score and comment on the design of the project Is it an effective plan Does it follow the guidelines set forth need to by the Federal Aviation Administration QF GrantSolutions gov 2015 Application Review Rev 04 2015 9 Application Evaluation Scoring Application Scoring First users must enter a score before any comments can be entered Log on off Agency Home PanelList Applications List Evaluation Panel 1 Reviewer Edward Bailey 5283 4 Inthe Score column click on the hyperlinked to begin scoring ee cy te the application A se 5 Using the drop down arrow vee select the appropriate score by et a clicking on the number Panel 1 Reviewer Edward Bailey 5283 AIP 1001 Birmingham Shuttlesworth International In review City Birmingham State AL 6 Click Submit ae Note You will not be able to select a score greater than the maximum defined by the criterion GrantSolutions gov Application Review Rev 04 2015 10 2015 2015 Application Evaluation Scoring Entering Multiple Scores At Once If you would like to enter all of your scores at one time click on the hyperlinked column header Score The full Add Scores screen will open and you will be able to click on the drop down arrow for each criterion and assign a score You may also view the full descriptions of the criteria by clicking on the Show D
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