Release 2016.3.0 Administrative Module Manual
Table of Contents PROCESS FOR OPENING A PROGRAM... 3 OVERVIEW... 3 NEW PROGRAMS... 3 RE-OPENING EXISTING PROGRAMS... 3 UPDATING CURRENTLY OPEN PROGRAMS... 5 ACCESS & NAVIGATION... 7 ACCESS... 7 HEADER NAVIGATION... 7 PROGRAM LIST... 9 PROGRAM CONFIGURATION... 11 PROGRAM INFORMATION... 11 Overview... 11 General Information... 12 Letter of Intent... 18 PROGRAM GUIDELINES... 19 Overview... 19 Adding, Viewing, Replacing, and Deleting Files... 21 PROGRAM TEMPLATES... 23 Overview... 23 Add Template... 25 Re-Order Templates... 28 View & Replace Template... 29 Edit the Template Configuration... 30 Delete Template... 31 COPY PROGRAM FROM DEMO TO LIVE... 32 APPENDIX A: ACCESSING & REVIEWING PROGRAM SETUP ON DEMO... 34 PROGRAM CONFIGURATION WITHOUT LOI STAGE... 34 Starting A Full Proposal... 34 Returning to an In Progress Full Proposal... 35 PROGRAM CONFIGURATION WITH LOI STAGE... 35 Starting A LOI... 35 Returning to an In Progress LOI... 36 Accessing the Full Proposal for an Approved LOI... 37 2 P a g e
Process for Opening a Program Overview The Administrative Module allows a grant maker to change basic information about program setup on proposalcentral s Demo site (e.g. deadlines, cycle, templates) and copy these changes to the proposalcentral Live site. New Programs If the program is new and has never been collected in proposalcentral before, you will still need to contact your Client Support Analyst (CSA) to have the program created and setup on the Demo site. Your CSA will setup the basics for the program and the details within each proposalcentral section. You will be able to: Update the Program Information (click here for instructions) Add instructional Program Documents (click here for instructions) Add Program Templates (click here for instructions) NOTE: Your CSA will need to set up the Attachment Types before you can upload their corresponding templates. When you are finished making updates, let your CSA know so they can copy the program to the Live site. The first time a new program is posted on the Live site, your CSA will need to make this copy. However, if you need to update the configurations while it s open or for the next cycle, you can make those changes and copy to the Live site without the assistance of your CSA. Click here for information about updating a program that is currently open on the Live site and click here for more information on re-opening an existing program for a new cycle. REMINDER: You will only be able to update the configurations discussed in the Program Configuration section (click here for more information). Re-Opening Existing Programs When it s time to re-open a program for a new Cycle, follow these steps: 1. Log in to either the Demo Review Module or Demo Post-Award Module and access the Administrative Module. (Click here for detailed access instructions.) 2. Click the name of the program you want to work on. 3 P a g e
3. Update the General Information section and Letter of Intent section, if applicable, in Program Information. Click the Save Changes button. (Click here for detailed instructions on Program Information configurations.) REMINDER: Don t forget to update: Open Day, Open Time, Cycle, and all relevant deadline days and deadline times. 4. Click the menu link for Program Guidelines on the left. Update the program documents, e.g. policies and guidelines document. (Click here for detailed instructions on updating these documents.) 5. Click the menu link for Program Templates on the left. Update the templates you want your applicants to use, e.g. Research Plan, Biosketch, Facilities, etc. (Click here for detailed instructions on updating these documents.) While working on the Program Templates, if you see a Template Type that you: a. No longer plan to collect, let your CSA know so it can be removed. b. Need to collect and isn t showing, let your CSA know so it can be added. Make sure to tell your CSA: i. The name of the Template Type (e.g. Research Plan, Biosketch). ii. If it applies to the LOI, Full Proposal, or both. iii. If it is required or optional. iv. The allowable file type (e.g. PDF, Word). After your CSA adds the Template Type, return to the Administrative Module and upload the corresponding template. 6. Log out of the Review or Post-Award module on the Demo site and log in to the Applicant side of the Demo site. Review the program setup from the applicant s perspective. (Click here for detailed instructions on how to access and review your program setup.) 4 P a g e
TIP: You can have the Administrative Module open in one browser (e.g. Chrome) and your application on the Demo site open in another browser (e.g. Internet Explorer). You can make changes in the Administrative Module in Chrome and then click the refresh button in Internet Explorer to see the changes. 7. If you: a. Are ready to post the program on the Live site and: i. You did NOT need your CSA to make any changes to template types or pages of the online application, utilize the Copy Program feature within the Administrative Module on the Demo site. (Click here for detailed instructions on how to copy the program.) ii. You needed your CSA to make any changes, contact your CSA to copy the program to the Live site. b. Need to change some of your updates, return to the Administrative Module and correct the General Information, documents, and/or templates. Then, return to Step 6 to review. Repeat this process until you are ready to post the program on the Live site (Step 7 above). c. Need to change other parts of the program, e.g. adding/removing a section or field, adding/editing/removing instructions within a section (see examples below). Contact your CSA to request these changes. Once they have made those changes, return to Step 6 to review. Repeat this process until the program is ready to be posted on the Live site. As changes were made to the data collection pages within the application, you will need to contact your CSA to have the program copied to the Live site. Updating Currently Open Programs The process for making updates to a program that is currently open on the Live site is almost identical to the process described above for re-opening a cycle (click here). The one exception to your workflow is that you won t need to update 5 P a g e
the Open Day and Open Time within the General Information section of Program Information. In summary, the steps are: 1. Log in to either the Demo Review Module or Demo Post-Award Module and access the Administrative Module. 2. Click the name of the program you want to work on. 3. Make the necessary updates to the Program Information, Program Documents, and/or Program Templates sections. 4. Review your changes on the Demo site from the applicant s perspective. 5. If you: a. Are ready to post the program on the Live site and you did not require your CSA to make any changes, you can utilize the Copy Program feature within the Administrative Module on the Demo site. If your CSA did make changes, contact your CSA to copy the program to the Live site for you. b. Need to change some of your updates, return to the Administrative Module and correct the configuration. Then, return to Step 4 to review. c. Need to change other parts of the program, e.g. adding/removing a section or field, adding/editing/removing instructions within a section. Contact your CSA to request these changes. Once they have made those changes, return to Step 4 to review. Repeat this process until the program is ready to be posted on the Live site. As changes were made to the data collection pages within the application, you will need to contact your CSA to have the program copied to the Live site. 6 P a g e
Access & Navigation Access The Administrative Module can be accessed from both the Review Module and the Post-Award Module on the Demo site ONLY, https://pcdemo.altum.com/review/login.asp and https://pcdemo.altum.com/proposalcentral/authentication/login.aspx, respectively. In the Demo Review Module, users with a Grant Maker Role of Administrator can access the Administrative Module by clicking Administrative Module in the main menu. In the Demo Post-Award Module, users with Edit All or Edit Assigned, Read-Only Unassigned (Admin) permissions can access the Administrative Module by going to the Options menu and selecting Administrative Module. Header Navigation Throughout the Administrative Module, you will see the following header. Clicking the items in the header will: proposalcentral Logo: Will log out and direct you to the proposalcentral landing page. Review/Award: If you came from the Review Module, you ll see Review and clicking it will return you to the Review Module. If you came from the Post-Award Module, you ll see Award and clicking it will return you to the Post-Award Module. Admin: Return you to the Program List page in the Administrative Module (aka home page). 7 P a g e
Help: o o o o Administrative Module Manual: Opens the manual for the Administrative Module. Customer Service: Directs you to a page with the contact information for Customer Service, applicant tutorials, and the ability to submit a help ticket. FAQ: Opens the applicant, reviewer, and grantee FAQ document. Help: Directs you to a page with contact information for Customer Service and applicant tutorials. Hello (your e-mail)!: o Manage Account: Direct you to a page where you can change your password. o Log off: Log you out of proposalcentral and take you to the proposalcentral landing page. 8 P a g e
Program List When you access the Administrative Module, the first screen you see will be the Program List page. You can return to this page in the Administrative Module by clicking the Admin button in the header. The list of programs will include: 1. Abbreviation: This is the current program abbreviation on Demo. 2. Name: This is the current program name on Demo. 3. LOI Deadline: This is the current LOI deadline on Demo, if any. 4. Full Proposal Deadline: This is the current Full Proposal deadline on Demo. You can sort the table by clicking any of the column headers. You can expand the number of your programs showing in the list by selecting a larger value from the Show # entries drop-down in the top left (1). If you have multiple pages of programs, you can navigate through them using the pagination feature found in the bottom right of the table (2). Additionally, if you want to search for a specific program you can enter text in the Search box in the upper right (3). The table results will adjust as you enter text. The search logic is contains. For example, if you were looking for a Postdoctoral Fellowship program, you could enter post, fellow, or ship and it would show in the results. To work on the setup for a particular program, click the program name link in the Name column. Once you re working on a program, you can return to the Program List page by either: 1. Clicking the Admin button in the header. Or, 2. Clicking the Program List link in the upper left. 9 P a g e
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Program Configuration Program Information Overview You can navigate to the Program Information page one of two ways: 1. From the Program List page by clicking the link for the program name (see Program List section). Or, 2. From within the setup of an individual program, by clicking the Program Information menu on the left. The Program Information page is broken into two sections: General Information and Letter of Intent. 11 P a g e
The only information in this section that a grant maker will NOT be able to update without contacting their Client Support Analyst is: 1. General Information Section: a. Program Name b. Program Abbreviation 2. Letter of Intent Section, LOI : This configuration determines if the program has a LOI stage or not. The rest of the fields on the page, as described in the following sections, are editable by the grant maker. Click the Save Changes button found at the bottom of the page as you make changes. If you enter an invalid configuration, you ll see either an error by the field (1 st screenshot) or at the top of the page (2 nd screenshot). Error by field: Error at top: Correct any errors and make sure to click the Save Changes button. General Information 1. Cycle Identifier: Enter the text for the Cycle. 50 is the character limit, including spaces. When a LOI or Full Proposal is submitted, the system refers to the Program Setup on the Live site and uses the Cycle currently configured. The Cycle value is typically used for reporting. TIP: Although the Cycle field allows up to 50 characters, it s recommended that you use shorter Cycle names as they will display better in the Cycle filters found throughout proposalcentral. 2. Website: Enter the website for the program. 250 is the character limit, including spaces. The website you enter here (shown in 1 st screenshot below) will create the link on the Grant Opportunities page in the Program column (shown in 2 nd screenshot below). When the user clicks the link, they will be directed to the website included in this field. Program Configuration Field: 12 P a g e
Grant Opportunities Page: 3. Open Day: Enter the open date for the program. The open date (shown in 1 st screenshot below) determines when the Apply Now link on the Grant Opportunities page will become available to applicants (shown in 2 nd screenshot below). Before the open date, the column will show the date instead of the Apply Now link. There are two ways you can populate a date: a. Depending on your browser, you can either click the X icon in the right of the field to clear the current value or you can select it with your cursor and click your delete key. Once the date is removed, you can type the desired date. Or, b. Click the date that s displayed to show the calendar feature. Within the calendar feature you can scroll through the dates and click the relevant date. Other features of the calendar icon are: i. Clicking the icon will select the current date. ii. Clicking the iii. Clicking the Program Configuration Field: will remove the date that s currently showing. will close the calendar feature. Grant Opportunities Page: 13 P a g e
TIP: If your open date is in the future, when you make the change on the Demo site you will not be able to click the Apply Now link to start an application and review your configurations. However, you can utilize the Invite Applicants feature in the Review Module to have an application opened for you. Do this: 1. Log in to the Demo Review Module: https://pcdemo.altum.com/review/login.asp. 2. Go to the Invite Applicants page found in the Applications menu. 3. Select the program, enter the e-mail address for your proposalcentral account, and click Invite Applica 4. Click the Accept Applicant List button. 5. Log out of the Demo Review site and log in to the Demo Application Module: https://pcdemo.altum.com. 6. You ll see the application you started in the In Progress section of Manage Proposals with a title of You are invited to submit this application. Please add your own title. Click the Edit button to enter the application and review your settings. NOTE: If you select No for the Show in Grant Opportunities setting (described below), the program will never show in the list on the Grant Opportunities page. Only applicants you invite (on the Live site) will be able to submit an application. You will need to utilize the Invite Applicants feature in the Demo Review Module to review the program setup. Follow the instructions in the Tip above to invite yourself to submit an application on the Demo site. 4. Open Time: Enter the open time for the program. The open time is the time component of determining when the Apply Now link on the Grant Opportunities page will become available to applicants. See the Open Day above for more information. There are two ways you can populate a time: a. Depending on your browser, you can either click the X icon in the right of the field to clear the current value or you can select it with your cursor and click your delete key. Once the time is removed, you can type the desired time. Or, b. Click the time that s displayed to show the clock feature. Within the clock feature you can use the and icons to scroll through the Hour, Minute, and Second values to create your desired time Additionally, clicking on the AM/PM button will toggle between the two. Other features of the clock icon are: i. Clicking the icon will select the current time. ii. Clicking the iii. Clicking the will remove the time that s currently showing. will close the clock feature. 14 P a g e
REMINDER: All times in proposalcentral are in Eastern Time. Make sure to enter the open time using the Eastern Time equivalent. 5. Full Proposal Deadline Day: Enter the Full Proposal deadline date for the program. The Full Proposal deadline day (shown in 1 st screenshot below) determines the date at which applicants can no longer start or submit an application. Additionally, the date will show on the Grant Opportunities page in the Proposal Deadline column (shown in 2 nd screenshot below). Click here to see the Open Day description above for information on how to use the date feature. Program Configuration Field: Grant Opportunities Page: REMINDER: You can still provide an individual applicant an extension using the Extensions feature found in the Live site Review Module. 15 P a g e
6. Full Proposal Deadline Time: Enter the Full Proposal deadline time for the program. The Full Proposal deadline time is the time component of determining the date at which applicants can no longer start or submit an application. See the Full Proposal Deadline Day above for more information. Click here to see the Open Time description above for information on how to use the time feature. REMINDER: All times proposalcentral are in Eastern Time. Make sure to enter the Full Proposal deadline time using the Eastern Time equivalent. 7. Administrator: Enter the name of the administrator responsible for the program (1 st screenshot below). Some grant makers choose to populate this with a generic contact, e.g. Grants Office. 250 is the character limit, including spaces. The text entered here determines the text of the link on the Grant Opportunities page in the Contact Information column (shown in 2 nd screenshot below). Program Configuration Field: Grant Opportunities Page: 8. Administrator E-Mail: Enter the e-mail address where applicant inquiries for the program should be sent (1 st screenshot below). Some grant makers choose to populate this with a generic contact, e.g. grants@foundation.org. You can only list a single e-mail address in this field. The e-mail entered here is used when an applicant clicks the: o o Contact Information link on the Grant Opportunities page (shown in 2 nd screenshot below). And, Email to Program Admin link within the Support Links section of the application (shown in 3 rd screenshot below). 16 P a g e
Program Configuration Field: Grant Opportunities Page: Support Links Menu Found within Applications: TIP: If you have multiple program contacts, you can use the Program Contacts Document feature. This allows you to provide a document that includes all of the appropriate administrators for the program and their contact information. To utilize this feature, you will still need to enter an e-mail address in the Administrator E-Mail field and then upload a file for Program Contacts Document in the Program Guidelines section. If you do this: The Administrator text on the Grant Opportunities page will no longer be a link to the program administrator s e-mail. Instead, the document you uploaded in the Program Contacts Document feature will show. Click here for more information on the Program Contacts Document. The e-mail address you entered will still be used in the Email to Program Admin link within the Support Links section of the application. 9. Show in Grant Opportunities: If you want the program to be: o Public select Yes (aka open, unsolicited). This means that anyone can see the opportunity on the Grant Opportunities page and click the Apply Now link. Or, o Private select No (aka closed, solicited). This means that no one can see it listed on the Grant Opportunities page and only those you invite can apply. 17 P a g e
Letter of Intent The following configurations only apply if the LOI setting is LOI approval required. 1. LOI Deadline Day: Enter the LOI deadline date for the program. The LOI deadline day (shown in 1 st screenshot below) determines the date at which applicants can no longer submit the LOI. Additionally, the date will show on the Grant Opportunities page in the LOI Deadline column. Click here to see the Open Day description in the General Information section above for information on how to use the date feature. Program Configuration Field: Grant Opportunities Page: 2. LOI Deadline Time: Enter the LOI deadline time for the program. The LOI deadline time determines the time at which applicants can no longer submit the LOI. Additionally, the time will show on the Grant Opportunities page in the LOI Deadline column. Click here to see the Open Time description in the General Information section above for information on how to use the time feature. REMINDER: All times proposalcentral are in Eastern Time. Make sure to enter the LOI deadline time using the Eastern Time equivalent. 3. LOI Admin E-Mail: You can receive e-mail notifications when a LOI is submitted through proposalcentral. To do this, enter the e-mail address where the notifications should be sent. You can only include one e-mail address. The e-mail address must be less than 250 characters, including spaces. You will also need to configure the E-Mail Notification Schedule field that follows. 18 P a g e
4. E-Mail Notification Schedule: Select if you want to receive an e-mail every time aa LOI is submitted, once a week (Thursday mornings Eastern Time), or not at all. Program Guidelines Overview The Program Guidelines page is accessed by clicking the Program Guidelines menu on the left. The Program Guidelines page allows you to update files for: 1. Program Logo: The logo will show in the top left of every application page. If the logo for this program is different than the grant maker logo, add the logo file here. If it s the same as the logo for the grant maker you can skip this. If you include a file, it must be.gif,.jpeg, or.png files and less than 2MB. 2. Program Description and Eligibility Document: This is typically where grant makers include their policies and guidelines document for the program. Only Microsoft Word and PDF files under 25MB are allowed. The file will show in two places: a. On the Grant Opportunities page in the Program column. 19 P a g e
b. In the Support Links section of the application next to Program Guidelines. NOTE: If you included a web site in the Website field in the General Information section of Program Information, the program name on the Grant Opportunities page will be a link. The Program Description and Eligibility Document file would appear as a document icon next to the program name link. 3. Program FAQ Document: If you have FAQs for your applicants, you can provide that information to your applicants. If not, you can skip this. Only Microsoft Word and PDF files under 25MB are allowed. If you upload a file, it will show in two places: a. On the Grant Opportunities page in the FAQ column. b. In the Support Links section of the application next to Application FAQs. 4. Program Deadline Description: If you have a deadline description document, you can provide that information to your applicants. If not, you can skip this. If you upload a file it will show on the Grant Opportunities page in the Proposal Deadline column next to the Proposal Deadline. Only Microsoft Word and PDF files under 25MB are allowed. 5. Program Contacts Document: If you have a program contacts document, you can provide that information to your applicants. If not, you can skip this. If you upload a file it will show on the Grant Opportunities page in the Contact Information column next to the text you included in the Administrator field in the General Information section of Program Information. Only Microsoft Word and PDF files under 25MB are allowed. WARNING: If you upload a file for the Program Contacts Document, the Administrator text on the Grant Opportunities page will no longer be a link to the program administrator s e-mail (i.e. the e-mail you included in the Administrator E-Mail field in the General Information section of Program Information). However, the e-mail address will still show in the Email to Program Admin link within the Support Links section of the application. 20 P a g e
Adding, Viewing, Replacing, and Deleting Files Files are added, viewed, replaced and deleted in the same manner for all 5 items described in the section above. Adding Files If there is no file currently provided, you ll see a message indicating that you can Drag & drop your file to upload. You can upload your file in one of two ways: 1. You can click on the file from your computer and drag and drop it into the appropriate section. 21 P a g e
2. You can click the text Drag & drop your file to upload to browse your computer to select the file for upload. Viewing Uploaded Files To view a file that s been uploaded, click the next to the file image. Depending on the file type (e.g. PDF, Word, Excel), you ll either be presented with an option to download the file or preview in a pop-up. The pop-up preview feature is depicted below. 22 P a g e
Replacing Files You can replace a file one of two ways: 1. You can drag and drop a new file on top of the existing file. You will be prompted to confirm that you want to replace the file. Click Ok to proceed or Cancel to stop the replacement process. 2. You can delete the file and then add a new file. See the sections for Deleting Files and Adding Files. Deleting Files To remove a file, click the Delete file link found under the file image. You ll be prompted to confirm that you want to delete the file. If you want to proceed with the deletion click the Ok button. If not, click Cancel. Program Templates Overview The Program Templates page is accessed by clicking the Program Templates menu on the left. 23 P a g e
If you have existing templates, you ll see them listed in the order that they will appear to the applicant in the Download Templates & Instructions page. On this page you can add, re-order, replace, edit the template configurations, and delete. NOTE: You will only be able to make template changes for Template Types that already exist. If you re uncertain which Template Types exist for the program, click the Create a New Template button. Within the pop-up, open the Template Type drop-down menu. Here you ll see all of the Template Types configured for the program. If a Template Type is included: 1. The applicants will be able to provide an upload for it. 24 P a g e
2. You can provide a template for it. If you see a Template Type that you: 1. No longer plan to collect, let your CSA know so it can be removed. 2. Need to collect and isn t showing, let your CSA know so it can be added. Make sure to tell your CSA: a. The name of the Template Type (e.g. Research Plan, Biosketch). b. If it applies to the LOI, Full Proposal, or both. c. If it is required or optional. d. The allowable file type (e.g. PDF, Word). Add Template To add a new template, click the Create a New Template button. You will be directed to a configuration page that includes the following: 1. Upload a Template: You can either drag and drop your file onto the space or browse to select it from your computer. For detailed instructions on the add file functionality, click here to see the Adding Files section in Program Guidelines. 2. Template Type: Select the appropriate Template Type from the drop-down menu. Click here to see the note from the earlier section regarding what Template Types appear in the drop-down menu. After you select the Template Type, you ll see a note appear below the drop-down that indicates if the Template Type is affiliated with the LOI and/or Proposal stage of the application and if it is required or optional. 3. Template Description: Provide a description for the template. The description shows to the applicant in the Description column next to the name of the template on the Download Templates & Instructions page. The description must be less than 250 characters, including spaces. 25 P a g e
4. Template Order: Select the order you would like the template to appear in the list shown to the applicants on the Download Templates & Instructions page. TIP: It s much easier to re-order the templates on the main screen. You can select a general area in the list (e.g. top, middle, bottom) and then re-order on the main page. Click here for information on re-ordering (first reorder method suggested). 5. Instruction File: If you check this box, the applicant will NOT be able to upload a file for this corresponding Template Type. This is useful if the template you are uploading is actually an instructional document instead of a form. If you do want the applicant to upload a file for this Template Type, either optional or required, do NOT check this. Files that are marked as Instruction File will appear in a separate list above your other templates and will be organized by Template Type and then by Template Description (shown in 1 st screenshot below). You cannot reorder these. They will always appear to your applicants in the aforementioned order above the other templates that you are collecting from the applicants (shown in 2 nd screenshot below). Program Templates Configuration: 26 P a g e
Download Templates & Instructions Section of Application: NOTE: If you have two templates for the same Template Type and one has the Instruction File checked and the other does not, the applicant will be able to provide a file for the Template Type. When you have completed the configurations, click the Create New Template button. To stop the process of adding a template, click the Cancel button to return to the list of templates. 27 P a g e
If you enter an invalid configuration, you ll see an error. Correct any errors and click the Create New Template button. Once your template has been added, you ll see it in the list in the selected order. Click here for information on re-ordering. If you need to provide multiple templates for the same Template Type, repeat the steps above to add additional templates for the Template Type. Make sure to provide instructions to the applicant in the Template Description field so they can differentiate between the templates. Re-Order Templates The order of the templates that you configured will dictate the order that they will show to the applicant in the Download Templates & Instructions page. You can re-order them two ways (option 1 recommended): 1. Click the template and drag it to the order you want it to appear (i.e. up or down in the list). 28 P a g e
2. Click the Edit button for the template. Then, within the configuration screen select the new Template Order and click the Save Changes button. You will need to repeat this for each template that needs to be moved. REMINDER: You will only be able to re-order templates that are NOT marked as Instruction File (click here for more information). Templates that are marked as Instruction File will be listed at the top and ordered by Template Type and then by Template Description. View & Replace Template If you need to see the template itself, click the Edit button for the template and within the configuration screen click the next to the file image. 29 P a g e
If you need to replace the file, you can either: 1. Drag and drop a new file on top of the existing file. You will be prompted to confirm that you want to replace the file. Click Ok to proceed or Cancel to stop the replacement process. When done, click the Save Changes button. 2. You can click the Remove link and then either drag and drop or browse to select the new file. When done, click the Save Changes button. Edit the Template Configuration For an existing template you can edit the file, description, Template Type affiliation, order, and instruction file setting. Click here and here for information on changing the file and re-ordering, respectively. To make the other changes, click the Edit button for the template. Within the configuration screen make the necessary changes and click the Save Changes button. For more information on these settings, click here to be directed to the Add Template section. 30 P a g e
Delete Template If there is a Template Type you no longer plan to collect, you can click the Delete button for the template. NOTE: When you delete the template, you are merely deleting the document the applicants can download. Therefore, if you aren t planning to collect this kind of document from the applicants anymore, after you delete the template, let your Client Support Analyst know so they can also delete the Template Type from the program. TIP: If you merely need to update the template, click here to be directed to the section for editing the template configurations. 31 P a g e
Copy Program from Demo to Live Before you copy the program from Demo to Live, make sure you review the application on the Demo site. If you aren t familiar with how to do this, see Appendix A. As you review the program on the Demo site, if you need to make changes to the program: Available within the Administrative Module, return to the Administrative Module to make the changes. TIP: You can have the Administrative Module open in one browser (e.g. Chrome) and your application on the Demo site open in another browser (e.g. Internet Explorer). You can make changes in the Administrative Module in Chrome and then click the refresh button in Internet Explorer to see the changes. Not available within the Administrative Module, contact your Client Support Analyst (CSA). If your CSA makes any changes to the data collection pages within the application (examples below), the CSA must copy the program to the Live site. If all of the changes to the program were made by your team within the Administrative Module, when the application is ready to be posted on the Live site, follow the steps listed below. If your CSA made any changes, you must contact your CSA to copy the program from Demo to Live. To copy from Demo to Live: 1. Within the Program Configuration for a selected program, click the Copy Program menu on the left. 32 P a g e
2. Click the Copy Program button. 3. You will be prompted to confirm that you want to proceed. Click the OK button to copy the program and the Cancel button to stop the copy. If the copy was successful, you ll see a confirmation message (shown below). After you see the confirmation message, log out of the Demo site, go to the Live site and confirm your program is showing as you expected or that it s not showing if it s a private/closed program. If there are any issues with making the copy, you ll see an error message. Make one more attempt and if the error persists, contact your CSA for assistance. One possible cause for the error is that you requested your CSA change the program name on Demo (per your request). In order for the copy function to work, the program name on Demo must exactly match the program name on Live. If they are different, your CSA will need to copy the program from Demo to Live. 33 P a g e
Appendix A: Accessing & Reviewing Program Setup on Demo Whether or not your program includes a Letter of Intent (LOI) will determine which set of the following instructions you should follow. Click here to be directed to instructions for programs without a LOI stage. Click here to be directed to instructions for programs with a LOI stage. Program Configuration Without LOI Stage Starting A Full Proposal Go to: https://pcdemo.altum.com and log in under Application Login. If you are returning to review an application you previously started, click here to be directed to those instructions. If you need to start the application for the first time, click either the gray Grant Opportunities tab or the red Create New Proposal button. Filter the list by your organization s name. Check the documents, dates, and contact information showing. If you want to update this information (except Grant Maker and Program names), you can return to the Administrative Module on Demo to do so. Click the Apply Now link in the Apply column for the program. Enter a Project Title and click the Save button. Review the templates showing on the Download Templates & Instructions page to review your template updates. If you want to update this information, you can return to the Administrative Module on Demo to do so. Also, make sure to review the rest of the application as well. If you need changes to other sections, contact your CSA with those requests. Please note that you can complete the Proposal and even submit it. As this is the Demo version of proposalcentral, this will not affect your future Proposal submissions on the Live proposalcentral site. 34 P a g e
Returning to an In Progress Full Proposal Go to: https://pcdemo.altum.com and log in under Application Login. Click the Edit button next to your in progress application in the Manage Proposals, In Progress section. Program Configuration With LOI Stage Starting A LOI Go to: https://pcdemo.altum.com and log in under Application Login. If you are returning to review a LOI you previously started, click here to be directed to those instructions. If you need to start the LOI for the first time, click either the gray Grant Opportunities tab or the red Create New Proposal button. 35 P a g e
Filter the list by your organization s name. Check the documents, dates, and contact information showing. If you want to update this information (except Grant Maker and Program names), you can return to the Administrative Module on Demo to do so. Click the Apply Now link in the Apply column for the program. Enter a Project Title and click the Save button. Review the templates showing on the Download Templates & Instructions page to review your template updates. If you want to update this information, you can return to the Administrative Module on Demo to do so. Also, make sure to review the rest of the application as well. If you need changes to other sections, contact your CSA with those requests. Please note that you can complete the LOI and even submit it. As this is the Demo version of proposalcentral, this will not affect your future LOI submissions on the Live proposalcentral site. After reviewing the LOI, make sure to review the Full Proposal setup as well. Click here to be directed to those instructions. Returning to an In Progress LOI Go to: https://pcdemo.altum.com and log in under Application Login. Click the Edit button next to your in progress LOI in the Manage Proposals, In Progress section. 36 P a g e
Accessing the Full Proposal for an Approved LOI In order for an applicant to see the Full Proposal stage for a program that included a LOI stage, their LOI must first be approved. Therefore, you will need to give yourself a LOI Bypass. Log in to the Demo Review Module: https://pcdemo.altum.com/review/login.asp. Go to the Letter of Intent Bypass page found in the Applications menu. Select the program, enter the e-mail address for your proposalcentral Demo account and click the LOI Bypass button. Click the Accept Applicant List button. Log out of the Demo Review Module and log in to the Demo Application Module: https://pcdemo.altum.com You ll see the application you started in the In Progress section of Manage Proposals with a title of LOI Bypass. Click the Edit button to enter the Full Proposal and review your settings. 37 P a g e
Review the templates showing on the Download Templates & Instructions page to review your template updates. If you want to update this information, you can return to the Administrative Module on Demo to do so. Also, make sure to review the rest of the application as well. If you need changes to other sections, contact your CSA with those requests. Please note that you can complete the Full Proposal and even submit it. As this is the Demo version of proposalcentral, this will not affect your future proposal submissions on the Live proposalcentral site. NOTE: The LOI and Full Proposal sections of the program will be posted on the Live site simultaneously. You cannot have the LOI posted without the Full Proposal and vice versa. However, the Full Proposal stage will not be accessible to applicants until they submit a LOI and you approve it. 38 P a g e