The Unified Experience began from user requests to enhance usability and improve workflows within the GrantSolutions system. The end goal of this usability initiative is to create a user-centric system; delivering an intuitive system that solves the current operational challenges.
It is essential to keep in mind that updating the GrantSolutions ecosystem to be one seamless interface will take time. To ensure these updates are done without interrupting your work or ability to process grants means we will be making updates in frequent small stages.
New Approaches Implemented
To address Partner requests and solve many of the operational challenges they face GrantSolutions adopted a number of new approaches within the system.
Background
Fields are now pre-populated and arranged to better match how users think and enter information.
Contextual help and instructions guide users through data-entry processes.
Increased edit checks are instituted to expedite activities and reduce burden.
Auditable workflow provides the ability to track review and compliance.
Enables future automation with a modern data structure.
User-centric design makes it easy to see where the work is in the process and who has to do what.
Friendly warnings and errors are presented as information is entered.
Improved workflow tracking with one central location to manage all reports.
Notifications added for users, to help them complete their work on time.
Why Unified Experience
During User Group meetings, in executive conversations, and through user-design sessions, you have shared your desire to:
- Improve workflow tracking in the system
- Improve grant file management
- Improve communication methods
- Reduce recipient and grantor burden
- Improve risk management
User-Centered Design
GrantSolutions is using a user-centered process that enables users to be engaged throughout the design and development process from beginning to end. Similar to the UAT process, users participate in business requirement sessions to discuss the grants management business process specifics before the design phase begins. Additionally, users also participate in business requirements refinement and design reviews throughout the process. These sessions are referred to as User Engagement Sessions.
Since testing and feedback are gathered throughout the user engagement sessions, Partners are provided the opportunity to preview the designs through Public Preview demonstrations provided by their Partner Services Representative.
User Engagement Sessions
User Engagement Sessions are held throughout the design and development process. These sessions preview small portions of a specific feature or function, such as application review, so that feedback can be completed in a one-hour session. They enable users to provide feedback and suggestions at a time when the suggestions can more easily be incorporated into the design.
Upcoming Enhancements
In Process
Grantor View Grants List
Key features include:
- Management of Discretionary and Non-Discretionary grants in one location
- Search, sort, and filter features with key grant data elements displayed for ease of management
- Bulk actions including "Send Grant Notes" and "Download Grant File."
- Streamlined wayfinding and integration with risk management
Classic View | Unified Experience View | |
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Grantor View Grant File
Key features include:
- Quickly identify and download grant project artifacts in one location
- Bulk download Notes, Reports, History for one or more grant projects
- User interface and backend system artifact retention behaviors
- Tag and store artifacts from multiple parts of the GrantSolutions ecosystem into the Unified Grant File
Classic View | Unified Experience View | |
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Grant Messenger
Previously, "Grant Notes" was used as a catch all phrase to encompass communications between grantors and recipients. The new Grants Messenger will feature:
- Bulk actions including Send, Search, Attach, and Download
- Custom note categories to improve file management
- Reduces time users require to find documents within their Grant Notes
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Released Enhancements
Non-Discretionary Recipient View
Certain non-discretionary grant recipients will receive an enhanced Grant File, which will allow them quick and easy on-demand access to NOAs.
Classic View | Unified Experience View | Training Information |
| N/A | Recipient Quick Sheets |
Recipient View Grants List
Recipients will now be guided through an intuitive interface that simplifies and consolidates their task management within GrantSolutions.
The system will now highlight action items specific for each user, track where the award is within the process and who has the current and next action item, and alert users of high priority tasks to help better manage their responsibilities.
Classic View | Grantor Experience View | Training Information |
 | Recipient Training Videos Recipient Quick Sheets |
PPR
GrantSolutions has a new Performance Progress Report (PPR) feature that collects Recipient Progress Reports in a single, trackable location. Recipients can upload their progress reports in the new feature enabling the Program Office to easily track and manage due dates, report frequency, and approve or return reports with comments in one structured location.
Classic View | Grantor Experience View | Training Information |
 | Grantor Information To access Grantor Training information you must be logged into GrantSolutions before clicking on the links below. Recipient Information |
FFR
In November 2019 GrantSolutions released enhanced Federal Financial Report (FFR) screens for discretionary grants. These screens took the paper form and implemented a more streamlined approach to entering data and incorporated system capabilities such as auto save and pre-population of information from other Federal forms.
In June 2020 GrantSolutions released FFR data entered into PMS by recipients to be viewable and available within GrantSolutions. Bringing together all documents associated with a grant award in a single location for easy access and reference.
Classic View | Grantor Experience View | Training Information |
 | Grantor Information To access Grantor Training information you must be logged into GrantSolutions before clicking on the links below.
Grantor PMS FFR Recipient Information |
