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How to Get Ready

Description
Description

GMS, NexGen, GPRS Status Update

In preparation for the transition to the Department of Justice's new Justice Grants System (JustGrants), as of September 23, 2020, the Grants Management System (GMS), NexGen, and the Grant Payment Request System (GPRS) is no longer accessible for external users. Data is currently being migrated from these systems to JustGrants. This will include all open, active awards and any awards that have not yet reached final closure. Once migrated, all award management activities will take place in JustGrants starting on October 15, 2020. A reminder to award recipients, you will be able to accept a grant award in JustGrants on or after October 15. Current award recipients with specific questions about their awards should reach out to their grant managers for support.

 

Preparing for Transition

Beginning October 15, 2020, the Office of Community Oriented Policing Services (COPS Office), the Office of Justice Programs (OJP), and the Office on Violence Against Women (OVW) will launch new grants management and payment management systems.

The Justice Grants System (JustGrants) will replace the Grants Management System (GMS) currently used by OJP and OVW, as well as the NexGen system used by the COPS Office. Additionally, the COPS Office, OJP, and OVW will transition from using the Grants Payment Request System (GPRS) to using the Department of the Treasury’s Automated Standard Application for Payments (ASAP) system.

The upcoming transition to JustGrants and ASAP represents a significant IT modernization effort to develop and implement a single grants management system for all three DOJ grant making components.

JustGrants and ASAP will first be available to users beginning October 15, 2020, and award recipients should be aware of some key activities and award management dates, as well as a number of steps required for a smooth transition.

The current systems—GMS, NexGen, and GPRS—will no longer be available to external users after September 22, 2020. Data and attachments for all current active awards from GMS and NexGen will be migrated to JustGrants. This includes all open, active awards and any awards that have not yet reached final closure. Once migrated, all award management activities will take place in JustGrants beginning on October 15, 2020.

Before using JustGrants, all current award recipients will need to register their entity and their authorized users in the new system. Registration instructions for JustGrants were sent to all organizations between August 31, 2020 and September 14, 2020. Entities are encouraged to complete the registration steps as soon as possible to ensure all their entity users have access prior to the October 15, 2020 launch date of JustGrants.

Securely Onboard Your Entity Users to JustGrants

With the transition to JustGrants, applicants and award recipients will experience new ways to manage their own entity information and users in the system. JustGrants offers the ability for applicants and award recipients to –

  • Authenticate each user with their own login and password
  • Manage multiple users and associate individual roles which govern access to information and tasks in the system
  • Assign users to one or many applications and award tasks and activities

DOJ is committed to ensuring that all users interface with a secure and protected system. With that commitment in mind, every organization’s first step in JustGrants will be to securely onboard users.

In JustGrants, every entity – the new JustGrants terminology for DOJ award recipient organizations —will have an assigned Entity Administrator who will be responsible for:

  • Managing entity-level information
  • Inviting users to onboard into the system and assigning their roles
  • Managing user assignment for all DOJ applications and awards

During the initial entity onboarding, the Entity Administrator will be assigned to the entity’s designated “Electronic Business Point of Contact (E-Biz POC).” This is the individual who was previously designated in SAM.gov as responsible for federal grant-related activities.

What Does Your Entity Need to Do?

  • Ensure your entity’s E-Biz POC as listed in SAM.gov is accurate.
    • Need to confirm your entity’s E-Biz POC? Entity information is publicly available on SAM.gov. To identify your E-Biz POC, visit SAM.gov, select “Search Records,” enter entity information, and then view “POCs” (including the Electronic Business Point of Contact) within the Entity Profile.
    • For more information on updating your SAM.gov account information, see this section.
  • Make sure that your E-Biz POC understands their new role as JustGrants Entity Administrator and is prepared to take the necessary actions.
    • For more information on the Entity Administrator role, see this JustGrants Roles overview below.
    • If needed, help familiarize the Entity Administrator with your entity’s DOJ applications and awards as well as current points of contact in GMS and NextGen.
    • Encourage your entity’s E-Biz POC (also referred to as the JustGrants Entity Administrator) to look for an email from “[email protected]” between August 31 and September 14, 2020. This email will contain registration instructions to create an account in DOJ’s secure user management system – the Digital Identity and Access Management Directory (DIAMD).
      • To ensure that your Entity Administrator receives these emails and that they are not flagged as spam, we recommend that they add this address to their trusted sender list in their email settings.
    • Read the JustGrants Roles overview above and determine who will need to become Entity Users and what roles each user will be assigned using the list of DOJ awards displayed in JustGrants.
    • Once the Entity Administrator has successfully logged into the DOJ secure user management system, they should begin to invite all Entity Users and assign their roles.
      • Entity Administrators can invite a new user in and reassign the Entity Administrator role, if determined that they will not be the individual who will serve as the Entity Administrator for their entity’s DOJ awards.
      • Entity Administrators will be able to view preliminary entity data in JustGrants, including the Entity Profile and all of their active awards with DOJ. This will assist in identifying all the Entity Users necessary to onboard into JustGrants so they will be able to start the management of the entity’s awards on October 15, 2020. 
    • After an Entity User is added to the system, that individual will receive an email from “[email protected]” and should follow the instructions to create an account in DIAMD.
      • Entity Users will need to click the one-time use link in the e-mail.
      • Once an Entity User has clicked the one-time use link in the e-mail, they must complete the above process in its entirety.
    • Once Entity Users confirm their identity in DIAMD using a multifactor authentication process, their accounts will be created and they will be ready to access JustGrants and can be assigned work or can reassign roles.

During the Entity onboarding period between August 31, 2020 and October 9, 2020, the data in JustGrants will be temporarily displayed for Entity User preview only. Users will not be able to take any action in the system other than to enroll their users. After final data is migrated to JustGrants on October 15, 2020, all COPS Office, OJP and OVW grant applicants, award recipients and staff will begin using the JustGrants system for all grant actions.


Training & Resources

The Department of Justice (DOJ) is providing a collection of self-guided training resources to help Entity Users

  • Familiarize themselves with JustGrants as the new DOJ grants management system
  • Prepare themselves to use the system effectively, and
  • Learn how to navigate through JustGrants and complete various essential tasks.

Training materials include self-guided eLearning videos which are supplemented by job aid reference guides and infographics that will provide further clarification, definitions, or visual representations of unique system processes or information. To ensure a smooth transition, resources and training opportunities are available on the JustGrants Training page.


Update Your Account on SAM.gov

JustGrants will continue to use the System for Award Management (SAM.gov) as the primary source of agency information in applying for and managing DOJ grant funding. Organization information in SAM.gov accounts will automatically be updated in the new DOJ system, so it is important that you have a SAM.gov account and your entity information is current in SAM.gov when JustGrants goes live in October.

Once DOJ completes the migration to JustGrants and ASAP, JustGrants will solely access SAM.gov as the primary source of organization information. This automatic process will reduce the burden on award recipients to manually update information across multiple systems and help DOJ validate information from recipients.

An active SAM account is still required to receive funding. The Federal government-wide policy at 2 CFR Part 25 (Universal Identifier and System for Award Management) states that an “agency may not make an award to an entity until the entity has complied with the requirements … to provide a valid unique entity identifier and maintain an active SAM registration with current information.”

Maintaining an updated account on SAM.gov is critical since registration for ASAP and JustGrants will soon be available for DOJ award recipients.

Entity information is publicly available on SAM.gov. Simply visit SAM.gov, select “Search Records,” enter entity information, and then view “POCs” (including the Electronic Business Point of Contact) within the Entity Profile.

ASAP Resources

The Automated Standard Application for Payments (ASAP) system is replacing GPRS. It will simplify the federal grantee payment user experience.

ASAP allows organizations receiving federal funds to draw funding securely from pre-authorized accounts established by the agency issuing the payment. For grantees, ASAP will reduce the time spent waiting for grant funds, as many will receive their funding during the same or next business day.

Since ASAP is used by many U.S. government agencies, funding recipients can leverage their single ASAP profile to access funds from a range of agencies, which saves them time in creating new accounts and learning new systems.

The dissemination of the ASAP enrollment invitations started on July 1st and will continue on a rolling basis until all DOJ award recipient organizations have been reached. Enrollment emails will be sent to your organization’s SAM Electronic Business Point of Contact (E-Biz POC) inviting them to register your ASAP user community. Refer to the ASAP Registration Checklist for specific next steps to take and review the ASAP FAQs for more detailed information.

For those new to ASAP, webinar trainings will take place over the next several months.

Upcoming ASAP training opportunities include:

Find answers to frequently asked questions.

Go to FAQs

Be Prepared

Take these steps to prepare for the transition to JustGrants and ASAP

View the Checklist

Act Now

Take the following steps for JustGrants Entity and User Onboarding

View the Checklist

Take Action

Register for the Automated Standard Application for Payments (ASAP) System

View the Checklist

For more information on ASAP, visit fiscal.treasury.gov/asap/.

Key Transition and Award Management Activities

In the weeks leading up to the October 15 transition, there are a number of award management actions that current award recipients will need to take. More information on these actions and associated key dates specific to each DOJ grant making component are available below:

Addressing Performance Management in JustGrants

The goal for performance management in JustGrants is to create reporting functionality that allows for –

  • Data collection to occur in one location;
  • Progress reporting to be collected in tandem with performance data for effective program review and management; and
  • Enhanced capabilities to access and use  performance data.

The roll-out of performance management features in JustGrants will happen in two phases. For the first phase beginning on October 15, 2020, here’s a look at how performance will be reported:

For the COPS Office and OVW award recipients:

  • Performance reporting (formerly known as progress reports) will be available in JustGrants for the next required reporting period.

For OJP award recipients, some performance management and subrecipient reporting capabilities that are currently performed in the OJP Performance Management Tool (PMT) will not be fully functional in JustGrants with the initial October release.  Until JustGrants can fully support all performance management and subrecipient capabilities, the following guidance will be in place beginning October 15, 2020:

  • For OJP awards that strictly used the Grants Management System (GMS) for performance measure data collection and progress reporting (now called performance reporting in JustGrants), those awards will use the JustGrants performance reporting functionality beginning October 15, 2020.
  • For OJP awards that use PMT for performance measure data collection, PMT will continue to be used until JustGrants can fully support all performance management functionality.  However, required semi-annual or annual roll-up reports (that were previously submitted in GMS) will be submitted in JustGrants in accordance with the reporting frequency established for the award.
  • Regarding OJP’s BJA Technical Assistance Reporting (TTARP) tool, grantees that report in this system will continue to report in TTARP until JustGrants can fully support all training and technical assistance reporting capabilities.
  • Regarding OJP’s OJJDP Compliance Monitoring Tool (CMT), grantees that report in this system will continue to report in CMT until JustGrants can fully support all compliance monitoring capabilities.

Our goal for the second phase is to have all performance reporting occur in JustGrants. Bookmark this page and check back regularly for more information on the future development of JustGrants performance management and other award management and performance reporting requirements.