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Frequently Asked Questions

Description

This page provides answers to frequently asked questions (FAQs) regarding the upcoming transitions to the Justice Grants System (JustGrants) and the Automated Standard Application for Payments (ASAP). This page will be updated regularly as new information becomes available.

General

JustGrants is the new grants management system developed by the U.S. Department of Justice (DOJ). JustGrants replaces the Grants Management System (GMS) used by the Office of Justice Programs (OJP) and the Office on Violence Against Women (OVW), as well as the NexGen system currently used by the Office of Community Oriented Policing Services (COPS Office).

To learn more about JustGrants, see the About page.

ASAP is the shared services payment system used by the Department of the Treasury that replaces the Grants Payment Request System (GPRS) for grant payments. Through this platform, recipients of DOJ grant awards and other forms of federal assistance are able to request and receive payments for grants managed through JustGrants.

To learn more about ASAP, see the About page.

Active award recipient registration in JustGrants began in August 2020. The full system launched on October 15, 2020, at which time all COPS Office, OJP and OVW grant applicants, award recipients and staff began using both JustGrants and ASAP. As of October 15, JustGrants supports the functionalities necessary to move applications though the essential stages of the grant management lifecycle, and allows for continued post-award management and closeouts of all open and active migrated awards. Ongoing, iterative updates will continue to enhance functionalities in JustGrants from that point forward.

Anyone who is involved in the DOJ grant-making process—including grant applicants and award recipients, as well as federal employees and contractors from the COPS Office, OJP and OVW—will transition to using JustGrants.

Just as technology advances and business evolves, grants management systems evolve as well. JustGrants enhances grant-making by using state-of-the-art technology, building on existing best practices, addressing areas that have been identified for innovation and efficiency, innovating how we use data, and designing a solution that meets user needs.

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

Based on the recommendation of the Office of Management and Budget and the Chief Financial Officers Council, DOJ selected ASAP from two approved shared service grant payment systems. The October 15, 2020, launch date was selected to align the release of JustGrants and the transition to ASAP. GPRS is no longer accessible as of September 23, 2020.

JustGrants uses SAM as the primary source of agency information in applying for and managing DOJ grant funding. Entity—the new JustGrants terminology for DOJ award recipient organizations—information in SAM accounts is automatically updated in the new DOJ system.

JustGrants solely accesses SAM as the primary source of entity information. This automatic process reduces the burden on award recipients to manually update information across multiple systems, and helps DOJ validate information from recipients.

Maintaining an updated account on SAM.gov is critical to your entity’s registration for ASAP and JustGrants.

For any inquiries related to your SAM account, please use the resources available on SAM.gov and/or reach out to the SAM service desk for assistance. Contact information for SAM support is available here.

All legitimate DOJ emails to provide general updates on the upcoming system transitions will be sent from either [email protected] or [email protected] You may also receive system-generated emails as part of the establishment of user accounts for the new systems. For ASAP, legitimate emails from the Department of the Treasury will be sent from the Bureau of the Fiscal Service – ISIM PP [[email protected] or [email protected]]. For JustGrants account creation and management, e-mails will originate from [email protected]

To ensure that you receive these emails and that they are not flagged as spam, we recommend adding them to your trusted sender list in your email settings. If you receive an email purporting to be about the system transition from a source other than those listed above, please let us know by immediately contacting the JustGrants team at [email protected].

DOJ posts copies of all official, general updates sent from [email protected] to this website within hours of their dissemination. You can find a record of those email communications on the News and Updates page.

Getting Ready/Transition Period

To learn more about preparing for the transition to these new systems, see the Getting Started page and the Are You Ready? Checklist.

There are a number of actions that current award recipients need to take. More information on these actions and associated key dates specific to each DOJ grant-making component are detailed in the documents below.

Yes. All current award recipients need to register their entity and all of their authorized users in JustGrants. Award recipients must also ensure that their SAM profiles are up to date, including their entity’s Electronic Business Point of Content (E-Biz POC).

SAM E-Biz POCs designated by an entity for active DOJ awards received onboarding instructions via email sent from August 31 through September 14 to access their entity’s profile in JustGrants. This email came from DOJ’s secure user management system—the Digital Identity and Access Management Directory (DIAMD)—and displayed as “[email protected]

Award recipients will also need to register in ASAP. For guidance with ASAP enrollment, view the ASAP registration checklist.

Data and attachments for all current, active awards has been migrated from GMS and NexGen to JustGrants. This includes open, active awards as well as awards that have not yet reached final closure. All award management activities will take place in JustGrants.

Justice Grants System (JustGrants)

JustGrants is the new grants management system developed by the U.S. Department of Justice (DOJ). JustGrants replaces the Grants Management System (GMS) used by the Office of Justice Programs (OJP) and the Office on Violence Against Women (OVW), as well as the NexGen system used by the Office of Community Oriented Policing Services (COPS Office).

To learn more about JustGrants, see the About page.

Your entity must successfully set up their JustGrants account and enroll in ASAP in order to accept and manage their award. If you have enrolled into ASAP and JustGrants, you can proceed with accepting an award in JustGrants.

To accept an award, sign in to JustGrants and select an award from “My Worklist.” You will then need to open and accept the information for each tab of the “Award Details” page. Once you have selected all acceptance boxes in each tab, click “Accept” to proceed. After accepting, the system will display a banner indicating that the award has been accepted. If you do not want to accept the award, select the “Decline” button to proceed.

For information on how applicants and entities will be registered and onboard their user into JustGrants, check out the Securely Onboard Your Entity Users to JustGrants section of the Getting Started page.

To determine whether your organization is already enrolled with JustGrants, contact the grant manager listed on the award, or the appropriate funding office from the list below:

COPS Office                      [email protected]                             800–421–6770
OJP Support                     [email protected]             833–872–5175
OVW Support                   [email protected]     866–655–4482

If your entity is not already registered in JustGrants, visit the Securely Onboard Your Entity Users to JustGrants section of the Getting Started page to find out how applicants and entities will register and onboard their users.

JustGrants Self-Service Support

For instruction on how to reset your password, see the DIAMD Frequently Asked Questions (FAQs).

For information on how to unlock your account, see the DIAMD Frequently Asked Questions (FAQs).

From the DIAMD home page, select “Manage Entity.” On the Manage Entity screen, select a new entity administrator and click “Save.” For more information, see the DIAMD Frequently Asked Questions (FAQs).

From the DIAMD home page, select “Invite Member.” Fill in the member’s data, select one or more roles to assign to them, and click “Submit.” For more information, see the DIAMD Frequently Asked Questions (FAQs).

From the DIAMD homepage, select “Manage Member.” From the Manage Member screen, select the roles you want to add or remove from the member, and click “Submit.” For more information, see the DIAMD Frequently Asked Questions (FAQs).

From the DIAMD home page, select “Manage Entity.” Locate the “Member Management” section of the page and select the members to be removed from the entity. For more information, see the DIAMD Frequently Asked Questions (FAQs).

On the DIAMD login screen, enter your username and password and click “Sign In.” On the SMS Authentication screen, click the “Send Code” button. Enter the code you receive via SMS and click “Verify.” For information on how to reset your password, see the DIAMD Frequently Asked Questions (FAQs).

JustGrants Training FAQs

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 provide further clarification, definitions, and visual representations of unique system processes and information. View the JustGrants Training page for all training-related resources.

For additional training-specific questions, contact [email protected].

To register for upcoming JustGrants virtual Q&A sessions, watch past Q&A session recordings, review PowerPoint deck presentations, and receive more information, please visit the Virtual Q&A Session page.

JustGrants Entity User Onboarding

Between August 31 and September 14, 2020, your Entity Administrator should have received an email from DOJ’s secure user management system (DIAMD) with instructions on how to create an account in JustGrants. Once they have registered, they will be able to invite all Entity Users and assign their various roles.

After your Entity Administrator has added you to JustGrants, you will receive an email from “[email protected]” with instructions on how to create an account in DOJ’s secure user-management system.

For help with logging in to JustGrants, please see the User Support page.

Please contact [email protected] or 833–872–5175.

The immediate actions regarding JustGrants enrollment apply only to current DOJ funding recipients. Entities with pending applications will only need to take action regarding this transition if selected for an award. At that time, email notifications will be sent to initiate the JustGrants entity onboarding process, as well as issue further instructions.

In JustGrants, every entity—the 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 assign their roles, and managing user assignment for all DOJ applications and awards.

During the initial onboarding process, your entity’s SAM Electronic Business Point of Contact (E-Biz POC) will be designated as the Entity Administrator in JustGrants. To identify your E-Biz POC, visit SAM.gov, select “Search Records,” enter your entity information, and then view “POCs” (including the E-Biz POC) within the Entity Profile.

For any inquiries related to your SAM account, please use the resources available on SAM.gov and/or reach out to the SAM service desk for assistance. Contact information for SAM support is available here.

You can assign a new E-Biz POC to your JustGrants account by updating the E-Biz POC in your SAM account. Once you have made the change, please contact us at [email protected] or 833–872–5175 to notify us of the change. The new E-Biz POC will receive an invitation on or after October 15. 

Once your entity’s SAM E-Biz POC has registered in JustGrants, they can invite the user they want to serve as the new Entity Administrator and assign them the role in JustGrants. For more information, see the DIAMD Frequently Asked Questions (FAQs).

There are six foundational roles created to ensure Entity Users have the authority and ability to carry out specific requirements and tasks. Review the “JustGrants User Roles Guide” to become familiar with the various Entity User roles.

No, roles are not assigned by default. An Entity Administrator must either assign themselves each role or assign the foundational roles to other Entity Users.

You can find self-guided eLearning videos on “Entity User Experience” and “Entity Profile Management,” as well as supplemental job aid reference guides and infographics, on the Training Resources page.

JustGrants pulls entity information directly from SAM.gov to ensure data consistency and integrity. If changes are needed, you will need to make them in SAM. Data will typically be updated in JustGrants from SAM every 24 hours.

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 migration to JustGrants, all COPS Office, OJP and OVW grant applicants, award recipients and staff will use the JustGrants system for all grant actions.

Yes. Each active DOJ award associated with a different DUNS must have a unique email in order for an entity to enroll into JustGrants. If your organization has one email for multiple DUNS number, please consider the following options:             

  1. Associate a unique email with the SAM E-Biz POC for each DUNS, and update your SAM account accordingly.
  2. Assign a temporarily or permanently SAM E-Biz POC email for each DUNS. After enrollment into JustGrants, you can reinstate the original SAM E-Biz POC.
  3. Temporarily or permanently assign the SAM E-Biz Alternate POC as the Primary E-Biz POC. After enrollment into JustGrants, you can reinstate the original SAM E-Biz POC. 

Past reports will be migrated into JustGrants.

The rollout of performance management features in JustGrants will happen in two phases.

In the first phase, beginning on October 15, 2020, COPS Office and OVW award recipients, along with OJP awards that solely used GMS for performance measurement, data collection, and progress reporting, will use the performance reporting functionality within JustGrants.

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 the second phase of the rollout begins, OJP award recipients will continue to use the PMT or an agency-specific tool rather than JustGrants.

Visit the Getting Started page of the JustGrants website to learn more about performance management in the new system.

Automated Standard Application for Payments

ASAP is the shared services payment system used by the Department of the Treasury that will replace the Grants Payment Request System (GPRS) for grants payments. Through this platform, recipients of DOJ grant awards and other forms of federal assistance will be able to request and receive payments for grants managed through JustGrants.

To learn more about ASAP, see the About page.

Based on the recommendation of the Office of Management and Budget and the Chief Financial Officers Council, DOJ selected ASAP from two approved shared service grant payment systems. The October 15, 2020, launch date was selected to align the release of JustGrants and the transition to ASAP. GPRS is no longer accessible as of September 23, 2020.

Yes, all DOJ award recipients will be required to use ASAP for payment requests. GPRS is no longer accessible as of September 23, 2020.

No.

The Department of the Treasury’s Bureau of the Fiscal Service – ISIM PP will send two emails to the entity’s System for Award Management (SAM) Electronic Business Point of Contact (E-Biz POC)—one containing a username and one containing a temporary password and a link to create a new password.

After receiving both emails, the POC must complete the following steps:

  1. Use the username and temporary password provided to log in to the ISIM system to change your password and complete your security questions.
  2. Log in to ASAP using your username and your new password.
  3. Accept the ASAP terms.
  4. Select “1 notification awaiting review.”
  5. Select “Unread” from the Notification Status drop-down menu, then select “Continue.”
  6. Select the magnifying glass on the right side of the screen to view the Enrollment Notifications.

To learn more about the ASAP registration process, please see the ASAP Registration Checklist.

To identify your E-Biz POC, visit SAM.gov, select “Search Records,” enter your entity information, and then view “POCs” (including the E-Biz POC) within the Entity Profile.

Yes. The SAM E-Biz POC has been designated as the ASAP POC to complete enrollment and will receive the ASAP enrollment emails.  During the enrollment process, the POC can add the appropriate user(s) to the ASAP roles.

For any inquiries related to your SAM account, please use the resources available on SAM.gov and/or reach out to the SAM service desk for assistance. Contact information for SAM support is available here.

The dissemination of the ASAP enrollment invitations started on July 1 and continued on a rolling basis through the end of August. If you have not yet received your ASAP enrollment invitation, please check your spam filters to see if the email was filtered out. If the ASAP enrollment invitation is not in your spam folder, contact [email protected] to request that your invitation be resent.

Entities can also check the status of their enrollment (including whether their enrollment has been initiated) by contacting the ASAP Help Desk and providing their entity’s DUNS and EIN.

For ASAP, legitimate emails from the Department of the Treasury will be sent from the Bureau of the Fiscal Service – ISIM PP [[email protected] or [email protected]]. The Department of the Treasury uses a standard template as the basis for its outreach to the SAM E-Biz POCs. Two enrollment emails—one containing a username and one containing a temporary password and a link to create a new password—will be sent to your entity’s SAM Electronic Business Point of Contact (E-Biz POC) from the Department of Treasury’s Bureau of the Fiscal Service.

DOJ award recipients can contact the ASAP Help Desk and provide their entity’s DUNS and EIN to determine whether their entity already has an existing enrollment with ASAP.

The ease and convenience offered to our grantees and award recipients through the ability to use their existing ASAP accounts is one of the main reasons behind the transition from GPRS to our new payment management system. Your entity’s ASAP point of contact (POC) and ASAP Financial Official (FO) will receive notification of enrollment into DOJ’s ALC 1504001. The enrollment process for existing ASAP entities is simplified and only requires establishing a banking account(s) for DOJ’s ALC 1504001.

If your entity FO wants to use the existing banking account(s) for ALC 1504001, the FO should not click the link on the ASAP homepage. They should Click Enrollments > Modify/Delete Banking Data to enable the current banking account(s) for DOJ award payments.

If your entity FO wants to add new banking account(s) for ALC 1504001, the FO can click the link on the ASAP homepage or Click Enrollments > Add Banking Data.

This simplified enrollment step will then associate DOJ awards to your entity’s profile and users.

  • The Initial Point of Contact is added by the federal agency, and can self-designate all roles and create additional users.
  • The Point of Contact (POC) adds users or modifies their roles.
  • The Head of Organization (HOO) approves changes to users and their roles.
  • The Financial Official (FO) enters and maintains banking account information.
  • The Authorizing Official (AO) adds Payment Requestors and Inquirer Only users.
  • The Payment Requester initiates payment requests.
  • An Inquirer Only can only run reports and cannot hold any other roles.

Yes. All roles require assignment during the enrollment process.

Yes. The Point of Contact can fill all of the roles, assign multiples roles to one person, or assign each role to a different person.

A recipient entity can have only one POC in ASAP. However, there can be multiple users with different roles.

A recipient entity should contact the ASAP Help Desk for assistance in changing their ASAP POC.

DOJ's ALC is 15040001.

When the transition from GPRS to ASAP occurs, the ASAP account ID will be the same as the DOJ award number in the GPRS drawdown system. For new awards issued in JustGrants, the DOJ award number will also be the account ID in ASAP.

If you have questions or need help using ASAP, you can contact the ASAP Help Desk by email at [email protected] or by phone at 855–868–0151 (option 2, option 3). The help desk is available Monday through Friday, from 7:30 a.m. to 6:00 p.m. eastern time.

No. DOJ award recipients will not use the SF-425 reporting feature in ASAP. Recipients will submit financial reports in JustGrants.

Yes, the recipient entity will receive a notification in ASAP when funds are available for drawdown.

ASAP Payment Requests

For the Bank Relationship, the numbers in the drop-down list represent a combination of the account number and routing number that have been partially sanitized for security reasons.

For the Payment Request Template, after FY 2017, ASAP only supports templates within a single agency or region.

A summary payment requests one transfer of funds from multiple ASAP accounts. Individual payment requests separate transfer of funds per ASAP account.

The two payment methods are Fedwire and ACH:

  • Select Fedwire for same-day settlement. Fedwire transactions settle almost immediately, assuming that there are no payment reviews associated with the account. Your financial institution may charge a fee for this type of transaction.
  • Select ACH for next business-day settlement. If prefer same-day settlement, enter the current date in step 7. Same-day ACH payments must be requested before 2:30 p.m., Eastern Time.

The request settlement date is the business date on which you would like to receive the funds.

This field allows the user to identify this request. Similar to a memo in a checkbook, it is used as an internal reference number by the grantee and has no impact the transaction.

The recipient ID is the seven-digit ASAP ID assigned during enrollment.

The ALC/region is the federal agency(s) and region(s) from which you are requesting funds. The ALC for DOJ is 15040001.

  • Select Inquiries on the Menu, then select Account Statement Inquiries. 
  • Enter the ALC/Region and Account ID. 
  • Enter a date range in Settlement Date, then select a desired format and then select Continue.