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Frequently Asked Questions

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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.

 

This page provides answers to frequently asked questions 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.

If you have any general questions on these systems, which are not covered by these FAQs, please email [email protected].

General

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 e-mails 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 .PDF 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.

Justice Grants System (JustGrants)

JustGrants is the new grants management system developed by the U.S. Department of Justice (DOJ). JustGrants will replace the Grants Management System (GMS) currently 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.

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 will enhance 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 upcoming 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.

For information on how applicant and award recipient organizations will be registered and onboard their user into JustGrants, check out the Securely Onboard Your Entity Users to JustGrants section on the How to Get Ready page.

JustGrants Entity User Onboarding

Between August 31 and September 11, 2020, your Entity Administrator will receive 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.

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

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

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.gov 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.gov account, please use the resources available on SAM.gov and/or reach out to SAM.gov’s service desk for assistance. Contact information for SAM.gov support is available here.

Once your entity’s SAM.gov 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.

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.

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 and 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 is typically updated from SAM.gov every 24 hours.

During the entity onboarding period between August 31, 2020, and October 14, 2020, the data in JustGrants will be temporarily displayed for Entity User preview only. Users should not 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.

Data Migration activities are still occurring, and final data will be migrated to JustGrants on October 15, 2020. After October 15, 2020, there will be self-guided eLearning videos as well as supplemental job aid reference guides and infographics, to help you with any necessary actions to update applications and award information, if needed.

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 will no longer be available after September 22, 2020. 

Yes, all DOJ award recipients will be required to use ASAP for payment requests.  GPRS will no longer be available after September 22, 2020.

No

The Department of the Treasury’s Bureau of the Fiscal Service-ISIM PP will send two emails to the organization's System for Award Management (SAM) Electronic Point of Content (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.gov using your username and your new password.
  3. Accept the ASAP.gov 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.

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.

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.gov account, please use the resources available on SAM.gov and/or reach out to SAM.gov’s service desk for assistance.  Contact information for SAM.gov support is available here

The dissemination of the ASAP enrollment invitations started on July 1 and will continue on a rolling basis through the end of August or until all DOJ award recipient organizations have been reached.  Award recipient organizations can check the status of their enrollment (including whether their enrollment has been initiated) by contacting the ASAP Help Desk and providing their organization’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 organization’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 organization’s DUNS and EIN to determine whether their organization 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 organization’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 recipient organizations is simplified and only requires establishing a banking account(s) for DOJ’s ALC 1504001. 

If your recipient organization 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 recipient organization 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 organization’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.

Recipient organizations can have only one POC in ASAP.  However, there can be multiple users with different roles.

Recipient organization should contact the ASAP Help Desk for assistance in changing their ASAP POC.

15040001

When the transition from GPRS to ASAP occurs, the ASAP Account ID will be the same as the DOJ award number in 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 the ASAP system, 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 the financial reports in JustGrants.

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

Getting Ready

See the How to Get Ready page for guidance on how you can start preparing for the launch of the new systems.

To learn more about how to prepare for the transition to these new systems, please see the Are You Ready Checklist.

In the weeks leading up to the October 15 transition, there are a number of 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 as downloadable PDFs for your reference to help you prepare for the transition. 

Grantees will NOT have access to their grants during September 23–October 14, 2020. Please ensure you have resolved any time-sensitive matters prior to September 22.

Training content, reference materials and other resources related to the new systems are located on the Training and Resources page, which will be updated regularly as new trainings and resources become available.

JustGrants will be released incrementally. Award recipient registration in JustGrants will begin in August 2020. The full system will launch on October 15, 2020, at which time all COPS Office, OJP and OVW grant applicants, award recipients and staff will begin using both JustGrants and ASAP.  As of October 15, JustGrants will support all functionalities necessary to move applications though the essential stages of the grants management lifecycle, and will allow 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.

The current systems—GMS, NexGen and GPRS—will begin going offline on September 22, 2020. All users of those systems will have to complete any necessary actions in those systems prior to that date.

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 SAM.gov accounts are current 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.

Maintaining an updated account on SAM.gov will also be critical to your organization’s registration for ASAP and JustGrants. Existing award recipients will be invited to enroll in ASAP starting in July 2020.

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

No. You will not be able to request or receive payments from September 22, 2020, when GPRS goes offline, through October 15, 2020, when ASAP launches. To learn more about how to prepare for this down time, see the How to Get Ready page.

In anticipation of grantee financial needs during the transition period, grantees will be allowed to draw down up to 30 days advance funding between September 15-22, 2020.  To learn more about how to prepare for this down time, see the How to Get Ready page.

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

Current banking information used for GPRS will not be migrated to ASAP.  The ASAP Financial Official designated during your organization’s ASAP Recipient Enrollment process will be responsible for adding/updating ACH banking data directly into ASAP.

Yes. All current award recipients will need to register their organizations and all of their authorized users in JustGrants. JustGrants registration instructions will be sent via e-mail in July and August 2020.

Award recipients will also need to register in ASAP. Current award recipients will be invited to register in ASAP beginning in July 2020.

Award recipients must also ensure that their SAM.gov profiles are up to date, including their organization’s E-Biz POC.

Statutory requirements can result in DOJ offices and programs with varying programmatic reporting requirements.  Awards with performance reporting (formerly called “progress reporting”) periods ending on September 30, 2020, will report in JustGrants.  Details on how quarterly performance reports will be handled for the quarter ending September 30, 2020, will be available in upcoming communications and trainings and shared on the How to Get Ready page.

You can email any questions or concerns regarding the future grants management system to [email protected]. You can also sign up to receive e-mail updates. Please check this website regularly for new content and resources.

This page will be updated as new questions and answers become available.