Important Information on Reporting and Closeout Requirements
Please review this communication to our award recipient community with important information about Federal Financial Reports (FFR) and Progress Reporting deadlines and Closeouts.
The Transition to JustGrants
On 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) launched new grants management and payment management systems.
The Justice Grants System (JustGrants) replaced the Grants Management System (GMS) previously used by OJP and OVW, as well as the NexGen system used by the COPS Office. Additionally, the COPS Office, OJP and OVW transitioned from using the Grants Payment Request System (GPRS) to using the Department of the Treasury’s Automated Standard Application for Payments (ASAP) system.
This 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. It also gives applicants and award recipients 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, and
- assign users to one or many applications and award tasks and activities.
This page provides an overview of key steps to get started using JustGrants. For more detailed information on how to use each specific functionality within JustGrants, please refer to the Training Overview page.
Update Your Account on SAM.gov
JustGrants uses the System for Award Management (SAM) as the primary source of agency information in applying for and managing DOJ grant funding. Organization information in SAM accounts are automatically updated in JustGrants, so it is important that you have a SAM account and your entity information is current in SAM. This automatic process reduces the burden on award recipients to manually update information across multiple systems, and helps DOJ validate information from recipients.
An active SAM account is 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.”
Entity information is publicly available in SAM. 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.
Start Your DOJ Grant Application in Grants.gov
All applications for DOJ awards must be started in Grants.gov. For more information on how to complete this process, which will trigger your entity’s invitation to enroll in JustGrants, please refer to this guide.
Securely Onboard Your Entity Users to JustGrants
DOJ is committed to ensuring that all users interface with a secure and protected system. With that commitment in mind, every organization will have to securely onboard users in JustGrants.
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
For new applicants or grantees, the onboarding process will commence when you initiate an application in Grants.gov. During 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 is currently 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 in SAM. 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.
- Once someone from your entity initiates an application, encourage your entity’s E-Biz POC (also referred to as the JustGrants Entity Administrator) to look for an email from “[email protected]” 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.
- 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.
The Department of Justice (DOJ) provides 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, checklists, and infographics that provide further clarification, definitions and visual representations of unique system processes and information. Training opportunities are available from the Training Overview page.
As of October 15, 2020, all award recipients can accept their award through JustGrants. There is no longer a requirement to print or sign a PDF to accept an award. The entire process of reviewing and accepting an award can now be completed in its entirety by an Authorized Representative in JustGrants. When the Authorized Representative(s) log into their JustGrants account, they will be able view all active awards for their entity.
When the Authorized Representative(s) log into their JustGrants account, they will be able view all active awards for their entity.
A few important points to know:
- Entities will need to have successfully set up their entity’s JustGrants account and enrolled in ASAP in order to accept and manage their award.
- Prior to accepting an award, the Entity Administrator must assign a finance manager and a grants administrator. Review the JustGrants Roles overview for more information.
- COPS Office grantees will have two Authorized Representatives, both of whom are required to accept the award.
- Each Authorized Representative, Application Submitter, and Entity Administrator will receive an email notification to accept their award.
Key Transition and Award Management Activities
There are a number of award management actions that current award recipients need to take related to the October 15 transition. 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.
The Automated Standard Application for Payments (ASAP) system has replaced GPRS, simplifying 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 reduces the time spent waiting for grant funds, as many 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.
For those new to ASAP, webinar trainings take place on a rolling basis.
ASAP training opportunities include the following:
- ASAP.gov: How ASAP.gov Recipients Enroll
- ASAP.gov: How to Make and ASAP.gov Payment Request
- ASAP.gov: New User Training
For more information on how to request funds in ASAP, please reference this user guide. For questions related to the use of the ASAP system, please contact the OCFO Customer Service Center by email at [email protected] or by phone (800) 458-0786.