Glossary of Terms

Inquirer Only is one of the user roles in Automated Standard Application for Payments (ASAP). An Inquirer Only can only run reports and cannot hold any other roles.

JustGrants (the Justice Grants System) is the grants management system developed by the U.S. Department of Justice (DOJ) that launched October 2020 to replace legacy systems. Learn more About JustGrants.

The menu options, notification icon, help icon, and logout icon that appear for all users when navigating in JustGrants.

Grant Monitoring involves activities to verify project progress and ensure funds are being used for the purposes of the award. It includes activities such as telephone communications, annual desk review, and in-depth monitoring.

Multifactor authentication (MFA) is required every time you log into JustGrants. MFA adds an extra layer of protection to the sign-in process by requiring users to provide additional identity verification. MFA options for Digital Identity and Access Management Directory (DIAMD) include:

• Okta Verify (authenticator app)
• Security Key or Biometric Authenticator
• Google Authenticator (Android app)
• SMS Authentication (text message)
• Voice Call Authentication

Office of Community Oriented Policing Services (COPS Office) is one of the DOJ's grant making components. The COPS Office is responsible for advancing the practice of community policing by the nation's state, local, territorial, and tribal law enforcement agencies.

The Office of Justice Programs (OJP) is one of the DOJ's grant making components. OJP's program offices support state and local crime-fighting efforts, fund thousands of victim service programs, help communities manage sex offenders, address the needs of youth in the system and children in danger, and provide vital research and data.

The Office on Violence Against Women (OVW) is one of the DOJ's grant making components.  OVW provides federal leadership in developing the national capacity to reduce violence against women and administer justice for and strengthen services to victims of domestic violence, dating violence, sexual assault, and stalking.

Within the Office of Justice Programs (OJP), there are several Program Offices: 

• Bureau of Justice Assistance (BJA)
• Bureau of Justice Statistics (BJS)
• National Institute of Justice (NIJ)
• Office of Juvenile Justice and Delinquency Prevention (OJJDP)
• Office for Victims of Crime (OVC)
• Office of Sex Offender Sentencing, Monitoring, Apprehending, Registering, and Tracking (SMART)

An Originating Agency Identifier (ORI) number was previously required for COPS Office Grantees and awards. This number is assigned by the FBI and was the agency's unique identifier. The number is included as a reference for COPS Office awards made in FY 2020 and prior years. Currently, the entity's UEI serves as the unique identifier for COPS Office awards.

Payment Requester is one of the user roles in Automated Standard Application for Payments (ASAP).  The Payment Requester initiates payment requests.

Performance Reports are completed and submitted by the entity Grant Award Administrator who is notified when performance reports are ready for submission. Reporting frequency is based on solicitation requirements. Attachments can be uploaded with performance reports as needed. Reports can be opened, edited, and submitted from the JustGrants Home page or from within a funded award. Delinquent reports can result in a hold on funds. Final Performance Reports are submitted as a Closeout requirement.

Point of Contact (POC) is one of the user roles in Automated Standard Application for Payments (ASAP).  The POC adds users or modifies their roles. A recipient entity can have only one POC in ASAP. The POC can fill all of the roles, assign multiple roles to one person, or assign each role to a different person.

Post-Award process:

• JustGrants Entity Administrator must assign a financial manager, a grant award administrator and an authorized representative for each award
• Accept the award within 45 calendar days from the award date
• Review any award conditions listed, and any other standards, terms, and conditions, including the DOJ Financial Guide and how to achieve compliance with these requirements

A Programmatic Costs GAM is a sub-type of Programmatic GAM. Within Programmatic Costs, the Grant Award Administrator or the Alternate Grant Award Administrator can submit multiple GAMs for programmatic costs but can only have one GAM per cost type in progress at the same time. They can also submit multiple costs in the same GAM.

A Programmatic GAM is used to update changes in project scope or to gain prior approval for changes with programmatic costs and activities as determined by the DOJ Financial Guide. Programmatic GAMs have two sub-types:

• Programmatic Costs GAM
• Scope Change GAM

A Project Period Extension GAM is used to extend the length of the funded award. The most direct way to do this is to change the End Date. JustGrants will make the end date the last day of the last month of the extension and auto-calculate the end date for No Cost Extension GAMs.

A Recipient, also referred to as a grantee, is the entity awarded funding to carry out a project or program.

The Recipient Organization ID (ROID) is the ASAP unique identifier for an Entity. 

The following case number prefixes are used in JustGrants:

• A-   Application
• AA-  ASAP Authorization
• ADPR-  Annual Programmatic Desk Review
• AW-  Award Package
• FA-  Funding Approval
• FAW-  Funded Award 
• FAWS-  Funded Supplemental Award
• FFR-  Federal Financial Report
• GAM-  Grant Award Modification
• M-  Monitoring
• PR-  Performance Report
• SI-  Solicitation Initiation
• ST-  Solicitation Template
• UO-  UFMS Obligation