ASAP user roles

Office of Justice Programs (OJP) sends an Award Notification by email through JustGrants to the individuals listed in the application as E-Business Point of Contact (E-Biz POC) and Authorized Organization Representatives (AOR). The email notification includes detailed instructions on how to access and view the award documents and steps to take in JustGrants to start the award acceptance process. Notification timing:

• Successful applicants: no later than Sept. 30 of the calendar year
• Unsuccessful applicants: rejection letters are generally issued by Dec. 30 of the calendar year

Entities must complete Automated Standard Application for Payments (ASAP) Account Enrollment in order to manage their award. The enrollment process starts when the POC receives the enrollment invitation in the form of two emails with credentials to login to ISIM. After changing the password, completing security questions, and accepting the ASAP terms, the POC logs in to ASAP.gov with their new password and assigns all user roles. The POC can fill all of the roles, assign multiple roles to one person, or assign each role to a different person. The Head of Organization (HOO) approves the user roles. The Financial Official (FO) enters banking data for receiving payments. The Authorizing Official (AO) adds the entity short name and Payment Requestor information. Once the banking validation occurs, the federal agency creates the account, authorizes funding, and sends notification that the account has been created.

The Authorized Organization Representatives (AOR) are the people who submit applications for the organization. The E-Business Point of Contact (E-Biz POC), the person registering with SAM, assigns the AOR. In Grants.gov there are two AOR core roles: Standard and Expanded.

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.

Initial Point of Contact is one of the user roles in Automated Standard Application for Payments (ASAP).  This role is added by the federal agency and can self-designate all roles and create additional users.

Head of Organization (HOO) is one of the user roles in Automated Standard Application for Payments (ASAP).  The HOO approves changes to users and their roles.

The Authorizing Official (AO) is one of the user roles in Automated Standard Application for Payments (ASAP). The AO adds Payment Requestors and Inquirer Only users.

User roles in Automated Standard Application for Payments (ASAP):

• Initial Point of Contact
• Point of Contact (POC)
• Head of Organization (HOO)
• Financial Official (FO)
• Authorizing Official (AO)
• Payment Requester
• Inquirer Only

All roles require assignment during the enrollment process.

Electronic Business Point of Contact (E-Biz POC) is the user who is currently designated in SAM.gov as responsible for federal grant-related activities. The E-Biz POC assigns the entity's Authorized Organization Representatives (AOR).

Roles determine the access a user is granted in a system.

JustGrants

• For an overview of the six foundational roles in JustGrants, view term Entity User Roles.
• In JustGrants, users may be granted multiple entity user roles depending on the tasks they perform.

ASAP

• For an overview of user roles in ASAP, view term ASAP User Roles.
• In ASAP, the POC can fill all of the roles, assign multiple roles to one person, or assign each role to a different person.

Grants.gov

• For an overview of user roles in Grants.gov, view term Grants.gov Applicant Management Roles.

For a list of user role terms for JustGrants, ASAP, and Grants.gov enter search criteria title: Role.