Grant management 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.

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.

There are six foundational roles created to ensure JustGrants Entity Users have the authority and ability to carry out specific requirements and tasks:

• Entity Administrator
• Application Submitter
• Authorized Representative
• Grant Award Administrator
• Alternate Grant Award Administrator
• Financial Manager

The JustGrants Entity User Roles Matrix illustrates the scope of the six foundational roles to help determine who should be JustGrants users in your Entity and which roles those users should possess.

Entity is the JustGrants terminology for DOJ award recipient organizations. Entities have several identifiers: Legal name, “Doing Business As” (DBA) name, and one or more numeric or alpha-numeric identifiers.

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).

Unique Entity Identifier (UEI) is the primary means of identifying entities registered for federal awards government-wide in the System for Award Management (SAM). The UEI is a unique 12-character alpha-numeric value assigned to all entities (public and private companies, individuals, institutions, or organizations) who register to do business with the federal government.