How to Migrate to Advanced Grant Manager

This article will give you the details on what information you will need when you turn on the Advanced Grant Manager (AGM) and have existing grants.

For VOCA, and most other grants, the funding is not automatically continued from year to year.  Your agency has to apply for and be approved to receive funding each new grant cycle.  Many agencies work on a single year grant cycle, but some do work on multi-year grant cycles (2, 3, or more years).  

The Advanced Grant Manager Configuration will organize your historical data into the proper grant cycles based on the dates the services were provided.

You will need to follow the steps for the Advanced Grant Manager Configuration for each grant back to the very first service provided for each grant.  See the images below for more information.  The Advanced Grant Manager Configuration will walk you through each step for each grant.

Your current Grant Cycle begin date is determined by the Fiscal Year Start date found in Grant Settings managed by an account administrator.  

 

Gather Past Grant Information

You will need the beginning and ending dates for each previous grant cycle.  For instance, if you have been using VOCA since 2015, gather the Begin Dates and End Dates for each year. Optional information is the grant number given to you by the grant approving authority or other reference your agency wants to use to identify the grant.

Single Year Grants

Below is a sample of what the migration process would recommend for a single year cycle.

Multi Year Grants (2 years)

Below is a sample of what the migration process would recommend for a two-year cycle.

 

When you begin configuring your historical data into the previous grant year/cycles for each grant the system will stop at the first service entered for that grant.  It will then prompt you to choose the next beginning and ending dates for the next grant, if any, in your list until all grants have been configured for the previous grant years.

The first step of configuring the Advanced Grant Manager.

The image below shows, in this example, the number of inactive and active grants that will need to be configured.

Step two of configuring the Advanced Grant Manager.

The image below shows the beginning of configuring the first grant in the list.  At the top of the image you will see the name of the grant (in this example it is VOCA) and below that you will see the date of the earliest service applied under that grant (in this example it is Jun 10, 2019). 

Step three of configuring the Advanced Grant Manager.

The image below shows two of the grant cycles being configured for the first grant.  Notice the beginning and ending dates of each grant cycle. 

Step three of configuring the Advanced Grant Manager - part b.

The grant cycles for this grant will be added one by one in the next steps working backwards to the date of the first service applied under that grant.

The grant named VOCA is showing a start date of 10/01/2020 but no end date.   You will have the opportunity to add the ending date of the cycle before you are finished configuring the Advanced Grant Manager.

VOCA 2020 has no start date but has an end date of 09/30/2020.  The beginning date of this grant cycle will be 10/01/2019 (for a 1-year grant cycle) once the grant cycle that came before it is defined. 

The image below shows the addition of the prior grant cycle and the change of the beginning date of the VOCA 2020 grant from No Start Date to the correct date (for a 1-year cycle) of 10/01/2019.

Step three of configuring the Advanced Grant Manager - part c.

Because the first service applied in the software under that grant was June of 2019, the configuration of this grant is completed.

The image below shows once the grant cycles are completed configured and defined, you will be able to set the ending date for the first grant cycle in the list.

Step 3 of configuring the Advanced Grant Manager - part d.

You will notice that the grant can be enabled.  If it is a grant that is no longer active it can be disabled.  You can also edit this grant/grant cycle information including entering the ending date of this grant cycle.  In our example above it is a 1-year grant cycle and the ending date is set to 09/30/2021.  You can rename the grant for this grant cycle to include the year of the grant cycle.  In our example above the grant name could be edited to VOCA 2021.

The image below shows the next grant (VAWA) in the list starting to be configured just like the first grant was.

Step three of configuring the Advanced Grant Manager - part e.

The image below shows the final step in configuring your grants into the proper grant cycles.

Step four of configuring the Advanced Grant Manager.

Once you have completed the steps above for all the grants listed on your account you will be instructed to review the configurations and make sure they are correct.  When you are satisfied that they are correct you will click on the blue 'Confirm and Finish' button.

In the image below you will see the review of the grant cycles for the VOCA grant.  You will notice the two bottom grant cycles listed are gray and say '(inactive)'.  This is because the dates of those grant cycles are in the past and cannot be used for current services provided.  The services applied under those grant cycles will still be available to view in the clients' screens and for reporting but new services will not be able to be applied under them.

Step four of configuring the Advanced Grant Manager - part b.

Congratulations!  You have just finished the configuration for your Advanced Grant Manager.  Now you can add any additional grants that you need to in the Admin screen; Add/Edit Grants tab.