Create a New Grants Management Master Site

Create a New Grants Management Master Site

The master site serves as the landing page where users can view all grant information in one location. You only need to create one master site. The master site allows you to do the following:

  • Upload documents
  • View overall grant information
  • Create new grant project sites
  • View upcoming events
  • Track grant budgets
  • View open issues
  • And more

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To create the master site:

Step Description
1. Navigate to the top site in the site collection where you want to create the master site. Select Site Actions > New Site.
2. Give the site a Title. The title is the overall name of the collection of grants you’ll be tracking within this master site.
3. You can input a description, but that is optional.
4. Provide a URL name for your site. We recommend you keep the name short and do not use spaces in the name.
Click Create and wait for the site to be created.
5. From the Custom tab, select the Bamboo Grant Master Site template.
6. Choose the permissions for this site and how you want navigation to be handled.
7. Click OK and wait for the site creation to complete.

Highlights of Grants Management

Highlights of Grants Management

GrantsManagement.pngIs your organization the recipient of multiple grants from different funding organizations? Do you have trouble keeping track of how much money is left for each, when it needs to be spent, what reports have been submitted, or when each grant period starts and ends? Grants Management helps organizations like yours easily manage multiple grants, staff assignments, budget information, and events and tasks across grants.

Grants Management Project Tasks List

Grants Management Project Tasks List

How_to_Use_Grants_Management_Project_Site

Create new task items related to your grant directly from the grant project site home.

Tasks are displayed according to whom they are assigned.

Step Action Result
1. Click Add new item.
2. Enter in the task information.

At a minimum, enter information for the following fields:

  • Task
  • Priority
  • Status
  • % Complete
  • Assigned To
  • Estimated Start and End Dates
  • Estimated Cost
  • Due Date
  • Predecessors
  • Successor Tasks
  • Predecessor Tasks
  • Resource

    form1.jpg
    last3.jpg
3. Click Save.

Grants Management Project Calendar

Grants Management Project Calendar

How_to_Use_Grants_Management_Project_Site

The Upcoming Events page under Overall Grant Information rolls up data from the Project Calendar Lists from each grant project site. This provides you with great flexibility to manage events and milestones relating to each grant in its Project site, yet also see a comprehensive roll-up of all grant project information at the Master site level.

To add a new item to the Project Calendar List:

Step Action Result
1. Click Project Calendar List from the Quick Launch menu. sa02-2010-project_calendar1.jpg
2. Click Add new event.
3. Enter in the information for the event.
4. Click Save.

How to Use the Grants Management Project Contacts List

How to Use the Grants Management Project Contacts List

How_to_Use_Grants_Management_Project_Site

Add resources who work on your grant, or add contacts who are important to your grant’s life cycle. Use the following as a guide to determine who is a contact vs. who is a resource within Grants Management.

  • Resources: People in your organization who work on the grant. Resources are assigned to tasks.
  • Contacts: People in other organizations (i.e., grantor organization, sub-grantees) who are involved with the grant. Contacts are not assigned to tasks and therefore do not need access to the Grants Management portal.
Step Action Result
1. Click Add new item.
2.

Fill out the contact’s information. At a minimum, enter in the following information:

  • Resource
  • Role
  • E-mail Address
  • Phone Number
  • Title
  • Rate
  • Start and End Dates
  • Types
  • Grant Project
sa02-2010-project_contacts-resources.jpg
3. Click Save.

How to Use the Grants Management Project Document Library

How to Use the Grants Management Project Document Library

How_to_Use_Grants_Management_Project_Site

Use the Documents link in the Quick Launch to upload and edit documents that are related to your grant, such as Requests for Proposals (RFPs), grant progress reports, financial reports and more. Your project site comes with three libraries ready for you to use. To upload a document, click the desired library from the Quick Launch:

  • Pre-Award
  • Post-Award
  • Close-Out
Step Action Result
1. Click Add document.

sa02-2010-project_documents1.jpg

NOTE: This example is using the pre-built “Pre-Award” document library.

2. Select the desired file(s) from your hard drive or network location.
3. Click OK.

How to Use the Grants Management Project Issue Tracker List

How to Use the Grants Management Project Issue Tracker List

How_to_Use_Grants_Management_Project_Site

The Open Issues page under Overall Grant Information in the Master site rolls up data from the Issue Tracker Lists from each grant Project site. This list is where you create and view open issues related to a grant.

Step Action
1. Click Add new item.
2.

Enter the information for the issue. At a minimum, enter the following information:

  • Title
  • Assigned To
  • Issue Status
  • Priority
  • Related Issues
  • Due Date
  • Status
  • Types
  • Date Reported
  • Date Assigned
  • Area
  • % Complete
  • Resolution Date
  • Resource Assigned
3. Click Save.

Issues are displayed according to whom they are assigned.

How to Use the Grants Management Announcements List

How to Use the Grants Management Announcements List

How_to_Use_Grants_Management_Project_Site

Within the Grants project site, Bamboo uses the List Rotator web part to display announcements related to the development and progress of your grant. See configure the List Rotator web part to understand how to configure this web part on your project site.

Adding a new announcement is conducted in the same manner as you would add announcements in a normal SharePoint site.

Step Action Result
1. Click Add new announcement to create a new announcement sa02-2010-project_announcements.jpg
2. Enter the announcement information in the Body column and an expiration date if needed.
3. Click Save.

Error Log files for Grants Management

Error Log files for Grants Management

ServerAdmin If you encounter any errors in the process of using Grants Management, refer to the error logs located on the SharePoint server in:

<drive>:WindowsTempBambooSolutionsbsc_bamboo_%processid.log

For a listing of the location of the error log files per installed Web Part, refer to the online documentation for each Web Part. See Additional Web Part Documentation for more information.

For more information on the Bamboo Web Parts contained in Grants Management, refer to the online product documentation for that Web Part:

Alert Plus
Calendar Plus
Group Redirect
List Bulk Import
List Rollup
List Rotator
List Simple Search
List Advanced Search
Site Creation Plus

Configuring the Grant Project Site

Configuring the Grant Project Site

Configuring Grants Management

Grant Title and Description

Although the project site contains the normal SharePoint title bar, you can also display the grant’s title and provide more descriptive text about the grant within the web part at the top of the project site. When you create a site, by default it is labeled “Grant Title and Description” but this is easily changed within the web part.

Step Action Result
1. Use the ribbon to edit the page. Edit.jpg
2. Edit Grant Title and Description web part and enter the title and description. ModifyTitleDescription.jpg
3.

Use the ribbon to format the text in the content section, as desired.

As an option, you could link to a text file that already contains text about the project; just enter a URL in the tool pane under Content Link in the web part tool pane.

Modify within the content editor:ModifyDescriptiveText.jpg
OR
Enter a URL to a text file about the project:
TitleDescripText.jpg

Modify the Logo

Follow the same process you conducted to modify the logo on the master site.

Configure List Rotator on Grants Mangement master site

Configure List Rotator on Grants Mangement master site

Configuring Grants Management

After creating a new Grants Management master site, there are a few things you will want to configure before you open up the site to your users. The first is the List Rotator web part that sits at the top of your master site.

No. Setting Description
RotatorConfiguration.jpg
SharePoint 2010 web part
1. Select a Language Read detailed information here about setting up the language for your environment.
2. Select List Select from the selection list provided. All available lists are displayed. We default to the announcements list.
3. Select View Select the view from the selection list provided. All available views for the selected list are displayed. The data displayed will be based on this view. The web part defaults to the Expired view within the announcements list; but you can change it!
4. Select Style

Select the style from the selection list provided. All available styles for the selected list are displayed. Default style leaves the HTML and CSS for the Web Part as is.

Custom style automatically uses the custom source HTML and CSS styles included with the Web Part and available for your modification. This allows you to display images and image column data based on the selected list and list view. See Styling the Web Part for more information.

5. Rotate Style Select the display effect from Scroll, Smooth Scroll, Random* or Slideshow.
6. *Effect The Effect choices are disabled unless you pick Random in the Rotate Style above. The choices are GradientWipe, Pixelate and Dissolve.
7. Direction Select the scroll direction from Left, Right, Up or Down.
8. Select Speed
  • Default: The default speed is Medium but you can change it to Fast or Slow speed for the rotating effect.
  • Delay Effect: If the default speed selection Fast, Medium, or Slow still does not fit your need you can enter the delay effect here to further control the rotating speed. The higher the number is the slower the rotating speed.
9. Rotating Item Order This option is displayed only when you choose Scroll rotating style. By default, list rotator will rotate the items in the list by the order specified in the selected view. Choose “Random” option to start rotating the items randomly.
10. Number of Items to Display You can specify the number of items to display per rotation.

Complementary Products for Grants Management

Complementary Products for Grants Management

sharepointsolutions.pngYou will find many of our products complement each other quite nicely saving you the time and trouble to write custom code. With Bamboo at the heart of your SharePoint investment, you gain access to a huge catalog of enhancements, components, and accessories that add the critical functionality your business requires.

The same components can be easily used in future applications and they all come from a single, trusted vendor, ensuring an easy purchase process and support you can count on. That’s the Bamboo Way!


About the Master Site

About the Master Site

Grants Management includes two site templates, one for the master site and one for the grant project site, and several Bamboo Web Parts.

Master Site

When users log in to the grant management portal, they land on the master site page (Figure 1). The Main Home page includes links to the various grant project areas. It also includes some management-level information that summarizes information across all active grants. Specifically, the information displayed includes:

  • Master List of Grants: The Master List of Grants is a list of all the grants for the organization. The grant value and period of performance are shown, and the value is summed for each category. Potential categories include: Proposal Under Development, Proposal Submitted, Proposal Denied, Grant Awarded, Grant Closed, and Grant Canceled: If desired, the Master List can be filtered to hide the denied, closed and canceled grants by default.

The information in the list can be sorted on any displayed column by clicking the column heading. Clicking the same heading a second time reverses the sort order.

sa02-2010-master_home.jpg

  • Documents. There is one document library on the master site. It is intended to store documents, forms and/or templates that are used by your team. The Shared Documents library will serve as a central repository, ensuring that your team is always using the latest version of available documents.
  • Overall Budget. View budget information for all grants, including payments vs. expenses, amounts and transaction dates for each grant project as well as the balance of the total number of budgets per project. Grant projects are grouped by payments and expenses where you can also see a total for each grouping under that project.

sa02-2010-budgetsrollup.jpg

  • Open Issues. View all the open issues across all grant projects by clicking the Open Issues link in the Overall Grant Information menu on the left banner. The Open Issues Rollup (Figure 2) displays a list of all the open issues across all active grants. The information in the list can be sorted by any of the displayed columns by clicking the column heading. Clicking a heading a second time reverses the sort order.