Reference Guide for Applicants

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1 Grants Ontario System Reference Guide for Applicants Please inform us if you need a different format or other accommodation to access this information. Version Date: July 2017

2 Table of Contents Introduction... 1 Overview...1 Assumptions...1 Getting More Information or Assistance...1 Understanding the Basics... 2 Logging In to Grants Ontario...2 Logging Out...4 Working with your Home Page...5 Identifying Links...6 Sorting Lists...6 Searching for a Record...6 Managing Your Account... 7 Introduction...7 Accessing Your Organization Profile...7 Updating Your Organization Profile and Contacts...8 Working with Organization Attachments...9 Introduction... 9 Adding an Attachment... 9 Deleting an Organization Attachment...10 Viewing / Updating Registered Users in Your Organization...10 Managing Your User Profile...11 Understanding Application Statuses Working with New / Draft Applications Introduction...13 Starting a New Application...13 Before You Begin...13 Process...13 Step 1: Review the Program Information...15 Step 2: Complete the Application Form...16 Opening a Draft Application...17 Working with the Application Form...17 Understanding Application Sections...17 Moving Around the Application...17 Understanding Fields...18 Entering Information...18 Adding/Deleting a Row in a Table...19 Tips for Entering Specific Application Information...19 Submitting your Completed Application...22 Step 3: Attach Supporting Documents...25 Introduction...25 Process...25 Step 4: Confirm Submission...26 Working with Submitted Applications Grants Ontario System - Reference Guide for Applicants i

3 Viewing Your Submitted Application...27 Making Changes to a Submitted Application...27 Working with Application Attachments Introduction...28 Adding an Attachment to an Application...28 Deleting an Attachment from a Draft Application...29 Working with Assistance Requests What is an Assistance Request?...30 Sending an Assistance Request Related to an Application...30 Working with a General Assistance Request...31 Introduction...31 Creating a General Assistance Request...31 Viewing an Assistance Request...32 Updating an Assistance Request...33 Adding an Attachment to an Assistance Request...34 Viewing the Status of an Assistance Request...34 Viewing Replies to an Assistance Request...35 Submitting an Interim or Final Report Introduction...36 Understanding Report Statuses...36 Get Your Supporting Documents Ready...36 Working on Your Report...37 Step 1: Opening your Interim / Final Report Form...37 Step 2: Review the Program Information Step 3: Enter the Report Information...39 Step 4: Attach Items to Your Report...47 Step 5: Upload and Submit the Completed Report...49 Appendix A: Checking Your Software Introduction Check # 1: Verify the Version of your Internet Browser...51 Windows Internet Explorer...51 Firefox...52 Check #2: Verify your Version of Adobe Acrobat / Reader...52 Appendix B: Disabling your Pop-up Blocker Introduction Internet Explorer...53 Firefox...53 Chrome...54 Safari...55 Microsoft Edge...55 Grants Ontario System - Reference Guide for Applicants ii

4 Introduction Introduction Overview Grant applications are submitted online through a secure system via the Internet. Applicants can perform several functions in Grants Ontario including: Updating account and profile information. Sending an assistance request to the Ministry. Once an application is made, applicants can also perform the following tasks: Check the status of an application. Send updates. Submit required reports. Attach documents. Check the status of payments. This document provides step-by-step instructions for applicants to use the Grants Ontario System only; no instructions for using the TPCR system are included in this guide. Assumptions It is assumed that you have registered in the Transfer Payment Common Registration System (TPCR). If you have not registered, see the How to Create a New Registration User Manual found on the portal. You will not be able to access the Grants Ontario System without being registered in TPCR. Getting More Information or Assistance For more information about a grant program or completing your application, contact your grant program representative. For all other questions related to Grants Ontario please contact Grants Ontario Customer Service: Phone: or Grants Ontario System - Reference Guide for Applicants 1

5 Understanding the Basics Understanding the Basics Logging In to Grants Ontario The Grants Ontario System is an Internet-based application that is accessed via the Transfer Payment Common Registration system (TPCR). If you have not registered in the Transfer Payment Common Registration System, do not continue. See the How to Create a New Registration User Manual found on the portal. 1. Open Chrome or another browser. 2. In the address area type: The Sign in window appears. 3. Type your ONe-key ID and Password. 4. Click. The My Services window appears. 5. Click the link. If you do not see the link, you have not registered for Grants Ontario. Contact Grants Ontario Customer Service. The TPCR Main Menu appears. Grants Ontario System - Reference Guide for Applicants 2

6 Understanding the Basics 6. Click Grants Ontario. The Grants Ontario window appears. 7. Click the name of your organization listed under the My Organization(s) Registered with Grants Ontario Access heading. Your Grants Ontario home page appears. Grants Ontario System - Reference Guide for Applicants 3

7 Understanding the Basics (Your window will not look exactly as shown) Logging Out 1. Click found at the top right of the window. The Confirm Logout message appears. 2. Click. Grants Ontario System - Reference Guide for Applicants 4

8 Understanding the Basics Working with your Home Page The home link, also known as your home page, is the first window to appear after you log in to the Grants Ontario System. From your home page you can use the quick navigation links or tabs to: Apply for a grant and check the status of your application; Check the status of all grants from your organization; Review interim and final reports your organization must submit; Check the status of payments; Submit and check the status of an assistance request; and View your organization s profile. The top right corner provides links to: Managing your account; Help; and Logging out. Your recent applications, outstanding reports and recent assistance requests appear at the bottom of the home page. The above-noted functions are described later in this document. Grants Ontario System - Reference Guide for Applicants 5

9 Understanding the Basics Identifying Links Blue underlined text indicates a link. When the mouse is positioned over a link the pointer changes from an arrow to a white hand. Sorting Lists Some lists are sortable. (Tip: Not sortable or sortable appears in a popup when you hover your mouse on a column heading.) Click the column heading to sort by that field. A blue arrow appears indicating the current sort order.. Searching for a Record Some lists can be lengthy. You can search for a record by performing a query. 1. Click. The query area appears. 2. Enter the search criteria in the applicable field. The search fields are case-sensitive. The system looks for exactly what is entered. For example entering Tour will only find records with the word Tour and not Tourism. Add a * wildcard to look for embedded information. Examples: - Tour* will find records matching Tour and Tourism. - *ate will find Celebrate - *Experience* will find Summer Experience Program 3. Click. The results appear in a list. To clear a query and display the entire list: click. then click Grants Ontario System - Reference Guide for Applicants 6

10 Managing Your Account Managing Your Account Introduction The system uses the information that you provided during the Transfer Payment Common Registration process to populate your organization data. This means that you do not have to enter the information every time you apply for a grant. My Account information is divided into three sections: 1) Organization Profile - Information about your organization including attachments that relate to your organization; 2) User List - A list of everyone associated with your organization who are registered in Grants Ontario, and 3) User Profile - Information about you. Accessing Your Organization Profile 1. Click the link or click. The My Account window opens. 2. Click. A window appears showing the current information on file about your organization. Grants Ontario System - Reference Guide for Applicants 7

11 Managing Your Account Updating Your Organization Profile and Contacts The information in the Organization Profile window is pulled from the information you provided in the Transfer Payment Common Registration system. The only organization fields that can be changed in Grants Ontario are: the Date of Last/Next AGM and Insurance Expiry date. For all other changes, please contact Grants Ontario Customer Service at or or Updates made in the Transfer Payment Common Registration System will not be reflected in Grants Ontario. See the Transfer Payment Common Registration user manual for details. Grants Ontario System - Reference Guide for Applicants 8

12 Managing Your Account Working with Organization Attachments Introduction The attachments area of the Organization Profile window is for documents that relate to your organization as a whole, such as Proof of Status (Letters Patent or Letters of Incorporation documents). These documents can be viewed by ministry staff. You can upload or delete attachments that relate to your organization. Please do not add documents in this section that relate to a specific application. The recommended file size limit is 5MB. The system supports the following file types: PDF (.pdf) Word (.doc,.docx,.rtf) Text (.txt) Excel (.xls,.xlsx) PowerPoint (.ppt,.pptx) Images (.jpeg,.jpg) Outlook Message (.msg) Adding an Attachment 1. Open your Organization Profile window then scroll down to the Attachments table. 2. Click. The Choose File to Upload window appears. 3. Select the file then click. The attachment name and information appears in the attachments table. 4. Select the attachment type from the dropdown menu. Grants Ontario System - Reference Guide for Applicants 9

13 Managing Your Account Deleting an Organization Attachment 1. Open the Organization Profile and scroll down to the Attachments table. 2. Select the attachment to be deleted. 3. Click. A confirmation message appears. 4. Click. Viewing / Updating Registered Users in Your Organization You can see everyone who is registered in Grants Ontario under your organization. Everyone listed has full access to all the draft and submitted applications. To change / delete user information send an Assistance Request to Grants Ontario Customer Service. See page 31 for details. 1. Click or click. The My Account window opens. Grants Ontario System - Reference Guide for Applicants 10

14 Managing Your Account 2. Click. A window appears showing all Grants Ontario System users in your organization. There are two sections in this window: (1) Organization Users and (2) System users. Managing Your User Profile 1. Click or click. The My Account window opens. 2. Click. The User Profile window appears. 3. Make the changes then click. Fields marked with a red asterisk* are mandatory. Fields in grey are not editable. To update the read-only information, please send an Assistance Request (see page 31) requesting the change be made. Grants Ontario System - Reference Guide for Applicants 11

15 Understanding Application Statuses Understanding Application Statuses Your application will go through an application cycle with various statuses. The status appears in various windows including the my organization s applications list. Following is a list of application statuses: Draft = The application has been started but not submitted to the Ministry. Ministry staff cannot see your draft application. Submitted = The application has been submitted and received. Active = Your application has been approved. Closed = The final payment has been made and all reports have been received. The application can also indicate a closed" status if the application is not approved. No additional documents can be attached when the status is closed. Grants Ontario System - Reference Guide for Applicants 12

16 Working with New / Draft Applications Working with New / Draft Applications Introduction In order to apply for a grant, you need to complete and submit an application from within the Grants Ontario System. Once you select the specific grant you are applying for, the system automatically displays the correct application form for you to complete and submit. Your application is a separate PDF file that you can work on without having to log in to Grants Ontario. You are responsible for saving your application as you work on it. You can share the file with others in your organization by or moving the file to a USB stick. When you are ready to submit your application, you will have to log in to Grants Ontario and upload your application. Starting a New Application Before You Begin Your application is an Adobe PDF file. Check your Adobe Reader version to ensure that the computer you are using can support the application form template. The conditions are: Make sure you are running any version of Adobe Acrobat Reader. If you do not have Adobe Reader installed, you can find it at Make sure you have disabled your browser s pop-up blocker. See page 53 for instructions. If you or someone else in your organization has already started an application for this grant, do not create another one. Process 1. Click or click. The Apply for Grant window appears. Grants Ontario System - Reference Guide for Applicants 13

17 Working with New / Draft Applications 2. Click the New Application link found to the left of the grant you would like to apply for. Grants are sorted alphabetically by grant name. To see the next/previous page of options click the arrows. 3. The system checks to see if you already have a draft application started for that grant. If you do have a draft application, the following message appears. Usually, in this case you would click then open the draft you have already started. (To open an existing draft application, see page 17.) However, if the grant program allows multiple applications (for example, for different events or projects) you can technically have two applications for the same grant. In this case you would click. If you have any questions do not continue; please contact Grants Ontario Customer Service. If you clicked in the previous step, the New Application window appears. An application number is automatically generated and appears in the Application Details area. Grants Ontario System - Reference Guide for Applicants 14

18 Working with New / Draft Applications If you do not already have an application, an application number is automatically generated and appears in the Application Details area. 4. Once you access the screen, you will follow four steps as outlined at the top left corner of the window. (1) Review Program Information (2) Complete Application Form (3) Attach Supporting Documents (4) Confirm Submission Step 1: Review the Program Information 1. Review the program documentation. You can open the document by clicking the blue underlined link. 2. Review the attachment requirements. You will be attaching the documents after you complete the application form. 3. Click 2. Complete Application Form or click. Grants Ontario System - Reference Guide for Applicants 15

19 Working with New / Draft Applications Step 2: Complete the Application Form 1. If you are not on the Step 2 Complete Application Form window, click the 2. Complete Application Form link. 2. Click. A message appears. Note that if you or someone in your organization has already downloaded an application for this grant program, only one copy of the application can be submitted. While you may wish to have multiple versions of an application it is your responsibility to enforce version control and ensure that the correct application is submitted to Grants Ontario. In addition, once an application is uploaded (submitted to Grants Ontario), no further uploads or changes can be made. 3. Click the dropdown arrow next to the Save button. 4. Select Save As. The Save As window appears. 5. Select the folder where you want to save the file. 6. By default, the application number is entered as the file name. You can change the file name if you d like (use the same file extension). Make note of the folder and file name to help you find it later. 7. Click. A download complete message appears. 8. Close the message or click to start working on your application. From this point on, you will be working outside of Grants Ontario in a separate PDF application form. Grants Ontario System - Reference Guide for Applicants 16

20 Working with New / Draft Applications Opening a Draft Application 1. Open your file manager such as Windows Explorer and find the application you saved on your computer. 2. Double-click on the application file name. The PDF application form opens. Working with the Application Form Understanding Application Sections (Partial application sample. Your application may not look exactly as shown.) The application is divided into sections; each section has a unique letter. Depending on the grant program you are applying for, you may not have all the sections. In the above example, there is no section G1, H1, etc. You can complete the sections in any order, however the system will not let you submit an application if mandatory information is missing. Moving Around the Application Use the horizontal and vertical scroll bars to scroll up/down/left/right. Use the mouse to move to the next field or press the [TAB] key. Press [SHIFT+TAB] to move to the previous field. To go directly to a section, click the applicable section link. Grants Ontario System - Reference Guide for Applicants 17

21 Working with New / Draft Applications Click to see the entire application, then you can scroll down to see all the sections. Understanding Fields The application is an Adobe PDF form that has been designed with blanks and links. Here is what fields look like normally: Information in a greyed field cannot be changed. Mandatory fields appear with an asterisk *. The field must be completed before the application can be submitted. If you do not know how to complete the field you can skip over it and return to it later. If the field is not applicable, type NA (not N/A); for a numeric field enter 0; for a date enter today s date. You can make the mandatory fields stand out by clicking. Entering Information Important note: Be sure to save your application as you work on it. Click to save your work. Do not type information in ALL CAPS. Some fields contain a small down arrow.. Click the arrow to open a list of values that you can select from. Dates are selected from the dropdown arrow. If you decide to type in the date, be sure to have two characters for the month and day. Example: April 1 st, 2018 should be entered as 04/01/2018 You can copy and paste text from an existing document. Grants Ontario System - Reference Guide for Applicants 18

22 Working with New / Draft Applications Adding/Deleting a Row in a Table Usually only one row is presented in a table. You can add or delete rows as required. Tips for Entering Specific Application Information Complete all sections of the form based on the program guidelines. Only some sections are visible depending on the grant. Following are tips when working in the sections and the maximum number of characters (including spaces and punctuation) you can enter in each field. Introduction Read the instructions A Organization Information No changes can be made in this section. AGM date can be edited in the My Account window in Grants Ontario. For additional changes please contact Grants Ontario Customer Service. B Organization Address Information To make changes to this section, please contact Grants Ontario Customer Service. C Organization Contact Information Organization contact information can be edited. If you select a name as someone with Signing Authority, they will be required to e-sign the application. First name - 50 characters Last name - 50 Title- 50 Phone numbers address D Organization Capacity 2,000 characters for each text field E Grant Payment Information Payment Address Payment Organization o 200 characters Grants Ontario System - Reference Guide for Applicants 19

23 Working with New / Draft Applications o Select where you would like the cheque sent to. If your address is not in the list or is incorrect, select OTHER then enter the correct information in the section below. Payment Organization Name Street Address City Province (cannot be changed) Postal code - 8 payment contact Salutation n/a First name - 50 characters Last name - 50 Title - 50 Phone numbers address -100 Method of Payment - Select if you prefer cheque or Electronic Funds Transfer. Process for setting up Electronic Funds Transfer Even if you have previously had EFT with the government of Ontario, please complete the EFT form as indicated below. 1. Complete the Application for Electronic Funds Transfer (Direct Deposit) and Remittance Advice Notification for Suppliers form. (# ). Here is how to access the English form. (Ctrl-click on the link) Here is how to access the French form: (Ctrl-click on the link) 2. Mail the original documents to the address that appears in the Instructions area of the form. F Application Contact Information First Name - 50 characters Last Name - 50 Title - 50 phone / Fax numbers Address G1 Project Information Project start and end dates cannot be the same. Project name characters Dates - 8 Target Sector Project Scope Host Municipality/First Nation Community -255 Project priority Project summary Project description Grants Ontario System - Reference Guide for Applicants 20

24 Working with New / Draft Applications Project objectives Rationale/need Project beneficiaries Risk assessment Project outcomes Evaluation plan/criteria G2 Additional Questions 5000 characters G3 Project Work Plan Key milestones characters Activities Dates - 8 Responsibilities Performance indicator G4 Festival or Event Location H Project Financial Information This table appears five times to allow for a 5-year projection H3 Tuition and Other Fees All fields 250 characters I Performance Measures Metric - 50 characters Description Goal- 8 Comments 4900 J Partnership / Stakeholders Info Name characters Type Role/address Description K LOI - Letter Of Intent Information Project name characters Dates - 8 Host community Project summary L Transfer Payment Agreement Project name 255 characters Dates - 8 Project summary N Program Estimates (SEP or LTU) Notes 100 characters Position title Location of position Summer experience opportunity summary Grants Ontario System - Reference Guide for Applicants 21

25 Working with New / Draft Applications Summer experience opportunity description 5000 Y Terms and Conditions Z Declaration /Signing Submitting your Completed Application 1. Ensure you have completed all the mandatory fields. Click (found at the top of the application window.) The following message appears if the application passes validation. 2. Click. 3. Read through and edit your application. Once you submit your application you will not be able to make any changes. 4. Save your file by clicking. 5. Make note of your application number. 6. Close the application window. 7. Log in to Grants Ontario. 8. Scroll down to the recent applications section - or - click - or - click. 9. Click on the application number to be submitted. The Application Details window appears. 10. Click 2. Complete Application Form Grants Ontario System - Reference Guide for Applicants 22

26 Working with New / Draft Applications 11. Click.The window expands. 12. Click the File Name picklist button. The Add Attachment window appears. 13. Click. 14. Select the file name then click. 15. Click. The system verifies that all mandatory fields have been completed. If there is an error an error message appears. Go back into the original PDF application file and complete the mandatory fields. Remember to click. If there are no errors: You will automatically be sent to Step 3 of the application process. The application is added to the Application Attachments table. Grants Ontario System - Reference Guide for Applicants 23

27 Working with New / Draft Applications Grants Ontario System - Reference Guide for Applicants 24

28 Working with New / Draft Applications Step 3: Attach Supporting Documents Introduction Step 3 is when you attach all required documents to support your application. There are two areas that display an attachment list: (1) Application Attachments and (2) Organization Attachments. Be sure you are working in the correct area. The recommended file size limit is 5MB. The system supports the following file types: PDF (.pdf) Word (.doc,.docx,.rtf) Text (.txt) Excel (.xls,.xlsx) PowerPoint (.ppt,.pptx) Images (.jpeg,.jpg) Outlook Message (.msg) Process 1. Click 3. Attach Supporting Documents. 2. Click in the Application Attachments section. The Choose File to Upload window appears. 3. Select the attachment then click. The attachment appears in the list. 4. Select the attachment type. Grants Ontario System - Reference Guide for Applicants 25

29 Working with New / Draft Applications 4.1. Click the Attachment Type picklist button. The Attachment Types window appears Select the attachment type then click. The Attachment Type appears. 5. To add another document repeat steps 2 to Click. The Step 4 Confirm Submission window appears. Step 4: Confirm Submission 1. If you are not on the Step 4 Confirm Submission window click 4. Confirm Submission. 2. Read the information on the screen. 3. If there is an error or you want to double-check your application click. If your submission is ready, click. The following message appears. Notice the Application Status is now Submitted. Grants Ontario System - Reference Guide for Applicants 26

30 Working with Submitted Applications Working with Submitted Applications Viewing Your Submitted Application 1. Click the Applications tab or from the home page click Applications table appears.. The My Organizations 2. Find the application in the My Organization s Applications list. 3. Click the blue Application # link. The Application window appears. The actual PDF application form appears in the Attachments area. 4. Click the blue attachment File Name link. A message appears at the bottom of the window. 5. Click. A PDF copy of the application appears. Making Changes to a Submitted Application No changes are allowed to a submitted application. However, you can attach files/documents if required. See page 25. Grants Ontario System - Reference Guide for Applicants 27

31 Working with Application Attachments Working with Application Attachments Introduction Reminder: Attachments can be added to: o Your organization profile; (see page 9) o An assistance request; (see page 34); and o An application (see below). An application attachment can be added before or after the application is submitted. Adding an Attachment to an Application 1. Click or click. My Organization s Applications window appears. 2. Select the blue Application # link you want to add the attachment to. The following window appears. 3. From the Attachments area, click. The Choose File to Upload window appears. 4. Select the file name of the attachment to be added. 5. Click. 6. Click the Attachment Type pick list button. The Attachment Types window appears. 7. Select the attachment type then click. The document appears in the attachments list area. Grants Ontario System - Reference Guide for Applicants 28

32 Working with Application Attachments 8. If required, enter a description of the document in the Comments area. 9. Click. Deleting an Attachment from a Draft Application An attachment can only be deleted from an application that has a Draft status; an attachment cannot be deleted from a submitted application. 1. Click or click. 2. Open the application. 3. Click 3. Attach Supporting Documents. The following window appears. 4. Select the attachment you would like to delete. 5. Click. A confirmation message appears. 6. Click. Grants Ontario System - Reference Guide for Applicants 29

33 Working with Assistance Requests Working with Assistance Requests What is an Assistance Request? An assistance request is your way to communicate directly with the Ministry or Grants Ontario Customer Service when you are in the System. It is also a way the Ministry can communicate with you. An assistance request can be a general inquiry or directly related to your application. The process is slightly different depending on whether your request is related to your application or a program. Sending an Assistance Request Related to an Application If you want to send an assistance request not related to your application, see page 31. An assistance request can be sent before or after your application is submitted. 1. Click or click. 2. Select the application number link you want to add an assistance request to. The following window appears. (Partial window only) 3. Click. The Assistance Requests area expands. Grants Ontario System - Reference Guide for Applicants 30

34 Working with Assistance Requests 4. Enter a descriptive Title for your request and a detailed Description in the relevant columns. Tip: You may have to scroll to the right to see the Description column. An assistance request cannot be edited or deleted once saved. 5. Click. The record appears in the Assistance Requests list. Working with a General Assistance Request Introduction Assistance requests can be created concerning a specific application (see page 30), a specific grant program, or it can be used to submit a general question. Assistance Requests are only visible to the originator; other people registered under your organization profile will not see the assistance request. This section describes the process for creating an assistance request regarding a grant program or for a general question. Creating a General Assistance Request 1. From the home page click or click the tab. The My Assistance Requests window appears. 2. Click. A new row appears. The AR# (Assistance Request Number) is generated automatically by the system. Grants Ontario System - Reference Guide for Applicants 31

35 Working with Assistance Requests 3. Enter the following information: Grant name Select the Grant name from the list. If you do not know the grant name or if this assistance request is not about a certain grant, leave this field blank. Subject - This is a mandatory field. Enter a short subject for the assistance request. Description - This is a mandatory field. This is where you enter the details of your /assistance request. 4. Click. The request is forwarded to the Ministry. Your request appears at the top of the My Assistance Requests list. Viewing an Assistance Request 1. There are two ways you can see your assistance requests: (1) The last several Assistance Requests appear on your home page in the My Recent Assistance Requests table. (2) To see all your assistance requests: Click or The Application # column indicates if the request is regarding a specific application. 2. Click the AR# link. Details of your assistance request appear. Grants Ontario System - Reference Guide for Applicants 32

36 Working with Assistance Requests Updating an Assistance Request 1. Open the assistance request. 2. Click in the Updates section. A row appears. 3. Enter your update in the Comment field. (Leave the other fields as is). 4. Click. Grants Ontario System - Reference Guide for Applicants 33

37 Working with Assistance Requests Adding an Attachment to an Assistance Request Documents can be added to an assistance request. For example, you may need to send proof of status in order to complete your enrolment. You do this via an Assistance Request. 1. Open the assistance request. 2. Click the Attachments button. The Attachments window appears. 3. Select the file name then click. 4. Enter Comments such as a description of the file contents. 5. Click. The attachment appears in the list. Viewing the Status of an Assistance Request An assistance request can have several statuses: Open: You have received an assistance request from Grants Ontario. In progress: Your assistance request has been received and is currently being worked on. Closed: A closed status can indicate an assistance request is complete. Grants Ontario System - Reference Guide for Applicants 34

38 Working with Assistance Requests 1. Click or click the Status.. Your assistance requests list appears indicating Viewing Replies to an Assistance Request 1. Click or click. Your assistance requests list appears. 2. Click the blue AR# link. Details of the request appear. 3. Scroll down to the Updates section. Look in the Comment section for the answer to your assistance request. Grants Ontario System - Reference Guide for Applicants 35

39 Submitting an Interim or Final Report Submitting an Interim or Final Report Basics Introduction Many grant programs require that once you have completed your project, you report on certain deliverables that are required by that grant program. The specifics and timing of these deliverables are entirely dependent upon the requirements of the grant program and may vary from program to program. Two weeks before the report due date, you will receive an notification. You will also receive a reminder for an overdue report. The Grants Ontario System provides an online report form, very similar in appearance to the application form, for you to use to record these deliverables. The example shown in this guide is the Final report for the Training program so the specific questions and instructions shown will most likely not correspond directly to your application. However, the general layout of both the interim and final reports, and the manner they are used, is identical across all grant programs. Understanding Report Statuses There are three statuses related to reports and they occur in the following order: (1) Pending you have not started a report (2) Draft you have a draft report in process (3) Submitted your report has been submitted to the ministry If the grants officer requires more information after you submit your report, the status will revert to draft until you submit the updated report. Get Your Supporting Documents Ready In addition to questions defined by a particular grant program, you may be required to provide additional documentation that supports your report. Prior to accessing the Interim or Final report form, you should endeavour to collect, scan and save any additional documentation or other supporting data required in your report. You cannot attach: documents greater than 5Mb (5,000k) a.zip file executable files such as.com,.exe Grants Ontario System - Reference Guide for Applicants 36

40 Submitting an Interim or Final Report Step 1: Opening your Interim / Final Report Form Working on Your Report Step 1: Opening your Interim / Final Report Form A reports list is available on your home page and your active application. When you log in to Grants Ontario, a snapshot of your organization s outstanding reports appears near the bottom of the window. Overdue reports appear with a red checkmark. To view, work on, or submit an outstanding report: Click on the underlined report type (interim/final) in the Type column. The Report Back Details window appears. To view all interim or final reports for all active applications, regardless of report status (i.e., pending, draft, or submitted): 1. Click the tab or the home page. The Reports window appears. link found on your 2. Click on the underlined report type (Interim/Final) in the Type column. The Report Back Details window appears. Grants Ontario System - Reference Guide for Applicants 37

41 Submitting an Interim or Final Report Step 2: Review the Program Information Step 2: Review the Program Information. Note: The report steps (links) appear at the left 1. Review the program information. No changes can be made on this screen. 2. Click. The Report Back Details window appears. Grants Ontario System - Reference Guide for Applicants 38

42 Submitting an Interim or Final Report Step 3: Enter the Report Information Step 3: Enter the Report Information Download and Open the Report Form 1. From the Report Back Details window, click. A message appears. 2. Click the dropdown arrow next to. 3. Select Save As. 4. A filename appears automatically. You can enter a new name (do not change the file extension). Make note of the name and the location. 5. Click. The file is saved in PDF format. 6. If you want to start working on your report click, otherwise you are done. Opening a Report in Progress 1. Open Windows Explorer. 2. Open the PDF report that you saved. Grants Ontario System - Reference Guide for Applicants 39

43 Submitting an Interim or Final Report Step 3: Enter the Report Information Understanding the Report Form Notes: The report form resembles the application form. Some information is pre-filled for you. The report title block includes: o The report type (interim or final); o The grant program the report is for; o The application (grant file) number; and o The reporting period. This area may be blank if only a single final report is required. This area will be populated for an interim report. Complete the Form 1. Review the Instructions section carefully before you begin. 2. Review Section A Organization Information Click. The section appears. Grants Ontario System - Reference Guide for Applicants 40

44 Submitting an Interim or Final Report Step 3: Enter the Report Information 2.2. Review the information in this section for accuracy. Information displayed in Section A is taken directly from the Organization Information and Organization Address currently in Grants Ontario and cannot be edited here. Send an Assistance Request to Grants Ontario outlining the changes required. See page 31 for details. If there is an error in your organization information, you can still complete and submit your report. 3. Review Section B Report Contact Information Click. The Section B Report Contact Information window appears Review the information for accuracy. Information displayed in Section B is taken directly from the Application Contact section of your grant application and cannot be edited here. Grants Ontario System - Reference Guide for Applicants 41

45 Submitting an Interim or Final Report Step 3: Enter the Report Information If there is a discrepancy, contact Grants Ontario Service or submit an Assistance Request to have the information updated/corrected. You can continue to work on your report. 4. Review Section C Project Overview Click. The Section C Project Overview window appears. Information displayed in Section C is taken directly from the Project Information or Program Estimates section of your grant application and cannot be edited here. If you notice any discrepancies, contact the Grants Ontario help desk or submit an Assistance Request to have the information updated/corrected. See page 31 for details. 5. Record Performance Measures Click. The Section D Performance Measures window opens. There are two types of performance measures: (1) those defined by the grant program (or Ministry Provided) and (2) Grants Ontario System - Reference Guide for Applicants 42

46 Submitting an Interim or Final Report Step 3: Enter the Report Information those that you may have specified on your application form (Client Provided). The number and nature of the Performance Measures are defined by the grant program to which you have applied. You are required to report on all listed performance measures Record the Current Result values for the Ministry Provided Performance Metrics Record the Current Result values for Client provided Performance Metrics if applicable for the current period. This will be added to the previous results once you submit your report. Do not add previous result numbers to the current result Click to save your work. 6. Complete the Project Financial Information Click. Section E Project Financial Information window appears Record the total amount of all eligible expenditures for only the period of the report. For a Final Report, record the total expenditures for the entire funded project unless you are told otherwise in the program guidelines. If required by the grant program to which you have applied, you may be asked to attach an itemized list or other Grants Ontario System - Reference Guide for Applicants 43

47 Submitting an Interim or Final Report Step 3: Enter the Report Information recognized statements to your report that provide background to this number. Do not total previous periods or otherwise provide a running total Click to save your work. 7. Complete the Project Information Click. Section F Project information window appears. In this section you report on the specifics required by the Ministry sponsoring your grant program. The nature and number of the questions in this section are dependent upon the grant program Answer each question as fully and completely as possible. There is a limit to the number of characters per field. See page 19 for tips on entering field information as well as field limits Click to save your work. 8. Complete the Declaration/Signing information Click. The Section G Declaration / Signing window appears. Grants Ontario System - Reference Guide for Applicants 44

48 Submitting an Interim or Final Report Step 3: Enter the Report Information 8.2. Enter the name and other information of the person with signing authority Click. The following window appears Click to sign the report. The date and name of the signing authority will appear above the Signature and Date/Time Fields. This acts as your electronic confirmation that you are agreeing to the contents of the report. Because of this you are presented with an acknowledgement declaration in much the same manner as your Grants Ontario application Click to save your work. 9. Before exiting the form, verify that all sections of the report are complete and correct. Click the button to generate a list of missing mandatory fields. No changes can be made after the report is submitted. Make changes if required. Grants Ontario System - Reference Guide for Applicants 45

49 Submitting an Interim or Final Report Step 3: Enter the Report Information 10. When done click to save your work. Grants Ontario System - Reference Guide for Applicants 46

50 Submitting an Interim or Final Report Step 4: Attach Items to Your Report Step 4: Attach Items to Your Report You may be required to include supporting or supplemental documentation with your report. Additional documents can be attached to your report in the same fashion as they were to your application. You cannot attach: documents greater than 5Mb (5,000k) a ZIP file a BMP file 1. Attaching items to your report is done in Grants Ontario, not in the PDF form. Log in to Grants Ontario. 2. Open the report. 3. Click 3. Attach Supporting Documents. The Report Back Details window appears. Grants Ontario System - Reference Guide for Applicants 47

51 Submitting an Interim or Final Report Step 4: Attach Items to Your Report 4. Scroll down to the Report Back Attachments section. 5. Click. The Choose File to Upload window appears. 6. Navigate to the appropriate drive then select the document to be attached. Click. The filename appears in the list. 7. Click the selector to the right of the Attachment Type field. Select the type of document then click. If the list is blank or empty you can ignore this field 8. Entering Comments is optional. Enter a brief description of the document then click. 9. Repeat the above process for all attachments required. There is no need to save these attachments; the act of attaching a document also saves it. Grants Ontario System - Reference Guide for Applicants 48

52 Submitting an Interim or Final Report Step 5: Upload and Submit the Completed Report Step 5: Upload and Submit the Completed Report Now that you have completed your report, you are ready to submit it to Grants Ontario. 1. Log in to Grants Ontario and open your report. 2. Click 2. Complete Form. 3. Click. The window expands. 4. Select the File Name options button. 5. Click. 6. Select the report filename. 7. Click. A confirmation message appears. Grants Ontario System - Reference Guide for Applicants 49

53 Submitting an Interim or Final Report Step 5: Upload and Submit the Completed Report 8. Click. The report status changes to Submitted. 9. If you need to add attachments you can do so now. (See page 47 for instructions.) 10. Click 4. Confirm Submission. 11. Click. A message appears. Grants Ontario System - Reference Guide for Applicants 50

54 Appendices Appendix A: Checking Your Software Introduction You may run into problems when working in Grants Ontario if you are not running the correct browser and Adobe software. In addition, you need to disable your popup blocker in order for the application and report forms to open. Here is what you need to do: Make sure you are running the most up-to-date version of any of the following browsers: Internet Explorer version 8 or above, FireFox version 9 or above, Chrome, Safari, or Edge. Run Check 1. Make sure you are running Adobe Reader version 9 or above. Run Check 2. Make sure you have disabled your browser s pop-up blocker. See Appendix B. Software requirements are also shown in the website before you login. Check this link for details: Check # 1: Verify the Version of your Internet Browser Windows Internet Explorer If your browser is not listed below, you may not be able to access Grants Ontario or certain pieces of its functionality may not work properly. 1. Open your browser. 2. From the menu bar select Help. 3. Select About Internet Explorer. A window appears. (The window may vary depending on the version of your browser/ operating system). 4. Locate the version. In the example above it indicates version Grants Ontario System - Reference Guide for Applicants 51

55 Appendices Firefox 1. Open Firefox. 2. Select Help About Firefox. A window appears indicating the version number. (The window may vary depending on the version of your browser/operating system). 3. Locate the version. In the example above it indicates version 5.0. The supported versions are 9 to 19. Check #2: Verify your Version of Adobe Acrobat / Reader Adobe Reader can be downloaded for free and/or comes with Adobe Acrobat automatically. If you have Acrobat you must have version 9 or above. 1. Select Start All Programs Adobe Acrobat. If you don t have Adobe Acrobat, you may have. If you do not have either, you must download a free copy of Adobe Reader. 2. From the menu bar select Help About Adobe Reader. A window appears indicating the version number. (The window may vary depending on the version of your browser/operating system). 3. If you do not have Adobe Reader or your version is not version 9 or above, download the reader/correct version from: Grants Ontario System - Reference Guide for Applicants 52

56 Appendices Appendix B: Disabling your Pop-up Blocker Introduction If your pop-up blocker is not disabled you will not be able to open/ download documents (including the application form) in Grants Ontario. Following are ways to allow Grants Ontario downloads in the most commonly used browsers for Mac and PC. Internet Explorer If a Web page tries to send you a pop-up when your blocker is turned on, an information bar will appear at the top or bottom of your browser window. You can click Allow once and this will let the download to come through. However it is better if you click Options for this site then click Always Allow so pop-up blockers will not be an issue in Grants Ontario. Firefox (Follow this procedure for both Mac and PC). If a Web page tries to send you a pop-up when your blocker is turned on, an information bar will appear at the top of your browser window. Click the Options button then click Allow pop-ups from site (in this case Grants Ontario). Grants Ontario System - Reference Guide for Applicants 53

57 Appendices Chrome (Follow this procedure for both Mac and PC) If a Web page tries to send you a pop-up when your blocker is turned on, an icon with a red "x" will appear in your address bar. 1. Click. This window appears. 2. Click Always Allow so pop up blockers will not be an issue in Grants Ontario Grants Ontario System - Reference Guide for Applicants 54

58 Appendices Safari 1. In the top left of the window, click Safari. 2. Click Preferences. 3. Click the Security tab. 4. Under Web content, uncheck Block pop-up windows. Microsoft Edge 1. Click the three-dotted More actions. 2. Click Settings within the drop-down menu. 3. Scroll down to Advanced Settings and click View advanced settings. 4. Under Block pop-ups, slide the setting to OFF. Grants Ontario System - Reference Guide for Applicants 55

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