NPO Contract Guide.pdf

What's New for 2016:

New system with same functionality but new look and feel
New data fields collected, changing file upload layout and form submission
New notifications for process submission dates by email
Ability to review and export data from prior years
New process web page with FAQs and related information

Getting Started:

Guide assumes user has created an account and has access to the system
Access system from main menu by clicking "NPO Contract Data Submission" link

Home Page:

Displays steps needed to complete the process
Menu options: Home, Browse Contracts, Request New NPO, Submit to DOAA, Help, Exit

Process Reminder Dates:

Based on selected Fiscal Year
System auto-selects most current fiscal submission year

Organization and Year Selection:

Verify organization name and submission year
Users can submit for multiple organizations and switch between them using drop-down box

Home Page Status:

Displays organization's status and enables steps: Upload/Add Contract, Review Contracts, Confirm Contracts or Confirm No Data
Check mark indicates completed steps

Add Contracts:

Choose between uploading CSV file or manually entering data
File upload issues and format information available

Browse Contracts:

View and work with contracts added to the system
Review all years and export data at any time
Filter by NPO Name or FEI number
Edit or delete records using icons

Requesting an NPO:

Submit new NPO for review
Pending status until reviewed and accepted by DOAA staff
Email notification upon approval

Submit Confirmation Page:

Verify contract entries and submission year
Press Confirm button to complete process

File Layout for Data Upload:

Comma-delimited file with .csv extension
Required fields: Grant Contract Number, Grant Contract Date, Multi-Year Contract, Number of Years, SCOA, State Payments, Total Contract Amount (State), Federal Payments, Total Contract Amount (Federal), CFDA # (if federal award), NPO FEI, NPO NAME, Purpose of Contract

Field Descriptions and Validation Logic:

Grant Contract Number: required, no validation logic
Grant Contract Date: required, MM-DD-YYYY format
Multi-Year Contract: required, 1 char (Y/N)
Number of Years: required if Multi-Year is Yes, must be a number
* SCOA: required