EGrAMS FAQ’s

Interested parties should occasionally re-check these
FAQ’s for corrections, additions or deletions.

 

Question Answer Category
This is my first time using EGrAMS, how do I get started?
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If you represent any agency other than the Department of Labor, Division of Business Partnerships, you will need:

  1. a myAlaska account. **IMPORTANT! Each individual in your agency needs to have their own unique myAlaska account - there can be no sharing of logins for EGrAMS. Although you can use your personal myAlaska account to access EGrAMS, you can have more than one myAlaska account - one that you may wish to use as an employee of your agency. However, once you have logged in to myAlaska and then moved on to accessing EGrAMS DO NOT CREATE another myAlaska account for EGrAMS purposes. This will cause you problems in the EGrAMS system.** If you need to retrieve or change your myAlaska password, see the FAQ "I forgot my password or I want to change my password for myAlaska."
  2. to view the EGrAMS Tutorial. Please go to the EGrAMS website and watch the Tutorial.
  3. to Register your Agency, if someone from your organization has not done so already (see next FAQ). You can verify if your agency has already been registered - after logging in through myAlaska, click Register my Agency. In the upper right-hand corner there is a Lookup button lookup button that you can use to search for your agency.
  4. to Create a User Profile within EGrAMS.
General EGrAMS Use
How do I register my agency?
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To register your agency:

  1. Click the Register your Agency link from the Left Navigation menu on the Home page.
  2. Click the Lookup button, Check the box next to your agency type
  3. Click 'OK' button
  4. Complete the Grantee Agency Profile Screens
  5. Click 'OK' button
General EGrAMS Use
I forgot my password or I want to change my password for myAlaska.
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You can reset your password by clicking the Forgot Password? link on the myAlaska page, https://myalaska.state.ak.us/home/app. You must correctly answer the security question and select a new password.

Your myAlaska account and your EGrAMS profile are only related in that once you have passed the security protocol in myAlaska, EGrAMS knows that you have done so, but neither your myAlaska nor your EGrAMS profiles have any effect on the other.

General EGrAMS Use
Can more than one person share a login or ID?
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NO, it is a violation of DOL Policy and Procedure and can result in revocation of your privileges in EGrAMS. A Project Director can assign other users in the agency to access sections of a grant application, but those other users need to have their own profiles. General EGrAMS Use
How does my User Profile and/or Project Director request become activated?
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After you create your User Profile or make a Project Director request in EGrAMS, an administrator activates your account. Requests are monitored on a daily basis. If you have not received e-mail notification within 48 business hours, please send an e-mail to the Helpdesk. General EGrAMS Use
Where do I select or correct my parent agency?
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Be sure your parent agency is registered BEFORE you create your user profile. When you establish your User Profile, select your organization as your parent agency.

To register your agency, select the “Register Your Agency” menu option from the left-hand menu of the EGrAMS Home page. Then complete the required information (if not previously completed by your organization), including your agency’s federal ID number or Employer Identification Number (EIN).

If you selected the incorrect Parent Agency when you created your User Profile, this can only be changed by the Division of Business Partnerships’ staff. You will need to send an e-mail to EGrAMS Help Desk.

General EGrAMS Use
Where can I find grant opportunities?
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To locate a grant opportunity, use the search options available on the Search Grants screen. Complete your search and click the 'Find' button. The results will display all applicable grants. General EGrAMS Use
Do I need to complete all of the fields on the ‘Search Grants’ screen to find a grant?
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No, you can leave search screen blank and click the "Find" button to search for grants, however, we suggest that you complete as many as possible to narrow your search. General EGrAMS Use
Why are not more grant opportunities listed in EGrAMS?
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First, not all of the Division’s grant programs make grant awards through a competitive process. Some solicitations in EGrAMS will be limited to designated organizations. Additionally, the Division may only issue a grant solicitation for a particular grant program once a year or even once every couple of years. Some programs do issue multiple grant solicitations during a particular fiscal year. Signing up for grant notifications in EGrAMS can provide you with a courtesy notification when a new grant solicitation is issued. General EGrAMS Use
How do I prepare for completing a grant application in EGrAMS?
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EGrAMS Registration Checklist

  • Complete the EGrAMS tutorial on the Division of Business Partnerships home page
  • Know your agency’s Federal ID number.
  • Know your agency’s State of Alaska business license number and expiration date.
  • Create a valid myAlaska Username and Password (if you don't already have one).
  • Register your agency with EGrAMS (if it is not already registered).
  • Create your User Profile in EGrAMS.
  • Receive your activation notice for EGrAMS.
  • Complete a Project Director Request for your agency within EGrAMS.
Grant Application
Can my organization apply for more than one grant for a particular Request for Grant Applications?
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The ability to apply for more than one grant depends upon the grant program. Some grant solicitations allow multiple grant applications and others only allow submission of a single application. The Request for Grant Application document should specify whether multiple grant applications are permitted for that solicitation.

If multiple grant applications are permitted, there are two approaches an organization may take. The first approach is to have two or more individuals submit Project Director requests for the grant solicitation. Each person would then be authorized, when approved, to prepare and submit a grant application.

The other approach would be to have a single Project Director who initiates multiple grant applications. To create a second grant application, the approved Project Director would use the menu picks of Grantee>Administration>Start a New Application. On the resulting screen, select the Add button and the select the Grant Program for which a new grant application is being sought. After clicking OK, the new screen will allow the Project Director to assign a new Project Code and Project Title. The Project Director would then need to click the button for Assign To Users to establish the roles and permissions for the completion of the grant application.

Grant Application
How do I, as the Project Director, assign users to work on the grant application?
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There is a video walkthrough of this process contained within the EGrAMS Tutorial, but here are the basics:
Once signed in to EGrAMS, click on Access EGrAMS then Grantee>Administration>Assign Agency Users

  • Choose your Grant Program
  • Choose your Agency
  • Click Find

To the right of the Title of the grant application you will see a button labeled Assign. Click on it and those EGrAMS users from your agency will be listed.

  • Open the Lookup under Perm Code and choose the Title of the user.
  • Activate the Perm. Status by clicking on the box on the same line.
  • Click on the box under Appl. That will activate the Category editor function allowing you to designate for the user the specific areas within the grant application and the permissions they will have.
  • Click OK and receive a message that the Records were successfully updated.

SPECIAL NOTE ABOUT CERTIFICATIONS PAGE

Only the Authorized Official should have Write permissions for the Certifications page. The tendency is for the Project Director to go that page, see their name pre-filled, and think that they have made an error. As long as you don't save, have the Authorized Official go to the Certifications page, answer the questions and then Save.

Grant Application
But I've already saved the Certifications page with the incorrect person, what do I do?
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Simply go to the Index of the grant application and delete the Certifications section using the red 'X' next to that section. Then have only the Authorized Official go to that section, answer the questions and Save. Grant Application
When assigning users to an application, why am I unable to find my co-workers in EGrAMS?
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There are a few possibilities:

  • The user for whom you are looking has not yet created an EGrAMS account.
  • The e-mail address that you supplied is not the one that is used in your co-worker’s user profile.
  • Your co-worker left the parent agency field blank on his/her user profile. For the e-mail search to function properly, the parent agency needs to be selected.
Grant Application
What is the difference in the grant application between Contacts and Assigned Users?
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There are people in your agency that the Project Director will assign to work on the grant that will need access to EGrAMS. However, there are others you may designate within the grant application, as contacts, not necessarily needing access to work on the grant, but still may be able to answer questions should a Grants Administrator need to get in touch with someone at your agency.

There may be a necessity to repeat information: The Contact information requires you to enter the information for the person identified in that contact area in the application. For example if you are the person that handles the financials you would enter your name and if another person is the program person, their name would be entered. All the contact information needs to be filled in even if it’s the same person. So, you may need to repeat yourself.

Grant Application
The person assigned as Project Director on our grant application has left our agency. What must I do to change that responsibility to a new person?
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Do not have someone make another Project Director request. That would mean they are attempting to start a different Grant Application and that option is available in certain grant situations.

Prior to leaving, the current Project Director can assign another EGrAMS user in your agency to the role of Project Director. If the current Project Director has left prior to doing so, send an e-mail to the EGrAMS Helpdesk with the following information:

  1. Your organization.
  2. The grant for which you are applying and, if applicable, the project name.
  3. The name of the Project Director that has left.
  4. The name of the person you now wish to have Project Director status.
Grant Application
Why is the lookup box blank when I try to specify “Grant Program” on the Enter Grant Application screen?
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Review mode is the default setting. In this setting, the Grant Program lookup box will only show those programs for which you have submitted an application.

To create a new application (Grantee>Grant Application>Enter Grant Application), click the Add button.

Grant Application
What is the difference between the Applicant/ Organizational Unit and Implementing Agency?
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The Applicant/Organizational Unit are really the same. Say an organization is a large company and they have a unit that specializes in grants, that would be considered the organizational unit. The Implementing Agency could be the a training provider the Applicant/Organizational unit hired to perform the training. Grant Application
How do I delete a grant application that I created in error?
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Once you start an application, you cannot delete it. If you do not submit the application before the submission deadline (for fixed submission deadline programs), the application will automatically be set to a ‘Reject’ status. Grant Application
How do I format my proposal with bolding, italics, superscripts, etc.?
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Complete the formatting of your proposal (or other text) in MS Word or other text editing program, then copy and paste this into EGrAMS. Formatting should be copied into and displayed in EGrAMS as per your original document. Adjustments, if necessary, can be made with the formatting toolbar found in EGrAMS.

Tip: Use the Preview toolbar icon in EGrAMS to view your text in a full screen.

Grant Application
Are there character limits within the WIA Youth application in EGrAMS?
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Initially the WIA Youth application contained character limits that varied based on specific sections of the grant agreement. Those limits have since been removed from the following sections: Project Description, Organizational Qualifications, and Performance Measures. Applicants should be mindful of clarity and concision when completing the application. If technical problems are encountered with the character limits, please contact the WIA Youth program coordinator for assistance. Grant
Application
Why do I get an error message that EGrAMS can’t find the file just after I’ve uploaded it and clicked on the paperclip icon?
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Some possible causes for this problem are:

  • Uploaded file names should not contain any special characters (e.g. &, #, %, @, [, etc.), except for underscores or hyphens. Special characters can be interpreted incorrectly by the system.
  • Make sure the file names being uploaded are unique. EGrAMS only stores one copy of each file, based on the name. If the same name is used in more than one place on the application, then delete one of these occurrences. All other occurrences on your application will have lost that file reference. To correct this, delete the attachment reference using the red 'X' and saving, then re-upload the file.
Grant Application
I received a Budget Validation error. What does it mean?
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The most common errors during validation of the Budget section are:
“Funds requested or Project cost is zero or not entered”, or “Funds requested 0.00 does not equal budget amount [your budget total]”, or “Project cost 0.00 does not equal budget + match amount [your budget total].”
All of these refer to the same error, which is the amount of funds you are requesting has not been on an earlier page of the application.

To resolve these errors:
Go to the application index by clicking the Index tab on the banner (it is the first tab listed from the left). Click the link under Cover Page entitled “2. Project.” (This will take you to the Project Information screen.) For item “e) Amount of Funds Requested,” enter the total amount of your budget. (It must match the figure listed on the Budget Summary screen.) The Project Cost field will be auto-populated with whatever value you enter in Amount of Funds Requested. Click the Save button to complete the process. Once you've saved this information, go back to the Budget section and click the Validate button again. The error(s) should now be cleared.

Grant Application
I'm trying to type in the Budget columns labeled Grantee Contribution and Grant amount but EGrAMS will not allow me to. What do I do?
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Certain grant applications include the requirement to show breakout of funds to cost category. If your application falls into this type, there will be a ‘+’ symbol to the right of that Budget line.
budget plus button
click on that plus sign and you will have choices for breaking out the costs to their respective Purpose Areas that will then populate the proper fields on the main screen.
Grant Application
Who do I contact if I do not understand a validation error?
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For questions concerning validation errors on your grant application, contact the Program Coordinator or Grant Administrator for that particular program. Refer to the Contact list on the EGrAMS Home page or the Contact Us section of the DBP website Contact Us. Grant Application
Can I certify an application on behalf of my organization?
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You can only certify on behalf of your organization if you are authorized to legally bind your organization to the terms and conditions of the grant agreement. Grant Application
How do I check the status of my submitted application?
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Once logged in, Grantee>Administration>Application Status>

In the lower section of the screen you will see the Stage and Status.

Grant Application
If I am notified that revisions need to be made to my grant application, what do I do?
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There is a short walkthrough of the process to make revisions. On the EGrAMS webpage (EGrAMS) under EGrAMS Training Materials, click on Grantee Review Presentation. Grant Application
How do I sign my grant agreement?
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The Authorized Official will be notified by e-mail that, in order to accept the grant agreement, they must log in to EGrAMS and go to Grantee>Administration>Application Status. Here that person will select the application ready for signature, click Sign Contract and print the Signature page if they wish. Notification will be sent when the department has signed. Grant Agreement
If I have a question that I don’t see in FAQ, what should I do?
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For questions concerning administering of your grant program, contact the Program Coordinator for that particular program. Refer to the Contact list on the EGrAMS Home page or the Contact Us section of the DBP website Contact Us.

For questions concerning a grant application or financial questions, contact the Grant Administrator for that particular program. Refer to the Contact list on the EGrAMS Home page or the Contact Us section of the DBP website Contact Us.

For technical questions on the operation or use of EGrAMS, contact the DOL EGrAMS Help Desk at (907) 465-4893 or EGrAMS Help Desk.

Getting Help
What information do I need to include when making a request for assistance?
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Many questions can be answered using the FAQ's on this page, the EGrAMS Tutorial and related training materials. If there is something not answered using those resources, please include the following applicable items in your e-mail request:

  1. Subject line of e-mail should contain a brief description of what you are requesting.
  2. Please include only one type of issue per e-mail. There may be multiple people or places that the resulting information may need to come from and this will make things easier in assisting you with your requests.
  3. Your complete name as it appears in EGrAMS
  4. Your organization - full legal name as it will or does appear in EGrAMS.
  5. The grant for which you are applying and, if applicable, the project name.
  6. The section in EGrAMS or the specific section of the application you have a question about.
  7. The wording of error messages, but, screen captures are preferable.
Getting Help
If I sent an e-mail, when will I receive the answer to my question?
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A Help Desk Representative will address your issue and contact you soon after receiving the e-mail. E-mail is the preferred method of contact for these issues for several reasons including the ability to easily and quickly track and resolve problems that may affect other users. Additionally, the e-mail goes to a central HelpDesk location and most likely will result in quicker follow-up. Getting Help

 

The Alaska Department of Labor and Workforce Development is an equal opportunity employer/program. Auxiliary aides and services are available upon request to individuals with disabilities.


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