Updating Opportunity Stages when a Proposal is Awarded or Declined

Successful Proposals

  1. Change opportunity stage to Confirmed
  2. Enter new or edit existing information on the opportunity based on the funder correspondence/grant agreement summary, including:
    1. Award Start and End Date
    2. Amount (if it has changed from the proposed amount)
    3. Foreign Currency amount, if applicable
    4. Custom Overhead Notes
    5. Funder Reference Number
    6. Award Contract Date
    7. Primary Contact
      1. For awards, a contact person must be listed (so a tax receipt/ acknowledgement letter can be generated). Search the funder correspondence, agreement, website etc for a contact person to list. You must include a mailing address (can be same as the account mailing address) and email. If this can not be found, mark the opportunity as "do not receipt".
    8. Receipt Contact (this can be the grant coordinator/administrator/manager): note, this field will auto-populate with the contact from the Primary Contact field but can be manually changed if the Receipt Contact is different than the Primary Contact
  3. Update Box Connector folder name with the correct amount if different than what was proposed
  1. Create/update payments and payment allocations based on payment schedule from grant agreement (if applicable)  see section on payments
  2. Enter report deadlines (if applicable) using the “tasks” function  see section on report deadlines
    • Create tasks for additional deadlines, as applicable:
    • Insurance renewals
    • Audited financial statements
    • Countersigned agreements
    • Any other requirements of the grant agreement, e.g. notice to funder of changes in CEO, name change, etc.
  3. File funder correspondence and documentation in the Box section of the opportunity using the proper naming convention
  4. Once grant agreement is fully signed, save in the Box folder, along with the agreement summary and add the link to the Grant Agreement/Pledge Document field and complete the Agreement Status.

Declined Proposals

  1. Receive notification from funder/project specialist/program lead that the proposal was declined
  2. Open the opportunity, and navigate to the Payments in the Related tab.
  3. Delete each payment
    1. Open the payment
    2. Go to the related tab of the payment
    3. Scroll down to payment allocations, use the drop down to delete the payment allocation
    4. Then delete the payment
  4. Change the opportunity stage to LOI or Proposal Declined
  5. File notice of decline correspondence (email, letter, etc.) in the Box section of opportunity