Document Generation > Basic Information

After you complete a grant application, eGrants automatically generates the contract documents in PDF format for viewing before approval and submission.

The complete set of documents is generated as a PDF several times throughout the application and review processes. 

Each version of the document is identified and all versions of the documents are maintained for reference.  eGrants manages all information throughout the process to ensure that the contract documents are accurate and up-to-date.

Agency Preview
After all information is entered on the application, the Agency user clicks the Complete button to lock the information and generate all the required documents.  The original version is available for preview and printing.  If corrections are needed, sections of the application can be marked “In Process” for editing.  The preview version of the documents can be generated manually, if needed.  Each time new documents are generated, they replace the original.  Note that you can generate the documents for reference manually before the application is completed; however, the draft documents cannot be used as the final version for the application. 

Agency Approval and Submission
The preview documents are available for the authorized Agency user to review, approve and submit.  After the approver reviews the documents, he or she must apply an authorized signoff and submit them to the Program Office.  If electronic signatures are used, the signature verification is added to the contract agreement.  The submission date also is applied to the documents.  This version becomes the legal contract.  If printed signatures are used, the final version must be printed, signed and mailed to the Program Office.

Program Office Review and Approval
After the Program Office receives the electronic or paper copies of the documents, the system maintains the original version.  All required Bureau approvals are appended to the second page of the grant agreement electronically.  A new version number is applied each time a signature is appended.  After all Program Office approvals are applied, the most recent version of the documents serves as the final contract.

Corrections and Resubmissions
If the Program Office returns the application to the Agency for corrections or new information, the documents must be regenerated and reapproved.  The older versions of the documents are archived and the corrected versions become the new legal documents.  The corrected documents must move through the full cycle of approvals.

The generation of contract documents is managed by the eGrants workflow established for each grant.  The movement of documents is automatic.  eGrants displays action buttons to guide each Agency user (applicant, approver or authorized signoff) through the process needed.

For more information:

Generating Contract Documents

Required Contract Documents > Basic Information

Generate Documents > Step-by-Step

Creating a Grant Application

Selecting and Viewing Grant Applications

Completing the Application

Applying Authorized Signoffs

Submitting Grant Applications