Note Taker - ARM Training
Contents
1. If this function is not being used for the application the last column titled Application PDF File will have double dashes QR lt GrantSolutions gov Panel 1 Edward Bailey 5283 Application Review Log on off Log on off Agency Home Panel List Applications List Panel 1 Note Taker Edward Bailey 5283 incomplete 5 Average Evaluations Comments pee ees Number App caton Name see Score Available Added PDF File Application Asoo Tea sievens anenorage imamanmi O ae O O Note Taker 7 01 2014 Application Evaluation Screen Application Evaluation Screen Note When moving back to a Log on off Agency Home Panel List Applications List Evaluation previous screen please do not Panel 1 Note Taker Edward Bailey 5283 use the back button in your AIP 1008 Newark Liberty Internationa internet browser The lin ks at a ea the top of your screen in the Criteria Comments E Bail 5283 J Flow 4048 S Stro 4049 blue bar will help you MOVe through the windows Fi moronen ee 250m m O a O ao eet ot ees tin O me mee 230b creation oe 25 pas comment e a vesim ot project ne 25w00 comment fm see we Close Reviewer Evaluations Submitto PAM Edit Scores Retum Evaluation View PDF Report Click on the Close Reviewer Evaluations button If all of the reviewers evaluations have been submitted to you the button will be grayed out and you can skip this step Closing the2. Log on off Agency Home Panel List Applications List Evaluation Panel 1 Note Taker Edward Bailey 5283 AIP 1008 NewaelLibart we NJ Criteria Comments E Bail 5283 1 Flow 4043 S Stro 4049 4 Design of Project Max 25 points Close Reviewer Evaluations Submit to PAM Edit Scores Return Evaluation View PDF Repor Note Taker 25 06 2014 Returned by PAM If your application is Returned by the PAM the status will read Returned by PAM and you will need to make the requested adjustments to your application evaluation cO GrantSolutions gov Panel 1 Edward Bailey 5283 Application Review Log on off Log on off Agency Home Panel List Applications List Panel 1 Note Taker Edward Bailey 5283 Score with is incomplete Average Evaluations Comments Application Score Available Added PDF File Application aeons Application Name Status AIP 1004 Jackson Evers International AIP 1008 wwark Liberty Inte ion FL 753329Florida Dept of Health May 17 2013 Rejected By SSO 5286 General Return Comment 24 n CI ick O n th e statu S n k to This is the General Return Comment field which is mandatory O p e n th e Retu rn H sto ry nen cent go here for each criterion window This will display the Se PAM s comments requested 3 J0b Creation C h a N g es fo r th IS eva u ati O n Return Comments go here for each criterion 4 Impact on Community Retu
3. have submitted their application evaluation to the chairperson i e Note Taker A reviewer cannot make any changes while an application is in this status Returned by Chair The chairperson has identified changes the reviewer needs to address He She has returned the evaluation to the reviewer for additional work A Note Taker cannot make any changes while an application is in this status Note In order to maintain the integrity of the panel a chairperson may only return the application s to reviewers for score comment changes once each reviewer has submitted the application evaluation to the chairperson at least once This is not common for reviews involving a Note Taker Submitted to PAM The Note Taker has compiled and entered all of the scores and panels reflecting the panel s work He She has finalized the evaluation and the panel s work is complete When in the Submitted to PAM status the panel no longer can make edits to this application report unless it is returned to the panel for changes Returned by PAM After a Note Taker has completed and submitted the comments and scores to the PAM the PAM will review them and if necessary could return them to the Note Taker with comments for changes or Clarifications Approved Once the PAM approves the Final Summary Report for an application the status will immediately change to Approved and no further changes are required or permitted The approved status signifies t
4. reviewer evaluations will give the Note Taker the sole ability to enter scores and edit comments in ARM and prevent reviewers from simultaneously making changes Reviewers will not be able to input any information into the system when the status reads Submitted to Chair By default the scores the reviewers have entered will be shown on this screen To hide the scores click on the Hide Scores button This is to ensure the integrity of the review during panel discussions Once you click on the button the scores will disappear and the button will read Show Scores Clicking the button again will display the scores Note Taker 8 01 2014 Viewing and Including Comments Application Evaluation Screen Log on off Agency Home Panel List Applications List Evaluation Panel 1 Note Taker Edward Bailey 5283 AIP 1008 Newark Liberty International Submitted to Chair City Newark State NJ Criteria Comments E Bail 5283 1 Flow 4043 S Stro 4049 1 Approach Max 25 points Close Reviewer Evaluations submitta PAM Hide Scores Return Evaluation View PDF Report Normally the primary secondary and tertiary reviewers are required to input their comments into the system prior to the start of the review This example uses that assumption to demonstrate the system functionality 6 Click on the hyperlink Comment for the first criterion to add the reviewers comments to the final summary repor
5. CO Note laker Users Manual Application Review Module ARM PLEASE NOTE The Application Review Module ARM is a system that is designed as a shared service and is maintained by the Grants Centers of Excellence for multiple federal agencies As a result instructions are written to be general in nature and not reflective of any specific agency policy Users should follow their own agency s policies and procedures with regards to the processing of grant reviews Table of Contents 01 2014 Pages 3 to 4 Accessing ARM Pages 5 to 8 Application Evaluation Screen Pages 9 to 15 Adding Deleting and Editing Comments into the Final Report Pages 16 to 18 Session Timeouts and Saving Comments Pages 19 to 21 Viewing the Final Report and Editing Scores Pages 22 to 23 Returning Evaluation to Reviewers Pages 24 to 25 Submit the Evaluation to the PAM Pages 26 to 27 Returned by PAM Pages 28 Status Definitions Pages 29 New Features in ARM Accessing ARM Prior to the review you will be provided the link to the website and your Username and Password to enter ARM Your username is case sensitive Reviewer Login User Name Password User Name is Case Sensitive Note Taker 3 01 2014 Starting the Review Accessing Your Applications Select Your Session ee eee Once you are logged in the system will display your re
6. ability to make changes Log on off Agency Home Panel List Applications List Evaluation Panel 1 Note Taker Edward Bailey 5283 AIP 1008 Newark Liberty International Submitted to Chair City Newark State NJ Criteria Comments E Bail 5283 1 Flow 4048 S Stro 4049 1 Approach Max 25 points 2 Budget and Budget Justification Max 25 points 3 Job Creation Max 25 points 4 Design of Project Max 25 points Close Reviewer Evaluations Submitto PAM Hide Scores i Return Evaluation je tew POF Report Note Taker 2 06 2012 Returning Evaluations 20 Check the box next to the name or names of the panelists to receive the returned evaluations 21 Enter the comments you would like to communicate back to your reviewer You may enter individual return comments for each criterion At least one return comment is required Each field has a 4000 character limit 22 Click the _S t button to send the a evaluation back You may also save the comment and return to it at a later time a 2 omdpet oad Bedget DstTicatiea O OOOO O O You can return all of the evaluations SSS singularly to include individual comments or cumulatively to more than one person to include general comments to the group You will only have the option to return individually if the Review Manager has provided this r E btr camm option You can only return the evaluation to each person once until they resubmi
7. e a D e to ed it th e C ateg O ry a utilizes ee source to cite data in establishing need for the proposed project and the text When finished editing the 1 Approach CO m m e nt Cl i C k Comment 2 Edit Delete Added to Report on Fri Nov 9 2012 2 50 32 PM Eastern Time spell Check Strength Page Pages 78 82 Applicant documented clear documentation of plans to provide small loans entrepreneurship training and job creation are documented The applicant documented these examples 12 Click to save the comment This will return you to the previous screen so that you can edit or delete other comments Weakness Applicant fails to ident age Entire Application Max length is 50 characters story and stability by indicating it has obtained Submit SpellCheck Save Deleting Comments 13 Click the hyperlink Delete on the Comments Screen to permanently remove a comment from the evaluation This comment will return to your selection screen if you choose to add it again Note Taker 14 01 2014 Add a New Comment Adding Comments Log on off Agency Home Panel List Applications List Evaluation Comments Panel 1 Note Taker Edward Bailey 5283 AIP 1008 Newark Liberty International You can also add new comments to the final Mir a 1 Approach summary report 1 rT 1 4 j Cl C k O n th e h ype rl In K Ad d Commenti Edit Delete Added to Repo
8. elections AIP 1001 Birmingham Shuttlesworth International l Submitted to Chair Submitted to Chair City Birmingham State AL Page Entire Application Applicant identifies a third party evalustor whe is ex penenced in valuatin g ommuity ecomomic develo pment programs There ts indication of some ovtoome objectives E Comment 1 Hot Added Weakness Page 33 The applicant fails to indicate or identify what if any Kinds of new jobs wil be cested ss a result of the initistive E Comment 1 Hot 4dded Page Job Creation Section applicant was very detailed in what sort of jobs would be crested if the grant were to be approved Page Entire Application 4pplicant identifies a third party evaluator whe is sxcpenenced in evaluating community economic development programs There i indication of some ou De Select Al Addio Final Comments anca Sit ll Editing and Deleting Comments Editing Comments Log on off Agency Home Panel List Applications List Evaluation Comments Panel 1 Note Taker Edward Bailey 5283 AIP 1008 Newark Liberty International 10 To make changes to a comment click p Sc on the hyperlink Edit next to the CO m m e n t Comments Add a New Comment View and Include Reviewer Comments Retrieve the Last Comment Comment 1 Edit Delete Added to Report on Fri Nov 9 2012 2 50 32 PM Eastern Time n 1 1 Yo u wi bD
9. he finalization of this application Note Taker 28 01 2014 New Features in ARM Return Comments per Criterion In previous versions of ARM when the Chairperson returned an evaluation to the Reviewer s they were only given one return comment text box which had a 4000 character limit Return Comments go here for each criterion With this new feature Chairpersons can now send return comments for Rs each criterion Each return comment per criterion has a 4000 character limit We have also added a General Return Comment text box which is the only mandatory return comment field General Return Comment This is the General Return Comment field which is mandatory Each Return Comment is limited to 4000 Characters 01 2014
10. lication Selection Screen Understanding Your Progress The column titled Average Score shows the average score of all of the reviewers totals The column titled Evaluations Available shows how many reviewers have submitted their evaluations to you For example 1 out of 3 reviewers 1 3 The column titled Comments Added shows how many comments strengths and weaknesses have been added to the Final Summary Report for that application lt a GrantSolutions gov Panel 1 Edward Bailey 45283 Application Review Log on off Log on off Agency Home Panel List Applications List Panel 1 Note Taker Edward Bailey 5283 Score with is incomplete Application Average Evaluations Comments Application Number Application Name SHOES Score Available Added PDF File vee meises ee e 0s 01 2014 Application PDF File optional Ifthe review session was setup with the PDF visibility option turned On you may view the Application PDF File from the Application Selection Screen If the link reads Open PDF click on the link to open the application file in PDF format Most often this will be the case You may view and or save the file Ifthe link reads Retrieve PDF the file has not been brought over into the ARM system Click on the link to retrieve the PDF application file from the database Once the PDF file has been retrieved the link will change from Retrieve PDF to Open PDF
11. mments Panel 1 WNote Taker Edward Bailey 5283 AIP 1008 Newark Liberty International Submitted to Chair City Newark State NJ 1 Approach Comments Add a New Comment View and Include Reviewer Comments Retrieve the Last Comment Comment 1 Edit Delete Added to Report on Fri Nov 9 2012 2 50 32 PM Eastern Time Strength Page Pages 32 44 The applicant utilizes an appropriate and relevant source to cite data in establishing need for the proposed project Comment 2 Edit Delete Added to Report on Fri Nov 9 2012 2 50 32 PM Eastern Time Strength Page Pages 78 82 Applicant documented clear documentation of plans to provide small loans entrepreneurship training and job creation are documented The applicant documented these examples Comment 3 Edit Delete Added to Report on Fri Nov 9 2012 2 50 32 PM Eastern Time Weakness Page Entire Application Applicant fails to identify the structure of the organization or its budget as outline in the announcement Note Taker 18 01 2014 View Report Application Evaluation Screen Log on off Agency Home Panel List Applications List Evaluation Panel 1 Note Taker Edward Bailey 5283 AIP 1008 Newark Liberty International Submitted to Chair City Newark State NJ Criteria Comments E Bail 5283 1 Flow 40498 S Stro 4049 1 Approach Max 25 points 2 Budget and Budget Justification Max 25 points 3 Job Creation Max 25 points 4 Design of Pr
12. n Evaluation View View PDF Report View PDF Report Note Taker 20 06 2012 Adding Scores You can choose to update the entire panel s scores following Step 18 or skip to Step 19 and return the evaluations to your reviewers and request that the panelists make the score and or comment changes 18 You can now add or update the entire panel s scores by reviewer for this application Click the drop down box next to the criteria and select the appropriate score When you have completed entering or updating all of the scores for all of the panelists for all of the criteria click the Submit button to save them Log on off Agency Home Panel List Applications List Evaluation Edit Scores Panel 1 Note Taker Edward Bailey 5283 AIP 1008 Newark Liberty International Submitted to Chair City Newark State NJ Criteria E Bail 5283 J Flow 4048 S Stro 4049 1 Approach Max 25 points 2 Budget and Budget Justification Max 25 points 3 Job Creation Max 25 points 4 Design of Project Max 25 points Note Taker 21 06 2012 Returning Evaluations The panelists can update the evaluations scores and or comments if they are returned by the Note Taker 19 On the Application Evaluation screen click RetumEvaluation at the bottom of the page to return the scores and comments back to the panel Once you return the evaluations to the panel the reviewers will have the
13. o action is taken within 5 minutes you will be timed out Any unsaved work will be lost It is Highly recommended that you take advantage of the SAVE button Mea Your session is about to timeout Please click the OR button and then A click on the Save button to save your work and continue with your session 01 2014 Saving and Retrieving Saved Comments Saving Comments BS 01 2014 Clicking on the SAVE button will allow you to save data into the ARM system The data will remain even if you time out or you decide to enter additional text at a later time Itis important that you click on the Submit button to finalize the comment even if you have saved the comment Clicking on the submit button will provide you the opportunity to continue adding additional comments 1 Approach Category Strength Fage Fage 26 29 Max length is 50 characters L e apt ayt Comment Text Enter comment here Max length is 4000 characters Note Taker 1 Saving and Retrieving Saved Comments Retrieving Saved Comments Clicking on the Retrieve the Last Comment link will load the comment that was saved most recently In case of a time out you should go to the respective criteria and click on the Retrieve the Last Comment link in order to retrieve the comment you were working on Log on off Agency Home Panel List Applications List Evaluation Co
14. oject Max 25 points Average Close Reviewer Evaluations submitto PAM Hide Scores Return Evaluation 4 View PDF Report After you have completed adding and editing all of the comments required for the Final Summary Report you can view the report in PDF format 16 On the Evaluation screen click on the View PDF Report button at the bottom of the page to view all of the scores and comments for this application Note Taker 19 01 2014 Adding Scores using the Edit Feature After you have compiled the additional panelists scores you will need to update the application score sheet As the Note Taker you have the option to edit any scores already submitted and include the new scores or you can return the evaluations to the reviewers and they can make their own changes 17 On the Application Evaluation screen click _E4tScores at the bottom of the page to enter and or update all of the scores Log on off Agency Home Panel List Applications List Evaluation Panel 1 Note Taker Edward Bailey 5283 AIP 1008 Newark Liberty International Submitted to Chair City Newark State NJ Criteria Comments E Bail 5283 1 Flow 4043 S Stro 4049 2 Budget and Budget Justification Max 25 points Comment a1 3 Job Creation Max 25 points Sommet 22 e O a 4 Design of Project Max 25 points sommes Iscore 86 Close Reviewer Evaluations Submit to PA 4 Edit Scores Hide Scores Retur
15. plication a marketing plan an operations plan or identification of job creation activities r SelectAll De Select All Add to Final Comments The application does not address any required elements of the business plan such as a description of the product or services ivities 9 Return to the evaluation screen by using the link Evaluation at the top of the screen to move to the next criterion and add the next set of comments 01 2014 Note Taker 10 Viewing and Including Comments Comments Screen The selected comments will Log on off Agency Home Panel List Applications List Evaluation Comments be displayed In a list form Panel 1 Note Taker Edward Bailey 5283 AIP 1008 Newark Liberty International Submitted to Chair City Newark State NJ All comments listed on the ree Comments screen will Comments Adda New Comment View and Indudla Reviewer Comments Retrieve the Laot Comment become part of your Final ay ar RET EE OEE Sul ll lary Report Strength Page Pages 32 44 The applicant utilizes an appropriate and rels ource to cite data in establishing need for the proposed project T h e d ate a n d ti m e of wh e n th e Comment 2 Edit Delete Added to Report on Fri Nov 9 2012 2 50 32 PM Eastern Time CO m m e nts We re ad d ed WI Strength Page Pages 78 82 Applicant documented clear documentation of plans to provide small loans entrepreneurship training and job creation are doc
16. rn Comments go here for each criterion Feb 27 2013 Rejected By SSO 5286 General Return Comment Rhonda please double check your scores and comments and re submit the evaluation to me Note Taker 26 01 2014 Returned by PAM Follow any instructions provided by the PAM to make changes You are able to edit both the scores and comments as the Note Taker If necessary you can return the evaluations to the panel reviewers for changes gt Gra ntSolutions gov 1 1 Edward Bailey 5283 Application Review Log on off Log on off Agency Home Panel List Applications List Panel 1 Note Taker Edward Bailey 5283 Score with is incomplete Application Number Average Evaluations Comments Application Score Available Added PDF File em oo o emee MO OO r a Application Name Status 25 After all changes have been made resubmit the evaluation to the PAM to finalize the evaluation When the evaluation has been finalized by the PAM the application status will read Approved Note Taker 27 01 2014 Application Status Definitions Pre Review You the Note Taker have not yet accessed the evaluation and the reviewers have not completed their work In Review The reviewer has not yet submitted the application evaluation to the chairperson Reviewers are scoring and commenting at this stage Submitted to Chair The reviewers have completed their scoring and comments and
17. rt on Fri Nov 9 2012 2 50 32 PM Eastern Time a N eW Co m m e n t O n th e Strength Page Pages 32 44 C O m m e n t S p g g e The applicant utilizes an appropriate and relevant source to cite data in establishing need for the proposed project lt After clicking on the hyperlink Comment2 Edit Delete Added to Report on Fri Nov 9 2012 2 50 32 PM Eastern Time Add a New Comment you sae one nn follow the same process that you followed for editing a yr a aa comments as pictured on the ee previous page All fiel ds are Applicant fails to identify the structure of the organization or its budget as outline in the announcement required when creating a new comment Applicant documented clear documentation of plans to provide small loans entrepreneurship training and job creation are documented The applicant documented these examples Note If you choose to delete a new comment added by the Note Taker it will be permanently deleted from ARM 15 Click on the hyperlink Evaluation in the blue navigation bar to return to the Application Evaluation Screen to view the remaining criteria Note Taker 15 01 2014 session Time Outs and Preventing Data Loss Session Time Out In order to provide maximum data security the ARM system sessions are designed to Time Out after 30 minutes of inactivity After 25 minutes if you are not clicking between ARM web pages a warning message will appear If n
18. t Note Taker 9 01 2014 Viewing and Including Comments Comments Screen Log on off Agency Home 7 Click on the hyperlink View and Include Reviewer Comments Comments 8 Click the select all button to select all of the reviewers comments and then click the Add to Final Comments button Comments can also be selected individually by manually clicking the checkbox next to the comment you would like to add After you populate the first criterion with the chosen comments you will need to repeat this procedure for each criterion to include them in the Final Summary Report Panel List Applications List Evaluation Comments Panel 1 Note Taker Edward Bailey 5283 AIP 1008 Newark Liberty International Submitted to Chair City Newark State NJ 1 Approach Add a New Comment View and Include Reviewer Comments Reviewer E Bail 5283 Comment 1 Not Added Strength Page Pages 22 26 The applicant s business plan contains documentation of commitment and support from employers and business and industry to commit to job creation for the targeted population Reviewer M Mill 4045 Comment 1 Not Added Strength Page Entire Application The applicant demonstrated successful history and stability by indicating it has obtained millions in grants for infrastructure needs and business Reviewer J Test 4047 Comment 1 Not Added Weakness Page Entire Ap
19. t their changes and or you close the IA reviewer evaluations again Note Taker 23 06 2014 Submit to PAM After all of the panelists have resubmitted any returned evaluations and or you have closed the reviewer evaluations you will submit the final summary report and final scores to a Program Area Manager PAM who is commonly a Federal staff person 23 On the Application Evaluation screen click the _ Subr button at the bottom of the page to submit the panel s final evaluation Once you have submitted your final evaluation the status will read Submitted to PAM Evaluation Log on off Agency Home Panel List Applications List Panel 1 Note Taker Edward Bailey 5283 AIP 1003 Newark Liberty International Submitted to Chair City Newark State NJ Comments E Bail 5283 1 Flow 4043 5 Stro 4049 Criteria 2 Budget and Budget Justification Max 25 points mi O a ee 3 Job Creation Max 25 points Comment a a a 4 Design of Project Max 25 points Close Reviewer Evaluation I Submit to PAM Edit Scores Return Evaluation View PDF Report Note Taker 24 06 20 4 Submit to PAM Once you have submitted your final evaluation the status will read Submitted to PAM and you will notice that all of the buttons except the View Report button and the Hide Scores button have been deactivated You will not be able to make any changes unless the PAM returns the evaluation
20. umented The a SO be d IS p ayed g applicant documented these examples Comment 3 Edit Delete Added to Report on Fri Nov 9 2012 2 50 32 PM Eastern Time You can Edit or Delete these a ee eee CO m m e n ts at a N y ti m e Applicant fails to identify the structure of the organization or its budget as outline in the announcement Return to the evaluation screen by using the link Evaluation at the top of the screen to move to the next criterion and add the next set of comments 01 2014 Viewing and Adding All Comments for All of the Criteria in One Screen You may view all of the comments submitted by the reviewers for all of the criteria from one screen Click on the header Comments Log on off Agency Home Panel List Applications List Evaluation Panel 1 Note Taker Edward Bailey 5283 AIP 1008 Newark Liberty International Submitted to Chair City Newark State NJ Criteria Comments E Bail 5283 J Flow 40485 S Stro 4049 1 Approach Max 25 points 2 Budget and Budget Justification Max 25 points 3 Job Creation Max 25 points 4 Design of Project Max 25 points 01 2014 01 2014 Viewing and Adding All Comments for All of the Criteria in One Screen A new page will open and you will be able to check off the comments you would like to add to the Final Summary Report Click on the Add to Final Comments button to finalize your s
21. view sessions Reviewer Edward Bailey 5283 Session Program ID Click Here i ae cis Support Site 2 sport mR ram ar Click on the hyperlink session name to select your session Note If the Program Support Site column has a Go to Site link visible clicking on the link will open an outside website in a new window Select Your Panel Log on off Agency Home Panel List Edward Bailey 5283 3 Click on the panel number to 4 User Name Edward Bailey 5283 view the list of applications Please Select Panel and Role Role Note Taker ere Note Taker 4 01 2014 Starting the Review Application Selection Screen The Application Selection screen lists all applications assigned to your panel This screen displays six major identifiers of the application Application Number Application Name L GrantSelutions gov Status Log on off Agency Home gt see Average Score Panel 1 Note Taker Edward Bailey 5283 Evaluations Available es Comments Added ane application Name saws ATIBN Evaluations Comments appro Application PDF File poe eee ee eee optional ck MU le Please check to make sure the Application Number and Name match those on your paper copies before you begin 4 Click on the hyperlinked Application Name to begin compiling the scores and comments Note Taker 5 01 2014 Starting the Review App
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