Grants Management Toolkit

Responsibilities and TrainingResponsibilities and Training:

Find the row(s) that match the employee’s job duties. Request the corresponding responsibility(ies) in ESHARP and enroll in training learning paths and/or classes.

Maintaining Roles on Projects & Awards
GM Responsibility Job Duty Description Training
GM Award Manager Individuals who are authorized to set up projects & tasks and to fund projects from existing award installments (link awards and projects). May also: create award/project budgets; reconcile all awards transactions; create and adjust expenditure batches for recorded transactions, for new transactions, & for UVA manual encumbrances; enable budgetary controls on non-G&C projects; and reconcile all project transactions.

Automatically assigned with this responsibility:
- GM Project Manager
- GM Transaction Specialist
- GM Viewer
- ODS Specialist
Required Learning Path:

GM Award Manager

Instructions for Completing a Learning Path
GM Role Manager Individuals who are authorized to change key members on non-G&C type Projects and Awards, fiscal contacts, examiners, and fiscal officers on G&C type Projects. Required Learning Path:

GM Role Manager

Instructions for Completing a Learning Path
GM Limited Setup Specialist Individuals who are authorized to change key members on non-G&C type Projects, personnel on non-sponsored Awards on which they also hold the Limited Setup Specialist role. They may also change personnel, installments and installment DFFs and project funding on non-G&C Awards on which they also hold the Limited Setup Specialist role. Please note: The budget Office is the final approver for the UVA GM Limited Setup Specialist responsibility. The Budget Office and the Office of Financial Reporting and Analysis will assign the Limited Setup Specialist role on Awards for users holding the UVA GM Limited Setup Specialist responsibility. Required Learning Path:

GM Limited Setup Specialist

Instructions for Completing a Learning Path
GM Project Manager Individuals are authorized to set up projects & tasks. May also: create award/project budgets; reconcile all project transactions; create & adjust expenditure batches for recorded transactions, for new transactions, and for UVA Manual Encumbrances; and reconcile all project transactions.

Automatically assigned with this responsibility:
- GM Transaction Specialist
- GM Viewer
- ODS Specialist
Required Learning Path:

GM Project Manager

Instructions for Completing a Learning Path
GM Transaction Specialist Individuals have is authorized to process transactions in the Grants Accounting (Management) module; creating & adjusting expenditure batches for both new & recorded expenditures, & for UVA manual encumbrances.

Automatically assigned with this responsibility:
- ODS Specialist
- GM Viewer
Required Learning Path:

GM Transaction Specialist

Instructions for Completing a Learning Path
GM Viewer Individuals are authorized to view but not process transactional data in the Grants Accounting (Management) module. Training is not required, but the online class, Navigating the Fin/HR System-IS, is highly recommended. In addition to providing an overview of navigating the system, this class also contains a section on the reporting tool, Discoverer.

Automatically assigned with this responsibility:
- ODS Specialist
Required Learning Path:

GM Viewer

Instructions for Completing a Learning Path

*Has conflicting responsibilities.

If you do not see the responsibility listed check the IS specialized/or central responsibilities.

WorkshopsWorkshops and Instructor-led Training Sessions

Workshops are instructor-led sessions during which participants may ask questions and get assistance with actual work. During the sessions, the instructors may also focus on common issues or new functionality. Completion of the Learning Path for the responsibility and access to the system is required prior to attending a workshop. You may find these workshops by entering “Workshop” in the search field when searching for a course.

Instructor-led training sessions are also offered to supplement the online training, but are not required.

Please see the training schedule for workshop and training session dates.

Training ResourcesTraining Resources

ContactsContacts

*For questions regarding training, email systeam@virginia.edu. For assistance with enrollment please contact the HR Service Center at (434) 982-0123.

HelpNeed Help?

Join the HR-Finance User Group community! This is the place for users of the Integrated System at UVa to find help and exchange ideas. Whether you are a new user or a subject matter expert (SME), this is a vibrant community where questions, answers, and discussions are welcomed and encouraged. To join the group:

  1. Go to “My Workspace” on UVa Collab (requires NetBadge authentication.)
  2. Click “Membership” in the left column.
  3. Click “Joinable Sites” near the top.
  4. In the search box in the upper right, enter “HR-Finance” and click “Search”.
  5. You’ll see HR-Finance User Group in the resulting Worksite list. Click “Join”.

That’s it, five steps and you’re in.