Stages
What stage do all Requests start in?
Initial Consideration
True or False: I can fill in grant information directly from the Guidance for Success
True!
True or False: New Stages have already launched in OWL.
True! New Stages launched on December 8th
Whose job is it to ensure that the new stages are successfully utilized?
🫵
True or False: The new stages project was a social experiment conducted by Jack and Alex to make everyone's work more confusing.
True... jk false!
We did this to make our stages and system more closely mirror our actual process
What stage has been replaced by Preproposal?
Active Exploration
What can I reference to learn more about this change?
A. One-pager
B. Full documentation
C. Video Demo
D. All of the above
D. All of the above
In the new process, how does a PO indicate that they have notified the grantee?
By checking the "Grantee Notified by Phone" and "Grantee Notified by Email" checkboxes in GM Review.
Who is responsible for ensuring each Program team follows the new stages processes?
The Program Director
If I have questions about the new stages, I can...
A. Ask my grants manager
B. Ask my team
C. Reference the documentation
D. Message Hoot Central
E. Attend OWL Hours
F. All of the above!
F. All of the above!
What are all the Stages in which Program Team take action?
Initial Consideration
Preproposal
Proposal Invited
Proposal Review
Trustee Review
GM Review (Clicking the grantee notification checkboxes!)
True or False: It is best practice to complete all coding fields in the Guidance for Success via the Complete Missing Information button.
False! Coding should be completed in the Coding section of the request. The Coding section in the Custom Guidance is for reference and does include all coding fields.
How do I ensure that my reports that reference stages update correctly?
For any reports that filter on stage, ensure that you are referencing the correct new stage value. They will not automatically update. If you need help, we will be having office hours to support updating reports.
Which teams were involved in the development of the new stages project?
Stakeholders from Program teams, I&I, and Grants Management were involved in the discovery, requirements refinement, development, and change management for this project
When were the original stages developed?
In 2023—they were developed before go-live with Salesforce
(Technically even earlier, these stages were created in SKY)
The Request is considered ready to go to the Trustee Meeting at this stage, this is also the stage in which the request will go to the Trustees for their approval.
Trustee Review
False! It only checks if payments are created. It does not do any check to ensure that all of the payments are set up for the requests.
What are the most important process changes to be aware of?
Notification changes
Reporting
Active exploration is preproposal
Program Handoff has been removed
Who clicks on the following checkboxes during the GM Review Stage?
Grantee Notified by Phone
Grantee Notified by Email
The Program Officer on the Request
True/False - All reports will be updated automatically with the new stages.
False, if you have a report where you want to include requests in a stage of Trustee Review - this new stage must be manually added to the filter.