Documentation

Originals of all checklists, reports, and correspondence must be documented in the eGrants file of record maintained by TRF-BTS. A note to the file should be provided to document meetings and discussions. This documentation becomes important during the course of the project in case of changes in project activities, budget, or grant personnel. The documentation is also important at the end of the project since it is used to evaluate project and subgrantee performance.
To document on-going subgrantee monitoring activities, project managers should create and submit an On-Going Monitoring Report in eGrants. The subgrantee monitoring reports can be found by viewing a subgrantee’s grant in eGrants. “Subgrantee Monitoring” can be found under “Examine Related Items.” The procedures for completing the on-going monitoring report are:
  1. Select “Create New” to create a Monitoring Report.
  2. Click on “View Edit and Complete Forms,” and select “On-Going Monitoring.”
  3. Complete and save the On-Going Monitoring Report Form.
  4. Add additional information and/or attachments, if necessary, by opening and completing the applicable “Attachments” form page.
  5. Click on “Change the Status” to change the status of the On-going Monitoring Report to “Subgrantee Monitoring Submitted.”
Once the status has been changed to “Subgrantee Monitoring Submitted,” the subgrantee will be able to view the monitoring report.