The Decision stage of a process or universe consists of three types of forms used to record the decision on each request: denial, approval, and installment. Each form includes default questions, additional questions can be added as needed to capture the information relevant to the decision-making process. These forms are not visible to applicants, though questions from the approval form can be shared to follow up forms to make specific information visible.
User Role: Administrator
Use Decisions Stage Forms to:
- Denial forms can include questions about reasons for denial, which stage the request was denied at, and eligibility for future funding.
- Approval forms can include questions such as award numbers, board member associations, special terms and conditions, or decision comments that provide context for the award.
- Approval form questions can be shared to follow up forms to make award details visible to applicants, such as amount awarded or special conditions.
- Installment forms can be configured with custom questions like which fund will pay the installment, or multiple installment forms can be created to handle different award types such as one-time grants versus matching awards.
- Default questions on all three form types include decision dates, award dates, amounts, and other standard information that can be customized or removed based on your workflow.
Denial Form
The denial form records the decision details when a request is not approved and can be customized with additional questions relevant to your workflow.
By default, the denial form contains the following questions:
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Project Name - Populates with the project name of the request, entered earlier in the process.
- This question does not appear if using the Universal Application feature.
- Decision Date - This field is typically used as the date the grant or scholarship was denied after evaluation, but any date can be chosen.
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Award Date - A required question, used to record the date of the general ledger transaction or posting date.
- In Grant Lifecycle Manager (GLM), this field is named Grant Date.
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Denial Type - A system field that automatically populates when the denial is recorded.
- It cannot be edited or removed.
Examples of additional questions commonly added to the denial form include the following:
- Reason for Denial
- Denied at which Stage? - The LOI or application stage
- Eligibility for Future Funding
- Decision Comment
Approval Form
The approval form records the decision details when a request is approved and can be customized with additional questions to capture award-specific information relevant to your workflow.
By default, the approval form contains the following questions:
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Project Name - Populates with the project name of the request, entered earlier in the process.
- This question does not appear if using the Universal Application feature.
- Decision Date - This field is typically used as the date the grant was approved after evaluation, but any date can be chosen.
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Award Date - The date of the general ledger transaction or posting date.
- In Grant Lifecycle Manager (GLM), this field is named Grant Date.
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Award Type - This question can be removed, or the list options can be changed.
- The default list options are One Time, Installment, and Matching.
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Amount Awarded - Used to record the total amount of the award.
- This question is connected to the installments for the request.
- If the installment amounts are changed, the amount in this field will automatically update to display the total of the installments.
- This question can be removed, but this should only be done in specific scenarios, such as for a process in which all awards are non-monetary.
- This question is connected to the installments for the request.
Examples of additional questions commonly added to the approval form include the following:
- Award Number
- Board Member or Trustee Associated with Award
- Special Terms and Conditions
- Decision Comment
Questions on the approval form can be shared to follow up forms in order to make certain information visible to the applicant. For example, the administrator might choose to share the Amount Awarded to an award agreement follow up form.
Installment Form
By default, the decisions stage of a process contains one installment form. However, additional installment forms may be added as needed by clicking Add Installment Form, and then either creating a new form or copying an existing form.
When recording one-time or installment awards, it is likely only one installment form is needed as that form can be used at the time of approval to record multiple installments. An example of a scenario is when an additional installment form is needed in a process in which both one-time and matching awards will be awarded. In that scenario, the administrator might want to include different information on the installment form for the matching awards.
By default, an installment form contains the following questions:
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Installment Due Date - A required question, used to record the date that the installment is due.
- The Auto Configure feature for an installment form allows you to set the initial installment date, the number of installments to add, and the number of months between each installment. The Auto Configure Installment article provides more information.
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Installment Amount - Used to record the amount of the installment.
- This question is connected to the Amount Awarded on the approval form as the Amount Awarded displays the total of the installments.
- This question can be removed, but this should only be done in specific scenarios, such as for a process in which all awards are non-monetary.
- Installment Conditions - This question can be removed.
An example of a question commonly added to the installment form is a drop-down list to record which fund will pay the installment.