Processes are the framework you create to house your various grant or scholarship cycles in Grant Lifecycle Manager (GLM) or Scholarship Lifecycle Manager (SLM). Active processes appear on the Apply page for applicants where they can start a request within a specific process.
Processes are built and managed on the Process Manager page. Being intentional about how you build your processes is important for reporting, budgeting, and dashboard filtering purposes.
While you will likely create your first process from scratch, it is typically recommended that you create each additional process by copying an existing process.
User Role: Administrators or Grants Manager building and managing grant or scholarship cycles.
How to Use Processes:
- Understand how to build initial processes from scratch or copy existing processes for new grant or scholarship cycles.
- Configure process settings including process name, description, visibility types, and start and end dates.
- Learn about process stages and how requests progress through stages such as application, evaluation, and decisions.
- Set up stage-specific options including form due dates, evaluation settings, and installment configurations.
- Archive completed processes to keep the Process Manager page organized while maintaining access to historical data.
New Process Manager and Process Pages
The New Process Manager and Process pages use a left-side menu and combine Process Summary, Process Stages, Process Settings, View Requests, and Change Log. Status indicators for each stage are found in the left menu and as badges in the top right corner of each page. A green check mark indicates Ready, a solid gray circle indicates Not Using, and a yellow semi-filled circle indicates Not Finished.
Users can enable the new Process Manager and Process pages on a per-user basis.
- Click Tools on the upper navigation bar, and then click Process Manager.
- Click the process name.
- Click the Try the new Process Manager toggle.
- Click the stage in the left-side menu to navigate to that stage. The icon next to each stage shows its status:
- A green check mark means Ready.
- A solid gray circle means Not Using.
- A yellow semi-filled circle means Not Finished.
Summary
The Summary page displays the details for the Process, including Name, Budget, Availability & Visibility, Show Contact Info, and Display.
Eligibility
The Eligibility page is where you can view, add, edit, and test eligibility forms as needed.
LOI
The LOI page is where you can view, edit, and add LOI forms as needed. Automatic emails for LOIs are also created here.
Application
The Application page is where you can view, edit, and add application and evaluation forms. Automatic emails for applications are also created here.
Decision
The Decision page is where you can view, edit, and add the approval and denial forms. This page is also where installments are configured.
Follow Ups
The Follow Ups page is where you can view, edit, and add follow up forms. Automatic emails for follow ups are also created here.
View Requests
The View Requests page displays all the requests for that process. Click a request’s project name to open its Request Summary page.
Process Settings
The Process Settings page displays the settings for the process, including Request Limits, Show Decision Status, Show Follow Ups with Decision Status, and Follow Up Submission Logic.
Change Log
The Change Log page displays the changes made to the process, including Date, Name, Property, Old Value, New Value, and Changed By.
Legacy Process Manager and Process Pages
Add a New Process
The initial processes in your GLM/SLM site are built manually rather than by copying an existing process. Each distinct cycle is typically built as a separate process and choosing to create separate processes in other scenarios might be advantageous as well.
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Edit the Process Summary
After adding or copying a process, the first step is to edit the information and settings contained in the process summary. This includes items such as the process name, description, and start and end dates.
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Toggle a Process to Available or Not Available
Toggling a process to Available makes it appear on the Apply page for applicants. If the current date is within the start and end dates for the process, or if the process does not have start and end dates set, applicants can start a request within the process.
Toggling a process to Not Available removes it from the Apply page so that applicants cannot start a new request within the process. This does not affect applicants who have already started a request.
Process Stages
Each process contains stages that a request in the process may progress through. For example, a process may have an application, evaluation, and decisions stage. Each stage contains one or more forms to be completed by the applicant, evaluator, or administrator.
Stage-Specific Options
Within process stages, there are certain options or settings that can be configured. For example, a due date can be configured for forms at the LOI, application, and follow up stages. Multiple options can be configured at the evaluation stages including the pool of evaluators to be made available.
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Copy a Process
In general, it is recommended to copy a process forward for the next cycle or when creating an additional process in GLM or SLM. Copying processes plays a vital role in the ability to easily build data sets, reports, and merge templates. This also saves time and prevents needing to build each form and process from scratch.
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Archive a Process
Once a grant or scholarship cycle is complete, it is recommended that the process be archived. Doing so does not affect any requests that might still be active within the process. For example, applicants can still submit assigned follow up forms if the process is archived. Archiving processes keeps the Process Manager page organized. An archived process can be restored at any time.
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