Install & Customize Grant Application & Review Modules

This page covers:

Overview of the Amp Impact Grant Management Plugin

The Amp Impact Grant Management Plugin is an extension to Amp Impact that enables the setup and configuration of functionality to manage the grant application and review process and, ultimately, the grant reporting process.

Some key features that are included in the Grant Management Plugin are:

• New objects and additional fields on existing Amp Impact objects.

• Processes and Flows (Automation) to manage application intake and review.

• Grantee Portal Experience Site template for grant reporting.

Install Amp Impact Grant Applications and Reviews Module

The following installation and configuration instructions are updated as of June 2020 - covering all releases of Amp Impact.

Latest Release Version Name: Aristotle (Summer 2020) | Version Number: 1.1

1. Install the Amp Impact Grant Applications into a developer environment or sandbox using the installation link provided by Vera Solutions. 

   • Select which users you wish to install the package for (learn more here).

   • Click 'Install'.

2. Configure user, security, and app settings as required for your specific use case (learn more here).

3. Perform your current use cases in the sandbox and ensure that they are operating as expected. 

4. When you are ready to deploy to production, use the installation link provided by Vera Solutions.

5. Update your custom settings in Production as these will not 'carry over' from your sandbox.

System Administration and Setup

Enable Digital Experiences (Required)

In order to use the Community Template for Grant Applicants, Communities will need to be enabled in system setup.

1. Open ‘Setup’.

2. Use the Quick Find search to find and open ‘Communities Settings’.

3. Select the ‘Enable Communities’ checkbox.

4. In the ‘Domain Name’ field enter your domain name.

5. Click ‘Check Availability’.

6. Click ‘Save’.

7. Click ‘OK’ in the confirmation message.

Enable Path

For Lightning pages in the Amp Impact Grant Applications and Reviews Module to correctly display the Path component, Path must be enabled in the Salesforce org. System Admins can enable Path by following these steps:

1. Open ‘Setup’.

2. Use the Quick Find search to find and open ‘Path Settings’.

3. Click the ‘Enable’ button.

4. Edit the Paths as needed:

Basic User Administration and Permissions

Assign Permission Sets (Required)

Out of the box, the Grant Applications and Review Module includes two permission sets.

Assign the Amp Grant Management Admin Permission Set

This permission set is meant to be assigned to users who will be responsible for creating, assigning, reviewing, and approving/rejecting Call For Proposals, Concept Notes, and Applications. 

To assign this permission set:

1. Go to the Setup Quick Search box, and enter 'Permission Sets'.

2. Click on the permission set labeled Amp Grants Module Admin.

3. Click on ‘Manage Assignments’.

4. Click on ‘Add Assignments’.

5. Select the user(s) for whom this permission set should be assigned and click on assign.

Assign the Amp Grant Management Community Permission Set

This permission set is meant to be assigned to the users who will fill out and submit Concept Notes or Applications to a Call for Proposals.

To assign this permission set:

1. Go to the Setup Quick Search box, and enter 'Permission Sets'.

2. Click on the permission set labeled Amp Grant Management Community.

3. Click on ‘Manage Assignments’.

4. Click on ‘Add Assignments’.

5. Select the user(s) for whom this permission set should be assigned and click on assign.

Create Custom Permission Sets

For any users who need access to custom objects and fields that may sit outside the managed package or more limited access to the packaged objects and fields, a custom permission set may be created based on the two permission sets listed above.

1. Navigate to Setup > Permission Sets.

2. Clone the packaged permission set.

3. Based on the user profile, edit the permission set by removing any permissions that are unnecessary for the user to use the Amp Impact Grant Managements Module or adding permissions to custom objects/fields.

4. Once the permission set has been customized per the user profile, assign the permission set to the relevant user(s) by clicking 'Manage Assignments'. 

5. If specific permission requirements are determined during configuration (e.g., restriction of certain edit privileges), System Admin may need to modify/clone this permission set or modify user permissions on an individual profile level to achieve these requirements.

6. Additionally, certain permission and sharing setups (i.e., restricting 'create' access for certain objects for some user groups, make individual tabs available but not the entire app) may require the System Admin to make additional changes to existing user permissions & record sharing setup leveraging the standard Salesforce platform security & sharing features. 

Assign Record Types to Profiles (Required)

The Grant Application and Reviews Module introduces two record types to the ampi__Project__c object:

• Application: Assign this record type to any Profile that needs to fill out, submit, revise, or review a Grant Application.

• Grant: Assign this record type to any Profile that needs to report on or monitor the progress and activity of a Grant.

Open

Since the package does not contain any Profiles, these Record Types need to manually be assigned to each Profile that needs access to the Grant Applications and Review Module.

Customize User Interface

Relabel Project Object

Out of the box, object ampi__Project__c is labelled as ‘Project’, rename this to ‘Application/Grant’ to be  relevant. 

Update Page Layouts

Update Call for Proposals Page Layout per Business Process (Required)

Additionally, depending on whether your organization is using a one- or two-stage application process to Calls for Proposals, the Quick Actions on the ampgm__xx_Call_For_Proposals__c should be added to the page layout to reflect that process:

• ampgm__Start_Application: Add this to the page layout if a one-stage application process is followed (i.e. applicants are immediately invited to submit a full application that includes the narrative application, proposed budget, proposed implementation plan, et al.).

• ampgm__Start_Concept_Note: Add this to the page layout if a two-stage application process is followed (i.e. applicants must first provide some initial narrative information before being invited to submit the full application).

Update Standard Salesforce or Amp Impact Object Page Layouts

Page layouts for standard Salesforce objects and packaged Amp Impact objects cannot be updated by the Grant Applications and Reviews Module. The following page layout updates must be made manually:

Assign Page Layouts to Record Types (Required)

Due to the two record types introduced in this module on the ampi__Project__c object, multiple page layouts (in addition to the Amp Impact Project Layout) have been created so that the correct data is displayed and editable depending on the record type:

• Application Layout: Assign this page layout to the Application record type and any profile of users who will be creating, filling out, or reviewing grant applications.

• Grant Layout: Assign this page layout to the Grant record type and any profile of users who will be tracking the progress of the grant, submitting regular grant reports, or monitoring a grant’s financials.

Open

On the Project object, scroll to the Page Layouts and click the ‘Page Layout Assignment’ button to customize which page layout is displayed to which user profile and record type.

Activate Lightning Pages (Required)

The Amp Impact Grant Applications and Reviews Module includes several Lightning pages in the package: 

To display any of the Lightning pages, you will need to adjust the Activation settings either on your custom Lightning pages by removing them as the org or app default, or on the Amp Lightning pages by setting them as the app/profile defaults. You can access the Activation settings in the Lightning App Builder.

Customize Reports

Report Charts for Review Scores

To view review scores on the Application or Concept Note record, grant coordinators need to customize the report charts based on the review templates specified on the call for proposal. Out of the box, the report charts display the sum of number type responses by sections (this is based on the assumption that number type questions are used only to collect scores by reviewers).

To customize the report charts:

• Navigate to the ‘Reports’ object tab.

• Edit the reports ‘Review Scores by Concept Note’ and ‘Review Scores by Application’ as per the review templates.

• Save the reports.

Filter the Report Charts for the current record

To configure the filters in report charts, follow the steps below:

1. Navigate to the ‘Call For Proposal’ record.

2. Click on the ‘Review Status’ tab.

3. Click on 'Edit Page' option in the Setup.

4. Click on the Report Chart component in the Lightning App Builder.

5. Click on the 'Filter By' to specify the current Call For Proposal record.

6. Repeat this process for Report Charts on the Review Score tabs on Concept Note record and Application record.

Customize Email Automation

Email Templates

Classic Email Templates

• ampgm__Application_Review_Review_not_submitted

• ampgm__Disbursement_Initiation_Notification

Import Lightning Email Templates

Due to a Salesforce limitation on deploying Lightning Email Templates, these are not provided out of the box in the Grant Applications and Reviews Module. However, these can be imported via Data Loader. Download this spreadsheet as a CSV and use it to insert the Lightning Email Templates. The spreadsheet contains the following Lightning Email Templates:

• Remind Reviewer To Submit the Concept Note Application Review

• Remind Reviewer To Submit the Application Review

• Notify Grantees To Revise Application

• Notify Grantees To Revise Concept Note

Note that any customizations to these templates can be made directly in the CSV or in the system.

Email Alerts

To send each of the Classic Email Templates, two Email Alerts have been created:

Customize Process Automation

Flows

The following flows are included in the module:

The flows have been enabled as a template, and hence if you want to edit it to meet your organization’s specific use case, you can clone the flow, make the required changes in the cloned flow, and activate the cloned flow.

Process Builder

The following processes are included in the module:

The process builders have been enabled as a template, and hence if you want to edit it to meet your organization’s specific use case, you can clone the process, make the required changes in the cloned process, and activate the cloned process.

Quick Actions

The following Quick Actions are included in the module:

Since these actions are packaged, they cannot be directly updated. To customize these actions, first copy the action (note that Salesforce does not allow for cloning Actions, so this must be done manually by creating a new action), make the required changes in the new action, and replace the packaged action on the relevant page layout(s) with the new action.

Setup Submissions

Create Custom Setting Records 

The Grant Applications and Reviews Module introduces three out-of-the-box relationship fields on the ampi__Submission__c object.  In order to use the SubmissionResponseForm that has been added to the Lightning Pages of those parent objects, Submission Relationship Custom Setting records for each of these relationships need to be created:

To create each custom setting record in the above table, follow these steps:

1. Go to Custom Settings in Setup.

2. Click 'Manage' next to Submission Relationship.

3. Click the 'New' button.

4. Fill out the ‘Name’ field with the API name of the parent object.

5. Fill out the Child Relationship Field Name field with the API name of the relationship field on ampi__Submission__c.

Setup Grantee Portal (Experience Site)

Once a new Digital Experience has been created, follow the steps below at a minimum to set up the Application and Review module.

Setup Navigation Menu

1. Click on  Navigation Menu 

2. Click on the Edit Default Navigation

   1. Add a Menu Item with the Name as 'My Accounts'

      1. Specify the Type as 'Salesforce Object'

      2. Specify the Object Type as 'Accounts'

   2. Add a Menu Item with the Name as 'My Call For Proposals'

      1. Specify the Type as 'Salesforce Object'

      2. Specify the Object Type as 'Call For Proposal'

   3. Add a Menu Item with the Name as 'My Concept Notes'

      1. Specify the Type as 'Salesforce Object'

      2. Specify the Object Type as 'Concept Note'

   4. Add a Menu Item with the Name as 'My Applications'

      1. Specify the Type as 'Salesforce Object'

      2. Specify the Object Type as 'Application/Grant'

      3. Choose the default list view as 'My Applications'

   5. Add a Menu Item with the Name as 'Grant Reports'

      1. Specify the Type as 'Salesforce Object'

      2. Specify the Object Type as 'Application/Grant'

      3. Choose the default list view as 'My Grants'

3. Save the Menu

Setup Pages for Application and Grant Record Type

1. .Navigate to the ‘Pages’ section in the top bar.

2. Navigate to the Application/Grant object page.

3. Navigate to the Page Properties of Custom Object Record Detail/ ApplicationGrant Record Detail.

4. Add a Page variation for the Application Record page.

   1. Navigate to the Page Variation tab.

   2. Click on ‘New Page Variation’ button.

   3. Select ApplicationGrant Detail_Application.

   4. Click on 'Next’

   5. Enter Application in Name Field.

   6. Click on 'Create'.

5. Repeat the process to create page variation for the Grant Record page

   1. Navigate to the Page Properties of Custom Object Record Detail/ ApplicationGrant Record Detail

   2. Navigate to the Page Variation tab

   3. Click on ‘New Page Variation’ button

   4. Select ApplicationGrant Detail_Grant

   5. Click on Next

   6. Enter Grant in Name Field

   7. Click on Create

6. Assign page variation ‘Application’ to Record Type ‘Application’ 

   1. Navigate to the Page Variation tab

   2. Click on  list menu dropdown next to Application page variation, and click on Assign

   3. Click on ‘New Audience’ button

   4. Specify the Audience name as ‘Application Record Type’

   5. Expand the Advanced chevron

   6. Select the Record Type as ‘Application/Grant’, Operator as ‘Equals’, and Value as ‘Application’

   7. Click on ‘Save & Assign’ button

7. Repeat the process to assign page variation ‘Grant’ to Record Type ‘Grant’

   1. Navigate to the Page Variation tab

   2. Click on  list menu dropdown next to Grant page variation, and click on Assign

   3. Click on ‘New Audience’ button

   4. Specify the Audience name as ‘Grant Record Type’

   5. Expand the Advanced chevron

   6. Select the Record Type as ‘Application/Grant’, Operator as ‘Equals’, and Value as ‘Grant’

   7. Click on ‘Save & Assign’ button

Assign Community Members

1. Navigate to the ‘Administration’ workspace

2. Navigate to ‘Members

3. Add the Grant Applicant Profile from Available Profiles to Selected Profiles OR

4. Add the Amp Grant Management Community Permission Set from Available Permission Sets to Selected Permission Sets

5. Click on the ‘Save’ button

Create Sharing Sets

1. Go to Setup.

2. Type 'Communities Settings' in Quick Find and click the result.

3. In the Sharing Sets related list, click 'New'.

   1. Label: Amp Impact Grant Applicant

   2. API Name: Amp_Impact_Grant_Applicant

   3. Selected Profiles: [Select the Profile created for Grant Applicants]

   4. Selected Objects: Concept Note

4. Click Set Up in the Configure Access table.

   1. Grant access where the User.Contact matches Target Concept Note.ampgm__Grant_Applicant_Primary_Contact__c

   2. Access Level: Read/Write

5. Click Update.

6. Click Save.

7. Repeat the process for Application/Grant

Import Geographic Areas

When an Application record is created, a related Project Geographic Area is also created based on the selection made in the Country picklist by the grant applicant while creating the Application/Concept Note. If a Geographic Area with the same name doesn’t exist in the org, then a new Geographic Area record is created too. To avoid duplicate data to be created, review the guidelines for creating Geographic Area records in bulk. It contains the Geographic Area records corresponding to the Country picklist on the Application/Grant object.