(VSS) SIGMA Vendor Self Service

1 1 . SIGMA Vendor self Service (VSS) State of Michigan VSS User Guide for Grantees Version 2 Table of Contents Introduction .. 3 Key Information .. 3 Section 1: SIGMA VSS Users .. 4 Section 2: SIGMA VSS Commodities .. 7 Section 3: Grant Opportunities ..11 Section : Grant Opportunities ..11 Section My Watch List ..23 Section Award History ..25 Section 4: Grant Applications ..27 Section : My Grant Applications ..27 Section Grant Events Schedule ..32 Section Grant Reports ..34 Section 5: Financial Transactions ..36 Section Financial Transactions ..36 Section Agreements ..36 Section Create Invoice/Request (GFR) .. 38 Section Scheduled Payments ..44 Section Checks/EFTs ..44 Section Invoices/Requests ..48 3 Introduction This guide provides an overview for grantee registration and functionality in SIGMA Vendor self Service (VSS). This guide is to be utilized by those who have been awarded a grant by the State of Michigan and have not registered on SIGMA VSS or are unsure if they have an existing account, and for potential grantees wishing to view on-line grant opportunities.

2 The SIGMA VSS website allows institutions and individuals to register and maintain grantee account information. Grant Opportunities for some State Agencies are published within the grant portal of the SIGMA VSS page. Some State Agencies may continue to utilize their existing systems. For detailed information related to the SIGMA VSS Registration process and how to view and submit financial transactions, please view the SOM VSS Vendor Registration User Guide or SOM VSS Vendor Existing Account Activation User Guide. Key Information To avoid browser compatibility issues, SIGMA VSS is best viewed with Internet Explorer 11 and Firefox or Please disable your pop-up blocker in order to access all parts of the site. Watch for browser updates in the Announcements section of the VSS Home Page. Frequently Asked Questions: within the various SIGMA VSS pages, Frequently Asked Questions links are available to provide additional user information.

3 These are located on the left side column of the application as a link to select. When navigating from one tab to another the frequently asked questions will update to correspond to the page being viewed. 4 Section 1: SIGMA VSS Users Under Account Information tab within SIGMA VSS, the Users tab should be utilized to update or setup users to allow for various access privileges such as review grant opportunities, respond to grant opportunities and accept awards. Primary Access Level - indicates what the user can do in SIGMA VSS. All users must have a Primary Access Level set to one of the following values: Account Administrator Ability to add account users and assign access levels to each user. May update the Account Information and User's information. Ability to view financial transactions pertaining to the account. Ability to update their own profile information. Full Access May only update the account information other than User Information.

4 Ability to view financial transactions pertaining to the account. Ability to update their own profile information. Display Only May view the Account Information other than User Information. May view financial transactions pertaining to the account. Ability to update their own profile information. To change a user s primary access level, the Account Administrator can select the View/Modify link next to their record on the Account Information tab - Users page and then select Change Access Levels at the bottom of the new page that opens. Optional Access Level - indicates what the user can do within the Financial Transactions tab in VSS. These optional levels may be assigned to the Full Access level and Accounting Administrator roles listed above. A user can optionally be assigned to one or more of the following access levels: Create Invoice - users would have the ability to search for awarded grant agreements and create an invoice (financial reimbursement request).

5 5 Create Solicitation Response user would have the ability to create a response to available grant opportunity postings (grant application). The Create Response access level allows the creation and modification of both draft and submitted responses. Submit Response - user would have the ability to submit a response to available grant opportunity postings (grant application). This would also cover being able to submit grant documents within the Grant Applications tab, Grant Events Schedule and Grant Reports tab. The Submit Response access level allows the modification, withdrawal, and submission of both draft and submitted responses. To change a user s access level, the Account Administrator can select the View/Modify link next to the record on the Account Information tab - Users page and then select Change Access Levels at the bottom of the new page that opens. To add additional Users: Step1: Select Add within the Users tab under the Account Information tab to setup additional users for your account.

6 Step 2: Complete all required fields and select Next. 6 Step 3: Complete Access Levels and select Save. User will appear on Account Users screen. 7 Section 2: SIGMA VSS Commodities Under Account Information tab within SIGMA VSS, the Commodities tab should be utilized to update your existing commodities. SIGMA VSS utilizes commodity codes to post Grant Opportunities by a particular award program. You will receive automated email notices whenever grant opportunities are published with the commodity codes selected for this account. Notifications will be sent electronically for all Grant Opportunities within the commodity code you have chosen. For example if you choose a higher level of commodity code such as G03, you will receive notifications for any grant opportunities that are posted within that entire structure. If you choose a specific grant commodity code that is down to the specific grant opportunity you will only receive that grant opportunity and no other grant opportunities.

7 You may choose more than one commodity code ; however, there is no option to choose all grant related commodity codes. You need to choose the specific ones. Some grant coordinators may have grant commodity codes specific to an application year, therefore if you only choose that grant commodity code you may not receive notification if they change the grant commodity code the following year. It would be best to select at a broader level to receive all related grant opportunity notifications. commodity codes may be listed within SIGMA VSS as grant code . The Grant commodity Structure was designed to cover basic grant categories similar to the Federal Grant Award Categories listed on The sequence is as follows: G01 Agriculture G02 Arts 8 G03 Business and Commerce G04 Community Development G05 Consumer Protection G06 Disaster Prevention and Relief G07 Education G08 Employment, Labor and Training G09 Energy G10 Environment G11 Food and Nutrition G12 Health G13 Housing G14 Humanities G15 Income Security and Social services G16 Information and Statistics G17 Law, Justice and Legal services G18 Natural Resources G19 Other G20 Regional Development G21 Science and Technology and other R&D G22 Transportation To update Commodities: Step 1: Within Account Information, Commodities tab choose Add Items 9 Step 2.

8 Search for Grant Commodities by selecting the Grant option Yes and select Browse to return all grant related commodity codes. 10 Step 3: Check the box for the desired grant commodity codes for which you would like to receive notification to apply and select OK. These commodity codes will be added under View Pending Additions. Updates to your account will be reflected after VSS has completed its routine automated update cycle. The automated update cycle runs every two (2) hours 8 AM to 4 PM EST during State of Michigan business days. 11 Section 3: Grant Opportunities Section : Grant Opportunities The State of Michigan may optionally post grant opportunities to potential grantees using SIGMA VSS. These opportunities are available for viewing by both registered and non-registered (guest access) users. Once logged into SIGMA VSS, select the Grant Opportunities Tab at the top. This tab will show existing State of Michigan grant opportunities available.

9 The page displayed will show grant opportunities with details related to the grant, Department, when the grant was published and when it will be closing. 12 Grant Opportunities tab example: Available Search Options within Grant Opportunities To search for a specific grant opportunity there are various searches/views to narrow the search: 1. Type in Keyword to search 2. Choose the Advanced Search Link 3. Choose from the various Show links listed 4. Select Next to scroll through the various pages See below for screen shots of these four options. Option 1: Keyword Search. Note: keyword will search through all details of the grant opportunity which may not be seen on the first display screen. 13 Option 2: Advanced Search. Note: items available for Status are: Awarded, Closed, Open, Reopened, Cancelled. Choosing a Type is not necessary as all grant opportunities will be listed by default. 14 Option 3: Choose from the various Show All Grant Opportunities: Grant opportunities listed regardless of being closed or open.

10 This is the default view. My Grant Codes: Grants that the grantee signed up for during the registration process. These would be the commodity codes that were chosen under the Commodities portion. To view current commodity codes or to update, select the Accounting Information tab and Commodities tab. See Section 2 for more information. Open Grant Opportunities: Grant opportunities that currently have a status of Open. Closing Soon: Grant opportunities that will be closing within the next 10 days. Recently Published: Grant opportunities that have been published within the last 7 days. Recent Amendments: Grant opportunities that have been amended within the last 7 days. Recent Intents: Grant opportunities that the grantor maybe intending to award within the last 14 days. Recent Awards: Grant opportunities that have been awarded within the last 14 days. 15 Grant Opportunity Summary Display Within the Grant Opportunities tab, you may select Summary to review quick details of the opportunity such as name of grant program, coordinator information and if attachments are included.