Prepare for a new award cycle

Once you've performed Cycle Management (i.e., archived your General Application, conditional applications, opportunities, and reviewer groups), you need to set up your system for a new award cycle.

Review the Details and Questions for accuracy:

  1. Go to Opportunities, General Application, Details.

  2. Review the Description , Frequently Asked Questions, Start Date, and End Date for accuracy.

  3. If you made any changes, select Update General Application.

  4. Go to Opportunities, General Application, Questions.

  5. Review question text and answer choices.

  6. If you made any changes, select Update Questions.

For each conditional application, review the Details and Questions for accuracy:

  1. Go to Opportunity, General Applications, Conditional - All.

  2. Select a conditional application.

  3. On the Details tab, review your Custom Text, Start Date, and End Date for accuracy.

  4. If you made any changes, select Update Portfolio.

  5. At the top right, select the Questions tab.

  6. Review question text and answer choices.

  7. If you made any changes, select Update Questions.

Review the descriptions, qualifications, and questions for your opportunities:

  1. Go to Opportunity, Portfolios, Opportunities.

  2. Make sure you're looking at the Complete View.

  3. To check descriptions for years or dates, add the following filters:

    • Description: 2018 || 2019 || 2020 || 2021 (may vary based on year)

    • Archived: No

      Cycle management opportunity descriptions

  4. To make sure qualifications exist, add the following filters:

    • Type: Apply-To || Auto-Match

    • Archived: No

    • Qualification Group Count: 0

      Cycle management opportunity qualifications

  5. To make sure questions exist, add the following filters:

    • Type: Apply-To

    • Archived: No

    • Question Count: 0

      Cycle management opportunity questions

Review your apply-to and post-acceptance questions for years or dates:

  1. Go to Site, Files, System Reports.

  2. On the Questions report, select Request Report (your report may take a while to generate).

  3. Go to Site, Files, Files.

  4. Locate and download your Questions report.

  5. Open the file, then search for dates.

Check the Reviewer Group Template for accuracy:

  1. Go to Opportunity, Evaluators, Reviewer Group Template.

  2. Review the Group Information and Group Reviewer Note for specific years or dates.

  3. If you made any changes, select Update Group.

  1. Go to Opportunity, Evaluators, Reference Questionnaires.

  2. Select a specific questionnaire.

  3. Review the Description and Note to Reference for specific years or dates.

  4. If you made any changes, select Update.

  1. Go to Site, Settings, Custom Text.

  2. On the Instructional Text and Label Text tabs, review all sections for accuracy.

Review your message templates:

  1. Go to Site, Communications, Message Templates.

  2. Review all message templates for specific years or dates.