Entity User Experience Job Aid Reference Guide

Entity User Experience Job AidEntity User ExperienceReferenceGuideJob Aid Reference GuideFebruary 3, 2021

Page 3: OverviewPage 6Page 9Foundational roles inJustGrants and details ofthe authority and abilitiesof eachStep-by-step setup instructionsfor SMS, Voice, or Biometricsecondary authentication thatis necessary to accessJustGrantsPage 30Page 40The navigation bar andvarious tabs that allowyou to access theparticulars of your awardStep-by-step instructions forthe Entity Administrator toreassign tasks based uponrolesRoles & AuthorityUser ViewTableofContentsDIAMDRole Reassignment

OverviewThis guide will provide information to: Identify the six foundational external roles and theirrespective capabilities in JustGrants Navigate the JustGrants Entity Landing Page to view Entitylevel information and act on assigned work Explain the use of the JustGrants navigational tab structureAs an introduction to the information in this guide,let’s first cover some of the new terms,processes, and features of JustGrants.IMPORTANTDuring the initial role-out of JustGrants, please be aware that: The system does not “auto save” your work. You will see a warning message after 10 minutes of inactivity (per securityrequirements). You will be automatically logged out if you are inactive for 15 minutes (per securityrequirements). Unsaved work will not be saved at logout.Entity User Experience 3

JustGrants User: BasicsIt’s here! With the new release of JustGrants, applicantsand grantees have an entirely new system that providesincreased access and transparency throughout the grantprocess. There are new terms and processes that alignDOJ with the larger Federal Government to streamlinethe grants process for all users.The first term of note is “Entity”, which is used in place of“Organization”. When you first open JustGrants, you will find the leftnavigation options are labeled “Entity Profile”, “Entity Users”, and“Entity Documents”.Also, entity-level data now is managed in SAM.gov, which is consideredthe Federal Government’s “source of truth” or “authoritative source” ofinformation regarding entities. Changes and updates to information aremade in SAM.gov, then JustGrants pulls its entity information directly,ensuring data consistency and integrity.JustGrants provides users with two notifications sections. One displayssystem-wide alerts across banners on the “Home” page, and the otherprovides “bell notifications” specific to the user.The customized “Home” page is prepopulated with information relevantto the specific user. The “Home” page features “My Worklist”, whichdisplays information based on all the user's designated roles,application assignments, and award assignments.This update also features a brand-new, intuitivenavigation system with a user-friendly visual design thatclearly differentiates workspaces, distinguishes sectionsby font size, and improves data management usingdifferent colors to separate table sections.Entity User Experience 4

JustGrants User: HighlightsKey Takeaways In addition to the introduction of six foundational roles,JustGrants introduces increased visibility among users withinthe entity – the Entity User and their Entity Profile – allowingfor more efficient user management. One Email Address One User One Entity. Your login will beyour email address. An external user cannot use the sameemail address to access different Entity pages. One Email Address One User Multiple Roles One UserExperience. All of the work and permissions associated withyour login will be dynamically displayed on your home page. Entity-level information (name, unique identifiers, etc.) ismanaged within SAM.gov, eliminating the need for grantmodifications to change this information.Entity User Experience 5

Roles &Authority

Entity UsersJustGrants RolesThere are six foundational roles created to ensure Entity Users have the authorityand ability to carry out specific requirements and tasks.Entity AdministratorGrant Award AdministratorConfirms information contained inthe Entity Profile is current.Manages entity users, includinguser role assignments in DIAMD,and specific application and awardlevel assignments in JustGrants.Submits programmatic-relatedaward requirements, includingPerformance Reports, certainGAMs, and portionsof the Closeout.AlternateApplication SubmitterCompletes and submitsapplications on behalf of an entity,including Entity Assurancesand Certifications.Authorized RepresentativeMust possess legal authority withinan entity to accept awards. Thisaction binds the entity to the awardterms and conditions.Grant Award AdministratorProvides support to the Grant AwardAdministrator. Can initiate, but notsubmit, programmatic-relatedaward requirements including GAMs.Financial ManagerCertifies and submits financialinformation and all FederalFinancial Reports on behalfof an entity.Multiple roles can be assigned to a single user.

Entity AdministratorKey Takeaways The Entity Administrator (EA) is the key role withinan entity. The EA bears responsibility for managing entityinformation in JustGrants. The EA is the gatekeeper and manages the entityusers. The EA ensures the accuracy of the Entity Profile inJustGrants and makes changes, when necessary, inSAM.gov.Entity User Experience 8

DIAMDDigital Identity and AccessManagement Directory

#28DIAMD: Step 1User RegistrationTo access JustGrants,you must register inDIAMD.After receipt of yourJustGrants Welcomeemail, you will need toregister your account inthe system.11) Select the “here” link inthe email to begin theregistration process.Note: You will havea period fromreceipt to completethis process. Afterthat, the EntityAdministrator willneed to restart theprocess with a reinvite.Select “here” to begin your registration.Entity User Experience 28

#29DIAMD: Steps 2 – 3Forgot Password QuestionSelecting the link fromthe email will open yourweb browser to DIAMD,where you will completeyour login informationdetails for the system.2) Select a “forgotpassword question”from the dropdownmenu.233) Type your answer intothe Answer box.Select a question that you alone can answer.Entity User Experience 29

#30DIAMD: Steps 4 – 7Custom Question4) Optionally, create aquestion of your own.5) If you choose your ownquestion, type yourquestion into theCustom question box.6) Type your answer intothe Answer box.4567) When done, select theCreate My Accountbutton.7Create your own question and answer if you choose.Entity User Experience 30

#31DIAMD: Steps 8 – 10Password Reset8)9)Next, you will resetyour password byfollowing thedirections forpassword security andcreating yourpassword in the Enternew password box.8Repeat the newpassword in the boxbelow.91010) Select the ResetPassword button.Cannot re-use last six passwords.Entity User Experience 31

#32DIAMD: Step 11Multifactor AuthenticationNext, you will set upmultifactorauthentication foryour account usingeither Secure Key orBiometrics, GoogleAuthenticator, SMS(text), Voice Call, orEmail Authentication.Here we will focus onSMS first, then Voice.1111) For SMS (text), selectthe Setup buttonunder the SMSAuthenticationdirections.Note: Users with abiometric key areencouraged to use it forsecondary authentication,as shown on page 23.You can use either SMS or a standard voice call.Entity User Experience 32

#33DIAMD: Steps 12 – 13SMS (text) Authentication12) When you select SMS(text), a new selectionbox will open. Selectyour country from thedropdown menu.13) Enter a phone numberwhere you can receivean SMS (text)message in the Phonenumber box, thenselect the Send codebutton.1213“Send code” sends SMS (text) with authentication.Entity User Experience 33

#34DIAMD: Steps 14 – 15SMS (text) Verification14) The system will sendan SMS (text)message to thenumber you haveentered. Once youreceive it, enter thecode in the EnterCode box.15) Select the Verifybutton to submit thecode for systemsecond-levelauthentication.1415Enter code sent to your number via SMS (text).Entity User Experience 34

#35DIAMD: Step 16Additional Authentication16) The system will returnto the multifactorauthentication screenand acknowledgecompletion of SMSAuthentication with agreen check mark.16At this point, you canselect the Finishbutton, or you can addan additional optionalauthentication factor.You can add additional authentication.Entity User Experience 35

#36DIAMD: Step 17Voice Call Authentication17) For Voice CallAuthentication, selectthe Setup buttonunder the Voice CallAuthenticationdirections.This process going forwardmirrors the process forSMS (text) steps 12 and 16and will conclude with anadditional green checkmark for Voice CallAuthentication. Oncecompleted, select theFinish button to completemultifactor authentication.17This is an optional process.Entity User Experience 36

#37DIAMD: Step 18JustGrants18) After clicking theFinish button, you willarrive at the My Appsscreen. Select theJustGrants tile toaccess the system.19Select the JustGrants tile to access the system.Entity User Experience 37

#38DIAMD: ConfirmationEmail ConfirmationAfter completing thisprocess, you should receivean email confirming yourenrollment.The email confirms your enrollment details.Entity User Experience 38

DIAMDBiometric Security Key Access

#40DIAMD Biometric Key: Step 1OptionsNote: Users with abiometric key areencouraged to usethis method forsecondaryauthentication. It isthe DOJ preferredmethod.You can also use abiometric security keyas a secondaryauthentication methodif phone or internetservice are notavailable.Select thisoptionfrom thelist1) Select Settings toopen the availablechoices.To follow this path, select Settings.Entity User Experience 40

#41DIAMD Biometric Key: Step 2Setup2) Select Setup tobegin theconfiguration of thismethod ofmultifactorauthentication.Choose this path if other services are unavailable.Entity User Experience 41

#42DIAMD Biometric Key: Step 3Enroll3) Select Enroll.Enroll to set up your biometric key.Entity User Experience 42

#43DIAMD Biometric Key: Step 4OptionsYou have two biometricchoices.4) Select the USB securitykey from the list.Select USB key.Entity User Experience 43

#44DIAMD Biometric Key: Step 5Insert Key5) Insert your security keyand touch thebiometric readerwindow on the key.After inserting, touch the biometric window.Entity User Experience 44

#45DIAMD Biometric Key: Step 6System PermissionsThe system will pop up awindow requestingpermission.6) Click Allow to grantyour computer systempermission to letDIAMD access thesecurity key.Grant access to your key.Entity User Experience 45

#46DIAMD Biometric Key: Step 7Sign in a second timeThe system will log you out.7) After you have beenlogged out, enter yourlogin information againand click the Sign Inbutton.You will need to sign in again.Entity User Experience 46

#47DIAMD Biometric Key: Step 8Insert KeyA dialog box will open witha prompt.8) Insert your security keyand touch thebiometric window toprovide secondaryauthentication for thesystem.You will see the progress ofthe authentication andthen the system will openthe DIAMD access page.Your security key provides secondary authentication.Entity User Experience 47

User View

#31Landing PageJustGrants Landing PageWhen a user views the Landing Page, they will always see the topheading content and left navigation bar. The top headingcontains the the logo, bell notifications, the Help icon, and UserLogoff.Currently the help icon is not connected but will continue to bedisplayed.Entity User Experience 31