Other Portfolio

The Other Portfolio screen opens when you select a portfolio in the Other Portfolio User Search screen. This screen lets you view the contents of another PO's portfolio.

You can view all the portfolio's grants in one screen, or Click Other Portfolio in the top menu to open the Other Portfolio menu and view the other portfolio's grants sorted by grant phase.

As PO you can open and view any eRA grant record in any PO's portfolio.

And for grants managed by your own IC, with the understanding of the assigned PO (and in keeping with IC guidance), you can also take certain actions in PMM such as signing off on a grant or adding items to the program notebook. See below for more information.

For NIH Users

For SAMHSA Users

Multi-Select

Use the checkboxes on the left side of the grid to select grant records you want to take action on.

You can select records row by row, and/or click the select menu above the checkboxes to choose one of these multi-select options:

multi-select options

Check All — Select all records on all pages of the portfolio, including any records that are hidden by the filter function.
Check All Visible — Select only the records are visible on this page of the portfolio: Records that are hidden by the filter function are not selected.

The counter above the grid will tell you how many you've selected:
selected row count

IMPORTANT: Note that any selections you make are persisted as long as you remain in this portfolio screen: You can move through the pages of the portfolio, selecting records on multiple pages, and all the records will stay selected until you navigate away from this portfolio screen or perform one of these deselect actions:

Uncheck All — Clear all selections on all pages of this portfolio screen, including any records that are hidden by the filter function.
Uncheck All Visible — Deselect only the selections that are visible on this page of the portfolio: Selected records on other pages and those that are hidden by the filter function are not deselected.
Or click row-by-row to deselect individual records.

Actions

After you've made your selections, click Actions to open the Actions menu, as shown here:

For For SAMHSA:

Actions menu for SAMHSA

for NIH:

Actions menu for NIH

Then click to perform one of these actions on the selected grant records:

Refresh — Refresh the grant information and reload the screen.
Bulk Actions for checked items — Use these actions to track or untrack the selected grants. See Track Grants below.
Generate Correspondence — SAMHSA only: SAMHSA users can choose this action to send correspondence to the selected grantees. See Generate Correspondence screen.

Track Grants

Tracking grants allows you to include in your portfolio grant records that are not assigned to you. Note: Tracked grants that are primary to other ICs will be read-only.)

Tracking accomplishes two things: You will see tracked grants listed when you view your own portfolio, and you can follow Study Section Review meetings for tracked grants in Real Time Meeting Status (RTMS) (see RTMS online help for more information).

Tracked grant records remain in your portfolio throughout their lifecycle, even if they are reassigned to another PO.

Use the Bulk Actions for checked items buttons in the Actions menu to track or untrack multiple selected grants.

To do so, use the checkboxes at the right side of the grid to select one or more grants, then open the Actions menu and click the desired bulk command:

Track Checked (Add to My Portfolio) — Begin tracking the selected grants in your portfolio and also track their Study Section Review meetings in Real Time Meeting Status ( RTMS ).
Note: To access Real Time Meeting Status, click the RTMS link in the Grant Summary view.
Untrack Checked (Remove From My Portfolio) — Stop tracking the selected grants.

Other PO's tasks

Once you have selected another PO's portfolio, you also have access to that PO's tasks: You can view and complete their tasks just as if they were your own. So when you are filling in for other POs in your IC, you can keep their tasks up-to-date.

From this screen, when you select View Tasks from the tasks menu, the Tasks screen will display the other PO's tasks.

Working with the portfolio list view

The legend at bottom of screen explains icons in the portfolio grid.

Filter: Enter text in the Filter box to quickly find any grant record in your portfolio. Enter partial or complete PI name or grant number and the system will only display the grant records that match the filter text. Filtering looks for matches throughout the portfolio, including the fields in the Summary View, even when the Summary Views are closed — See Summary View for more information.

NOTE: You can enter multiple words, letter strings and/or number strings to narrow the search. Multiple search elements will be combined into an "AND" search statement. Filtering is most successful if you enter a distinctive word or string of letters or numbers. Filtering for short or common words will probably yield too many hits.

Click links or icons in the portfolio grid to perform the following actions:

Click the + icon in the first column of the grid to open a summary view of the grant. See Summary View for more information.
Click a column header to sort by that property, and click the arrow icon in the header to switch between ascending and descending sort.
Click the PI Name or the person icon to view the QVR Person Information report for the PI.
Click the mail icon to send email to the PI. The email is automatically addressed to the PI, with a cc to the assigned GMS and the institution Signing Official or Business Office address. The subject line of the email includes the full grant number.
When you find a grant record in any Portfolio or search results screen, you can click the grant number or the book icon to open the Program Notebook, where you can add notes and save documents related to the grant record. See Program Notebook.
Click the folder icon to open the grant's Grant Folder. See Grant Folder for more information.
And click the document icon next to the grant folder to open the grant application PDF (for competing applications) or the RPPR (for non-competing applications, if available).
In the Checklist column, click the Checklist link to open the grant record's Program Checklist. See Checklists for more information.
In the Approval column, click the approval status (Unsigned, Signed) to open the Approve/Disapprove Grant screen where you can sign or unsign the award. See Approval/Sign-off for more information.
The My Grant icon identifies the grants that are assigned to you.
The UT link indicates grant records that you are currently tracking. Click the UT link to stop tracking the record.

Display Preferences

Click the small arrow to open the Display Preferences tools and configure how the grants in this portfolio screen are filtered and sorted.

Navigation

Nav bar

The navigation bar at the top of the screen gives you access to these PMM features:

Search — Click this button to open the Grant Search screen.

My Portfolio — Click to view your portfolio. You can select All Phases in this menu to access your entire portfolio, or select one of the other options to see your portfolio sorted by grant phase. See My Portfolio menu for more information.

Other Portfolio — Click to open the Other Portfolio menu to search for and view portfolio of another PO.

Tasks — Select View Tasks from this menu to open the Tasks screen and view the tasks assigned to you, or select Task Preferences to configure how task due dates are calculated.