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Program Cycles

By September 4, 2017March 12th, 2020Build your Application Cycle, Knowledge Base

A program cycle is a singular offering of a program (grant opportunity).  Cycles are made up of any or all of the following elements:

  • Intent to Apply
  • Unique Application Form
  • Flexible Form – Invoice, Activity Form, etc (these are created as separate cycles but can be coordinated with the initial cycle)
  • Interim Report
  • Final Report

A program cycle in GO Smart might occur annually, quarterly, on a rolling basis, and so on. Cycle names should include the program name plus the timeframe (“Project Support 2017,” “Community Support 16Q1,” etc.). If you need to offer additional items as part of your grant opportunity, you can also create additional cycles (aka “flexible page sets”). The names of these additional items should include the Program name, the Cycle timeframe, and an additional description (“Project Support 2017 Reimbursement”).

NOTE:   Programs are the folders where you create and organize your grant Cycles. To keep your Cycles organized, be sure to include the Program folder’s name in the name of each Cycle associated with that Program (example: Community Support program should house Community Support 2018 cycle, Community Support 2019 cycle, etc). If you cannot include the Program folder’s name in the name of one of your Cycles, you may want to consider creating that Cycle in a different Program folder.

Create the First Cycle in a New Program

  1. Navigate to the Grant Editor tab > Program Cycles subtab.
  2. Select your program from the drop-down menu.
  3. Click on the Create New Program Cycle link.
  4. Fill out the Cycle Editor to create the logistics for this cycle.
    1. Learn more about each section of the editor here.
    2. Learn more about the Text Editor for your text fields.
  5. Click Add to create and save the logistics of your new cycle.
After you select a new program from the drop down menu on the Program Cycles tab, you will click the “Create New Program Cycle” link to begin creating your first cycle of that program

Edit Existing Cycles

  1. Navigate to the Grant Editor tab > Program Cycles subtab.
  2. Select your Program and Cycle from the drop-down menus.
  3. Modify any section of the Cycle Editor.
  4. Scroll toward the bottom of the window and click Update to save your changes.
Select your Program
Select your Cycle
Fill out these fields and all that follow on this tab to complete the logistics of your Cycle

Create All Subsequent Cycles in an Existing Program

The first Cycle of a Program is the only Cycle you will create from scratch.  Every following Cycle (or flexible form) in that Program can be cloned–and modified, if necessary–from the initial Cycle you created.

To clone a Cycle:

  1. Navigate to the Grant Editor tab > Program Cycles subtab.
  2. Select your Program and the most recent or most similar Cycle from the drop-down menus.
  3. Scroll toward the bottom of the window and click Create New Cycle.
  4. The window will refresh and you will see the word EDIT appended to your Cycle name.
  5. Change the name of the Cycle to reflect the new Cycle or flexible form name.
  6. Make any modifications necessary to reflect the new Cycle and click Update to save your changes.
  7. Navigate to the Grant Editor tab > Application Pages subtab and select your new Program and Cycle.
  8. Make any modifications necessary to reflect the new Cycle or flexible page set.
  9. Navigate to Grant Manager > Status Mailer and update any cloned status mailers if dates and information are outdated.
From the Program Cycles tab, select the Cycle you want to clone, scroll toward the bottom of the window and click the Create New Cycle button.
After clicking Create New Cycle, the page will regenerate and you will see the same program selected.
After clicking Create New Cycle, the page will regenerate and you will see the same cycle name with the word “EDIT” appended to indicate you are in the new cycle.
Change the name of the new cycle by removing the word EDIT and making any other necessary modifications.
Change the Prefix and any other fields on this window to reflect the new cycle logistics.

Extending a Cycle (aka “Sub Cycle”)

If your application Cycle is a multi-year opportunity and/or does not follow the Intent to Apply -> Application -> Interim Report -> Final Report workflow, speak with a GO Smart team member about using our Extend Cycle tool to create a sub cycle. Flexible forms might be a better fit for your needs if your workflow does not follow the standard cycle for GO Smart.

Deleting a Cycle

Contact the GO Smart team if you need to remove an unnecessary cycle from your application.