Grants and contributions online services: User guide (Applications and project management)

1.1 View list of applications and projects

To access the Applications and Projects screen click on “View List of Applications and Projects” on the Welcome screen.

Once in the Applications and Projects screen, you’ll see a complete list of the organization’s applications for funding and projects as well as their status. You can filter your results by Program, Status or who created the application. Under each application and project that is listed, you’ll see various option for functions that may be performed. The list of functions will vary depending on their status (for example, Edit, Remove, Action, Add Supporting Document, etc.).

1.2 Add an application for funding

Click “Add an Application for Funding” on the Welcome screen to apply on a program that has continuous intake as the intake method. This will direct you to the Program Selection screen.

1.3 Convert to online

Please note that this section only applies to projects that have not been submitted through GCOS. This includes projects that were initially submitted by mail, email or using the online fillable form. You can convert your project as soon as your project has an agreement ready to be signed.

1.4 Apply on a call for proposal

All the open CFPs are displayed under the Open Call for Proposal section of the Welcome screen. Clicking “Apply” (under a listed CFP) will bring you to the Program Selection screen.

Note: To apply to the Canada Summer Jobs Call (CSJ) for proposal, visit the CSJ User guides. In the Program Selection screen, you’ll need to complete all the required fields:

• Program Group: select from a pre-filled list
• Project Title: enter a brief and descriptive title
• click “Next” to create your application

1.5 Copy and edit an existing application

You can copy and edit the content of a previously created application to create a new one.

• Enter your username and password in GCOS and click Continue
• Click your Organization's name
• Click "Gs and Cs Online Services"
• Click "View List of Applications and Projects"
• Retrieve the application or project you wish to copy
• Click "Copy and Edit"
• Click "Yes"
• Review the application and make the necessary modifications
• Refer to section 2.16 Review and Submit application to submit your new application

Important: You’ll not be able to use the copy and edit function on a converted project.

2.1 Who has the rights to create and submit an application

If you’re the primary officer of the organization, you automatically have the right to create and submit an application. If you’re a representative of the organization, you should verify if you have the required rights by following these steps:

• enter your username and password to access GCOS
• click "Continue"
• click your organization's name
• click "Gs and Cs Online Services"
• click "My GCOS Account" in the top menu
• click "Representatives"
• identify your name
• click "View"
• ensure the "Create" and "Submit" checkboxes for application for funding are selected

If the "Create" and/or "Submit" checkboxes for application for funding are not selected, please contact the primary officer of your organization or an authorized representative as they will be able to delegate you the appropriate rights.

2.2 Creating a new application

Clicking the “Apply” link in the Open Call for Proposal table or the “Add an Application for Funding” link on the Welcome screen will direct you to the Program Selection screen. In the Program Selection screen, you’ll need to complete all the required fields:

• Program Group: select from a pre-filled list
• Project Title: enter a brief and descriptive title
• a link to the Program Guidelines will appear as you choose the program to help answer program specific questions
• click “Next”, which will create and allow you to complete your application

2.3 Project identification

The Project Identification screen is used to capture the planned project start and end dates. You can enter the planned project start and end dates on the Project Identification screen as follows. From the Application Summary screen:

• click “Edit Project Identification”
• the “Project Title” field will be pre-filled and un-editable
• enter “Planned Project Start Date” and “Planned Project End Date”
• click “Save”
• click “Back to Application” to go back to the Summary Application screen

2.4 Mailing address

The Mailing Address screen is used to capture the mailing address specific to the application. All correspondence will be sent to this address, including any payments if the direct deposit option is not activated. You can select the mailing address specific to the application on the Mailing Address screen as follows. From the Application Summary screen:

• click "Select Mailing Address”
• select the mailing address corresponding to this application (from the options displayed on the screen)
• click “Save”
• click “Back to Application” to go back to the Summary Application screen

Follow the steps below if no mailing address appears on the screen:

• click "My GCOS Account" in the top menu
• click "My Organizations"
• click the organization name for which you want to add a mailing address
• click "Manage Addresses"
• click "Add Address"
• once saved, the address will display on the Mailing Address screen
• to return to your application, click "My Organizations" in the top menu
• click the organization for which you added the mailing address
• click "Gs and Cs Online Services"
• click "Draft" or "View List of Applications and Projects"
• retrieve your application and click on "Edit"
• click "Mailing address"
• select the mailing address for this application
• click "Save"
• click "Back to Application" to go back to the Summary Application screen

2.5 Organization contacts

The Organization Contacts screen is used to capture contacts for the application. The contact person(s) is who the department communicates with regarding the application. You may edit or remove the contacts at any time. You can add a new contact or you can add yourself as a contact. However, there must be at least one main application contact at all times. You can manage contacts specific to the application on the Organization Contacts screen as follows. From the Application Summary screen:

View Organization Contacts:

• click “View Organization Contacts”
• view details of each listed contact, including name, telephone number and contact type
• click “Back to Application” to go back to the Summary Application screen

Add new contact:

• click “Add new contact”
• complete all required fields marked with an asterisk
• click “Save”
• click “Back to Application” to go back to the Summary Application screen

Add yourself as a contact:

• click "Add Myself as a contact"
• ensure that the pre-filled information is correct
• select the contact type and contact address
• click "Save"
• click "Back to Application" to go back to the Summary Application screen

2.6 Organizational capacity

The Organization Capacity screen is used to capture details relevant to the organization’s capacity to properly manage the project. You can manage the capacity as follows. From the Application Summary screen:

• click “Edit Organizational Capacity”
• complete all required fields marked with an asterisk
• click “Save”
• click “Back to Application” to go back to the Summary Application screen

2.7 Amounts due

The Amounts Due screen is used to capture any amounts your organization owed the Government of Canada. If you have no amounts due, please don’t complete this section. If your organization owes dues to the Government of Canada, you may declare it here. You can manage the Amounts Due screen as follows. From the Application Summary screen:

Vie Amounts Due:

• click “View Amounts Due”
• this will allow you to view, edit or remove existing amounts due
• click “Back to Application” to go back to the Summary Application screen

Add Amount Due:

• click “Add Amount Due”
• complete all required fields marked with an asterisk
• click “Save”
• click “Back to Application” to go back to the Summary Application screen

2.8 Project description

The Project Description screen is used to capture details relevant to the project. This information will be used to assess the quality of the project and funding eligibility. You can manage the Project Description screen as follows:

• click “Edit Project Description”
• complete all required fields marked by an asterisk
• click “Save”
• click “Back to Application” to go back to the Summary Application screen

2.9 Project details

The Project Details screen is used to capture further details on the project’s activities and priorities. You can manage the Project Details screen as follows. From the Application Summary screen:

• click “Edit Project Details”
• answer each mandatory question by answering “Yes” or “No”
• answering “Yes” to any of these questions will generate a text box in which you’re required to add details (using up to 30,000 characters)
• click “Save”
• click “Back to Application” to go back to the Summary Application screen

2.10 Project locations

The Project Locations screen is used to capture the main location of the activities for the project. By default, your organization’s main address is displayed as the main location of the activities. You can manage the Project Locations screen as follows. From the Application Summary screen:

View Project Locations:

• click “View Project Locations”
• This will allow you to view, edit and remove current location(s) corresponding to the project. There can only be one main location
• click “Back to Project Locations”

Add Project Locations:

• click “Add Project Location”, which will direct you to the Location Details Screen
• complete all required fields as marked by an asterisk
• click “Save”
• click “Back to Project Locations”

2.11 Budget

The Budget screen is used to capture a detailed list of planned expenditures for the project. It shows the expenditures broken down by expenditure category, sub-category and funding source. This information will be used to determine:

• the overall cost of this project
• whether costs are linked to the activities
• the general nature of the expenditures to be covered by all anticipated sources of funding

The Total Planned Expenditures must also equal the amounts displayed in the Cash and In-kind columns on the Anticipated Sources of Contribution screen. You can manage the Budget screen as follows. From the Application Summary screen:

• Click “Edit Budget”
• Enter your planned expenditures by cost categories and by source of funding
• Click “Save”
• Click “Back to Application” to go back to the Summary Application screen

2.12 Anticipated sources of contribution

The Anticipated Sources of Contribution screen is used to capture details on how the project will be funded. This information will be used to verify that the funding request conforms to any stacking limit or requirement for funding from other sources.

Other sources of funding includes any source of funding you’ll receive (including your organization) other than the requested amount from ESDC. You may edit or remove the anticipated sources of contribution at any time, except for the Department's contribution which can only be edited on the Budget screen.

The ESDC Cash amount field will be populated from the amounts entered on the Budget screen. Should you have additional organizations that will contribute funds and/or in-kind contributions to this project, please add them subsequently.

The amounts displayed in the Cash and In-kind columns must equal the Total Planned Expenditures totals on the Budget screen.

You can manage the Anticipated Sources of Contribution screen as follows. From the Application Summary screen:

• click "View/Add Anticipated Sources of Contribution"
• the ESDC amount will be populated from the amounts entered on the Budget screen
• click "Add Anticipated Sources of Contribution" to enter another source of funding
• the Contribution Details screen will pop up
• complete all required fields marked by an asterisk
• click "Save"
• click "Back to Application" to go back to the Summary Application screen

2.13 Budget details

The Budget Details screen is used to capture details on possible contract values and planned capital assets expenditures for the project. You can manage the Budget Details screen as follows. From the Application Summary screen:

• click “Edit Budget Details”
• complete all required fields as marked by an asterisk
• click “Save”
• click “Back to Application” to go back to the Summary Application screen

2.14 Supporting documents

The Supporting Documents screen is used to upload files supporting the documentation of the project. All documents are scanned by an anti-virus application before being submitted. GCOS will not allow a document to be submitted if a virus is detected. A warning message will be displayed notifying the user of this. You can manage the Supporting Documents screen as follows. From the Application Summary screen:

View Supporting Documents:

• click “View Supporting Documents”

Add Supporting Documents:

• click "Add Supporting Documents" to be directed to the Supporting Documents screen
• clicking "Add" will direct you to the Document Details screen, which will allow you to browse the files on your computer.
• complete all required fields marked by an asterisk
• click "Browse" to find your file
• once your file is uploaded, click "Save"
• click "Back to Supporting Documents" to go back to the Supporting Documents screen

If the document has already been uploaded in your organization's account:

• click “Select/Unselect”, which will direct you to the Select Supporting Documents screen

To upload a supporting document to the organization's account:

• click "My GCOS Account"
• click "Organization Identification"
• click "Add Supporting Documents"
• enter the "Document Title", "Choose the Document Type"
• click "Browse" to find your file
• once your file has uploaded, click "Save"
• once saved, the document will appear on the select "Supporting Documents screen"

To return to your current application and add the organization's supporting document:

• click "GCOS"
• click "Draft" under the Applications and Projects section
• identify your application and click "Edit"
• click "Add Supporting Document"
• click "Select/Unselect", which will direct you to the "Select Supporting Documents" screen
• click "Select" to indicate which document you would like to add to your supporting documents for this application
• click "Save"
• click "Back to Supporting Documents" to go back to the "Supporting Documents" screen
• you may view or remove the supporting documents at any time
• click "Back to Application" to go back to the "Summary Application" screen

2.15 Forecast of project expenditures

The Forecast of Project Expenditures screen is used to capture anticipated agreement expenses requirements for future periods and is mandatory on all new projects using an advanced payment frequency. The monthly financial requirements for the project are recorded here. The Forecasted Grand Total must equal to the ESDC Project Budget Amount. You can manage the Project Expenditures screen as follows:

From the Application Summary screen:

• click “Edit Forecast of Project Expenditures”
• enter the forecast of project expenditure amounts per month and per fiscal year
• click “Save”
• click “Back to Application” to go back to the Summary Application screen

2.16 Review and submit

The Review and Submit screen is used to display a full summary of all the information entered into the application. It allows you to review and, if necessary, edit information. You can manage the Review and Submit screen as follows. From the Application Summary screen:

• click “Review and Submit”
• click “Expand all” or a specific section to view and, if necessary, edit sections of your application
• click “Print” to review the online version of your application (opens in a new window)
• click “Next” to submit your application

You’ll be directed to the Declaration screen. For an application to be considered complete, it must be completed by the official representative(s) in accordance with the organization's by-laws or other constituting documents.

The first paragraph displays how many signatures are required to submit an application. If the number of signatories is incorrect, follow the next steps:

• click "My GCOS Account" in the top menu
• click "Organization Identification"
• click "Edit Organization Identification"
• scroll down to the Signatories Section, change the number of signatories required to submit an application
• click "Save"

To return to your current application:

• click "GCOS"
• click "Draft" under the Applications and Projects section
• identify your application and click "Edit"
• click "Review & Submit"
• click "Next"
• the number of signatories will be updated on the Declaration screen

Important: If you don’t have the rights to sign an agreement, the Submit button will not be available.

3.1 Do you have the rights to sign an agreement?

If you’re the primary officer of the organization, you automatically have the rights to sign an agreement. If you’re a representative of the organization, you should verify if you have the required rights by following these steps:

• enter your username and password to access GCOS
• click "Continue"
• click your organization's name
• click "Gs and Cs Online Services"
• click "My GCOS Account" at the top of the screen
• click "Representatives"
• identify your name
• click "View"
• ensure the Submit checkbox for Agreement is selected

If the Submit checkbox for agreement is not selected, please contact the primary officer of your organization or an authorized representative as they will be able to delegate you the appropriate rights.

3.2 Access the agreement

• Enter your username and password to access GCOS
• Click "Continue"
• Click your organization's name
• Click "Gs and Cs Online Services"
• Click "Ready To Sign"
• Click "Sign Agreement"

3.3 Agreement

The Agreement screen allows you to view and sign the agreement.

• Click “Sign Agreement”, which will direct you to the Review & Sign screen

3.4 Review and sign

The Review and Sign screen allows you to sign the agreement electronically. It is important to read the agreement, by clicking the “Link to Document” link, prior to signing it. You must have the latest free downloadable Adobe Acrobat Reader software to view the agreement.

The Review and Sign screen allows you to request direct deposit as the payment method for this project. For more information on direct deposit, please consult section 4 of this User Guide.

Under the Signatories section, if more than one signature is required by your organization to sign an agreement, you can view the number of signatures required and view how many signatures have been captured to date.

If the number of signatories is incorrect, follow the next steps:

• Click “My GCOS Account” in the top menu
• Click “Organization Identification”
• Click “Edit Organization Identification”
• Change the number of signatories required to submit an agreement
• Once saved, the number of signatories is updated on the Review & Sign screen

To return to signing your agreement, follow the next steps:

• Click “GCOS”
• Click “Ready To Sign” under the Applications and Projects section
• Identify your Project and click “Sign Agreement”
• Click “Sign Agreement”

3.5 How to view the signed agreement

To view a copy of the signed agreement, follow the steps below:

• Enter your username and password to access GCOS
• Click "Continue"
• Click your organization's name
• Click "Gs and Cs Online Services"
• Click "View List of Applications and Projects" under the Applications and Projects section
• Identify your Project from the list
• Click "View Agreement"
• Identify the Agreement you would like to view, and click "View"

4.1 Who has the rights to create and submit a direct deposit request

If you’re the primary officer of the organization, you automatically have the rights to create and submit a direct deposit request. If you’re a representative of the organization, you should verify if you have the required rights by following these steps:

• enter your username and password to access GCOS
• click "Continue"
• click your organization's name
• click "Gs and Cs Online Services"
• click "My GCOS Account" in the top menu
• click "Representatives"
• identify your name
• click "View"
• ensure the "Create" and "Submit" checkboxes for direct deposit are selected

If the "Create" and/or "Submit" checkboxes for direct deposit are not selected, please contact the primary officer of your organization or an authorized representative as they will be able to delegate you the appropriate rights.

4.2 How to access the direct deposit request

• Enter your username and password to access GCOS
• Click "Continue"
• Click your organization's name
• Click on "Gs and Cs Online Services"
• Click "View List of Applications and Projects"
• Identify your project
• Click "Manage"
• Click "Select Direct Deposit"

4.3 Select direct deposit account

To select the direct deposit account you wish to associate to your project use the Select Direct Deposit Account screen. The drop-down menu is blank if no account was added to your organization CGOS Account.

To add a direct deposit account that will be associated to your organization's profile, follow these steps:

• click "My GCOS Account" in the top menu
• click "Organization Identification"
• click "Add Direct Deposit"
• click "Yes, I Agree"

Please note that if you disagree with the Privacy Notice Statement, you’ll not be able to add a direct deposit account.

Complete all mandatory fields. A void cheque or a direct deposit document from your financial institution is required in the Supporting document field.

Once saved, the account will be available in the Select Account drop-down menu on the Select Direct Deposit Account screen.

To add a direct deposit account for this project only, follow these steps:

• click “Add New Direct Deposit”
• click “Yes, I Agree”

Please note that if you disagree with the Privacy Notice Statement, you’ll not be able to add a direct deposit account.

Complete all mandatory fields. A void cheque or a direct deposit document from your financial institution is required in the Supporting document field.

Once saved, the account will be available in the Select Account drop-down menu on the Select Direct Deposit Account screen.

• Select the Direct Deposit Account from the drop down menu
• Click “Save”
• Click “Review & Submit”
• Click “Next”

Complete the certification screen and click “Submit”. For a direct deposit request to be eligible, it must be completed by the official representative(s) in accordance with your organization's by-laws or other constituting documents.

Once you successfully submitted, a confirmation number is displayed.

5.1 How to access the Project Management module

• Enter your username and password to access GCOS
• Click "Continue"
• Click your organization's name
• Click on "Gs and Cs Online Services"
• Under the section Applications and Projects you can either click "Active" or you can click "View List of Applications and Projects"
• Identify your project and Click "Manage"

5.2 Manage Project Summary

The Manage Project Summary screen is where you access and complete all the project management items.

On the right, a summary of all the screens is available. If you click on the title, it brings you to the section to edit or view the information. A confirmation message displays each time you save a screen.

The Help section provides you a quick access to: Program Guidelines, User Guides and Contact Us functionality.

5.3 Claims

Report expenses under the Claims screen. Submit claims either quarterly or monthly as identified in the project information section of the Manage Project screen or in your signed agreement. The claim uses the same cost categories structure as your agreement.

To add a claim, follow the steps below:

• click "Add Claim"
• complete all required fields as marked by an asterisk
• click "Save"
• click "Supporting Documents" to add files that support the claim you're submitting
• click "Review and Submit"
• click "Next"
• complete the Declaration screen and Click "Submit"
• once you have successfully submitted your claim, a confirmation number is displayed
• clicking on the return button will bring you to the Claims Summary screen
• clicking on "Back to Manage" will bring you to the Manage Project Summary screen

5.4 Forecast of Project Expenditures (FPE)

The FPE tracks anticipated agreement expenses requirement for future periods and is mandatory on all new projects using an advance payment frequency. You complete the FPE to:

• estimate expenditures you expect to incur for your project
• revise future estimates (if required)

Note: If you’re on progress payments the FPE screen will not be available.

To add an FPE, follow the steps below:

• click "Add Forecast of Project Expenditures"
• complete all required fields
• click "Save"
• click "Supporting Documents" to add files that support the claim you're submitting
• click "Review and Submit"
• click "Next"
• complete the Declaration screen and Click "Submit" 
• once you have successfully submitted your claim, a confirmation number is displayed
• clicking the return button will bring you to the Forecast of Project Expenditures Summary screen
• clicking "Back to Manage" will bring you to the Manage Project Summary screen

5.5 Activity Reports

Activity reports are used to capture the overall project progress against:

• the project's objectives
• the activities conducted to achieve the outcomes
• the possible issues which could affect the success of the project

Overall, the activity report:

• streamlines project reporting
• improves accountability
• provides an overview of the project's overall performance
• helps determine what your organization plans to achieve and what you've achieved in your project

It is mandatory that you complete the activity report for all contribution projects (excluding Canada Summer Jobs).

5.6 Supporting Documents

You can submit supporting documentation no matter the status of your application. The Supporting Documents screen allows you to view, add and manage files uploaded as supporting documentation for your Application for Funding or a project.

• • Follow the steps outlined in section 2.14 of this User Guide to Add a supporting document

5.7 Participant Information

Participant information is used to capture information about the participants partaking in the project. When your project has a status: Active on the Applications and Projects screen, you’re able to submit a participant.

Note: Participant Information does not apply for projects under the Opportunities Fund for Persons with Disabilities (OF) program. Please refer to your program coordinators for instructions on how to submit the Participant Information.

5.8 Intervention

Once you submit the participant information and their deemed eligible, the Manage Intervention function will be accessible.

5.9 Follow-Up

Only participants that have an Eligible status and an approved intervention will have the Manage Follow-up function.

5.10 Generate Participant Report