External organization profiles in GMAS are profiles of any non-Harvard organizations that have been in the role of sponsor, prime sponsor, or subagreement on Harvard sponsored projects. These organizations can be added by users, and are reviewed and activated by the Pre-Award Operations team within the Office for Sponsored Programs. For more information about the new organization activation process, please see the New Organization/Sponsor Process page on the OSP website.
This job aid will cover the different sections of the external organization homepage in GMAS.
This job aid assumes that the reader has an understanding of the basic functionality and terminology of GMAS.
How to find an external organization profile
Anyone that has access to GMAS will be able to access an external organization profile through any of the following avenues:
- Organization look-up: An organization look-up can be done from several GMAS screens by selecting “Organizations” in the header.
- Select "Organizations" from the header
- On the "Organization search" screen, enter the organization name and any additional information desired to help narrow down the search (organization type, and organization affiliation)
a. If there are no results from the search, try different variations of the organization name, or remove any additional search criteria entered to get more results:
Example: Searching “Mass general hospital” will not return any results but searching “Massachusetts general hospital” or “MGH” will.
b. If all search variations have been done, and there are still no results, a new organization can be added to GMAS by selecting the <Create a new organization> button.
c. If there are results for organizations matching the search criteria, they will be listed right on the “Organization search” screen. Internal organizations will appear in the search if the search criteria did not specify to exclude them. In this case, they can be identified by looking to the “Organization type” field. Internal organizations will be categorized as “Tub” and “Org”. All other organization types (or lack of an organization type) are external organizations.
- Organization link: Anywhere an organization is linked in a GMAS project, the link will direct to the organization profile. The common places for organization links within GMAS are from the project summary, and from a subagreement homepage.
The external organization profiles in GMAS are made up of the following sections:
- Related segments
- Risk assessments
- Recent overhead rates
- Identifying information
- Organization classification
- Payment information
- Child organizations
- Organization addresses
- Organization contacts
The "Related segments" panel provides information about where the organization is related to segments and in what role (sponsor, prime sponsor, subagreement). The panel includes the total count of how many segments the organization is related to.
The panel can be opened by clicking anywhere in the panel. Once the panel is open, counts for how many segments the organization is associated to in the provided roles (sponsor, prime sponsor, or subrecipient) and statuses (pending, active, closed, and not funded) will be visible.
The counts are links which will open a pop-up window displaying all segments where the organization has been associated in that role and status. The list will provide links to the segment if you have the security to view that segment, otherwise it will just be a data display with limited segment information.
There is also an option to download all of the organization associations to segments to excel provided inside the "Related segments" panel.
The "Risk assessments" panel provides a risk assessment status and yearly/quarterly notes related to subrecipient monitoring for this organization. Please visit the OSP website Subrecipient Monitoring Toolkit for details on subrecipient monitoring and the definition of the risk assessment statuses.
The "Recent overhead rates" panel is only available for non-federal organizations. The panel provides information about what overhead rates have been awarded to which schools by the organization in the role of sponsor over the past five years.
The panel can be opened by clicking anywhere in the panel. Once the panel is open, all of the tubs that have been awarded an overhead rate in the last five years will be listed with the rates, rate type, latest effective date, and count of segments.
The counts are links which will open a pop-up window displaying all segments where the tub, rate, and rate type combination apply. The list will provide links to the segment if you have the security to view that segment, otherwise it will just be a data display with limited segment information.
The "Identifying information” section provides details of the organization. This includes the full name of the organization, a link to the organization’s website, the organizations acronym, the GL name, the organizations current status, and if applicable a link to the parent organizations profile. Most of this information is identified upon an organizations creation by the individual creating it, but it is confirmed and edited by the OSP organizations editors for accuracy. Only those individuals in OSP can make changes to this section once the organization is created.
The “Organization classification” section is completed by the OSP organization editors. This section provides information about the type of organization, and its DUNS number and Tax ID number (EIN).
The “Payment information” section provides the usual payment method, frequency, and number of occurrences for that organization.
The “Child organizations” section provides a list of all the organizations, and links to their profiles, where the organization being viewed has been listed as the parent organization in the “Identifying information” section of the child organization.
The “Organization addresses” panel provides a list of all of the organization addresses identified. Addresses can be added by selecting <Add>. Doing so will open a pop-up window which will provide fields to enter the organization address details. Existing addresses can be edited by selecting the pencil to the right of the address that needs correcting.
The “Organization contacts” panel provides a list of all person profiles of individuals belonging to the organization being viewed. New people can be associated to the organizations by selecting <Add>. The person must already exist in order to associate them to the organization. Removing individuals associated to an organization can only be done from the person profile (which can be accessed by selecting the persons name).
Bookmarks provides a list of relevant links associated to the organization and a description of the link. These links can be added and edited by selecting <Edit>.
This section provides comments to help provide any information about the organization that was not captured in the panels above. These comments are managed the by the OSP organization editor.
Each organization has its own document repository. For information about how the document repository works, visit the Document Repositories job aid. Anyone can upload documents to this repository, but only Central Administrators can delete them.
For feedback or questions, please reach out to the GMAS help desk at firstname.lastname@example.org.