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Create an Award

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This content applies solely to Award Management, which must be purchased separately from the Appian base platform. This content was written for Appian 26.9 and may not reflect the interfaces or functionality of other Appian versions.

An award in Award Management (AM) represents a contract action with a vendor, tracked from creation through closeout. Creating an award captures the award data, funding, dates, and contracting team so you can manage the award through its life cycle.

AM provides four ways to create an award:

For an orientation to the Award Management site, see Navigate AM.

Create an award from scratch

You must have membership in the Award - Create and Import Award permission set to create an award. See Roles and Permissions.

To create an award from scratch:

  1. Go to My Activities > Awards, or Procurements > Awards.
  2. Click CREATE AWARD.
  3. On the Award Details step, complete the award details.
  4. Click NEXT.
  5. On the Key Dates step, complete the key dates.
  6. Click NEXT.
  7. On the Funding Details step, complete the funding details.
  8. Click NEXT.
  9. On the Team Members step, assign the contracting team.
  10. Click SAVE AND CLOSE.

After you save the award, Award Management (AM) displays a confirmation with the new award ID and prompts you to set up a checklist.

Tip:  You can click SAVE AND CLOSE on any step to save the award as a draft and finish the remaining steps later.

Award Details step

The Award Details step captures the core award information and the vendor.

In the Award Details section, complete the following required fields:

  • PIID: The Procurement Instrument Identifier for the award.
  • Short Description: A brief name for the award.
  • Description: A description of the award, up to 4000 characters.

In the Additional Information section, complete the optional fields as needed:

  • Status: The award status. The default is Draft.
  • Agency Name, Awarding Office, and Funding Office: The organizations associated with the award.
  • Requesting Department: The department requesting the award, such as Facilities, Finance, IT, or Legal.
  • Category: The award category, such as IT Hardware, IT Software, and Telecom.
  • GWCM Category: The Government-Wide Category Management category, such as Facilities & Construction, Medical, and Human Capital.
  • NIGP: The National Institute of Governmental Purchasing codes. Click Plus icon in a circle Add NIGP to add up to 10 values.
  • Is this award an Indefinite Delivery Vehicle?: Select Yes or No.
  • Award off of existing Delivery Vehicle?: Select Yes or No.
  • Modification Number: The modification numbers for the award. Click Plus icon in a circle Add Modification Number to add more.

In the Vendor Details section, assign a vendor:

  • Search for and select an existing vendor in the Vendor Name field, or
  • Click CREATE NEW VENDOR to create a vendor record.

Award Details step of the Create Award guided experience showing Award Details, Additional Information, and Vendor Details sections.

Key Dates step

The Key Dates step captures the award timeline.

Complete the following required fields:

  • Contract Start Date: The date the contract begins.
  • Current End Date: The current end date of the contract.

In the Additional Information section, complete the optional date fields as needed:

  • Award Date and Potential End Date.
  • Number of Option Periods.
  • Option Period Start Date and Option Period End Date.
  • Base Period Start Date and Base Period End Date.

Key Dates step of the Create Award guided experience showing contract dates and option period fields.

Funding Details step

The Funding Details step captures the award financials.

Complete the following required fields:

  • Obligated Amount: The amount obligated to the award.
  • Current Award Amount: The current total value of the award.

In the Additional Information section, complete the optional fields as needed:

  • Potential Award Amount: The maximum potential value of the award.
  • Using Best In Class Vehicle?: Select Yes or No. Best in Class is a designation for government-wide acquisition solutions that meet criteria defined by the OMB (Office of Management and Budget).
  • Socio-Economic Category: The socio-economic classification, such as All Small Business and Service-Disabled Veteran-Owned Business.

Funding Details step of the Create Award guided experience showing obligated and award amounts.

Team Members step

The Team Members step assigns the contracting team responsible for the award:

  • Contracting Officer: The contracting officer assigned to the award.
  • Contract Specialist: The contract specialist supporting the award.
  • Contracting Officer Representative: The COR monitoring the award.

Team Members step of the Create Award guided experience showing Contracting Officer, Contract Specialist, and Contracting Officer Representative fields.

Set up a checklist after creating an award

After you create an award, AM displays a confirmation dialog with the new award ID.

To set up a checklist immediately:

  1. Click SELECT CHECKLIST.
  2. On the Set up: Checklist dialog, select a checklist from the Checklist dropdown.
  3. Add or adjust checklist items as needed.
  4. Click SET UP CHECKLIST.

To set up the checklist later, click CLOSE. AM assigns a checklist setup task to you so you can complete it from your checklist items. For more information on checklists, see Configure Checklists.

Award created confirmation dialog with SELECT CHECKLIST and CLOSE options.

Create an award from a requirement

You can create an award directly from a requirement in Accepted or Procurement Created status. Award Management (AM) pre-populates the award with the requirement data.

To create an award from a requirement:

  1. Go to My Activities > Requirements, or Procurements > Requirements.
  2. For the requirement you want to use, click the action menu and select Create Award.
  3. Complete the Create Award guided experience steps.
  4. Click SAVE AND CLOSE.

Requirements page with the row action menu showing Create Award and Create Solicitation options.

Create an award from a solicitation

You can create an award from a solicitation in Released status. Award Management (AM) copies the relevant solicitation data to the award, and you can modify any copied data before saving.

To create an award from a solicitation:

  1. Go to My Activities > Solicitations, or Procurements > Solicitations.
  2. Select the released solicitation to open its record.
  3. Click CREATE AWARD.
  4. Complete the Create Award guided experience steps. A banner confirms that the solicitation data has been copied to the award.
  5. Click SAVE AND CLOSE.

CREATE AWARD button from the Solicitation page.

Import awards

You must have membership in the Award - Create and Import Award permission set to import awards. Import up to 50 awards at a time from an Excel spreadsheet.

To import awards:

  1. Go to My Activities > Awards, or Procurements > Awards.
  2. Click IMPORT AWARD.
  3. On the Upload File step, click Download template to download the award import template.
  4. Enter your award data in the template, then upload the completed .xls or .xlsx file in the Award Data field.
  5. Click NEXT.
  6. On the Confirm Data Mapping step, map each column in your file to the corresponding system award field.
  7. Click NEXT.
  8. On the Preview Data step, review the award data for accuracy. Each award requires PIID, Short Description, and Agency Name or Awarding Office.
  9. Click IMPORT.

Import Award guided experience Upload File step with the Download template link and upload field.

Next steps after creating an award

After you create an award, you manage it through its life cycle from the award record, including updating award data, syncing with USASpending.gov, managing documents and line items, and closing the award. See Manage Awards.

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