Manage Awards

Award record

The Appian Award Management (AM) solution centralizes the information and actions related to an award. The Manage Awards page explains how to view, update, and act on an award through its life cycle, from Draft through Released to Closed.

For an orientation to the Award Management site, see Navigate AM. To create an award, see Create an Award.

To navigate to an award record:

1. Go to My Activities > Awards, or Procurements > Awards.
2. Select an award to open its record.

The award record organizes information into the following tabs:

Tab	Description
Summary	Displays key award details, expiration details, the award checklist, funding, award amounts, dates, description, and associated programs.
Line Items	Displays the line items on the award, with options to add, update, import, and delete line items.
Contract File	Displays the contract file folder structure and the documents stored under the award.
Invoices	Displays the invoices associated with the award.
Checklist	Displays the checklist items assigned to the award and their statuses.
Checklist Item History	Logs the actions taken on the award's checklist items.
Award History	Tracks all actions performed on the award for auditing purposes.
Collaboration	Provides a space for messages and collaboration related to the award.
Related Actions	Lists the actions available on the award.

Summary tab

The Summary tab displays the important details of an award, including status, period of performance, total award amount, vendor, agency, expiration details, the award checklist, funding, award amounts, key dates, description, and associated programs.

Access the award actions from the Summary tab through the top-level buttons and the more options menu.

Release an award

You must have membership in the Award - Manage Award permission set to release an award. You can release an award that is in Approved status. Releasing an award changes its status to Released once the signature tasks are completed.

To release an award:

1. On the award record, click RELEASE AWARD.
2. Select the Due Date for the signature tasks using the calendar.
3. Click RELEASE.

Update an award

Update an award to change its details after creation. The Update Award guided experience uses the same steps as the Create Award guided experience: Award Details, Key Dates, Funding Details, and Team Members.

To update an award:

1. On the award record, click the more options menu and select Update Award.
2. Change the information on any step. For the field details on each step, see Create an Award.
3. Click SAVE AND CLOSE.

Close an award

Close an award when the contract action is complete.

To close an award:

1. On the award record, click CLOSE AWARD.
2. On the confirmation dialog, click CLOSE AWARD to confirm.

Edit award decision and risk

Edit the award decision and risk to record where an award stands in the decision process and how much risk it carries. You can also edit the award decision and risk from the Reports page.

To edit the award decision and risk:

1. On the award record, click the more options menu and select Edit Award Decision and Risk.
2. Select the Award Decision: Needs Decision, Postponed Decision, Exercise Option, Not Exercise Option, No Action Required, or Create Follow On Contract.
3. Select the Risk: N/A, Low, Medium, or High.
4. Click UPDATE.

Update viewers on an award

Update viewers to grant individual users visibility into an award. You can select users from the IT, Legal, Policy, and Program Managers groups.

To update viewers:

1. On the award record, click the more options menu and select Update Viewers.
2. In the Individual User(s) field, add or remove users.
3. Click SUBMIT.

Manage alerts on an award

Manage alerts to notify users when an award reaches a defined threshold, such as an obligated amount, funds remaining, or a current end date.

To manage alerts:

1. On the award record, click the more options menu and select Manage Alerts.
2. Select a parameter for the alert:
   • Obligated Amount: Select an operator and enter an amount.
   • Fund Remaining: Select an operator and enter an amount.
   • Current End Date: Enter the number of days before the end date to trigger the alert.
3. Click Plus icon in a circle Add Alert to add another alert.
4. Click UPDATE.

The Reference Information panel shows the award's current Obligated Amount, Fund Remaining, and Current End Date for context.

Associate requirements to an award

Associate requirements to link related requirements to an award.

To associate requirements:

1. On the award record, click the more options menu and select Associate Requirements.
2. In the Available to Add list, search for and select the requirements to associate.
3. Click Plus icon ADD.
4. To remove an association, select a requirement in the Current Related Requirements list and click X icon REMOVE.
5. Click CLOSE.

Submit a research request from an award

Submit a RESP/QUAL research request to run responsibility and qualification research on a vendor from the award.

To submit a research request:

1. On the award record, click the more options menu and select RESP/QUAL Research.
2. Enter the Vendor Legal Name.
3. Enter the UEI.
4. Enter the CAGE code.
5. Click SUBMIT.

Manage award documents

The Contract File tab is where you upload, create, review, and manage the documents associated with an award, such as justification, determination, evaluation, and research documentation.

The Contract File tab organizes award documents into two subtabs:

• Documents: Uploaded files and documents generated from a pre-approved template.
• Drafts: Documents generated with AI Document Builder (AIDB) that are still in progress. Each draft shows its status, description, the outline used, and when it was last updated. After a draft is finalized, send it to the Documents subtab.

The Drafts subtab displays only when AI Document Builder is enabled for Award Management (AM). For more information, see AI Document Builder Module.

Upload documents to an award

To upload documents:

1. On the award record, click UPLOAD DOCUMENTS.
2. In the Document(s) field, click UPLOAD to select files, or drag and drop files into the field. Click to add more documents.
3. Click UPLOAD.

Create a document

The CREATE DOCUMENT action provides a unified starting point for creating award documents. From an award's Summary or Contract File view, you choose to create a document with AI Document Builder (AIDB) or from a pre-approved template.

When you create a document with AI Document Builder, the award record context is automatically applied to help generate relevant content. You can also provide up to 10 additional documents and supporting notes to give AIDB more context for the generated document.

For pre-approved template documents, award data automatically populates the template placeholders. Automatic population eliminates repetitive data entry and speeds up document preparation.

Create a document using AI Document Builder

1. On the Summary or Contract File tab, click CREATE DOCUMENT.
2. On the Choose a starting point step, select Create Document using AI. Click NEXT.
3. On the Choose an Outline step, select an outline using the radio buttons. Click NEXT.
   • Tip: Filter outlines using the Search field and the Outline Tag dropdown. The Outline Preview panel shows the outline's sections and questions.
4. On the Attach Supporting Sources step, choose how to provide context documents:
   • Note: The limit is 10 documents.
     1. Select: Provide documents from existing awards to use as context for generating content.
     1. Click Select.
     2. Search for and select an award to view its documents.
     3. Search for and select documents using the checkboxes.
     4. Click ADD.
        1. Upload: Upload documents from local memory to use as context for generating content.
     5. Click Upload.
     6. Click UPLOAD to browse and select documents.
5. (Optional) In the Add supporting notes section, enter free-text notes to incorporate as additional context. Click Add new note to add more notes, up to a maximum of 5 notes.
6. Click NEXT.
7. On the Provide Document Details step, enter a Document Name.
8. (Optional) Enter a Description to help identify the document in the Drafts subtab. This field does not impact the content generated by AI Document Builder.

9. Click GENERATE.

   The generated draft appears in the Contract File tab > Drafts subtab.

   Draft statuses:

   Status	Description
   Drafting	AI Document Builder is generating the initial draft.
   Draft Generated	The initial draft is ready for review.
   In Progress	The creator is actively refining or finalizing the document.
   Published	The document is finalized and ready to move to the Documents subtab.

10. Once the status is Draft Generated, click Vertical Ellipsis icon and select Edit Document.
11. Review and update the generated document sections, and select the Reviewed radio button for each section. The default is Needs Review.
    1. (Optional) To use AI Drafting Mode for AI-assisted editing:
       1. Select a generated section.
       2. Select:
          • Template Assistant: Track your progress against the outline and fill in any gaps.
          • Editing Assistant: Enter your instructions to change or generate text.
       3. Click GENERATE PREVIEW to view the new generated content.
12. Click FINALIZE AND EXPORT. After the document is finalized, its status changes to Published in the Drafts subtab.
13. Click Vertical Ellipsis icon and select Send to Documents to move the document from the Drafts subtab to the Documents subtab.

Create a document from a pre-approved template

1. On the Summary or Contract File tab, click CREATE DOCUMENT.
2. On the Choose a starting point step, select Create Document from Pre-Approved Template. Click NEXT.
   • Note: When AI Document Builder is not enabled, the action is labeled Create Document from Template and opens this workflow directly.
3. On the Choose a Template step, search for and select a template, such as COR Appointment Letter Template or Exercise Option Letter Template. Click NEXT.
4. Select a Document Type, such as Award Document or Memo.
5. (Optional) Enter a Description to describe the document.
6. Click GENERATE AND AUTO-POPULATE DOCUMENT.
7. Click OPEN IN SHAREPOINT to review and edit the generated document.
   • Note: Changes made to the award after generating the document are not reflected in the document.
8. Search for and select a Folder Location to specify where the document is stored.
9. Click FINALIZE. After the document is finalized, it appears in the Contract File tab > Documents subtab.

Submit a document for review

Submit a document for review to route an award document through a review process. If the document does not have a review process associated with it, you can add review tasks manually.

To submit a document for review:

1. On the award record, click the more options menu and select Submit Document For Review.
2. Search for and select the Document to submit.
3. Click Plus icon in a circle Add Review.
4. For each review task, select the Precedents, Assigned Group, and Individual Assignee, and set the Days from Start and Due Date.
5. Click Plus icon in a circle Add Review to add more review tasks.
6. Click SUBMIT FOR REVIEW.

Use the Ask AI document assistant

When AI document summarization and chat is enabled for Award Management (AM) through the Solutions Hub toggle, the document viewer provides AI assistance for PDF and DOCX documents up to 25 MB and 100 pages on award and solicitation records. You can read an AI-generated summary of a document or ask questions about its contents and get answers with citations. These AI features are available to users who hold the Solicitation and Award - View Documents or Solicitation and Award - View Contract File permission set.

To view the AI summary of a document:

1. In the Documents or Contract File tab, click a document name to open the document viewer. The Details tab opens by default when AI document summarization and chat is enabled and the document is eligible.
2. Read the AI-generated summary in the AI Summary section of the Details tab.

To ask AI about a document:

1. In the Documents or Contract File view, click a document to open the document viewer.
2. Click the Ask AI tab.
3. In the Ask AI about this Document field, enter a question.
4. Click Right arrow icon to generate a response.

AI responses include citations to the source document.

Manage line items on an award

The Line Items tab displays the line items on an award, along with the Total Line Item Value, Total Base Value, and Total Base + Exercised Value. From this tab, you can create, import, update, and delete line items, and manage line item alerts.

Create a line item

To create a line item:

1. On the Line Items tab, click CREATE.
2. On the Details step, complete the required fields:
   • Line Item Number: The identifier for the line item.
   • Title: A name for the line item.
   • Description: A description of the line item.
   • Option: The option status, Base, Exercised, or Unexercised.
   • Type: The line item type, Product or Service.
3. On the Pricing step, complete the pricing fields:
   • Pricing Arrangement: The pricing arrangement for the line item.
   • Unit of Measure: The unit of measure, such as Days, Dozen, Each, Feet, Hours, Lot, Miles, Megabyte, Minutes, or Months.
   • Quantity: The quantity for the line item.
   • Unit Price: The price per unit. Award Management (AM) calculates the Total Price from the quantity and unit price.
4. Click CREATE.

Import line items

Import line items to add multiple line items to an award from a spreadsheet.

To import line items:

1. On the Line Items tab, click IMPORT.
2. On the Upload Award Line Item File step, click Download sample import file, enter your line item data, then upload the completed file.
3. Click NEXT.
4. On the Confirm Award Line Item Data Mapping step, map each column in your file to the corresponding system field.
5. Click NEXT.
6. On the Preview Award Line Item Data step, review the data for accuracy.
7. Click IMPORT.

Update a line item

To update a line item:

1. On the Line Items tab, select the line item to update.
2. Click UPDATE.
3. Update the line item details.
4. Click UPDATE.

Delete line items

To delete line items:

1. On the Line Items tab, select one or more line items to delete.
2. Click DELETE.
3. On the confirmation dialog, click DELETE to confirm.

Manage line item alerts

Manage line item alerts to notify users a set number of days before a line item's end date.

To manage line item alerts:

1. On the Line Items tab, click MANAGE ALERTS.
2. For each line item, enter the number of days before the end date to trigger the alert in the Number of Days field.
3. Click SAVE.

Add an invoice to an award

Add an invoice to an award to track billing against that award. You can create a new invoice or link an existing unlinked invoice.

To add an invoice to an award:

1. On the award record, click the more options menu and select Add Invoice.
2. Follow the steps in Add an invoice from an award.

Request a requirement from an award

Request a requirement to initiate a new requirement based on the award.

To request a requirement:

1. On the award record, click the more options menu and select Request Requirement.
2. Search for and select the Group Assignee and Individual Assignee for the request.
3. Enter a Comment describing the request.
4. (Optional) Select a Due Date.
5. Click SUBMIT.

Manage programs

A program groups related awards under a shared initiative for consolidated tracking. Manage programs from the Programs page under Procurements.

Create a program

1. Go to Procurements > Programs.
2. Click CREATE PROGRAM.
3. Enter a Name for the program.
4. (Optional) If you want a shorter label for quick reference, enter a Nickname.
5. Enter a Description that summarizes the program's purpose.
6. Select the Status. The default is Active.
7. Select the Department responsible for the program.
8. Enter the Total Program Value.
9. Select the Execution Start Date and Execution End Date.
10. Click NEXT.
11. Search for and select the awards in the Available Awards to associate with the program.
12. Click Chevron Right icon to move the selected awards to the Selected Awards section.
13. Click CREATE.

Associate awards to a program

To associate awards to an existing program:

1. Go to Procurements > Programs.
2. Select the program to open it.
3. Click Plus icon ASSOCIATE AWARDS.
4. Search for and select the awards in the Available Awards to associate with the program.
5. Click Chevron Right icon to move the selected awards to the Selected Awards section.
6. Click SAVE.

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