1 Introduction

Progress reports are created and submitted by external users with the appropriate privileges for every budget period of an award, with the exception of the last budget period. These reports are intended to show the Program Manager(s) (PMs) the current status of the award and describe how the funds provided have been used to further scientific research and studies.

The purpose of this document is to provide step-by-step instructions for users to follow to complete the Progress Report task.

2 Prerequisites

Before a Progress Report can be submitted, the following criteria must be met:

• A Progress Report task has been created.
• PAMS has sent an email to the PI requesting completion of a progress report.
• The external user (PI and SRO/BO/AO) has the edit and/or submit privilege for an active award.

3 Completing a Progress Report

Use the following steps to complete and submit a progress report.

3.1 Accessing the Progress Report Task

Use the following steps to access the progress report task.

3.1.1 Existing Account

Use the following steps to access the Progress Report task if the PI on the award has an existing external PAMS account.

1. PAMS will send an email notification to the PI indicating that the task has been created (Figure 1). Follow the Portfolio Analysis and Management System (PAMS) link provided in the email. OR Log in to the PAMS external website at http://pamspublic.science.energy.gov.

Figure 1. PAMS Email Notifications – Existing PI, Progress Report Task

2. Once you are logged in to PAMS, navigate to the Tasks tab > Pending Tasks – List page (Figure 2).

Figure 2. Tasks – Pending Tasks – List Page, Start Progress Report

3. Find the Submit Progress Report task you want to complete, and click the Start Progress Report link in the Options column (Figure 2). If necessary, use the filters in the grid or click the Search link on the right above the grid to find a specific Submit Progress Report task to work on.

3.1.2 No Existing Account

Use the following steps to access the Progress Report task if the PI on the award does not have an existing external PAMS account.

1. If the PI does not have an existing external PAMS account, PAMS will send an email notification to the PI indicating that the task has been created, and provide a registration link and code (Figure 3). Click the I do not have a PAMS account link.

Figure 3. PAMS Email Notifications – No Existing PI, Progress Report Task

2. Enter the registration code on the Verify Registration Code page, and click Verify in the bottom right corner of the page (Figure 4).

Figure 4. Verify Registration Code Page

3. Complete the account creation process. (Step-by-step instructions for account creation can be found in the External User – Create Account training module.)

4. Begin at Step 2 in section 1.1 Existing Account to access the Progress Report task after creating the account.

3.2 Reviewing Progress Report Status

When you select a progress report on the Pending Tasks – List page, PAMS redirects you to the progress report’s Progress Report – Status page. The Progress Report – Status page shows the completion status of each section of the progress report. The sections are listed in the left navigation menu and in the Progress Report Status section on the page.

Sections that are complete will display “Complete” with a green checkmark in the Status column. Sections that are not complete will display “Not Started” or “In Progress” with a green checkmark with a red slash through it in the Status column.

Figure 5. Progress Report – Status Page 

3.3 Completing the Cover Page

The Cover Page always has a status of “Complete”, because the information in this section prepopulates with information from the Award record. Use the following steps to review and edit the Cover page.

1. Navigate to the Cover Page by clicking Cover Page in the left navigation menu or by clicking Update in the Options column on the Progress Report – Status page (Figure 5).

2. PAMS will load the Progress Report – Cover Page. On this page, you can add, edit, or delete the Recipient Award Identification Number (Figure 6).

Figure 6. Progress Report – Cover Page

3. Once you have completed the Cover Page section, click Mark as Complete in the bottom right corner of the page (Figure 6).

4. PAMS will redirect you to the next section and display a Success message confirming that the Cover Page was marked as complete successfully (Figure 7).

Figure 7. Cover Page Success Message

3.4 Completing the Accomplishments Section

The Accomplishments section of the progress report records the project’s performance over the duration of the award. This performance is tracked with a list of six questions pertaining to project goals, accomplishments, training and development opportunities, dissemination of results, and goals and intentions for the next reporting period. Use the following steps to complete the Accomplishments section of the progress report.

1. Fill in each textbox as appropriate. If applicable, you can select the “Nothing to Report” or “No Change” radio buttons and leave the accompanying textbox empty.

Figure 8. Progress Report – Accomplishments

2. Once you have completed the required fields, select Mark as Complete from the Choose Action dropdown and click Go (Figure 8).

3. PAMS will load a Success message confirming that the Accomplishments section has been marked as complete successfully (Figure 9).

Figure 9. Progress Report – Accomplishments Success Message 

3.5 Completing the Products Section

The Products section of the progress report inventories all products created during the course of the project. There are twelve Product types:

• Publication – Journal Article
• Publication – Book
• Publication – Book Chapter
• Publication – Thesis/Dissertation
• Publication – Conference Paper/Presentation
• Publication – Website
• Publication – Other Publication
• Intellectual Property – Patent
• Intellectual Property – Invention
• Intellectual Property – License
• Technologies or Techniques
• Other Products

Figure 10. Progress Report – Products

3.5.1 Adding Products

1. To add or update Products, click the Add/Update Products link above the Publications section on the Progress Report – Products page. PAMS will navigate to the Products – Add/Update Products page, which displays a list of Products associated with the Award (Figure 11).

Figure 11. Products – Add/Update Products

2. To add a new Product, select a Product Type from the “Add Product(s)” dropdown above the grid, and click the Go button.

3. PAMS will navigate to a Product Type-specific entry page. Once you have completed the required fields, click the Save and Continue button in the bottom right corner. PAMS will return to the Products – Add/Update Products page and display a green success message. Refer to the following sections for guidance on adding each Product Type.

3.5.1.1 Publication – Journal Article

Refer to the table below to complete the required fields to add a Journal Article to your progress report.

Figure 12. Add New Award Publication(s), Journal Article

Required Fields

3.5.1.2 Publication – Book

Refer to the table below to complete the required fields to add a Book to your progress report.

Figure 13. Add New Award Publication(s), Book

Required Fields

3.5.1.3 Publication – Book Chapter

Refer to the table below to complete the required fields to add a Book Chapter to your progress report.

Figure 14. Add New Award Publication(s), Book Chapter

Required Fields

3.5.1.4 Publication – Thesis/Dissertation

Refer to the table below to complete the required fields to add a Thesis/Dissertation to your progress report.

Figure 15. Add New Award Publication(s), Thesis/Dissertation

Required Fields

 3.5.1.5 Publication – Conference Paper/Presentation

Refer to the table below to complete the required fields to add a Conference Paper/Presentation to your progress report.

Figure 16. Add New Award Publication(s), Conference Paper/Presentation

Required Fields

3.5.1.6 Publication – Website

Refer to the table below to complete the required fields to add a website to your progress report.

Figure 17. Add New Award Publication(s), Website

Required Fields

3.5.1.7 Publication – Other Publication

Refer to the table below to complete the required fields to add an Other Publication to your progress report.

Figure 18. Progress Report – Add New Publication – Other Publication

Required Fields

3.5.1.8 Intellectual Property – Patent

Refer to the table below to complete the required fields to add a Patent to your progress report.

Figure 19. Add New Award Intellectual Properties, Patent

Required Fields

3.5.1.9 Intellectual Property – Invention

Refer to the table below to complete the required fields to add an Invention to your progress report.

Figure 20. Add New Award Intellectual Properties, Invention

Required Fields

3.5.1.10 Intellectual Property – License

Refer to the table below to complete the required fields to add a License to your progress report.

Figure 21. Add New Award Intellectual Properties, License

Required Fields

3.5.1.11 Technology or Technique

Refer to the table below to complete the required fields to add a technology or technique to your progress report.

Figure 22. Add New Award Technologies or Technique(s)

Required Fields

3.5.1.12 Other Product

All products that do not fall into any of the previous categories are recorded under Other Product. These products include: Audio or Video, Databases, Data and Research Material, Education Aids or Curricula, Evaluation Instruments, Instruments or Equipment, Models, Physical Collections, Protocols, Software or NetWare, Survey Instruments, and Other. 

Refer to the table below to complete the required fields to add an Other Product to your progress report.

Figure 23. Add New Other Award Product(s)

Required Fields

3.5.2 Adding Products to the Report

1. Review the list of Products on the Products – Add/Update Products page to ensure the correct Products are selected for inclusion on the progress report. When you are ready, click Save and Continue in the bottom right corner. (Figure 11) PAMS will return to the Progress Report – Products page and display a green success message confirming that the Products list has been updated successfully.

3.5.3 Marking the Products Section as Complete

Use the following steps to mark the Products section of the progress report as complete.

1. Once you have completed the Products section, click Mark as Complete in the bottom right corner of the page (Figure 10).

2. PAMS will redirect you to the next section and display a Success message confirming that the Products page was marked as complete successfully (Figure 24).

Figure 24. Progress Report – Products – Success Message

3.6 Completing the Participants Section

The Participants section of the progress report lists all individuals and entities involved with the project. There are three Participants categories: Participants, Partners, and Other Collaborators. Use the following steps to complete the Participants section of the progress report.

1. Navigate to the Participants section by clicking Participants in the left navigation menu, Update in the Options column on the Progress Report – Status page (Figure 5), or Save and Continue on the Progress Report – Products page (Figure 10).

2. PAMS will load the Progress Report – Participants page (Figure 25). Refer to the following sections for steps on how to add each applicable Participant type.

Figure 25. Progress Report – Participants

3.6.1 Adding a New Participant

Participants are any people who are principal investigator(s), project director(s), or have worked at least one month (approximately 160 hours) per year on this project during the reporting period, regardless of the source of their compensation. Use the following steps to add a new participant to the progress report.

1. Click the Add New Participant link under the Participants header on the Progress Report – Participants page (Figure 25).

2. PAMS will load the Progress Report – Add New Participant – List page (Figure 26). Use the Last Name like, First Name Like, and Email like fields to search for the registered PAMS user(s) you would like to add to the progress report. Click Search to see the list of results.

Figure 26. Progress Report – Add New Participant – List

3. Browse the list. When you have found the user you would like to add, click Add Participant in the Options column (Figure 27).

Figure 27. Progress Report – Add New Participant – List, Add Participant

4. PAMS will load the Progress Report – Add New Participant page (Figure 28). Refer to the table below to complete the required fields to add a new participant to the progress report.

Required Fields

Figure 28. Progress Report – Add New Participant

5. Once you have completed the page, select Mark as Complete from the Choose Action dropdown and click Go to save your work and return to the Progress Report – Participants page (Figure 29).

Figure 29. Progress Report – Add New Participant – Choose Action

3.6.2 Adding a New Partner

Partner organizations are any institutions (academic, nonprofit, commercial, or governmental) that have been involved with the project. Involvement will usually consist of financial support, providing facilities, personnel exchange, in-kind support, or research collaboration. Other activities that indicate a similar level of involvement should also be reported. Both foreign and domestic organizations must be reported. Use the following steps to add a New Partner to the progress report.

1. Click the Add New Partner link under the Partners header on the Progress Report – Participants page (Figure 25).

2. PAMS will load the Progress Report – Add New Partner page (Figure 30). Refer to the table below to complete the required fields to add a new partner to the progress report.

Figure 30. Progress Report – Add New Partner

Required Fields

3. Once you have completed the page, click Save and Continue to save your work and return to the Progress Report – Participants page.

3.6.3 Adding Other Collaborators

Other collaborators or contacts are any people or institutions who have made significant contributions to the project but do not meet the definition of Participant or Partner organizations. Consultants and mentors would fit into this category, though many projects will not have any other collaborators or contacts. Use the following steps to add Other Collaborators to the progress report.

1. Click the Add Other Collaborator link under the Other Collaborators header on the Progress Report – Participants page (Figure 25).

2. PAMS will load the Progress Report – Add Other Collaborator page (Figure 31). Refer to the table below to complete the required fields to add an Other Collaborator to the progress report.

Figure 31. Progress Report – Add Other Collaborator

Required Fields

3. Once you have completed the page, click Save and Continue to save your work and return to the Progress Report – Participants page.

3.6.4 Editing Existing Participants

Use the following steps to make any changes to a participant in the Participants section.

3.6.4.1 Updating an Existing Participant

1. Navigate to the Progress Report – Participants page by clicking Participants in the left navigation menu, Update in the Options column on the Progress Report – Status page (Figure 5), or Mark as Complete on the Progress Report – Products page (Figure 10).

2. Click Update in the Actions/Views dropdown for the participant you would like to update (Figure 25). PAMS will redirect you to the participant’s page (refer to the Participant pages above).

3. Click Save and Continue in the bottom right corner to save any changes when you are finished, or click Cancel in the bottom left corner to cancel any changes.

3.6.4.2 Deleting an Existing Participant

1. Navigate to the Progress Report – Participants page by clicking Participants in the left navigation menu, Update in the Options column on the Progress Report – Status page (Figure 5), or Mark as Complete on the Progress Report – Products page (Figure 10).

2. Click Delete in the Action/Views dropdown for the participant you would like to delete (Figure 25).

3. PAMS will display a Confirmation message asking if you are sure you want to delete the participant (Figure 32). Read the message carefully. If you are sure you want to delete the participant, click Confirm. If you do not want to delete the participant, click Cancel.

Figure 32. Progress Report – Participant – Delete Participant Confirmation Message

4. PAMS will load a Success message confirming that the participant was deleted successfully (Figure 33).

Figure 33. Progress Report – Participant – Delete Participant Success Message

3.6.5 Marking the Participants Section as Complete

Use the following steps to mark the Participants section of the progress report as complete.

1. Once you have completed the Participants section, click Mark as Complete in the bottom right corner of the page (Figure 25).

2. PAMS will redirect you to the next section and display a Success message confirming that the Products page was marked as complete successfully (Figure 34).

Figure 34. Progress Report – Participant Success Message

3.7 Completing the Impact Section

The Impact section of the progress report enables you to describe the impact of the project and to report spending in foreign countries. Impact is tracked with a list of seven questions pertaining to the development of the project’s principal disciplines, other disciplines, human resources, resources that form infrastructure, technology transfer, and society as a whole. Use the following steps to complete the Impact section of the progress report.

1. Navigate to the Impact section by clicking Impact in the left navigation menu, Update in the Options column on the Progress Report – Status page (Figure 5), or Mark as Complete on the Progress Report – Participants page (Figure 25).

2. PAMS will load the Progress Report – Impact page (Figure 35). Fill in each textbox as appropriate.

Figure 35. Progress Report – Impact

3.7.1 Adding New Foreign Spending

If this project required foreign spending, you will need to report it in the progress report. Use the following steps to complete the Foreign Spending section on the Impact page.

1. Click Add New Foreign Spending above the Foreign Spending header on the Progress Report – Impact page (Figure 36).

Figure 36. Progress Report – Impact – Foreign Spending

2. PAMS will add an empty row to the Foreign Spending section. Click the Country dropdown to select the country in which the funds were spent (Figure 37).

3. Enter the dollar amount of the award’s funds spent in the foreign country.

Figure 37. Progress Report – Impact – Foreign Spending, Information

3.7.2 Marking the Impact Section as Complete

Use the following steps to mark the Impact section of the progress report as complete.

1. Once you have completed the Impact section, select Mark as Complete from the Choose Action dropdown and click Go (Figure 38).

Figure 38. Progress Report – Impact – Choose Action

2. PAMS will redirect you to the next section and display a Success message confirming that the Products page was marked as complete successfully (Figure 39).

Figure 39. Progress Report – Impact – Success Message

3.8 Completing the Changes-Problems Section

The Changes-Problems section of the progress report enables you to describe any changes and/or problems with your project. This is tracked with a list of six questions pertaining to changes in the project’s approach, actual or anticipated problems, potential expenditure changes, changes in the use or care of live subjects or biohazardous material, change in project site location, and budget carryover amount. Use the following steps to complete the Changes-Problems section of the progress report.

1. Navigate to the Changes-Problems section by clicking Changes-Problems in the left navigation menu, Update in the Options column on the Progress Report – Status page (Figure 5), or by selecting Mark as Complete on the Progress Reports – Impact page (Figure 35).

2. PAMS will load the Progress Report – Changes-Problems page (Figure 40). Fill in each textbox as appropriate.

Figure 40. Progress Report – Changes-Problems

3. Once you have completed the Changes-Impact section, select Mark as Complete from the Choose Action dropdown in the bottom right corner of the page and click Go (Figure 41).

Figure 41. Progress Report – Changes-Problems – Choose Action

4. PAMS will redirect you to the next section and display a Success message confirming that the Changes-Problems page was marked as complete successfully (Figure 42).

Figure 42. Progress Report – Changes-Problems Success Message

3.9 Completing the Participant Information for Significant Contributors Section

This page displays the significant contributors entered in the Participants section of the Progress Report – Participants page. To complete this page, email addresses must be provided for all contributors. Use the following steps to complete the Participant Information for Significant Contributors section of the progress report.

1. Navigate to the Participant Information for Significant Contributors section by clicking Participant Information in the left navigation menu, Update in the Options column on the Progress Report – Status page (Figure 5), or by selecting Mark as Complete on the Progress Reports – Changes-Problems page (Figure 40).

2. PAMS will load the Progress Report – Participant Information for Significant Contributors page. Ensure that each user has an email address listed. If an email address is missing, click Update in the Actions/Views dropdown in the Options column (Figure 43).

Figure 43. Progress Report – Participant Information for Significant Contributors

3. PAMS will load the Progress Report – Update Participant Information for Significant Contributors page (Figure 44). Enter the user’s email address.

Figure 44. Progress Report – Update Participant Information for Significant Contributors

4. When you are finished, click Save and Continue in the bottom right corner of the page to save your changes, or click Cancel in the bottom left corner to return to the Progress Report – Participant Information for Significant Contributors page without saving any changes.

5. PAMS will display a Success message confirming that the information was saved successfully (Figure 45).

Figure 45. Progress Report – Update Participant Information for Significant Contributors Success Message

6. Once you have completed the Participant Information for Significant Contributors section, click Mark as Complete in the bottom right corner of the page (Figure 43).

7. PAMS will redirect you to the next section and display a Success message confirming that the Participant Information for Significant Contributors page was marked as complete successfully (Figure 46).

Figure 46. Progress Report – Participant Information for Significant Other Success Message

3.10 Completing the Attachments Section

The Attachments section of the progress report is reserved for Special Reporting Requirements. If the Reporting Requirements Checklist attached to your award does not require the use of attachments, do not use this section of the progress report. If your award does contain Special Reporting Requirements, use the steps below to submit the proper attachments.

1. Navigate to the Attachments section by clicking Attachments in the left navigation menu, Update in the Options column on the Progress Report – Status page (Figure 5), or Mark as Complete on the Progress Reports – Participant Information for Significant Contributors page (Figure 43).

2. PAMS will load the Progress Report – Attachments page. To add attachments, click Attach File in the Special Reporting Requirements header (Figure 47).

Figure 47. Progress Report – Attachments

3. Click Browse, and select the files you would like to attach to the progress report (Figure 47).

4. Once you have selected the files you would like to attach, click Upload (Figure 47).

5. Once you have completed the Progress Report – Attachments page, or if you are skipping this page, click Mark as Complete in the bottom right corner of the page (Figure 47).

6. PAMS will redirect you to the next section and display a Success message confirming that the Progress Report – Attachments page was marked as complete successfully (Figure 48).

Figure 48. Progress Report – Attachments Success Message

3.10.1 Editing an Attachment

Use the following steps to edit an attachment in the Special Reporting Requirements section on the Progress Report – Attachments page.

1. Select Update Description in the Actions menu in the Options column (Figure 49).

Figure 49. Progress Report – Attachments – Update Description

2. Click Save when you are finished to save any changes, or click Cancel to cancel any changes (Figure 50).

Figure 50. Progress Report – Attachments – Update Description Save/Cancel

3.10.2 Deleting an Attachment

Use the following steps to delete an attachment in the Special Reporting Requirements section on the Progress Report – Attachments page.

1. Select Delete in the Actions menu in the Options column (Figure 51).

Figure 51. Progress Report – Attachments – Delete

2. PAMS will display a Confirmation message asking if you are sure you want to delete the attachment (Figure 56).If you are sure you want to delete the attachment, click Confirm. If you do not want to delete the attachment, click Cancel. PAMS will reload the Progress Report – Attachments page, and the attachment will no longer display in the Special Reporting Requirements section.

Figure 52. Progress Report – Attachments – Delete Attachment Confirmation Message

4 Reviewing and Submitting a Progress Report

Use the following steps to review and submit the progress report.

4.1 Reviewing a Progress Report

The Progress Report – Review section enables you to review all sections of the progress report before submitting to DOE. Use the following steps to review any section of the progress report.

1. Navigate to the Review page by clicking Review in the left navigation menu (Figure 5). PAMS will load the Progress Report – Review page, which displays a summary of the progress report’s eight sections (Figure 53).

2. To review a section, click View in the Views dropdown menu in the Options column.

Figure 53. Progress Report – Review, View

3. The section will load as a read-only page in a popup window on top of the main window. Click the X in the top right corner of the popup to close the window when you are finished.

4. If you would like to return to a previous section and make updates, click the section’s link in the left navigation menu (Figure 53). (Refer to the appropriate module above for guidance on completing each section of the progress report.)

5. When you are finished reviewing the progress report on the Progress Report – Review page, click the Continue button in the bottom right corner of the page (Figure 53).

4.2 Submitting a Progress Report

Use the following steps to submit the progress report to DOE.

1. Navigate to the submission page by clicking Continue on the Progress Report – Review page, or Submit in the left navigation menu (Figure 53).

2. PAMS will load the Progress Report – Submit page, which displays a summary of the progress report sections with their completion status (Figure 54). Each section should display “Complete” with a green checkmark in the status column. If a section is incomplete (marked as “In Progress” or “Not Started” with a green checkmark with a red slash), click the Update button for the section. (Refer to the appropriate module above for guidance on completing the section successfully.)

3. Click the Preview Public Progress Report PDF or Preview DOE Progress Report buttons in the bottom right corner of the page to preview the public and DOE versions of the progress report before submitting (Figure 54). This is your last opportunity to review the progress report before submitting it to DOE.

Figure 54. Progress Report – Submit

4. PAMS will generate a preview PDF of the progress report in a popup on top of the main window. This may take a few moments. Once the PDF has generated, review it carefully. When you are finished reviewing, click the X in the top right corner of the popup to close the window.

5. If you would like to edit a section, click Update in the Options column for that section. If you are ready to submit the progress report, click Submit in the bottom right corner of the page. (Figure 54)

6. PAMS will redirect you to the Progress Report – List page and display a Success message confirming that the progress report was submitted successfully (Figure 55).

Figure 55. Progress Report – List, Success Message