Grants Management Session 1: The 4 Rs of Accountability: Roles, Responsibilities, Reasons and Resources Presented by: Heather Rauenhorst Director of Grants & Special Projects September 8, 2015
Jan 02, 2016
Grants Management
Session 1: The 4 Rs of Accountability:
Roles, Responsibilities, Reasons and Resources
Presented by: Heather Rauenhorst
Director of Grants & Special Projects
September 8, 2015
BLUF: Bottom Line Up Front
Accountability:
Who, What, & Why?
The WHO is YOU
Roles & Responsibilities
WHAT are you accountable for?
Compliance with: laws, regulations, policies, and guidance
Performance: accomplishing the objectives
WHY is this important?
Reasons to focus on accountability
Resources
Documents & Departments
Roles & Responsibilities of Grant Managers
• Fulfill fiscal, program, and reporting requirements of the funding agency while following the district’s policies
• Monitor the grant in relation to the funding agency’s rules and regulations, acts or statutes
• Conduct the day-to-day management of your grant award, including budget monitoring and revisions
• Monitor progress toward grant objectives and make adjustments as needed
• Meet deadlines and maintain accurate and complete records
• Communicate with internal and external stakeholders
• Ask if you have questions. Ask for help when you need it!
YOU the grant manager are ACCOUNTABLE for all aspects of your grant.
What are you responsible for? Accountability
Reasons for AccountabilityToo many instances of fraud, waste, and abuse
$600 billion in grant awards each year$100 billion in improper payments DISCOVERED each year
1 in 6 dollars is KNOWN to be misspent!
• Improper payments over three-year period: $180 million to 20,000 individuals who were dead$230 million to 14,000 fugitives or jailed felons• OMB goal to recover $50 billion in 2012• OMB recovered $47 billion
Reasons for Accountability: The Future of FAPIIS
Federal Awardee Performance and Integrity Information System (FAPIIS) will play an increasingly important role in helping each federal agency (USDOE, USDOL, etc) and pass-through entities mitigate risk. • FAPIIS will include information on Federal grants, as it does now
for contracts. • Information addresses performance, grant systems, and
debarment and suspension.
Coming Soon - OMB is establishing guidance requiring agencies and pass-through entities to consider FAPIIS data when making Federal awards.
Ord
er
of
Pre
ceden
ce
Statutes
Regulations
Executive Orders
OMB Guidance
FNSBSD Policies &
RegulationsIndividual
Grant Documents
Resources: Governing Documents
IDEA, ESEA, FERPA, GEPA, other laws
EDGAR, DOL & DOD regulations (see eCFR)
Departments, offices, and programs: all have regs
Executive Order 13592, Improving American Indian and Alaska Native Educational OpportunitiesWhite House Initiative on Educational Excellence for African Americans Executive Order
Uniform Grant Guidance/Circular A-133
AR 428.4: supplemental fundingConflict of interest policies
RFA, Application, GAN
About the New UGG
OMB: “Uniform Guidance supports key policy reforms such as emphasis on performance.”
USDOE: “Uniform Grant Guidance brings a new focus on performance over compliance.”
Streamline and consolidate eight existing OMB Circulars
No longer a need to know which circulars apply to a specific entity!
From Circulars to the Uniform Guidance
Grants made prior to Grants made on or after12/26/2014 12/26/2014
Circulars A-89, A-102, A-110 Uniform Guidance Subparts B, C and D Circulars A-21, A-87, A-122 Uniform Guidance Subpart E Circulars A-133, A-50 Uniform Guidance Subpart F EDGAR Parts 75 to 99 EDGAR Parts 75-79 and 81-99 EDGAR Parts 74 and 80 Become part of the Uniform Guidance
Resources: Governing Documents
Uniform Guidance (2 CFR Part 200) applies to: • New and Continuation grants awarded on or after
December 26, 2014 • Funds carried over into a new fiscal year starting on
or after December 26, 2014 • Funds carried over into a continuation grant on or
after December 26, 2014
There is ONE exception: Non-Federal entities have a one year grace period to comply with procurement requirements.
Does the UGG apply to me?
1. Request for Applications (RFA)
2. Grant application/budget/evaluation
3. Grant Award Notification (GAN)
Know These TermsFIND & READ These Documents
Resources: Governing Documents
Governing Documents: Learning the Language
Communication Gaps Between Different Branches of the US Armed Forces:
If you give the command "SECURE THE BUILDING", here is what the different services would do:
The ARMY would surround the building with defensive fortifications and tanks.
The MARINE CORPS would assault the building, using overlapping fields of fire from all appropriate points on the perimeter.
The AIR FORCE would take out a three-year lease with an option to buy the building.
The NAVY would turn out the lights, lock the doors, and go home.
As a grant manager, you need to know what the following terms mean for YOUR grant(s)! We have State and Federal grants, formula and competitive grants, grants from private foundations, corporations, and government agencies from the Dept of Defense to Dept of Labor.
Request for Application (RFA)Official document that invites entities to submit
grant applications to accomplish a specific program purpose
Guide to completing the grant application, including budget and evaluation
Federal program purpose Funding selection criteria and priorities Mandatory project components Budget and match requirements Requirements such as conference
attendance, training, etc. Government Performance and Result Act
(GPRA) Measures Reporting requirements
Grant Application
Generally prepared in conjunction with the grants and special projects department
Project narrative-the district’s plan or scope of work which includes:• Timelines• Budget-how funds will be utilized • Evaluation plan-how project will be evaluated
Remember: You cannot change any aspect of the approved grant application, including the budget, without first obtaining written consent from the funding agency.
Grant Award NotificationThe funding agency’s official notice that a grant has been awarded
Establishes the amount of the grant award and typically describes the regulations that are applicable and any other specific conditions relevant to the grant award
Incorporates by reference Grant application/proposal OMB Circulars Executive Orders Program Regulations Agency regulations Request for Application
You must read and understand the Grant Award Notification and all accompanying documents.
Q&A: What About YOUR Grant? If you advertise a grant-funded activity or issue a
press release about your grant project, what do your governing docs require you to do?
Are you allowed to pay for food with funds from your grant?
If you have a grant-related conference in DC and you add a day to go visit your State legislator’s office, can you still charge the conference to the grant?
If you send someone on a trip with your grant, what do you have to document this year that you were not required to document last year?
If you expend grant funds to fly to another country, what are you required to comply with?
Accounting Services Department:
A RESOURCE FOR GRANT MANAGERS
Provide assistance with MUNIS
Assist with fiscal compliance issues
Provide guidance on allowable expenditures
Assist with budget revisions
Prepare and submit periodic expenditure reimbursement reports to state and federal agencies
Produce the annual single audit reports as required by state and federal mandate (which is required in order to even APPLY for most grants!)
Grants and Special Projects Department:
ANOTHER RESOURCE FOR GRANT MANAGERSPrepare and submit competitive grant applications
(with grant managers' input when applicable) and support formula grant submission and revisions as needed.
Coordinate the grant review process required by the school board
Provide support for ALL grant managers and their staff
Provide technical assistance on grant related issues to include budgets, evaluation, reports, etc.
Assist with program compliance issues, research, etc. (We help you with those tricky questions from the previous slide!)
Professional Learning Communities
• Ensure learning, not just teaching
• Focus on results
• Create a culture of collaboration(and actually collaborate)
Source: DuFour, Richard. 2004. “What Is A Professional Learning Community?”
Together we can create a Grant Management PLC
What’s the goal of these whole group trainings for grant managers?
To enable all grant managers to learn and retain the essential knowledge and skills to be excellent grant managers.
So ask questions, use the resources we’ve discussed, and collaborate. We’re all in this together!
Know, understand, and follow all governing documents
Track progress in meeting objectives and maintain excellent file management
Tips for Grants Accountability
Use your available resources (documents & departments) to help you monitor & manage your grant
REFLECTION & EVALUATION
Please help us keep improving our trainings!
Fill out an evaluation form and return to Gena.