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.