octe fall update november 1, 2012 elizabeth collins [email protected] (517) 335-3149

OCTE Fall UpdateNovember 1, 2012

Elizabeth [email protected]

(517) 335-3149

GEMS OVERVIEW

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The Michigan Department of Education (MDE) is required by law to monitor subrecipients’ use of funds to ensure compliance with all applicable federal and state requirements and achieve the goals of the funded programs.

GEMS is the Grant Electronic Monitoring System and supports this monitoring process.

GEMS OVERVIEWGEMS goals include an easy to use,

automated method for:Scheduling monitoring reviewsImproved collection and storage of

documents (online file cabinet)• Less paper collected and printed/copied

Creation of monitoring reportsSubmitting Compliance Plans

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GEMS OVERVIEWQuick summary of MDE/OCTE user features

Pre-selection SchedulingReview (Desk Audit and Onsite)Creation of monitoring reportApproval of Compliance Plan and evidenceFrequently Asked Questions (FAQ)Best Practices

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GEMS OVERVIEWQuick summary of Subrecipient User

featuresSubmission of documentsSubmission of questionsCreation of Compliance PlanSubmission of evidence supporting

Compliance PlanAccess to best practices

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GEMS OVERVIEWQuick summary of other features

Calendar at MDE, MDE Program Office (OCTE) and Subrecipient level

Common documents sharable across offices/programs so they will only be collected once

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GEMS OVERVIEW

This illustrates in summary who does what:

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Key Features for MDE/OCTE

GEMS OVERVIEW – MDE FEATURESGEMS has 2 Application Administrators

(Grants Office)Application Administrators will

Setup other MDE Program Administrators and Sub-recipient Administrators as needed

Manage items that are “system wide” regardless of Program or SubrecipientExample: MDE Calendar, Content of error

messages

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GEMS OVERVIEW – OCTE FEATURES

Every Program Office will identify 2 AdministratorsProgram Administrators will:

Setup other OCTE UsersAssign them to one or more programs

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Program Administrators will:Manage items that are program specific, such as:

Office/Program CalendarProgram Setup

This must be completed before pre-selection, scheduling, reviews, etc.

This includes items such as Document List, Checklists, Citations/Findings and ARC (actions, recommendations and commendations)

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OCTE users will Pre-select So every Subrecipient is assigned to a

year within the five year cycle

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OCTE users will Schedule:Regions and programs to be reviewedAdapt the document list (add or subtract)

from the program master document list Identify contactsIdentify review teamSelect datesNotify Subrecipients

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GEMS OVERVIEW – OCTE FEATURESOCTE users will conduct the review

TRAC – Includes Data, Finance, Grants, LTCS/Capstone and Programs

Once Subrecipient submits documentsReview and commentIf multiple reviewers, consolidate

commentsThen assign findings with associated ARCReview and approve monitoring report Send findings to the region

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GEMS OVERVIEW – OCTE FEATURESOnce Subrecipient submits

Compliance PlanReview each item for corrective

action, implementation date, and for proposed evidences

Approve or return for revision

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Once Subrecipient submits evidence:Review of evidenceItems approved are closedOnce all items approved the review is

completed

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OCTE Users will:Respond to questions from

SubrecipientsIf OCTE believes this is a

common question, it will be added to the FAQ

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OCTE Users may proactively answer likely questions through FAQFAQ can be common or ProgramFAQ can be further categorized (e.g.

general, fiscal, data)

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OCTE Users may post exemplary documents as “best practice” to help SubrecipientsDocuments can have expiration date or

be “good until replaced.”

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Key Features for Subrecipients

GEMS OVERVIEW – SUBRECIPIENT FEATURES

Every Subrecipient will identify 2 AdministratorsSubrecipient management will approve and

MDE Application Administrators will setup (Grants Office)

Subrecipient Administrators will Setup other Subrecipient Users as neededAssign them to one or more programs

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Every Subrecipient will have their own calendarProvides insight to MDE/OCTE when

scheduling reviews to avoid conflicts

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Subrecipients will, upon receipt of the scheduling notification:Review list of documents required by

MDE/OCTE for the specific programSubmit documents online prior to the reviewAssign contacts who will answer questions

and provide additional information as required during the review


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Subrecipients will, upon receipt of the monitoring report:Complete the Compliance Plan

Define how they plan to resolve items Not In Compliance

Identify who will be the contact person for each item

Identify the target completion dateIdentify the proposed evidences

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Subrecipients will:Provide evidence to indicate the

approved Compliance Plan was executed and findings are now In Compliance

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Subrecipients may view the Best Practices area to:View and download examples that

MDE/OCTE believes represent the “best”

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QUESTIONS?