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Welcome

Welcome. to the Tribal New Grantee Orientation (TNGO) Webinar. Tech Overview. Ben Spooner. Welcome to the FY 2013 Tribal New Grantee Orientation (TNGO). November 7, 2013 Office of Juvenile Justice and Delinquency Prevention. OJJDP Staff. Tribal Program Manager Team.

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Welcome

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Presentation Transcript

  1. Welcome to the Tribal New Grantee Orientation (TNGO) Webinar

  2. Tech Overview Ben Spooner

  3. Welcome to the FY 2013 Tribal New Grantee Orientation (TNGO) November 7, 2013 Office of Juvenile Justice and Delinquency Prevention

  4. OJJDP Staff Tribal Program Manager Team Juvenile Justice Specialists and Program ManagersOJJDP Patrick Dunckhorst Kara McDonagh Juvenile Justice System Improvement Division Youth Development - Prevention & Safety Division

  5. Overview of EDC Tribal Youth Training & Technical Assistance Center Services Ethleen Iron Cloud-Two Dogs Stephanie Autumn Stanley Holder

  6. We welcome you to the Circle

  7. Training and Technical Partners Tribal Law and Policy Institute • 100% Native American owned and operated • Delivers education, research, training, and technical assistance programs • Promotes improvement of justice in Indian Country • Encourages health, well-being, and culture of Native peoples • “Tribal Court Clearinghouse”- comprehensive website of resources: www.tribal-institute.org/lists/pubs.htm Contact Information Tribal Law and Policy Institute 8235 Santa Monica Blvd., Suite 211 West Hollywood, CA 90046 Phone: (323) 650-5467 | Fax: (323) 650-8149 Email: Chia@tlpi.org , or Lauren@tlpi.org Website: www.tlpi.org

  8. Training and Technical Partners Johns Hopkins Center for American Indian Health • Works in partnership with American Indian and Alaska Native communities to raise their health status, self-sufficiency, and health leadership to the highest possible level • Prioritizes strengths-based approaches that foster Tribes’ rich physical, cultural, and intellectual heritage • Increases health leadership of Tribes through training, employment, and professional education Contact Information Center for American Indian Health621 N. Washington StreetBaltimore, MD 21205 Phone: (410) 955-6931Toll free: 1-800-509-8456 Website: www.jhsph.edu/caih

  9. Training and Technical Assistance Providers Rural Alaska Community Action Program, Inc. Becky Judd (left) Project Coordinator Amy Gorn (right) Project Coordinator http://www.ruralcap.com/ www.alaskanativeyouth.org

  10. The Resource BasketGathering and Sharing for Alaska Native Youth SuccessRural Alaska Community Action Program, Inc. (RurAL CAP) Mission • Reduce Alaska Native youth delinquency rates by increasing tribal community and youth-serving organization capacity to nurture positive youth development and support strength-based and data-driven juvenile justice approaches. Goals • Hosting a “Resource Center” mobilizing multi-disciplinary experts in providing training and technical assistance. • Increasing knowledge and youth voice and leadership in youth services.

  11. RurAL CAP Contacts Lead TTA Contacts Provides tribes or Alaska Native youth-serving organizations with direct TTA support and/or referrals. Develops TTA partnerships and tools, resources. Becky Judd, Project Coordinator Amy Gorn, Project Coordinator bjudd@ruralcap.comagorn@ruralcap.com (907) 301-9725 (907) 623-0769 Administrative Contacts Provides administrative oversight, planning and partner support. Joie Brown, Project Manager Cathie Clements, Project Director jbrown@ruralcap.comcclements@ruralcap.com (907) 865-7356 (907) 865-7357

  12. Webinar Learning Objectives • Meet the OJJDP leadership and program management team who work most closely with TJADG and TYP. • Gain a greater understanding of key grant administration resources (such as the OJP Post-award Instructions, Financial Management Guide, and Reporting Requirements) as well as a greater awareness of common shortfalls in grant administration. • Increase awareness of the goals, objectives, and key upcoming activities of TJADG and TYP programs. • Learn about resources available in terms of Technical Assistance (TA) and training.

  13. TNGO Webinar Overview • Overview of Tribal Youth Program • Programmatic & Financial Success • Reporting Requirements • Preparing for & Achieving Your Strategic Planning Requirements

  14. US Department of Justice, Office of Juvenile Justice and Delinquency Prevention Programs for Tribal Youth: Building Brighter Futures in Indian Country Patrick Dunckhorst

  15. FY13 OJJDP Coordinated Tribal Assistance Solicitation (CTAS) Awards Overview • Tribal Juvenile Accountability Discretionary Grant (TJADG) (Purpose Area 8, Juvenile Justice) • 3 awards • Approximately $250,000 - $300,000 • Tribal Youth Program (TYP)(Purpose Area 9, Tribal Youth Program) • 11 awards • Approximately $300,000 - $500,000 • Award up to 3-year grants to federally recognized tribes

  16. FY 2013 CTAS TJADG (Purpose Area 8) Grantees Coeur D'Alene Tribe Confederated Tribes of the Warm Springs Reservation Eastern Band of Cherokee Indians

  17. You ShARE Tell us about strengths in your community!.

  18. FY 2013 CTAS TYP (Purpose Area 9) Grantees Bay Mills Indian Community Quileute Tribe Lac Courte Oreilles Band of Lake Superior Chippewa Aroostook Band of Micmacs Shingle Springs Rancheria Southern Ute Indian Tribe Native Village of Barrow Citizen Potawatomi Nation Catawba Indian Nation Traditional Council of Togiak Native Village of Old Harbor

  19. You ShARE Tell us about strengths in your community!.

  20. Programs Serving Tribal Youth The Tribal Youth Program currently serves grantees in the continental United States and Alaska. http://www.tribalyouthprogram.org/program_list

  21. Path to Programmatic and Financial Success with OJJDP Patrick Dunckhorst Kara McDonagh

  22. OJJDP Responsibility • Program Monitoring • Desk Reviews • Grantee reports (Progress, Financial, and Performance Measure) • New grantee/Strat Pak/Regional trainings • Monitoring site visits • Grant Adjustment Notices (GANs) • Draw-down Activity • Regular Communications (phone/email) • Listserv Communications

  23. Technical Assistance Providers • Bi-weekly ongoing Training and Technical Assistance • Topic specific Webinars • Telephonic Talking Circles • Regional Trainings • Onsite Training and Technical Assistance • Identify Cultural Best Practices & Evidence Based Interventions

  24. PAUSE Please type any questions into the chat.

  25. Navigating your federal award: Grants Management System (GMS) The official award file found in GMS https://grants.ojp.usdoj.gov/gmsexternal/ Contains: • Project period • Award # • Amount of award • Special conditions GMS also contains • Points of contact, authorized representatives, and financial contacts • Official proposal and budget • Official grant adjustments and modifications • Progress and financial reports • Close outs

  26. GMS Support and Training • GMS Helpdesk: 888-549-9901 • Online training module: http://www.ojp.usdoj.gov/gmscbt • GMS Overview • Consolidating User Accounts • Grant Adjustment Notices (GANs) • Progress Reporting • Closeouts • Financial Reporting

  27. PAUSE Please type any questions into the chat.

  28. Award Package • Post Award Instructions: http://www.ojp.usdoj.gov/funding/pdfs/post_award_instructions.pdf

  29. TYP Special conditions

  30. TYP Special conditions, continued

  31. T-JADG - Special Conditions

  32. Conditional Clearance

  33. Conditional Clearance– Steps to a Budget Clearance • Purpose area budgets reviewed independently. • Office of the Chief Financial Officer (OCFO) reviews purpose areas 8 and 9 and provides written comments to OJJDP program manager. • OJJDP program manager provides comments to grantee point of contact and requests revised budget to be emailed. • OJJDP program manager uploads revised budget into system and notifies OCFO. • OCFO re-reviews budget – either final clearance or additional comments.

  34. PAUSE Please type any questions into the chat.

  35. Reporting: Program, Finance, & Performance Measures

  36. Progress/Narrative Reports: Categorical Assistance Progress Report (CAPR) - GMS • Use the suggested “tribal report template.” • Reports should include progress made toward each goal and objective as submitted in application. • This includes description of status of each objective, the activities completed during the reporting period, and supporting data. • Reports must also include separate attachment containing data on mandatory performance measures submitted into an online reporting tool called the Data Collection Technical Assistance Tool (DCTAT). • May be “change requested” if additional information is needed. • GMS system automatically freezes funds on late progress reports.

  37. Performance Measures: DCTAT www.ojjdp-dctat.org/ • Data Collection Technical Assistance Tool (DCTAT) - Online data collection instrument • Mandatory indicators based on categories (for TYP) and purpose areas (for TJADG) • Submit online through OJJDP website. Also include electronic copy (PDF) as part of CAPR progress report via GMS • Additional training for both TYP & TJADG Grantees: • Performance Measure Overview-- TBD • Tool/Technology Overview -- TBD Note: First TYP DCTAT submission due January 30, 2014 –please enter “zeros.”

  38. Financial Reporting: Federal Financial Report –SF425 - GMS • PERIODS COVERED & DUE DATES • October 1 –December 31: Due January 30 • January 1 –March 31: Due April 30 • April 1 –June 30: Due July 30 • July 1 –September 30: Due October 30 • Report actual expenditures for the reporting period, not drawdowns or projected expenditures • Can be revised up until the end of the next quarter • OCFO helpdesk: 800-458-0786

  39. What do you think? When you submitted your DCTAT performance measures on www.ojjdp-dctat.org, you included a narrative explaining the key accomplishments and activities for the reporting period. This satisfies all of your programmatic reporting requirements for that reporting period. True or False?

  40. Assistance with Report Submission • Online progress report submission in the Grant Management System: contact the GMS helpdesk at (888) 549-9901, option 3. Hours: Open 24/7! • Financial report submission: contact the Office of the Chief Financial Officer helpdesk (800) 458-0786. Hours: Monday - Friday 8:30am - 6:30pm; closed on weekends. • Online Data Collection Technical Assistance Tool: contact CSR, Inc. helpdesk at (866) 487-0512. Hours: Monday - Friday 8:30am - 6pm; closed on weekends

  41. Quick Break… Feel free to ask your questions in the chat – we’ll address them when we return.

  42. Budget and Expenditure Tracking • Review the Office of Justice Programs Financial Guide and bookmark it on your internet browser http://www.ojp.usdoj.gov/financialguide/index.htm • Know your budget and draw down history • Must keep track of overall expenditures by category, detailed expenditures ledger, and all supporting documentation • Request a reconciliation on a monthly or quarterly basis from your business/finance office • Online webinar version of financial training: http://gfm.webfirst.com/

  43. Budget and Expenditure Tracking (continued) • Check any proposed budget changes with your OJJDP program manager first. Formal modifications required: • Changing the budget scope: identifying a contractor not previously identified • More than 10% of award amount between budget categories • Identifying a new cost category • Guidance on incentives/give-aways/pow wows

  44. Food and Beverage Policy: http://www.ojp.gov/funding/confcost.htm • Food and beverage costs are unallowable for any meeting, event, conference, etc. under any grant, cooperative agreement, and/or contract. • Exceptions to this restriction may be made: • If Office of Justice Programs prior approval received explicitly for that event • Only in cases where such sustenance is not otherwise available (i.e., extremely remote areas) • Where a special presentation at a conference requires a plenary address where there is no other time for sustenance to be attained.

  45. Food and Beverage Policy (continued) http://www.ojp.gov/funding/confcost.htm • You may still: • Provide per diem for staff in “official travel status.” • Provide food and beverages for youth programmatic activities (that aren’t meetings, conferences, events, trainings) if that food/beverage is essential to the program service. • Work with your program manager!

  46. PAUSE Please type any questions into the chat.

  47. Common Audit Red Flags • Poor record keeping • Unallowable costs/activities • Missing time & attendance reports • Time and attendance does not track actual hours, but instead projected hours • Fails to account for a percentage of time • Failure to follow procurement standards • Lack of internal controls • Failure to obtain prior approval when required • Incorrect indirect cost rate – must be exactly approved rate • TYP specific: poor cash management –excessive draws, infrequent draws • TJADG specific: Failure to provide match (10 or 50 percent) • Failure to set-up interest-bearing account

  48. Financial Training Tools • OJP Financial Guide: http://www.ojp.gov/financialguide/index.htm • Food and Beverage Policy: (Meals and Refreshments) http://www.ojp.gov/funding/cccontent.htm#maf • Financial Management Training: http://gfm.webfirst.com/

  49. Modifications to Grant Award • Grant Adjustment Notices (GANs) • Initiated by grantee in GMS to request change: • Project Period • Point of Contact • Authorized Representative • Change of Scope • Budget Modification • Organization Address/Name • Other Prior Approvals • Withholding Special Condition Removal • Must be approved by OJJDP Program Manager

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