NACCED Conference

1. NACCED Conference Tech. 101: Making Your Grants Dance September 19, 2011 Presenter – Scott Stevenson, L.A. County CDC

2. Some Facts About the Los Angeles Urban County Grant • Thelargest Urban County program in the nation in terms of dollars…$30M currently • Large number of subrecipients… • 47 participating small cities • 50 non-profits • 12 County Departments • $5.5M Admin budget, 40 staff

3. Grants Management System(GMS) • Access to System • Agency Authorization Page • Digital Contract Execution • Submittal of Funding Requests • Single Audit Certification and Report Submittal

4. Access to GMS www.lacdc.org Select Programs Click Community Development Block Grant Program

5. GDBG Partner Page – New User Registration • In order to access our system, an approved Username and Password is required: • Click the “For Partners” link. New User Registration link

6. New User Registration Screen 2. Complete all mandatory fields as indicated in red, including creating a new username and password. Once you have completed all fields press the submit button, located at the bottom of the page. • Each User Must: • Select your agency from the dropdown list. • You are now registered! • Within 24 hours you’ll receive an email indicating that your username and password have been approved. NOTE: Each user should set up his or her own User Name and Password.

7. Partner Page – Log-in Now you are ready to Log-in to the CDBG Partner Page by entering your Username and Password.

8. Agency Authorization Screen Only the Primary Contact Person has the authority to add or delete information from the Authorization Screen. For all other staff, this is a read-only screen. After logging into the Partner Page, the Primary Contact clicks the Agency Authorization Screen.

9. Agency Authorization Page Screen • Primary Contact: • Sets up the Authorization page initially; • Updates each user’s profile; • Fills in agency information; and • Submits the page. • Authorized Signer • Reviews the changes made by the Primary Contact and Clicks approves. • All updates that the Primary Contact adds to the system must be approved by the Authorized signer.

10. Agency Authorization Screen Completed Agency Authorization Page

11. Digital Contract Execution To execute a contract, your agency has to set up an electronic signature. Electronic signatures will be used to sign all agency contracts online – with a click of your mouse.

12. How to Set Up An Electronic Signature After logging on to system, click on the Digital Contract Instructions link.

13. Electronic Signature Set Up Follow Digital Contract Instructions; this will take approx. 15 minutes for the initial set up of individuals identified as having the authority to sign contracts. Once set up, the digital signature is maintained on authorized signer’s desktop. Authorized signer is responsible for completing the electronic signature set up.

14. Roles and Responsibilities Who can be an authorized signer? • Cities: City Manager or Community Development Director - City Manager can delegate to: • Community Development Director • City Attorney • City Clerk • Financial Director • Mayor

15. Roles and Responsibilities Who can be an authorized signer? • Community-Based Organizations (CBOs): - Executive Director • Executive Director can delegate to: • Board of Directors

16. Roles and Responsibilities Who can be an authorized signer? • County Departments: - Departmental Directors: • Departmental Directors can delegate to: • Financial Director, or Division Chief

17. Electronic Signature System Requirements: • Internet Explorer 6.0 or higher • Adobe Professional 6.0 or later (we recommend 8.0 Professional, or Standard)

18. Contracts and Amendments 1) When your contract is posted, the Primary Contactwill receive an email notification. 2) Sign on to system. Click on Contracts and Amendments link to open the contract pending screen.

19. Status of Pending ContractsPayment Request Submittal Note: Pending contracts will be visible only if there is a contract pending Primary Contacts review. Email is sent auitomatically advising of pending contract. 3a) Click on the Download link on your pending contract. 3b) Click on Approve button after viewing.

20. Contract Pending 3c) Click on the Upload button on your pending contract.

21. Image of digitally signed contract • Add a slide showing digitally signed contract

22. Signing a Pending Contract 1) Digitally Sign and Save your Pending Contract (after Electronic Signature is set up). 2) Close Contract. 3) Upload your Signed Contract to the System. 4) You’re done! Please contact your Program Manager for additional details.

23. Example of Digitally-Executed Contract A Digital signatures are uploaded

24. Submittal of Sample Funding Request Sign on the system. Click on Funding Request Instructions link.

25. Sample Funding Request Click on Funding Request link.

26. Sample Funding Request Select Project Click on Create New Request to begin a new Payment Request. Expenses cannot be charged before contract start date. Check here if reporting NO ACTIVITY for the entire Reporting period. Go to Page 1 and Submit.

27. Sample Funding Request – Page 2 Upon initiating a new Funding Request, the system will take you to Page 2 or Page 3. If this is your first request, click Page 4 tab to set up your recurring data first.

28. Sample Funding Request – Page 4 If this is your first request or you have a new employee, payee, or a customized Non-Personnel expenditure type, enter new data on Page 4, then click ADD: Once recurring data has been entered, you are ready to complete either page 3 or 2, whichever page your agency is required to complete. In future requests, data from Page 4 appears in dropdown list on Page 2 and 3.

29. Sample Funding Request – Page 3, Personnel Section 1) Click on “+” to add an employee expense line. 2) Select employee name, position name from dropdown lists. 3) For each employee and each pay period, enter pay period, hours charged, check #, benefit data.

30. Sample Funding Request – Page 3, Non-Personnel Section 3) For each check; enter date paid, check #, total invoice amount and amount charged to project. 2) Select vendor name under correct type of expenditure, from dropdown list. 1) Click on “+” to add an expense line, or capital expense line.

31. Sample Funding Request – Page 2, Personnel Section Note: If you completed Page 3, the data is carried forward to pages 2 and 1. If you did not complete Page 3, enter summary data here. 3. For each employee, enter total salary (whole month), total period benefits. 2. Select employee name, position name from dropdown lists. Click on “+” to add an employee expense line.

32. Sample Funding Request – Page 2, Non-Personnel Section 2) For each expense type, enter total expenses this period. 1) Click on “+” to add an expense line.

33. Page 1 – Upload Required Documentation (for Agencies required to Submit Documentation) To attach documents: Click browse. Attached scanned documents from your computer. Click “View Supporting Documents” link to review all your attachments. 3. Click upload file • If wrong file was attached, • click Delete File. Click here for instructions and checklists.

34. Page 1 – Submitting & Approving the Payment Request Preparer selects an approver from the dropdown list. System sends an email to approver. Only the selected approver can approve. Preparer clicks Submit.

35. Submitting & Approving - Page 1 If corrections are necessary after preparer has submitted but before approver approves, approver may click unsubmitbutton. The preparer can make changes to the funding request and resubmit it. Authorized Approver approves request by clicking Approve.

36. Email Notifications on the Statusof your Funding Request When a request is denied, partially approved or if the CDC has questions concerning your request, you will receive an email like this. The reason(s) for denial and requested corrective action(s) are noted in the Comments section. Note: Other system email notifications: Weekly email reminders of unsubmitted funding requests that have been in the system for 2 weeks with a status of “To Be Submitted” or “Pending Approval.”

37. Project Balances Screen Click on Funding Requests in Menu bar. You will arrive at your Project Balances Screen. Total Requests paid to your Organization. Requests submitted by preparer but awaiting either your organization’s approval or CDC’s approval. CDC has approved these requests, but a payment has not been made yet.

38. Project Balance Screen – Funding Request Status • Pending Requests includes Funding Requests with the following status: • To Be Submitted: Request has been initiated, but not submitted yet for your approver’s approval. • Pending Approval: Request is ready for your approver to approve and submit to CDC • Pending FRMT Staff: Awaiting initial CDC approval. • PendingCDC Supervisor: Awaiting CDC final approval. Approved Requests includes detail of all approved requests. Date Paid and check # are displayed once payments are made. Denied and Cancelled Requests are listed here.

39. Project Balance Screen – Cost Category Detail Click on the Cost Category Detail link below to view Payment History for this project.

40. Payment History Report

41. Single Audit Requirements Click here to complete your required annual Certification of Federal Expenditures and submittal of Single Audit reports.

42. Single Audit Certification Confirm agency’s Fiscal Year. If different please indicate. Confirm total Federal expenditures.

43. Single Audit Report Submission If your agency confirms Federal Funding to be greater than $500,000, upload your report here. For Cities, also upload your CAFR and Management Letter here.