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Neighborhood Recovery Initiative Grant Application and Reporting

Neighborhood Recovery Initiative Grant Application and Reporting. Webinar presented by Federal and State Grant Unit Office of General Counsel September 18, 2012. Purpose of t raining. Review the various aspects of the Interagency Agreement. Interagency agreement . Cover p age

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Neighborhood Recovery Initiative Grant Application and Reporting

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  1. Neighborhood Recovery InitiativeGrant Application and Reporting Webinar presented by Federal and State Grant Unit Office of General Counsel September 18, 2012 9/17/2012 | Illinois Criminal Justice Information Authority | 1

  2. Purpose of training • Review the various aspects of the Interagency Agreement 9/17/2012 | Illinois Criminal Justice Information Authority | 2

  3. Interagency agreement • Cover page • Boiler contract • Exhibit A • Exhibit B • Certifications and other documents 9/17/2012 | Illinois Criminal Justice Information Authority | 3

  4. Step-by-step review process • Grantee submits completed grant materials to ICJIA grant monitor no later than October 3. • Monitor reviews, makes requests for changes, and approves • Monitor submits application to ICJIA Office of Fiscal Managementfor review and approval. • Legal review and approval. • Agreement returned to granteeno later than October 17. • Grantee signs and returns grant materials no later than October 24. • Legal reviews and submits to Executive Director for signatureby October 30. 9/17/2012 | Illinois Criminal Justice Information Authority | 4

  5. Things to keep in mind • Spell out acronyms upon first usage. • Answer all questions.If a question does not apply to your program, write N/A. • In Exhibits A and B, describe your program in a way that would help people who are unfamiliar with your program understand. • Do not assume that the reviewer has an understanding of the program. 9/17/2012 | Illinois Criminal Justice Information Authority | 5

  6. Cover page • Provides basic information about the grantand the grantee. • Each Grantee needs a DUNS number, CCR Registrationand CAGE Code. • DUNS numbers are acquired from Dun and Bradstreet, Inc., online at www.dunandbradstreet.com,or by calling 1-866-705-5711. • CCR and CAGE Code may be obtained at www.sam.gov. • If your agency’s CCR registration is not available for public view, you will be asked to provide a copy of your CCR registration. • The default setting on the CCR registration is to hide it from public view. 9/17/2012 | Illinois Criminal Justice Information Authority | 6

  7. Cover page • The Implementing Agency Authorized Official is the executive director of the agency seeking the grant. • The Program Financial Officer is the chief financial officer of the agency seeking the grant. • The Program Agency’s Mailing Address should bethe address to which all grant materials will be mailed. 9/17/2012 | Illinois Criminal Justice Information Authority | 7

  8. Cover page • Fiscal Contact Person is the person completing the fiscal reports. • Program Contact Person is the person responsible for submitting all grant materials to ICJIA. This is the person with whom NRI grant monitorswill be working and contacting with any questions. • Legislative District for both U.S. Congress and the Illinois General Assembly are needed and may be obtained here with 9-digit ZIP code.http://www.elections.il.gov/DistrictLocator/DistrictOfficialSearchByZip.aspx 9/17/2012 | Illinois Criminal Justice Information Authority | 8

  9. Illinois Criminal Justice Information Authority

  10. Major components of Exhibit A • Summary of program • Summary of the organization • Statement of problem • Goals, objectives, and performance indicators • Program strategies • Implementation schedule 9/17/2012 | Illinois Criminal Justice Information Authority | 11

  11. Exhibit AGeneral Provisions • Must be written in a nontechnical way that could be understood by general public. • All acronyms spelled out. • No names should be used. Positions should be referredto by title. 9/17/2012 | Illinois Criminal Justice Information Authority | 12

  12. Summary of program Should briefly describe: • What the agency does. • What population they serve. • What is proposed for the project and for what purpose. • What population will be targeted by the project. • Why the project is needed. 9/17/2012 | Illinois Criminal Justice Information Authority | 13

  13. Summary of the organization • Provide a brief description of your agency. • Describe how the NRI-funded project fits into your organization and whetherit complements other organization projects. 9/17/2012 | Illinois Criminal Justice Information Authority | 14

  14. Statement of problem Should describe: • The specific problem or unmet need being experienced. • How it is known the problem exists. • Why the problem hasn’t been effectivelyaddressed with current resources. • If an attempt to address the problem was made, what happened? 9/17/2012 | Illinois Criminal Justice Information Authority | 15

  15. Goals, objectives, and performance indicators Program narrative must contain: Goals: General or specific statement that reflects the ultimate purpose of the project. AND Objectives(at least 2 suggested per goal):Specific tasks or changes that must be accomplished to meet the goal. 9/17/2012 | Illinois Criminal Justice Information Authority | 16

  16. Goals A program goal is the end that you want to achieve through the funded project. To define a goal, identify what you want to change by implementing the project. 9/17/2012 | Illinois Criminal Justice Information Authority | 17

  17. Example DNA evidence is playing a role in an increasing number of violent crime prosecutions in your county but it’s hard to keep pace with rapid advances in the science. You’re seeking funding for three experienced assistant state’s attorneys to form a specialized DNA prosecution unit. 9/17/2012 | Illinois Criminal Justice Information Authority | 18

  18. Which is your goal? Is the goal to: a) Hire three prosecutors? b) Or enhance the prosecution of felony cases in which DNA plays an important role in determining a defendant’s guilt or innocence? 9/17/2012 | Illinois Criminal Justice Information Authority | 19

  19. Answer b) Enhance the prosecution of felony cases in which DNA plays an important role in determining the guilt or innocence of a defendant. 9/17/2012 | Illinois Criminal Justice Information Authority | 20

  20. The program goal is to enhance the prosecution of felony DNA cases. Hiring the prosecutors is not the end you want to achieve, it is the means to that end. 9/17/2012 | Illinois Criminal Justice Information Authority | 21

  21. Objectives are: The action steps you will need to take to implement the program. The benchmarks you set to measure program performance 9/17/2012 | Illinois Criminal Justice Information Authority | 22

  22. Objectives Are measureable. Identify the target of program activity. Set a timeframe for completion. Provide an expected direction of change. 9/17/2012 | Illinois Criminal Justice Information Authority | 23

  23. Objectives must: • Be measurable. • Can you count it? • Identify data that you can obtain and track. • Do you have access to the data, or can youreasonably obtain the data? • How will you keep track of the data? 9/17/2012 | Illinois Criminal Justice Information Authority | 24

  24. Objectives must: Identify program target, such as: Population group. Type of case or crime. Geographic area. 9/17/2012 | Illinois Criminal Justice Information Authority | 25

  25. Objectives must: Set a timeframe for completion, including short, mid-, and long-term benchmarks. 9/17/2012 | Illinois Criminal Justice Information Authority | 26

  26. Objectives must: Provide an expected direction of change. Do you want an increase or decrease in each item you will count? 9/17/2012 | Illinois Criminal Justice Information Authority | 27

  27. Two kinds of objectives Process objectives Outcome objectives 9/17/2012 | Illinois Criminal Justice Information Authority | 28

  28. Process objectives Process objectives are the steps needed to implement the program. 9/17/2012 | Illinois Criminal Justice Information Authority | 29

  29. Process objectives Examples: Hire three experienced felony prosecutors by November 1, 2012. Provide prosecutors with advanced DNA training by March 31, 2013. 9/17/2012 | Illinois Criminal Justice Information Authority | 30

  30. Outcome objectives Outcome objectives measure program impact 9/17/2012 | Illinois Criminal Justice Information Authority | 31

  31. Outcome objectives Prosecute 10 felonies using DNA evidence. Achieve an 80 percent conviction rate on felony cases using DNA. 9/17/2012 | Illinois Criminal Justice Information Authority | 32

  32. Performance measures Performance measures count progress toward program objectives or benchmarks. 9/17/2012 | Illinois Criminal Justice Information Authority | 33

  33. Performance measures Performance measures are: Objective Relevant Able to indicate degrees of success Reliable Valid 9/17/2012 | Illinois Criminal Justice Information Authority | 34

  34. Performance measures Process measures: Three prosecutors hired by October 15, 2012. Prosecutor advanced DNA training completed April 15, 2013. 9/17/2012 | Illinois Criminal Justice Information Authority | 35

  35. Performance measures Outcome measures: 11 DNA felony cases prosecuted. 91 percent conviction rate. 9/17/2012 | Illinois Criminal Justice Information Authority | 36

  36. Program strategies Program strategies should describe what the programwill do to address the problem. • What resources are being sought? • How will program reach the target population? • What activities will be performed to affect the target population and the identified problem? 9/17/2012 | Illinois Criminal Justice Information Authority | 37

  37. Exhibit BBudget/Budget Narrative • Excel file completed by the grantee • The budget lists, by category, the costs for goods and services. • The budget narrative details, by category, how the goods and services are necessary for the program and how the goods and services are going to be used to support the program, along with any necessary calculations. • Items and figures in the budget and budget narrative MUST match.. 9/17/2012 | Illinois Criminal Justice Information Authority | 38

  38. Personnel services • Maximum allowable salary: • Formula = Annual salary ÷ 12 x # of months on the program x percentage of time on the program. • Formula = Hourly rate x # of hours per month x # of months on the program. • Budget Narrative: • Describe the position’s responsibilities and how the position will benefit the grant program. • Reference fringe benefit worksheet. • Attach job descriptions to the narrative. • Please do not submit resumes. 9/17/2012 | Illinois Criminal Justice Information Authority | 39

  39. Equipment vs. Commodities(How to tell which is which) • Equipment usually has a useful life outside the grant period.Examples include: • Computers. • Office furniture. • Interviewing materials. • Commodities are usually consumed during the grant period. Examples include: • Paper. • Pens. • Postage. • Printing and copying supplies. • Other similar office supplies. 9/17/2012 | Illinois Criminal Justice Information Authority | 40

  40. Pro-ration • The pro-ration rate is used to determine the amount of a shared cost that can be charged to a grant program. • Agency cost are cost incurred and shared by the entire agency and include: • Rent. • Utilities. • Office equipment rental. • Individual costs. When a staff member is not working on a program 100 percent of the time, the grant will pay for a portion of the cost equal to the individual’s time on the program. 9/17/2012 | Illinois Criminal Justice Information Authority | 41

  41. Pro-ration rate formulas • Agency costs are determined by the number of funded personnel divided by total number of staff. • Grant funds 2 individuals and the agency has a staff of 10 employees. Thepro-rated rate would be 20% (2 ÷ 10= .2 or 20%) or the number of hours that funded personnel make up of total agency hours worked. • If grantee has a different formula, please get pre-approval from legal prior to submitting the grant for review. • Individual costsaredetermined by the percentage of timethe funded person is working on the program. • If a grant has personnel that is funded at 50%, the grant may pay for 50% of his/her individual service cost. 9/17/2012 | Illinois Criminal Justice Information Authority | 42

  42. Equipment • Budget • List the item, quantity, and amounts paid by NRI funds. • Budget Narrative • Describe how the equipment item is necessary for the successof the grant program. • List how costs were calculated. • Pro-rate if necessary. • List the process used in selecting the equipment cost. 9/17/2012 | Illinois Criminal Justice Information Authority | 43

  43. Commodities • Budget • Separate commodities by use type. • List unit cost on a monthly basis. • Budget narrative • Describe how the commodities are necessaryfor the success of the grant program. • Describe how the costs were calculated. • Pro-rate if necessary. 9/17/2012 | Illinois Criminal Justice Information Authority | 44

  44. Travel budget • List the travel according to purpose • Separate travel funds are being used for multiple purposes. • Cost must be at the state rate or lower. • Mileage can be reimbursed only when a personal vehicle was used. • Out-of-state travel will require prior Authority approval. 9/17/2012 | Illinois Criminal Justice Information Authority | 45

  45. Travel narrative • Budget narrative • Itemize each travel expense by purpose and type. • Explain the need for the travel. • List the local travel costs on a monthly basis. • Per-diem. • The state rate is used for both in-state ($28) and out-of-state ($32) travel on a per day basis. • Reimbursement for travel of less than a day shall be made on a quarterly basis. 9/17/2012 | Illinois Criminal Justice Information Authority | 46

  46. Contractual • Budget • List type of contractual position or product. • List the cost. • If a portion is allocated to the grant program list the percentage dedicated to grant program and rate used. • Salaries for independent contractors can include the fringes in total cost without a separate listing. 9/17/2012 | Illinois Criminal Justice Information Authority | 47

  47. Contractual budget narrative • Describe the type of service or the product to be contracted for and how it is necessary for the success of the program. • Describe how the costs were calculated. • If only a portion of the costs are allocated to the grant program describe how the prorated share was determined. • Example: Percent of square feet, ratio of employees. • Salaries for independent contractors must include the breakout for fringes if included in the salary. 9/17/2012 | Illinois Criminal Justice Information Authority | 48

  48. Certifications and other materials • A copy of certificate of good standing from the Illinois Secretary of State. • Certified copy not required. • IRS determination stating the agency’ status as 501(c)(3) tax exempt entity. • A completed W-9 form if the grantee has not previously received funds from the state. • Drug-Free Workplace Certification. • Initial Cash Request & Fiscal Information Sheet. 9/17/2012 | Illinois Criminal Justice Information Authority | 49

  49. Grant reporting schedule Deadlines: • On or before January 15, 2013, for November through December 2012. • On or before April 15, 2013, for January through March 2013. • On or before July 15, 2013, for April through June 2013. • On or before October 15, 2013, for July through September 2013. • On or before November 15, 2013, for October 2013 • On or before December 15, 2013, for Final data and fiscal reports and any refund of grant funds. 9/17/2012 | Illinois Criminal Justice Information Authority | 50

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