Nebraska Crime CommissionGrants Division Keys to Successful Grant Management
What does it mean? Grant management is about … • Being the expert: • Knowing all aspects of your program • Deadlines • Effectively managing a grant means meeting deadlines. All paperwork and requests dealing with a grant has a deadline • Documentation • Keeping complete and detailed records of finances, data, staff/volunteer time and services provided • Outcomes • determining that what you are doing works…is it a good investment of money, is it making a difference in the life's of those you serve and is it measurable???
Grant Management…. • Success Stories • celebrating your successes and being able to tell the story to others. • Accountability • understanding this is business which means doing what you said you would do. You sign a contract and by doing this we have entered into a legally binding relationship. Just like any relationship, we have to communicate effectively, be honest and trustworthy, be responsible for doing our part, let each other know when we are in trouble and need help… • Rules • Being aware of the rules and following them
Where Do These Rules Come From ? • Congress enacts legislation (i.e. VAWA, JJDP) • Federal agency is designated to manage the program • Federal agency announces the availability of funds • Governor designates a state agency to administer the program • States apply for and are awarded funds. • States announce availability of funds to local jurisdictions. • Local applications are reviewed and final funding decisions are made by the Crime Commission.
Grant Award Process • Crime Commission applies for and receives funds from federal agency. • Crime Commission prepares application and announcement of funds. • Grants go through an extensive review process and final approval is made by the Crime Commission Board. This process consists of a staff review, grant review and final approval by the Crime Commission • Applicants receive notice of award and instructions for revisions and receipt of award. • Grant Management Training Required if: • You have not attended within the past 3 years • New Project Personnel • You want a refresher!
Grant Award Contract • A Grant Award is a contract between your agency and the Crime Commission verifying that you will spend the funds as set forth in the application • Due 30 days from the date the award is mailed. • No funds can be disbursed until we have a signed grant award and special conditions. • Key things to notice on your grant award: * Sub-grantee is correct * Grant Number * Budget * Grant Period * Authorized Signatures • Keep the PINK copy for your files!
FROM LEGISLATION Congress enacts legislation TO GRANT AWARD Federal agency is designated Federal agency announces funds Governor designates a state agency to administer funds States apply for and are awarded funds States announced availability of funds to local jurisdictions Local applications are reviewed & final funding decisions made
GRANT AWARD PROCESS Crime Commission applies for & receives funds from federal government (VOCA, VAWA, JAG, Title II, etc.) Phase 1 Grants Applications are reviewed by a phase 1 Staff Review or Juvenile Grant Review Committee Crime Commission prepares & announces funds Phase 2 Grant Applications are reviewed by the Phase 2 committee ‘s (NE Crime Commission Staff Review Committee or NE Coalition Juvenile Justice Grants go through an extensive review process Phase 3 Grant Applications are reviewed by the Crime Commission Board
NOTIFICATION OF AWARD TO APPLICANTS Applicants receive notice of intent to award If no contingencies or revisions are needed the following steps must be completed… If contingencies or revisions are needed the following steps must be completed… A Grant Award Letter is sent out and the Applicant must sign & submit Grant Award Letter within 30 days Applicant must complete & submit all requested contingencies/revisions within 30 days Applicants are now subgrantees and in compliance to submit cash reports
Special Conditions • Are a part of the Grant Award contract. • Standard conditions that apply to every program. • If federal dollars, are a combination of federal conditions and Crime Commission regulations. • If state dollars, are a combination of state conditions and Crime Commission regulations. • Conditions can change from year to year. • Are different from grant to grant. • Subgrantees are responsible for meeting all conditions or requirements. • Require signatures and are due 30 daysfrom the date they were mailed. • Keep a copy for your files!
Limited English Proficiency (LEP) Plan Individuals who do not speak English as their primary language and who have a limited ability to read, write, speak, or understand English can be Limited English Proficient, or “LEP” entitled to language assistance with respect to a particular type of service, benefit, or encounter. Department of Justice- Federal Register/Vol. 67, No. 117/Tuesday, June 18, 2002/Notices
LEP Title VI Under DOJ regulations implementing Title VI of the Civil Rights Act of 1964, 42 U.S.C. 2000d et seq. (Title VI), recipients of Federal financial assistance have a responsibility to ensure meaningful access to their programs and activities by persons with limited English proficiency (LEP). Executive Order 13166, directs each Federal agency that extends assistance subject to the requirements of Title VI to publish guidance for its respective recipients clarifying that obligation. Department of Justice- Federal Register/Vol. 67, No. 117/Tuesday, June 18, 2002/Notices
LEP is not just about compliance . . . It is about civil rights . . . It is about personal safety . . . It is about many domestic violence victims, robbery victims, relatives of victims, and many others who can not speak English and who will likely not seek help if there is no indication someone can or is willing to help!
LEP recap • It is a civil right. • Applies to all subgrantees who receive federal funding. • Written LEP plans should be designed to meet the needs of those individuals in your community who have limited English proficiency. • Plans are a part of grant program monitors. • A copy should be provided to the Crime Commission. Helpful Resources: http://www.lep.gov/ http://www.lep.gov/ISpeakCards2004.pdf
Required Reporting All subgrantees must complete and submit: • Grant Activity Summaries • Statistics • Cash Reports
Reports are: • A requirement as outlined in the Grant Award’s Special Conditions. • Available online at http://www.ncc.ne.gov • Due quarterly, on the 15th of the month (or the prior business day) after the end of the quarter. Please note: Depending on the funding source (state or federal) of a grant the subgrantee may be required to complete other worksheets and reports.
Grant Activity Summary Part 1 – Brief summary of the quarter for: • Grant Funded Activities – Specific to grant funds • Other Program Activities – not funded by grant funds • Special efforts and notable activities (i.e., key coordination with other agencies; improvements in service delivery; training provided or attended; community awareness; success stories). • Problems encountered, how addressed, and impact on funded project • Major community/program issues; difficulties with coordination/planning; program changes; emerging issues or trends that impact the program; etc. • Solutions identified to address the issues provided. Part II – Report on Objectives & Performance Indicators
Grant Activity Summary cont… • Grant administrators use information from summaries to report on federal performance standards and for reports such as the Annual Report to the Governor and Nebraska Legislature. • A well written summary can be useful for preparing your next grant (i.e., continuation section). • When preparing a Grant Activity Summary remember to: • Use the correct grant number to ensure the report is matched with the correct funding stream and grant period. • Follow the Grant Activity Summary form format. • Before mailing, check to ensure it is signed by the correct person .
Statistics What are the numbers telling you? Considerations:Definitions – Are interruptions the same Consistency – year-to-year, can it be reproduce by others, are you comparing apples to apples or is it oranges to apples Explain deviations – caution . . if you don’t understand how will others • Purpose Needs Identification Performance Measures Program Development Achieve Requirements • Types of Data Units of Service Numbers Served Consumer Satisfaction
Cash Reports • Serve 2 purposes: Report expenditures and Request funds • Due Quarterly- same schedule as Activity Reports • Submit 1 white and 1 yellow copy, must be SIGNED • For payment, we must have your correct Federal ID# and you must have DIRECT DEPOSIT. • Once grant award and special conditions have been completed and returned, submit a “start up” cash report. • Cash requests are processed once a month. Requests in by the 10th are processed that same month. Past the 10th are processed the following month. • Once all funds have been expended within the grant period a “final” cash report must be submitted within 45 days. • Requests containing errors are returned for corrections.
Sample Cash Report / Request http://www.ncc.ne.gov
Sub-grantAdjustments • Can be submitted at any time. • Mail signed request, response will be by email. • 4 Purposes: 1. Program Modification – rarely used 2. Project Personnel – report changes in personnel or contact information for the Project Director, Project Coordinator, Fiscal Officer or Authorized Official 3. Project Period – use to change the beginning or end date that is indicated on the Grant Award 4. Budget Changes –must include narrative which explains proposed changes and why they are necessary
Grant Monitoring • The following monitors will be scheduled: 1. Financial Monitor 2. Program Monitor • You will be notified by phone or email prior to the monitor. • Typically monitors occur once every 3 years unless a new grant, which occurs within the first year • Most often on-site
Grant Monitoring cont. • Have an organized filing system with the following: • Copy of Application • Are you spending money the way it was set out in your budget? • Are you serving who you said you would serve? • Grant Award and Special Conditions • Example: LEP, EEOP • Forms • Policy & Procedures, Confidentiality, Intake, Assessment • Correspondence • Copies of Contracts • Bills/Invoices • Cash Reports • Quarterly Activity Monitors
Grant Monitoring cont. • Bills/Invoices • Cash Reports • Quarterly Activity Monitors • Facility Tours and introduction of Program Staff • Post Monitor Correspondence which is provided by the Crime Commission • Program Plans • Corrective Action
Audits • See Special Conditions for rules regarding submission of audits to Crime Commission. • It’s in your best interest to submit an annual audit. • $500,000 or more in federal funds, must have an annual audit. • The Audit and Letter of Findings must be submitted to the Crime Commission. • Electronic Copies are Accepted. • Grant funds cannot pay for the cost of audits
Non-Profit Board Training Contact Crime Commission Staff if board training is needed.
Review of Due Dates • Contingencies and Revised Budgets:30 days from date on notification letter. • Grant Award and Special Conditions:30 days from date it was mailed to you. • Grant Activity: July 1- Sept. 30 = Oct. 15 Oct. 1- Dec. 31 = Jan. 15 Jan. 1- Mar. 31 = Apr. 15 Apr. 1- Jun. 30 = July 15 • Cash Reports: Due by the 10th to get paid that month. • Final Cash Report- 45 days after end of grant period.
Contact Information • Crime Commission : 301 Centennial Mall South P.O. Box 94946 Lincoln, NE 68509 • Office: 402-471-2194 • Fax: 402-471-2837 • Website: www.ncc.state.ne.us