Grant Administration and Compliance ________________ Oklahoma Municipal League Conference Steve Traina, Program Director Institute for Building Technology and Safety

© 2016 Institute for Building Technology and Safety 2 About Us Risk Challenges Solutions Questions?

ABOUT US The Institute for Building Technology and Safety is a 501(c)(3) nonprofit organization established to provide unbiased professional services, while enhancing the communities in which we work. public sector accountability _______________ private sector flexibility

© 2016 Institute for Building Technology and Safety Successful grant management starts long before the grant is awarded. WHAT IS A SUCCESSFUL GRANT? 4 You need to know enough about the grant process to assembl the right team. Grant Management is a system, a process with many levels. SUCCESSFUL GRANTS START WITH THE END IN MIND

© 2016 Institute for Building Technology and Safety 5 ADMINISTRATION RISKS Inspector General letter to a grant administrator.

© 2016 Institute for Building Technology and Safety 6 “We recommend that the Director of the Denver Office of Public Housing require the Authority to (1) provide support for $734,074 in procurement actions executed without proper documentation or repay the unsupported amounts from the non-Federal funds, (2) develop and implement detailed policies and procedures to ensure that staff and management properly complete all aspects of the procurement process, and (3) obtain procurement training for its staff to improve proficiency in the procurement processes.” ADMINISTRATION RISKS Billions of dollars per year are wasted on failed grant programs. Risk to Community De-obligated Expenses Possible Debarment

© 2016 Institute for Building Technology and Safety 7 ADMINISTRATION RISKS Billions of dollars per year are wasted on failed grant programs. Political Risk Incomplete Program Returning funds to originator Not acting expeditiously to implement grant program

© 2016 Institute for Building Technology and Safety SIX CHALLENGES & SOLUTIONS 8

© 2016 Institute for Building Technology and Safety Robust reporting requirements Knowledge of specific Federal/State requirements Specific training and software required to interact with Federal/state systems FINANCIAL CHALLENGES 9

© 2016 Institute for Building Technology and Safety Projects/Programs are eligible activities Documentation of all transactions is compliant and available Program compliance is understood and followed Reporting requirements and process are immediately instituted Augment staff with specialist familiar with Federal/State software systems 3 rd Party QA/QC oversight is recommended. FINANCIAL SOLUTIONS 10

© 2016 Institute for Building Technology and Safety Procurement requirements may exceed current standards Existing procurement standards may require deviations to expedite program Procurement policies must be developed to support program goals PROCUREMENT CHALLENGES 11

© 2016 Institute for Building Technology and Safety Review any specific procurement guidelines associated with grant and compare to existing procurement guidelines Often it is necessary to modify current procurement guidelines to accelerate grant program progress In consideration of the above create a “program” specific procurement policy Seek professional support to review procurement policy for compliance 3 rd Party QA/QC oversight is recommended PROCUREMENT SOLUTIONS 12

© 2016 Institute for Building Technology and Safety Grant requirements may impose additional or updated codes or standards Plan review or field inspection team may require augmentation Additional training and/or certifications may be required to ensure grant compliance BUILDING DEPARTMENT CHALLENGES 13

© 2016 Institute for Building Technology and Safety Update department standards to most recent code Anticipate department workload increase Provide training on code/ordinance revisions Augment department staff with trained professionals, if necessary 3 rd party QA/QC oversight is recommended BUILDING DEPARTMENT SOLUTIONS 14

© 2016 Institute for Building Technology and Safety Eligibility National Objective Identification/Compliance with Federal/State requirements Oversight and Quality Control Requirements MONITORING & OVERSIGHT CHALLENGES 15

© 2016 Institute for Building Technology and Safety Determine if anticipated project/program expenditures are eligible costs within your grant program and document findings Ensure and document that National Objectives have been met Verify that no duplication of benefits/funds exist and document findings 3 rd party QA/QC oversight is recommended Augment staff with professionals, if necessary 16 MONITORING & OVERSIGHT CHALLENGES

© 2016 Institute for Building Technology and Safety City/County ordinances may require revision Special City Council or Commissioners Court meetings may be required SPECIAL REQUIREMENT CHALLENGES 17

© 2016 Institute for Building Technology and Safety Anticipate the need to adjust existing planning & zoning requirements to facilitate program. Be prepared for special sessions or emergency meetings to quickly resolve or approve issues SPECIAL REQUIREMENT SOLUTIONS 18

© 2016 Institute for Building Technology and Safety Staff is committed to other projects Technical requirements Temporary staff requires training Temporary staff requires additional management support Additional staff with very specific expertise may be required STAFFING CHALLENGES 19

© 2016 Institute for Building Technology and Safety Evaluate potential staffing requirements prior to grant award Don’t hesitate to solicit support from professional consultants Consider procuring a program administrator for efficient and compliant implementation of your grant program STAFFING SOLUTIONS 20

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CONTACT US facebook/ibts.orgIBTS_orgInstitute for Building Technology and SafetyIBTSorg Steve Traina 720 Lawrence Rd. Kemah, TX 77573