Duties of the SAA- A Colorado Perspective August 9, 2016 Meg Williams CO Division of Criminal Justice

Duties of State Administrating Agency Development and implementation of JAG Strategic Plan Development and submission of annual JAG application Administration of Federal Funds Subgrant Monitoring Federal Reporting Requirements

Colorado JAG Board Governor appointed membership – Advise the Division of Criminal Justice on issues related to federal block grant monies designated to improve the criminal justice system and reduce drug abuse and violent crimes; – Review the State strategy for the JAG Program funds; and – Review applications from state and local agencies for JAG funding; recommendation to be made to the Director of the Division of Criminal Justice.

Development of the JAG Strategic Plan Work with JAG Board to set priorities Historical and current data from each system What is already occurring across the state? What are the major issues to address and are there already adequate efforts to address these needs? What can the JAG funds support to meet identified needs? CO JAG Goal: To support implementation of programs or provide resources that prevent, reduce, or address crime, delinquency, recidivism, or improve outcomes for those affected by crime using innovative, multidisciplinary, evidence-based, or promising or best practices.

Administration of JAG funds What staffing needs will there be for administering JAG funds? – How many subgrantees might be funded? (determines # of programmatic or financial grant management staff you will need) – What is the best workload (# of assigned grants) for program and financial grant managers? How will funds be made available for applications? – Open solicitation for applications or sole source? – Announcement, instructions, due date, time-lines

Administration of Federal Funds Federal application (and Strategic Plan) Federal site visits: programmatic, financial Assure Special Conditions are met by state Subgrant application process/pass-through funding – Assure they understand special conditions they need to meet – Assure they are collecting the data needed for required performance measure reporting – Use of EBPP (CO) – If research/evaluation projects, assure they understand limitations and federal requirements – Funds within the allowable costs (i.e. no food/beverages, conferences, etc. without waiver/permission)

Administration of Federal Funds (cont.) Ensure pass-through requirements are being met – Passing-through a predetermined percentage (variable pass-through) 2 of funds to units of local government – Passing-through/distributing funds from the “less than $10,000 jurisdictions” Federal Reporting – Grant Management System (GMS) – Performance Measurement Tool (PMT) Prison Rape Elimination Act (PREA) – 5% reduction or reallocation of JAG funds for non- compliance

Subgrant Monitoring Ensures subgrant expenditures are in line with allowable expenses and that programmatic activities are providing the services outlined in the grant application Identifies areas requiring technical assistance Ensures subgrantees are meeting all federal requirements such as EEOP, etc.

Risk-Based Tiered Monitoring Quarterly Review: For 100 % of the sub-grantees and is accomplished on an on-going basis annually by reviewing: – Grant Applications – Reports and other data – Payment requests and supporting documentation Desk Monitoring Level One (1): Subgrantees submit financial and/or programmatic supporting documentation for one or more quarters which is reconciled to the quarterly reporting. Depending on the results, may lead to desk monitoring level two or a site visit.

Risk-Based Tiered Monitoring (cont.) Desk Monitoring Level Two (2): – Subgrantees complete monitoring checklists which helps the evaluator/program manager gain an understanding of compliance. – The process will include the general compliance check list and a limited number of items from the program check list. Which items are selected from the program check list will be based on what type of project is being funded and will be determined on a case by case basis. – This may also include telephone monitoring allowing the evaluator to ask questions, request additional documentation, seek clarification, etc. Where appropriate, the evaluator/program manager may also provide technical assistance via telephone.

Risk-Based Tiered Monitoring (cont.) On-site Monitoring: High risk subgrantees will be monitored as well as a certain number of moderate risk subgrantees. The process will include the general compliance check list and the program check list in all instances. On-site monitoring may also include telephone monitoring prior to and subsequent to the site visit allowing the evaluator to ask questions, request additional documentation, seek clarification, etc. Where appropriate, the evaluator/program manager may also provide technical assistance via telephone.

Federal Reporting Requirements Federal Funding Accountability and Transparency Act (FFATA) – Report award information on subawards of $25,000 or more (by the end of the month following the month the award is made) OJP Grants Management System (GMS) – Apply for grants, Grant Adjustment Notice (GAN), etc. – Upload PMT Performance Measure reports; bi-annual reports for 2015 JAG grants and later (annual reports for pre-2015 JAG awards) PMT Performance Measure reporting-Quarterly – Entry of each subaward 30 days before 1 st report is due (Jan) – How will state get required PMT data from subgrantees? (CO requires subgrantees to directly report into PMT quarterly) – SAA runs a PMT report quarterly but submits to BJA via GMS biannually (2015 and later) or annually (prior to 2015).

Resources OCFO Financial Guide : DOJ Grants Financial Management Training: DCJ Federal Administrative Guide: reports/dcj-admin-guides reports/dcj-admin-guides Conference Costs: ments/chapter15page1.htm ments/chapter15page1.htm GMS: FFATA: