Establishing a Grants office: the basics Eric Brenner ericbrenner@starpower.net FFIS Federal Grants Training October 13, 2016

Why? Increase federal funding Goal alignment Compliance Grants Office Increase federal funding Goal alignment Compliance Bridge to locals, non-profits Training Liaison with DC Institutional expertise Letters of support

Three Essential Components Point-of-Contact System (POC) Annual Report Website

Points of Contact (POCs) Governor initiates process Identified by cabinet or agency head Most knowledgeable about grants Compiles list of current grants Regular meetings with outside speakers

Major responsibilities of POCs Collect federal funds data ID grant opportunities Coordinate application process Respond to locals, nonprofits, constituents

Expanding the State POC Network IHEs National Foundations/Foundation Center Local POCs Local governments Community colleges Public libraries School districts Foundations Volunteer centers

The Annual Report Data Collection Report Preparation Budget office compiles master spreadsheet Grants office distributes to POCs POCs add descriptions, how money is used, and how distributed Releases in hard copy and/or online Grants office prepares analysis and comparisons

Maryland’s annual report 16.741 FY 2014 DNA BACKLOG REDUCTION Program Description: The goal of this project is to reduce forensic DNA sample turnaround time, increase throughput of the DNA laboratory, and reduce the DNA casework backlog within the Forensic Biology Section. MSP-FSD eliminated its DNA database backlog in 2007. This was accomplished by the outsourcing of database samples to a vendor laboratory followed by data review and entry into CODIS by MSP-FSD staff. The focus of this grant is to eliminate the current casework backlog, to improve on current casework procedures, and to ensure that the lab is compliant with national and international quality assurance standards. FY14 (exp) FY15 (approp) FY16 (est) $ 0 $ 50,000 $ 297,703

Website One-stop shopping Tendency can be to hoard information Success requires sharing widely One-stop shopping Useful information broadly targeted Keep it fresh Chock-full of information FAQs for the public POC contact info

Digging Deeper: Grants office basics Source of authority Executive order Statute Source of funding Cost allocation General fund Scope Grants Contracts Size and structure Governor’s office Budget office Build a customer base through training Staff skills Knowledge of state government Knowledge of federal grants management DC connections State offices in DC District offices of members of Congress Formula re-authorization

Digging Deeper: Finding grant opportunities Federal grants Grants.gov Annual report must identify Federal research NSF annual summary State grants Governor’s grants office can replicate grants.gov Local grants Governor’s grants office partners with counties, local governments Foundation grants Rare for states to get Partnering with non-profits Other sources FFIS USAspending.gov Pew report on flow of federal funds to states

Digging Deeper: Managing grants Single audit: # of findings versus $ attached to them Trends over time and comparisons with other states Federal Audit Clearinghouse website Audits Federal “draw-down” reports Expenditure monitoring Spending the full award

Digging Deeper: Training and technical assistance Annual conference Webinars

Digging Deeper: Performance measures # of grants won $ received by state $ received statewide # of training participants # of trainings # of POC meetings # of new audit findings % of $ tied to audit findings Grants that support governor’s agenda

12 parting thoughts There are considerable benefits to a grants office A strong POC network will increase scope and strength Measure federal funds to get a baseline Maintain an open and comprehensive website Always point constituents in the right direction Keep increasing the circle of grants people Early results should be positive; later can be a challenge As the benefits of an office become more obvious , its scope expands Implement peer learning Focus on success, not failure Don’t always chase the money View the grants office as statewide service for a wide range of constituents