JAG Local Pass Through Grant Training for Municipalities And Police Departments Legislative Office Building Hartford, CT December 17, 2009

John Forbes, Asst. Division Director Presenters John Forbes, Asst. Division Director (860) 418-6271 john.forbes@ct.gov Lisa Secondo, Manager Adult Policy, Planning and Programs (860) 418-6391 lisa.secondo@ct.gov Steve Moniz, JAG Grant Manager (860) 418-6341 stephen.moniz@ct.gov Kelly Sinko, Project Manager (860) 418-6336 kelly.sinko@ct.gov

Introduction Jobs (OMB 1512) Report QTR Financial Report Performance Measurement Tool (PMT) Grant Budget/Scope Revisions Cash Request Process Closeout Process

Introduction Jobs (OMB 1512) Report QTR Financial Report Performance Measurement Tool (PMT) Grant Budget/Scope Revisions Cash Request Process Closeout Process

JAG Grant Cycle 1. Application Phase 2. Implementation Phase Grant Award Initial Cash Request JAG Grant Cycle 2. Implementation Phase Project Implementation (Revisions Required???) QTR Financial Report (OPM Requirement) Jobs Reporting (Federal Requirement) Performance Measurement (Federal Requirement) 3. Closeout Phase Site Visit (by OPM Staff) Reconciliation/Final Documents Required Remaining Cash Request Formal Closeout

JAG Local Pass Through Grant Expenditure by Budget Category JAG Local Pass Through Grant 158 Towns $4.2 MM Total Budget $3.4 MM Equipment Purchases

ARRA JAG LOCAL PASS THROUGH GRANT REPORTING SCHEDULE REPORT Reporting Schedule Due Date Submission Process JOBs Report (OMB 1512 report) Quarterly Due to OPM within 5 days of end of each quarter OPM emails reporting template to each grantee at end of the quarter. Grantee’s Project Officer completes the report and emails it back to OPM. Performance Measurement Tool (PMT) Due to OPM within 15 days of end of each quarter Quarterly Financial Report Due to OPM PORTAL within 15 days of end of each quarter Grantee’s Financial Officer or Project Officer completes the report in the OPM PORTAL. FINAL Financial Report Project Completion (Grant is fully expended and all obligations are paid) Due to OPM on or before the quarter end date. Property Inventory Report Due to OPM prior to the Monitoring Site visit Due to OPM prior to Monitoring Site Visit. FINAL Cash Request Due to OPM during or following the Monitoring Site Visit Due to OPM during or following the Monitoring Site Visit.

Jobs (OMB 1512) Report Introduction QTR Financial Report Performance Measurement Tool (PMT) Grant Budget/Scope Revisions Cash Request Process Closeout Process

Jobs Reporting Spreadsheet Purpose: Find out how many full-time equivalent positions were compensated by ARRA JAG funds How? Report how many work-time hours were compensated by ARRA JAG funds Use formula to convert them to FTEs (full-time equivalent)

What You Should Report Number of hours that were compensated with ARRA JAG funds for dedicated work-time including: Full-time Jobs Created/Retained Overtime hours Vendor/Contractor

Kelly Sinko, Project Manager If you have questions about the Jobs Reporting Spreadsheet, please contact: Kelly Sinko, Project Manager Phone: 860-418-6336 Email: kelly.sinko@ct.gov

QTR Financial Report Introduction Jobs (OMB 1512) Report Performance Measurement Tool (PMT) Grant Budget/Scope Revisions Cash Request Process Closeout Process

Through the OPM Grants Portal QTR Financial Report You Must Submit the QTR Financial Report Through the OPM Grants Portal https://www.appsvcs.opm.ct.gov/opmgrantsportal/Logon.aspx

QTR Financial Report

Performance Measurement Tool (PMT) Introduction Jobs (OMB 1512) Report QTR Financial Report Performance Measurement Tool (PMT) Grant Budget/Scope Revisions Cash Request Process Closeout Process

Performance Measurement Tool Spreadsheet Purpose: Measure your ARRA JAG funded project’s performance and progress How? Answer the questions in the spaces provided accurately and consistently across reporting periods Provide all necessary data to the best of your ability

Guidelines for PMT Reporting “Purchases” Completed transaction, in which an obligation was liquidated Corresponds to “expenditures” in Quarterly Financial Report *An unpaid obligation or a purchase order that has not been paid or liquidated is NOT considered a purchase

Guidelines for PMT Reporting Equipment/Supplies Purchases Must answer ARREST/CRIME RATE performance measures (Qts. 84-86) if the equipment supports direct police services Cruisers Vans MDT Laptops Cruiser Communications Weapons Tactical Equipment Tasers Investigation Kits and materials

JAGville Police Department Patrol Unit Detective Unit K-9 Unit Arrest and Crime Rate Data JAGVille Police Department JAGville Police Department Patrol Unit Detective Unit K-9 Unit Administrative Unit Arrest and Crime Rate Data

Kelly Sinko, Project Manager If you have questions about the PMT Spreadsheet, please contact: Kelly Sinko, Project Manager Phone: 860-418-6336 Email: kelly.sinko@ct.gov

Grant Budget/Scope Revisions Introduction Jobs (OMB 1512) Report QTR Financial Report Performance Measurement Tool (PMT) Grant Budget/Scope Revisions Cash Request Process Closeout Process

Steve Moniz, JAG Grant Manager Grant Budget/Scope Revisions To Discuss Budget or Scope Changes to your JAG Local Pass Through Grant, Please Contact: Steve Moniz, JAG Grant Manager Phone: 860-418-6341 stephen.moniz@ct.gov

Cash Request Process Introduction Jobs (OMB 1512) Report QTR Financial Report Performance Measurement Tool (PMT) Grant Budget/Scope Revisions Cash Request Process Closeout Process

The JAG Local Pass Through Grant is 75% Forward Funded. Cash Request Process The JAG Local Pass Through Grant is 75% Forward Funded. There will be 2 - and only 2 - Cash Requests Initial 75% of total grant budget provided upfront (with an approved application) Remaining 25% of total grant budget provided based upon final examination/reconciliation of grant project including a site visit.

Cash Request Process Cash Request #1: After you have submitted a complete application AND the application has been approved: You Must Submit a Cash Request (draw) for 75% of your Grant funds The Cash Request must be submitted through the OPM Grants Portal

Cash Request Process Cash Request #2: The OPM Site Visit has occurred The second Cash Request for the remainder of the grant budget can only be submitted after: The OPM Site Visit has occurred All Financial/Expenditure Data Has Been Reconciled Final Financial Report is Submitted All Other Outstanding Reports have been Completed Approved by OPM JAG Grant Manager The Cash Request must be submitted through the OPM Grants Portal

Closeout Process Introduction Jobs (OMB 1512) Report QTR Financial Report Performance Measurement Tool (PMT) Grant Budget/Scope Revisions Cash Request Process Closeout Process

Closeout Process Final Financial Report has been Submitted Property Inventory has been Submitted (if necessary) Final PMT Report has been Submitted Final Jobs Report has been Submitted The OPM Site Visit has occurred All Financial/Expenditure Data Has Been Reconciled Second Cash request has been Submitted Close out has been Approved by OPM JAG Grant Manager Sub recipients receive a formal communication notifying them that the grant is now closed Retain records of all grant programmatic and fiscal activities for a period of 3 years

JAG Local Pass Through Grant Training for Municipalities And Police Departments Legislative Office Building Hartford, CT December 17, 2009

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