Welcome to PC362: Managing Grants

Please set cell phones and pagers to silent Refrain from side discussions. We all want to hear what you have to say! Feel free to ask questions. If your question is off-topic or will be discussed later in the training course, we will write it on a flip chart (parking lot) to be sure we cover it later Two breaks and a one hour lunch are planned Bathrooms / Snacks  First Things First Welcome

Who are you? Where are you from? What are you looking for?  Ice Breaker Welcome

Training Materials Overview

Produced in Microsoft Word Contains key concepts, processes, and task information required to complete a user’s role in SMART Process flows and screenshots of the SMART system are included This is a great reference to use after training! Training Materials Overview  Participant Guide

Used to help the Trainer facilitate the course materials Produced in Microsoft PowerPoint Contains key content and graphics Generally used at the beginning or end of each Lesson Training Materials Overview  Concept Slides

Used to present the flow of either business processes or information within SMART Training Materials Overview  Business Process Flows

Produced in Microsoft Word Contains a scenario for each activity completed in the training database Provides data that you must enter for the exercise Organized by classrooms and users Take note of the user ID assigned to you Training Materials Overview  Activity Guide

Demonstration – instructor only (hands off) Walkthrough – instructor leads and participants complete exercise with instructor (hands on) Exercise – Participants complete on their own Challenge – Participants complete on their own Training Materials Overview  Activity Types

An online help tool that contains user procedures for completing tasks in SMART Used in training to perform a simulation of a SMART task or to be used during an activity as a help guide UPKs are also available after training on the SMART Training website UPKs are simulated to have the look and feel of SMART, but do not impact the production environment. It is a safe way to practice tasks that you perform in SMART. Training Materials Overview  User Productivity Kits (UPKs)

A short document that contains key concepts or steps involved in a course  Can be content or system related Available for all participants to use during training Used after training for quick reference from the Training Portion of the SMART website Referenced as often as possible during training to indicate the “handiness” of the material Training Materials Overview  Job Aids

Are conducted using the SurveyMonkey tool Please complete a course evaluations for each new course that you attend Trainers also complete a course evaluation at the end of each class Training Materials Overview  Course Evaluations

 Questions

 Course Objectives Create and manage grants Close grants Integrate grants with other SMART modules Upon completion of this course, you will be able to:

Lesson 1 Lesson 1: Understanding Grants

 Lesson Objectives Define key terms Explain the end-to-end process for grants and describe how Grant Management fits into the end-to-end process for Projects, Contracts, and Grants List roles involved in the grants process and describe tasks performed by each role Lesson 1: Understanding Grants

 Defining Key Terms for Grants Grant – Award of money from a Sponsor for a project Proposal – An “umbrella” that contains all the proposal details for one sponsor Award – Executed agreement between an institution and a sponsor Project – An organized endeavor for which costs are incurred that has a defined beginning and ending purpose for which costs need to be accumulated and reported Activity - Tasks or subcomponents associated with a project that represents a breakdown of collected costs. At least one activity must be defined for each project Customer Contract – The document related to a project that defines how the Grantee bills and recognizes revenue from a Sponsor Institution – The State of Kansas agency that receives funding from the Sponsor. Institutions may also contribute funding to a grant/project. Funds provided by the institution (agency) are in addition to grant monies from the sponsor Sponsor – An external entity or source that funds programs, research, and other projects Lesson 1: Understanding Grants

 Defining Key Terms for Grants Sub-Recipient – Companies or institutions that receive funds under a primary award Professional – A project resource included in the proposal Facilities and Administrative (F&A) Costs – Overhead costs associated with the grant Cost Sharing – Component of a proposal representing the part of the project that the sponsor does not fund (Cost sharing is synonymous with the term ‘match’ or ‘matching funds’ and includes both hard-dollar and in-kind contributions) Pre-Award Spending – Money spent for a project (against a grant) prior to formal approval of the proposal Grants Budgeting – Process of capturing budget line details that support both pre- award (proposal budget) and post-award (award budget) functions CFDA (Catalog of Federal Domestic Assistance number) – This number is how the Federal government tracks it’s funding programs when issuing grant awards Lesson 1: Understanding Grants

 Understanding Grants Processes End to End Projects and Grants process Lesson 1: Understanding Grants

 Understanding Grants Processes Grants Integration Process Lesson 1: Understanding Grants

 Understanding Grants Processes Roles associated with the Grants Module Agency Grants Manager Enters, reviews, and analyzes proposals and awards and understands the integration with other SMART modules Agency Grants Approver Approves proposals and understands the integration with other SMART modules. Note: This role is optional and only for agencies using workflow Agency Grants Maintainer Maintains configurations to agency-maintained grants tables Lesson 1: Understanding Grants

 Lesson Summary In this lesson you have learned to: Define basic Grants terms Describe the processes and activities contained within the Grants module, including roles involved with each Understand the end-to-end process for Grants and describe how Grant Management fits into the end-to-end process for Projects, Contracts, and Grants Lesson 1: Understanding Grants

Lesson 2 Lesson 2: Creating Grants

 Lesson Objectives In this lesson you will learn to: Create and submit a grant proposal with a proposal budget Create part of a grant proposal by copying information from a previous proposal Create an award Define pre-award spending for a grant Lesson 2: Creating Grants

 Creating Grants Enter a Grant Process Lesson 2: Creating Grants

UPK – Creating Grant Proposals Activity 1 – Creating Grant Proposals Lesson 2: Creating Grants

 Creating Grants Copy Existing Proposals Process Lesson 2: Creating Grants

Activity 2 – Copying Existing Proposals Lesson 2: Creating Grants

Activity 3 – Submitting Proposals Lesson 2: Creating Grants

Activity 4 – Creating Awards Activity 5 – Creating Grants Lesson 2: Creating Grants

 Lesson Summary In this lesson you have learned to: Create a grant proposal Create a proposal budget Copy proposal information from one proposal to another Submit a completed proposal How to create an award and define pre-award spending Lesson 2: Creating Grants

Lesson 3 Lesson 3: Managing Grants

 Lesson Objectives In this lesson you will learn to: Update award information for awards profiles and budgets Review project and activities Activate a contract/award Understand grant closure Run federal grant reports Lesson 3: Managing Grants

 Updating Awards Before finalizing the project budget, you can update the award by copying the existing proposal After finalizing the project budget, you must use the Award Modification Process to update the project budget Lesson 3: Managing Grants

Activity 6 – Updating Awards Lesson 3: Managing Grants

Activity 7 – Reviewing Award Projects Activity 8 – Reviewing Award Project Activities Lesson 3: Managing Grants

Activity 9 – Updating Award Budgets Activity 10 – Reviewing Cost-Shared Amounts Lesson 3: Managing Grants

Activity 11 – Activating Contracts Lesson 3: Managing Grants

 Understanding Grant Closure Once an award or contract reaches completion, the final step in the grants management process is to close out the award Steps required to complete the award close out process: Closing projects and activities in Project Costing Closing contracts, including the billing and revenue plans in Contracts The Grants Manager must work with the Project Manager and Contracts Manager roles to complete this Lesson 3: Managing Grants

UPK – Closing Grants Activity 12 – Managing Grants Lesson 3: Managing Grants

 Running Federal Grant Reports Federal Financial Report Combination of SF-272 and SF-269a reports Enter Reference Award Number on the Awards page SEFA Enter Project Type on the Projects page Sponsor Draw-Down Report Enter Letter of Credit ID on the Contract Lines page to activate contract Contains the Reference Award Number

 Lesson Summary In this lesson you have learned to: Update award information for award profiles and budgets Review project and activity information for an award Review cost-shared amounts Understand grant closure and the activities necessary to close a grant Run federal grant reports Lesson 3: Managing Grants

Closing the Day

 Use the following resources SMART Training Website  SMART Training Team  Contact us at SMART materials  Review, Review, Review your SMART materials after training!! Resources Available

 Questions

 Evaluation Please fill out the evaluation for today’s instructor led training session!

Thanks for coming and participating today!