Utah’s Financial Management Process Cheryl Brown, CPM - CDBG Program Manager State of Utah, Housing & Community Development Division.

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Presentation transcript:

Utah’s Financial Management Process Cheryl Brown, CPM - CDBG Program Manager State of Utah, Housing & Community Development Division

WebGrants – Dulles Technology Partners - VA 2006 – RFP for Software Developer Grants Management System Needs: Online Application Contracting Awards & Appropriations Online Environmental Reviews Payments & IDIS Reporting Grant Close Out

WebGrants – Dulles Technology Partners - VA 2006 – RFP for Software Developer Grants Management System Needs: Online Application Contracting Awards & Appropriations Online Environmental Reviews Payments & IDIS Reporting Grant Close Out

Online Application (Grantee View) Applicants apply online

Online Application - Budget The application budget auto-populates the State Contract Attachments A & B (General Provisions and Program General Condtions) are updated annually and loaded into WebGrants

Online Application - Budget

Online Application – IDIS Info DUN’S number information is collected and auto populates FFATA form in contract

Online Application – DUN’s # The FFATA form is populated by the data entered in the application and is in our State Contract

Contracting Grantees view and print their state contract. After a grant is awarded, funds are appropriated IDIS Activities are set up Amendments are created using a template.

Contracting State staff enter the data that populates the amendment document. Grantees print/sign/return for processing.

Awards & Appropriations Annual Awards are set up by the Finance Director (separation of duties) Allocation is divided into State Admin/Admin/Program Grant

Awards & Appropriations Initial grant award was $100,000

Awards & Appropriations With each Amendment, a new version of the appropriation is created to leave an audit trail

Awards & Appropriations State staff can view the versions and who last edited them

Awards & Appropriations With each amendment to the grant, the Budget and Scope of Work can be versioned to accurately track changes to the project.

Management Tools alerts can be set up as reminders Notes regarding project that only State staff can see.

Management Tools – Alerts No more post-it notes all over my desk!

Payments & IDIS Reporting After the activity is set up in IDIS, it is recorded in WebGrants The data in the HUD Activity Report is used for the PER

Payments & IDIS Reporting CDBG staff receive alerts when claims are submitted Grantee electronically sign their claims. No more paper!

Payments & IDIS Reporting Grantees can view the status of each Request for Funds (Claim)

Payments & IDIS Reporting We are able to track how quickly the claims are processed from the day they are submitted to when they are paid.

Payments & IDIS Reporting We can easily see the amount of unexpended funds in each award and grant

Grant Close Out Grantees submit a Close Out record for each HUD Activity for their grant State staff receive an alert when a Close Out is submitted and then the data is recorded in IDIS

Summary WebGrants has: Created efficiencies in all grant processes Reduced accounting errors Improved processing times for contracting Improved processing times for payments Reduced IDIS flags Reduced administrative costs Improved coordination between program staff and accounting staff

Questions? Cheryl Brown, CPM State of Utah – Department of Workforce Services Housing & Community Development Division 1385 South State – 4 th Floor Salt Lake City, UT (801)