The State of Ohio is an Equal Opportunity Employer and Provider of ADA Services State Financial Management Processes March 16, 2015 COSCDA Program Managers’ Meeting

Session Topics Super Circular’s effect on Ohio’s Program What leads to good financial management? Current Windows-based Grants System Transition to Web-based Grants System Financial Management Moving Forward

Super Circular and Ohio 2 CFR 200 Implemented in Program Year 2015 Key Sections: –Definitions –Uniform Administrative Requirements (Part 84 and 85) Risk Analysis on Application Review –Cost Principles (A-87) –Audit Requirements (A-133)

Good Financial Management Three Ps –Policies –Processes –Procedures Needs to be: –In writing –Easily accessed and understood –Updated regularly

Grant Process Workflow

Financial Management Procedures Grant Application Review Grant Contract/Agreement Language Grant Operations/Timelines Project Monitoring/Oversight Timely Closeout of Grant Awards Program Income Guidelines

Ohio’s Financial Management We follow the 3 P’s –Policies, Processes, Procedures Written Procedures –On-boarding –Train the customer Always Prepare for Succession Electronic Grants Management System

Ohio’s Current Grant’s Management System Tracks entire grant life cycle –Application to Closeout Accessible to state staff only –Internal Operations –Paper Based for Grant Recipient Transition to web-based system

Ohio’s Next Generation System Web-Based Improved Functionality Minimize Data Crunching Designed and Built with the End in Mind –Federal, State, and Local needs and uses New System: OCEAN –Leverage what is known and available

OCEAN Structure Organization Information Applications Grant Awards Program Income Operations Help

Organization Information

Applications

Grant Awards

Program Income Account Balances Loan Portfolio/Accounts Expenditures Project Outcomes –Including IDIS Fields Dates and Timelines

Program Income Continued Type of Fund –Revolving (RLF) or Regular Program Income –Economic Development Projects –Community Development (Other) –Housing Projects

Operations and Help System Administration Annual Grant Setup Program Budgets (Action Plan) IDIS Setup/Initialization Electronic Data Interchange (EDI) Help Screens for Grantees and Staff

Financial Management Moving Forward Must continuously review and update –Your Policies –Your Processes –Your Procedures Review/Update your electronic systems and reporting Closely watch project progress –Application to Closeout

The State of Ohio is an Equal Opportunity Employer and Provider of ADA Services Questions or Comments? Mike Hiler Deputy Chief, Office of Community Development