1. Grants Development & Management Overview
April 2018

2. Objective Provide insight on the Grant Life Cycle
Define the key players in this process
Identify roles and responsibilities

3. LSC Grant Life Cycle
Development
Management
Compliance
Accounting

4. Key Players in the Grant Process
Assist faculty and staff in obtaining and managing grant funding
Ensure compliance with legislation, federal requirements, and funders’ terms & conditions
RDA Resource Development & Administration
Provide post-award financial and accounting support to grant program team
Assist with budget, monitoring and financial reporting
GA Grants Accounting
Manage the grant by defining and implementing project activities, originating purchases and allowable expenses, and documenting all transactions as needed
Ensure adherence to goals, objectives, timeline and regulations applicable to the grants
Grant Program team

5. Resource Development and Administration
Elizabeth Thompson Executive Director
Patricia Mayo-Bravo
Department Assistant II
Cynthia Drummond Director
Grant Development
David Grebe
Grant Writer
Charis Keenum Grant Writer
America Lopez
Victoria Waters
Laura Wittel
Pamela Wyatt
Director
Grant Mgmt & Compl
Alisa McLendon
Prof. Analyst I
April Odell
Resource Development and Administration reports to Rand Key, CEO SO & UP

6. Grants Accounting
Stephanie Wright Executive Director Accounting
Linda Anderson Manager
Grants Accounting
Edith Torrez Professional Analyst
Jody Moe
Sr. Accountant
Gloria Boley Accountant III
Teresa Wheeler
Accountant III
Accounting reports to Lorena N. Faccini, AVC Financial Reporting & Operations

7. Grant Program Team
The structure of the Grant Program Team may vary from one SO department or campus to others because:
each grant/grantor has unique staff requirements
campuses and SO departments have their own staffing strategies
These are just some examples of how some Grant Program teams are structured in LSC:
Program Director
Program Manager
Grant Operations Manager / DOM
Program Director
Program Manager/DOM
Program Manager
Grant Operations Manager / DOM

8. Grant Program Team (cont.)
Program Director
Program Manager
Grant Operations Manager /DOM
The term Program Director is a generic term, also known as Project Director.
The corresponding LSC positions that could play this role include Vice President, AVC, Executive Director, Director, and Dean.
Program Director
The term Program Manager is a generic term, also known as Project Manager.
The corresponding LSC positions that could play this role include Project Manager, Program Coordinator, DOM, Executive Director, Director, Dean, and Faculty.
Program Manager
NOTE: The terms “Program/Project Director” and “Program/Project Manager”
may be defined by the RFP (Request for Proposal). In such cases, the job
duties associated to these positions may be outlined in the grant proposal.

9. Grant Program Team (cont.)
Program Director
Program Manager
Grant Operations Manager /DOM
The term Grant Operations Manager/DOM is a generic term. It refers to the person designated by the Program Director or Program Manager to perform this role.
The corresponding LSC positions that could play this role include Administrative staff (such as Business Manager, Coordinator, Specialist, and others).
The tasks performed by this position support administration of a grant budget and can be classified as direct costs, indirect costs, or not specifically budgeted.
Grant Operations Manager /DOM
NOTE: There may be other levels of the organization that are part of the Grant
Program team.

10. Pre – Award / Grant Development
RDA Responsibilities
Obtain approval/signatures to develop grant programs as per LSC policies
Submit completed grant programs to the funders and execute LSC approval process
Work collaboratively with all stakeholders to develop grant budgets that support the program design and meet RFP requirements
Provide technical advise to the grant program team regarding rules, regulations and requirements as per grant RFP and other documents
Transform data, research, and program team discussion into a proposal that meets grantor’s specifications
Facilitate the development of grant program evaluation plans in conjunction with the grant program team, as per RFP guidelines
Work with the grant program team, RDA Compliance and all affected departments to design and submit continuation funding proposals
Provide support and technical guidance on LSC policies and procedures for grant partnerships
Inform the grant program team of costs-share requirements, and document/obtain approvals of cost-share sources when applicable
Facilitate the screening and identification of qualified external evaluators based on RFP guidelines and LSC policies and procedures
Provide technical support to the grant program team with the development of all components of the grant application and supplemental documents
Work with the grant program team in the draft of letters of support for designated partners when applicable
Retain pre-award grant documents and applicable notes in ServiceNow for LSC records

11. Post – Award / Compliance
RDA Responsibilities
Obtain approval/signatures on all post-award grant documents through execution of LSC approval process
Ensure compliance of post-award documents with applicable rules and regulations as well as LSC policies and procedures
Work with the grant program team, RDA Development and all affected departments to design and submit continuation funding proposals
Communicate to Grants Accounting the approved grant budget and relevant information to establish the grant budget in iStar
Conduct internal checks to ensure grant programs adhere to grant management requirements (ie.: desk reviews, time & effort checks, etc.)
Serve as primary point of contact for grant documents, negotiations and correspondence with grant funders and auditors
Collect and submit audit documents prepared by the grant program team
Conduct mock interviews to prepare the grant program team for external audit meetings
Make formal applications for amendments, including no-cost extensions, budget revisions, and modification of terms of award
Administer LSC IRB*applications and ensure LSC IRB has the required representation and maintains appropriate records
In conjunction with Grants Accounting, monitor LSC sub-recipients to ensure proper documentation of transactions and follow up of rules and regulations
Summarize the approved grant proposal, grant contract, and applicable rules into Deliverables Worksheets that support and facilitate grant orientation and grant management
Provide technical assistance to the grant program team to review regulations, answer questions, and resolve issues related to their grants
Retain post-award grant documents and applicable notes in ServiceNow for LSC records
*IRB: Institutional Review Board

12. Grants Accounting Responsibilities
Set up the grant program, activities and budget in iStar to support funder’s reporting requirements and budget control
Verify the grant budget is available
Assist the grant program team with recommendations and support to manage complex financial issues
Prepare, process, maintain and submit financial reports including close-out reports
Prepare audit and CAFR (Comprehensive Annual Financial Report) schedules
Provide technical assistance for access and use of iStar, including the generation of reports, queries and reconciliations
Support the grant program team on day-to-day financial operations and transactions
Perform financial revisions and audits, and make corrections as applicable
Ensure expenditures are compliant with rules, regulations, LSC policies, and grant terms & conditions
Generate billing and notify Treasury of the application of cash receipts
Maintain cost allocation plans and LSC indirect cost rate. Allocate direct and indirect costs
Provide orientation and training to the grant program team
Draw down funds from the funding agencies
Initiate and process budget transfers
Create and submit financial reports to all stakeholders
Work with the grant program team to ensure proper maintenance of equipment records
Initiate and process journal entries to reallocate costs

13. Grant Program Team Responsibilities
Program Director
Grant Program Team Responsibilities
Ensure program is integrated with other departmental activities as appropriate
Serve as hiring manager of Program Manager (PM) position, supervise PM and locate office space for the program
Communicate with all stakeholders on status of deliverables
Work with RDA/GA teams and provide support to Program Manager to troubleshoot issues during the grant life and close-out of the program
Ensure there is no conflict of interest and human subjects are treated in compliance with regulations
Ensure adherence to program goals, objectives, timelines, and applicable rules and regulations
Act as Program Manager in the absence of that position or select an Interim Program Manager
In conjunction with RDA, provide support to Program Manager with continuation funding proposals and close-out reports
Maintain conflict of interest forms on file
Ensure intellectual property is honored and proprietary information is secured
Ensure compliance with health and safety regulations, including accessibility rules
Participate in partnerships activities
Approve expense reports
Approve Purchasing Card (Pcard) purchases and reconciliations
Close-out the grant (Purchasing, Accounts Payable, HR, Payroll, etc.)
Participate and collaborate with HR, Procurement, Grants Accounting, RDA, Business Services, Financial Aid and other departments to meet day-to-day operational needs of the program

14. Grant Program Team Responsibilities
Program Manager
Grant Program Team Responsibilities
Attend new program’s orientation meetings
Serve as hiring manager and supervisor of the grant program team as per LSC policies
Monitor and approve expenditures
Document and maintain records of program implementation and grant activities, including eligibility documentation
Collect data and conduct evaluation and/or coordinate the work of external evaluators
Apply for LSC IRB* approval annually, if applicable
Assume overall responsibility for implementation of grant activities
Authorize Memorandum of Additional Assignment (MOAA) and ePars, and retain these records
Ensure cost-share is correctly implemented and documented
Complete or approve, retain and submit accurate Time and Effort reports
Process or delegate the creation of purchase requisitions
Ensure protection of human subjects throughout the grant program
Work with RDA/GA teams to troubleshoot issues during the grant life and close-out of the program
Communicate grant activities to all key personnel and stakeholders
Prepare, keep record and submit all required programmatic reports
Provide audit documentation as requested by RDA/GA, participate in audit meetings, and provide answers to audit observations
Facilitate and coordinate grant activities with sub-recipients
Maintain equipment inventory and ensure equipment is tagged in compliance with LSC policies and grant requirements
*IRB: Institutional Review Board

15. Grant Program Team Responsibilities
Grant Operations Manager / DOM
Grant Program Team Responsibilities
Obtain vendor’s signature on contracts and Memorandums of Understanding (MOU) that do not require a bid
Work with Program Director/Program Manager to close-out budgets and prepare continuation funding documents
Upon direction of Program Director/Program Manager, create Memorandum of Additional Assignment (MOAA) and ePars
Complete procurement requirements for purchases
Maintain professional consulting forms and document payments made to vendors/contractors
Prepare journal entries
Coordinate financial activities (contract, invoicing, etc.) with sub-recipients
Create requisitions in iStar
Maintain equipment inventory and documentation
Provide audit documentation as requested by RDA/GA
Participate in audit meetings and provide answers to audit observations

16. Other Departments involved in the Grant process
Individual grants may require the involvement of other departments during the development and/or implementation of a grant.
Some examples include – but are not limited to – the following departments:
Advising
Chancellor’s Office
Disability Services
Facilities
Human Resources
LSC Foundation
Marketing
Office of General Counsel
Procurement
Internal Audit
Accounts Payable
Fixed Assets

17. Questions?