1. Grants Management 101 Part A
TAA CCCT Grantees
October 26, 2011

2. How Feds see themselves

3. How Grantees View Feds

4. The New DOL Grantee Our Expectations of You:
A program that is designed to focus on customer needs and to address those needs
A program that meets the requirements of Federal law and regulation
A program in compliance with TAA requirements, OMB Requirements and Generally Accepted Accounting Principles.
A high quality program that is backed up by a high quality proposal

5. The New DOL Grantee What you can expect from us:
Assistance with regulations & requirements
On site technical assistance & monitoring
Assistance with fiscal & programmatic issues

6. The TAA-CCCT Grantee Part of a new program New requirements
Collaboration between Labor and Education
New requirements
Different requirements
Different terminology
High level of interest
Reporting accurately

7. Grants Management Process
Key Players
Grant Award
Assurances, Certifications, and Special Conditions
Modifications

8. Roles of Key Players Grant Officer Grant Management Specialist
Executes final grant
Executes modifications
Maintains official grant files
Grant Management Specialist
Serves as the assistant to the Grant Officer
Works directly with the FPOs
Reviews information for modifications
Recommends approval of actions to the Grant Officer

9. Roles, cont., Federal Project Officers (FPOs)
Provides daily customer service to the grantee
POC for the duration of the grant
Conducts oversight (desk and on-site)
Provide guidance as needed
Make recommendations for grant actions to the Grant Officer

10. Grant Award Letter of Award Grant Agreement Notice of Obligation (NOO)
Signature page
Statement of Work (SOW)
Budget
Assurances and Certifications
Special Clauses and Conditions
Notice of Obligation (NOO)

11. Signature page Period of Performance
Total Government Financial Obligation
Uniform Administrative Requirements
Cost Principles

12. Other Requirements Nondiscrimination and EEO Drug Free Workplace
29 CFR Part 37
Drug Free Workplace
29 CFR Part 94
Lobbying
29 CFR Part 93 Lobbying Certification
Suspension and Debarment
29 CFR Part 98
Audits

13. Audit Requirements 29 CFR Part 99 Audits of States,
Local Governments, and Non-Profit Organizations
Audit requirements
Procedures for resolution of audit findings
$500,000 threshold for grant recipient and sub-recipient
OMB Circular A-133 Single Audit Act
29 CFR Part 99 Audits of States, Local Governments, and Non-Profit Organizations

14. Other notices Administrative Cost limit
Definition
Solicitation for Grant Applications incorporation

15. Part I: Statement of Work
Part II: Budget Information
Part III: Assurances/Certifications
Part IV. Special Clauses/Conditions

16. Statement of Work
Project Description
Timelines
Outcomes
Deliverables

17. Budget Information Standard Form (SF-424A) Line Items by Cost Category
Budget Narrative

18. Assurances/Certifications
Access to Records
Statement of Work
Conflict of Interest/Personal Gain Safeguards
Non-Discrimination and EEO
All Applicable Requirements

19. Special Clauses and Conditions
Your FPO and contact information
Equipment requirements
Pre-Award costs
Reporting requirements
Consultant fees
Publicity
Procurement
Audit requirements

20. Special Clauses and Conditions
Evaluation
ACORN Prohibition
FFATA requirements
Indirect Cost requirements
Administrative Cost Limitation
Intellectual Property Rights

21. Grant Modifications What is a modification? Why do a modification?
What are modification indicators?
FPO Modification Analysis
Reasonable
Performance
Best interest of the government

22. the Terms of the Grant Agreement
What is a Modification?
Mechanism to Change
the Terms of the Grant Agreement

23. Why Do A Modification? Change of Scope Program Design
Very rare
only minor changes will be considered
Program Design
Target population
Service Area
Performance Outcomes
Outcome Measures

24. Why Do A Modification? Budget Re-alignment
Change in salaries, fringe benefits and indirect costs line items
Change in line item </>20%
Change in Period of Performance
Change Indirect Cost Rate
Change FPO
Change Authorized Representative
Equipment Purchases >$5k

25. Budget Line Item Flexibility
Prior Grant Officer approval required for:
ANY increase/decrease in personnel, fringe benefits, and/or indirect costs line items
More than 20% change for any other line item
Prior Federal Project Officer (FPO) concurrence requested for:
Change within personnel line item
Change within fringe benefits
Prior FPO consultation suggested for
ANY change to budget

26. FPO Modification Analysis
Grant Quality
Services
Staffing
Grant Efficiency
Timely
Cost Effective
Grant Performance
Enrollments
Expenditures

27. Paperwork Required Must be submitted on organization’s letterhead
Must be signed by the Signatory Authority
Indicate the purpose and why the modification is necessary
How the change will benefit the program
Appropriate documentation to support modification

28. What accompanies the request?
Revised SF-424a
Detailed budget narrative
Descriptive information
Explain composition of each line item
Justify amounts and changes requested

29. Submitting the Modification
ALL requests for modifications should be submitted to your FPO
The FPO will review and recommend approval or disapproval to the Grant Officer
Note: First line of contact is the FPO!

30. Questions?????

31. Financial and Administrative Management
Next Session Preview
Financial and Administrative Management
November 2, 2011 at 2:00 pm ET
Uniform Administrative Requirements
Cost Principles
Financial Reporting
When?
How?
What information?