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FY 2013 Grants Management System Improvements

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FY 2013 Grants Management System Improvements - PowerPoint PPT Presentation


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FY 2013 Grants Management System Improvements. Welcome!. FY 2013 Grants Management System Improvements For More Information Contact: Todd Mason, [email protected]; (602) 364-1989 Technical Issues: Sarah Hendrix, [email protected]; (602) 542-4494 Or [email protected]

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Presentation Transcript
slide1
FY 2013 Grants Management

System Improvements

GoTo Webinar

welcome
Welcome!
  • FY 2013 Grants Management System Improvements
  • For More Information Contact:

ADE Grants Management Division 8/28/2012

using the goto panel
Using the GoTo Panel

Your Participation

  • Open and hide your control panel
  • Join audio:
  • Choose “Mic & Speakers” to use VoIP
  • Choose “Telephone” and dial using the information provided
  • Submit questions and comments via the Questions panel
  • Note: Today’s presentation is being recorded and will be provided within 48 hours.

ADE Grants Management Division 8/28/2012

questions
Questions

Your Participation

  • Please continue to submit your text questions and comments using the Questions Panel
  • Please raise your hand to be unmuted for verbal questions.
  • For more information, please [insert contact information]
  • Note: Today’s presentation is being recorded and will be provided within 48 hours.

ADE Grants Management Division 8/28/2012

guiding principles
Guiding Principles
  • Improve the customer experience with grants management while maintaining shared accountability.
  • Lessen unnecessary and duplicative work among ADE and grantee staff, freeing time for functions that improve student achievement.

ADE Grants Management Division 8/28/2012

improvement objectives
Improvement Objectives
  • More frequent payments
  • Pay grantees more quickly
  • Implement new GME system
  • Resolve Single Audit findings
  • Reduce application processing time
  • Reduce re-work with applications, amendments, payment requests, completion reports
  • Increase consistency of grantee service

ADE Grants Management Division 8/28/2012

improvement milestones
Improvement Milestones
  • Grants Management System RFP – Closed and Being Evaluated
  • Interim GME Modifications – Ready for Roll-Out September/Early October
  • GP Integration – Complete and Reporting Functionality Being Implemented
  • Meeting with County and LEA Representatives on Changes to GME and Grants Management Structure, Processes – Ongoing!
  • USFR Modifications – Ready for Roll-Out
  • New Grants Management Handbook – Final Draft Ready for Publication in Early September

ADE Grants Management Division 8/28/2012

more frequent payments
More Frequent Payments
  • MS Dynamics GP integration
  • Payment Request System replaces Cash Management Reports
  • Payment Requests can be submitted at any time within a month
  • Payments processed daily through accounting system

ADE Grants Management Division 8/28/2012

payment request form 1
Payment Request Form 1
  • LEA enters Total Project Expense.
  • Provide an email address
  • If requested more than 20% of the budget total, provide a justification.

Process

LEA Submits Payment Request

Request > 20% of budget total : Justification required

Request < 20% of budget total : approved by system

ADE approval or disapproval

(email notification)

ADE Grants Management Division 8/28/2012

payment request form 2
Payment Request Form 2
  • Modified Reimbursement Method (for Grants with non-scheduled payments)
  • LEA can submit a Payment Request Form any time
  • Expenditures realized or to be realized in the next 15 days are allowable for reimbursement

(e.g., request a payment on Monday for Friday payroll)

ADE Grants Management Division 8/28/2012

payment request receipt
Payment Request Receipt
  • Direct communication between LEA and ADE
  • Payment Request > 20% of the budget total: ADE is required to enter evaluation comment regardless of approval / disapproval
  • Email notification to LEA

ADE Grants Management Division 8/28/2012

payment request frequency
Payment Request Frequency
  • Grantee must submit a Payment Request at least every 60 days
  • Grantee will be notified by e-mail if they have not submitted timely
  • Grantee must provide explanation of project progress if not requesting payment
  • Program areas will monitor grantees not requesting payment

ADE Grants Management Division 8/28/2012

application initial payment
Application – Initial Payment
  • Place all funds in RSP currently
  • No more initial payment through application
  • Grantee can request payment as soon as the application is approved

ADE Grants Management Division 8/28/2012

payment speed
Payment Speed
  • Ongoing work with counties and grantees to accept ACH (direct deposit) payments
  • Work with counties to deliver data needed to expedite payments to Districts and Schools (Report Sample /Search Engine Sample Next Slide )
  • Automatic payments processed 2-3 days; Individually evaluated payments processed 10-15 days

ADE Grants Management Division 8/28/2012

payment speed1
Payment Speed
  • County Report Search Engine

County Report Sample

ADE Grants Management Division 8/28/2012

completion reports
Completion Reports
  • Completion Reports Due 90 days after project close date
  • Payment Request process feeds final expenditure detail in Completion Report
  • Consistency in review and requirements for additional information

ADE Grants Management Division 8/28/2012

interest on federal funds
Interest on Federal Funds
  • Return all interest accrued at least quarterly
  • Previously $100 per grant was “excess”
  • Federal guidance states $100 per entity is “excess”
  • Report on interest accrued
  • Excludes Johnson O’Malley Indian Education and State grants
  • Working with USDOE to determine detail needed on returned interest

ADE Grants Management Division 8/28/2012

questions1
Questions?

Contacts:

ADE Grants Management Division 8/28/2012

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