FY 2013 Grants Management
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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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FY 2013 Grants Management System Improvements

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Fy 2013 grants management system improvements

FY 2013 Grants Management

System Improvements

GoTo Webinar


Welcome

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]

    • Visit: http://www.azed.gov/grants-management/ for recording of this Webinar and materials

ADE Grants Management Division 8/28/2012


What the attendee sees

What the Attendee Sees


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:

  • Todd Mason, [email protected]; (602) 364-1989

  • General Questions: [email protected]

  • Technical Issues: Sarah Hendrix, [email protected]; (602) 542-4494

  • Visit: http://www.azed.gov/grants-management/ for recording of this Webinar and materials

ADE Grants Management Division 8/28/2012


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