Effective Grants Management

1. COPS 2007 Technology Program Advanced Training Workshops Effective Grants Management John Oliphant Supervisory Senior Policy Analyst COPS Office

2. Presentation Topics Summary • Technology Program • ICTP and Targeted • Requesting an Extension • Requesting a Modification • Sole Source Justification • Quarterly Financial Status Report • Annual and Final Progress Report • Payment Questions • Additional Resources • Questions

3. Technology Program

4. Technology Program • 37 agencies awarded approximately $159 million for projects aimed at facilitating the sharing of information across multiple jurisdictions within a region • Enhances public safety voice interoperability and the ability to share information with regional, state and federal partners • Local cash match of 25%

5. Technology Program • FY 2007 vs. FY 1999–2006 and FY 2008 • Interoperable vs. FY 2007 vs. Targeted • Allowable vs. Unallowable Expenditures

6. ICTP and Targeted

7. ICTP:Interoperable Communications Technology Program • Regional • Multi-jurisdictional • Multidisciplinary • Voice and/or data communication

8. ICTP Grants FY03 FY04 FY05 FY06 ICTP

9. Targeted • Non-competitive, agencies and award amounts are individually identified in the appropriation bill • No local match requirement • Funding for a wide array of technology-related equipment/services • Approved items limited to the appropriation language

10. Targeted 27 47 308 155 232 379 99 445 598

11. Requesting an Extension

12. Requesting an Extension • All Technology FY 2007 grants end on August 31, 2010 • Supplemental Extension Form • Automatic notification • 90 and 60 days • Extending after award end date Remember: Extensions only provide additional time, not additional funding

13. Requesting an Extension Frequently Asked Question • Due to project delays, I need additional time. Can I receive an extension now?

14. Requesting an Extension Key points for extension requests • Complete Section I • After February 29, 2012 • Section II • Include revised timeline for every month of the requested extension • Provide narrative explanation for why an extension is needed (e.g. implementation delays) • Include a description of the current status of the project (what has been completed)

15. Requesting a Modification

16. Requesting a Modification • Definition of a modification (mod) • When do I need to request a mod? • 10% rule • Budget category change • Why do I need to request a mod? • Grant requirement • Audit • Pre-approval requirement • Budget narrative link

17. Requesting a Modification • Complete modification checklist • Budget narrative describing all new items to be purchased • A narrative is not initially necessary if only the cost/quantity of items on the original budget is changing

18. Requesting a Modification Completing the Modification Budget Detail Worksheet • Enter all original line items from the original request • Enter the actual costs of items purchased with the grant • Subtotals will automatically be completed on the electronic version. • All new items must adhere to the intent of the appropriation language NOTE: Agencies may not request modifications to increase award amounts

19. Requesting a Modification • All modifications requests should be submitted to your assigned state Grant Program Specialist (GPS) • Your state GPS will be able to assist you in filling out the Budget Detail worksheet. Please make certain to contact that individual if you have questions • Materials can be faxed, emailed, or mailed to the COPS Office. Please request the modification in a timely fashion • A modification request takes 4-6 weeks to process

20. Requesting a Modification • You will receive a letter in the mail from the COPS Office indicating that your modification has been approved • You will also receive a new Financial Clearance Memo • Do not make any purchases until you have received approval from the COPS Office • Revised award document not generated unless your request involves less Federal share

21. Sole Source Justification

22. Sole Source Justification Written approval required for • Procurement of item(s) or services in excess of $100,000, and • Using a single vendor identified without a competitive bidding process • May not draw down or expend funds on that procurement prior to written approval by COPS • Sole Source Justification Fact Sheet

23. Quarterly Financial Status Report

24. Financial Quarterly Report How to file • www.cops.usdoj.gov • Account Access • Menu of Services • SF-269a Online • You will need your Grant Number NOTE:The final SF-269a report is due 90 days after the end date of the award

25. Financial Quarterly Report Quarterly deadlines

26. Annual and Final Progress Report

27. Annual and Final Progress Report How to file • www.cops.usdoj.gov • Account Access • Menu of Services • COPS Non-Hiring Progress Report • List of available reports will appear

28. Payment Questions

29. Payment Questions Can we receive advances? Yes. If you receive funds through electronic transfer, the period allowed is 10 days in advance. You should time your request for payment to ensure that Federal cash on hand is the minimum that you need to pay a vendor. There should be no excess Federal grant funds on hand.

30. Payment Questions How often do we request reimbursement of costs? There are no limitations on how often your agency may request reimbursements

31. Payment Questions Can we earn interest? Your agency should minimize the time between your draw-down of grant funds and your payment of grant costs to avoid earning excess interest (over $250) on your grant funds Mail excess interest to: U.S. Department of Health and Human Services Payment Management Systems Rockville, MD 20852

32. Additional Resources

33. Additional Resources • Web address: http://www.cops.usdoj.gov • Email address: askcopsrc@usdoj.gov • Response Center: 1-800-421-6770 • Mailing address: COPS Office Attn: <Insert state GPS name> 1100 Vermont Avenue, N.W. Washington, D.C. 20530 (20005 overnight)

34. Questions?