Grants Made Easy: Awarding and Monitoring Federal Grants

1. Grants Made Easy: Awarding and Monitoring Federal Grants Presented for the workshop at UMD School of Business sponsored by Governor’s Grants Office and Washington D.C. Mayor’s Office of Partnerships and Grant Services G P D Grant Programs Directorate

2. FEMA Grant Programs Directorate (GPD) Our Mission… To provide a unified, solutions oriented approach to federal financial assistance management in support of FEMA’s multi-faceted mission, priorities and customer base. Our Vision… The recognized leader valued for proactive federal financial assistance management that prepares the American public and supports them in their times of greatest need.

3. Scope of FEMA Grant Programs • Provide grants management business services • 50 Grant Programs at FEMA across 7 Directorates; also award and manage one-time grant awards (i.e., earmarks) • 6 disaster grant programs • Disaster and non-disaster grant programs follow different processes • Regional grants staff do not award disaster grants, but do manage them. Program Staff have award authority per Program Regulations. • 2007 Data • Non Disaster • 7646 grants awarded (grants not projects) • Over $5B awarded • Disaster • 129 grants awarded (grants not projects) • Over $5B awarded

4. FY 2007 Grant Awards Type of GrantsNumber of Awards FY 2007 Assistance to Firefighters Grants 6436 $ 672,280,341 Preparedness 788 $ 3,697,455,785 Disaster Assistance 129 $ 5,471,384,499 Non-Disaster Grants 422$ 785,490,791 Total Awarded in FY 07 7775 $ 10,626,611,416 4

5. FEMA Grant Programs by Directorate • U.S. Fire Administration • Reimburse Firefighting on Federal Property* • Degrees at a Distance* • Training Assistance* • State Fire Training Systems Grants • TRADE Grants • NFA Education Programs* • EMI Independent Study* • EMI Residential Educational* • EMI Training Assistance* • Fire Service Hazardous Materials • PARADE Grants • Safe Kids • Mitigation • Earthquake Consortium • National Dam Safety • Cooperating Technical Partners • Map Modernization Management Support • Community Assistance Program –State Support Services Element • Flood Mitigation Assistance • Repetitive Flood Claims • Pre-Disaster Mitigation Competitive • Hazard Mitigation Grant Program • Severe Repetitive Loss • Disaster Operations • Urban Search and Rescue Cooperative Agreements Color Code HQ Grant Programs Currently in Regions *Direct Federal Assistance, loan, stipend programs

6. FEMA Grant Programs by Directorate • Disaster Assistance • Alternative Housing Pilot Program • Debris Removal Insurance • Disaster Donations Management • Katrina Case Management • 9/11 Heroes Stamps * • Emergency Food and Shelter National Board • Fire Management Assistance • Public Assistance • Crisis Counseling Program • Individuals and Households - Other Needs • Community Disaster Loans * • Cora Brown Fund * • Disaster Unemployment Assistance * • Disaster Legal Services * • Disaster Housing Operations for Individuals and Households * • Disaster Housing Assistance * • Grant Programs • Assistance to Firefighters Grant (AFG) Program • Staffing for Adequate Fire Emergency Response Grant Program (SAFER) • Homeland Security Grant Program (HSGP) • State Homeland Security Program (SHSP) • Urban Areas Security Initiative (UASI) • Metropolitan Medical Response Grants (MMRS) • Citizen Corps Program (CCP) • Transit Security Grant Program (TSGP) • Intercity Passenger Rail Security (Amtrack) • Freight Rail Security Grant Program (FRSGP) • Port Security Grant Program (PSGP) • Intercity Bus Security Grant Program (IBSGP) • Trucking Security Program (TSP) • Buffer Zone Protection Program (BZPP) • Emergency Operations Centers (EOC) • Operation Stonegarden (OPSG) • Interoperable Emergency Communication Grants (IECG) • UASI Non-Profit • Public Safety Interoperable Communications (PSIC) Program • Emergency Management Performance Grant (EMPG) • Real ID Grant Program Color Code HQ Grant Programs Currently in Regions *Direct Federal Assistance, loan, stipend programs

7. FEMA Grant Programs by Directorate • National Preparedness • System Assessment and Validation for Emergency Responders (SAVER)* • National Training Program • Competitive Training Grant • Homeland Security Preparedness Technical Assistance • Systems Support Grant Program • Chemical Stockpile Emergency Preparedness Program (CSEPP) • Commercial Equipment Direct Assistance Program (CEDAP) * • Regional Catastrophic Preparedness Grant Program Color Code HQ Grant Programs Currently in Regions *Direct Federal Assistance, loan, stipend programs

8. Evolution of GPD • FEMA formed in 1979 to respond to natural disasters and civil emergencies • Grants Management Branch established within the Office of Chief Procurement Officer • Office of Justice Programs (OJP) establishes the Office for Domestic Preparedness (ODP) • Homeland Security Act of 2002 – ODP transferred to DHS March 1, 2003 • 2003 – Office of State and Local Government Coordination and Preparedness (SLGCP) • 2005 – SLGCP is incorporated under the Preparedness Directorate as the Office of Grants & Training (G&T) • Post Katrina Emergency Management Reform Act (PKEMRA) of 2006 – Preparedness to FEMA as of April 1, 2007 • Grants Management Branch, Preparedness Programs Division (PPD), Office of Grant Operations (OGO) combined to form the Grant Programs Directorate

9. Grant Programs Directorate (GPD) Office of the Assistant Administrator for Grant Programs W. Ross Ashley III Grant Development & Administration Division (GD&A) T. Trautman Business Support & Data Analysis Division (BSDA) L. Lewis Financial Accountability & Oversight Division (FAO) L. Lewis Assistance to Firefighters B. Cowan Systems B. Costa (A) Operations J. Capps (A) Financial Monitoring N. Baugher (A) Reporting and Analysis C. Toro (A) Transportation Infrastructure Security M. McNamara (A) Regional Operations & Business Support J. Cramer (A) Audit M. Lloyd (A) Homeland Security Programs E: J. Hampton C: M. Larson (A) W: J. Marks Training D. Simmons (A) Program Development Stacey Street (A)

10. Grant Development and Administration (GD&A) Grant Development & Admin. – GD&A Regional Operations & Business Support Homeland Security Programs Transportation Infrastructure Support Assistance to Firefighters Program Development

11. GD&A - Assistance to Firefighters (AFG) • Oversee funding for firehouses and EMS rescue organizations • Develop grant guidance and reports • Administer and programmatically monitor grants (e.g. award, execution, closeout)

12. GD&A - Transportation Infrastructure Security • Programmatic grant oversight for the majority of Infrastructure Protection Program (IPP) components • Key programs include IBSGP, PSGP and TSGP

13. GD&A - Homeland Security Programs • Programmatic grant oversight for Homeland Security Preparedness Programs • Key programs include EMPG and HSGP (CCP, MMRS, SHSP, and UASI)

14. GD&A - Program Development • Establish program guidance for new and existing grant programs • Provide programmatic grant program administration activities as related to award execution and closeout for technical assistance elements of HSPTAP

15. BSDA and FAO Business Support & Data Analysis Division (BSDA) Financial Accountability & Oversight Division (FAO) Systems Operations Financial Monitoring Reporting and Analysis Regional Operations & Business Support Audit Training

16. BSDA/FAO has 7 Functional Areas • Policy • Regional Operations • Operations (HQ) • Systems • Training • Reporting and Analysis • Audit (A-133)

17. Functional Areas • Each functional area plays a unique and interrelated role in the organization. • All require extensive knowledge of the Federal requirements for all grants as outlined in legislation, OMB Circulars, Regulations. • Every functional area ensures compliance, standardization, and internal controls.

18. Compliance • Federal Grant and Cooperative Agreement Act • Authorizing Legislation (i.e. 9-11 Act, Stafford Act) • Appropriations Language • Appropriations Law • Federal Regulations (i.e. 44 CFR) • Program Guidance • OMB Circulars (Administrative Requirements, Cost Principles, and Audit) • State and Local Governments: A-102, A-87, A-133 • Educational Institutions: A-110, A-21, A-133 • Non-Profits: A-110, A-122, A-133 • For Profit: A-110, FAR 31.2, A-133

19. Standardization • We ensure that FEMA applies Federal requirements listed above evenly across all grant programs. • We ensure standardization of processes and procedures wherever possible. • We standardize the implementation, application, review, award/obligation, management, and closeout of grants.

20. Internal Controls • We are the officials with the delegation of authority to obligate FEMA in legally binding non-disaster grant agreements. • We ensure the proper separation of duties between the program office that determines eligibility and the fiduciary agent that determines reasonableness, allowability and allocability of grant dollars. • We provide the review, oversight and documentation required by all FEMA offices to legally bind the Federal government in a grant agreement.

21. GPD Outreach to Minority Institutions • Increase capacity of Minority Colleges and Universities (MCU) to compete effectively for grants. Federal Agencies Are Required to Support: • Executive Order 13256 – President’s Board of Advisors on Historically Black Colleges and Universities (HBCU) • Executive Order 13230 – President’s Advisory Commission on Educational Excellence for Hispanic Americans (HSI) • Executive Order 13270 – Tribal Colleges and Universities (TCU)

22. GPD Outreach to Minority Institutions GPD Goal • Implement a strategic plan for the next three fiscal years to support Historically Black Colleges and Universities (HBCU), Hispanic Serving Institutions (HSI), and Tribal Colleges and Universities (TCU) as outlined below. Three-Phased Approach • Establish partnerships • Utilize campus facilities • Visit campuses to attend job fairs and conduct workshops for faculty about FEMA grant funding opportunities

23. GPD Outreach to Minority Institutions • Establish Partnerships Between: • FEMA Headquarters and Regional Offices • HBCU, HSI and TCU • Non-Federal Organizations • Utilize Space at HBCU, HSI, and TCU for Meetings and Workshops attended by GPD staff and grant recipients. • Visit Campuses • Attend Job Fairs • Conduct Grant Workshops for Faculty • Disseminate FEMA Materials

24. Locations of FEMA Regional Offices = Regional Office

25. GPD Outreach to Minority Institutions • Select at least one minority institution per HBCU, HSI, and TCU as a site for an event to support three minority institutions per fiscal year. Next Steps • Identify event or activity planned for each institution. • Set date for event or activity. • Determine cost of event or activity.

26. AK HI Distribution of HBCUs, TCUs and HSIs I WA ME VT MT ND II X NH MN VIII OR MA ID WI NY SD MI RI WY V CT Puerto Rico PA IA IX NE NJ NV OH Virgin Islands IL VII IN DE UT WV CO VA III MD KS KY MO CA NC DC (HSI and HBCU) TN OK AZ AR SC NM IV MS VI GA AL TX LA FL • American Samoa • Guam • U.S. Trust Territory of the Pacific Islands Key • HBCU = Historically Black Colleges and Universities • HSI = Hispanic Serving Institutions • TCU = Tribal Colleges and Universities

27. FEMA Grant Program Eligibility Universities are Eligible to Be Grantees of: • Competitive Training Grants Program • Fire Prevention & Safety Universities are Eligible as Sub-Grantees for: • Homeland Security Grant Program • Pre-Disaster Mitigation Program • Public Assistance Grant Program

28. Workshop Overview

29. Workshop Objectives • Build Team Approach • Understand the Business Practices • Develop Networks Among Recipients and Subrecipients • Problem Solve on Specific Issues

30. FEMA Grants ManagementFrom the Top

31. Grants Management Business Process • Applies to All Grant Programs • Manages Resources • Creates Common Framework and Communication

32. Business Process = The Grants Cycle Funding Acquisition Subrecipient Solicitation Program Establishment Subrecipient Selection Project Modification Application and Award Monitoring Close- Out Payments Reporting Audits

33. Business Process = The Grants Cycle • Fundamentals for Any Grant Program • Processes are Not Mutually Exclusive • Cycle Sequence is Important • Starts with Pre-Award and Ends with Post-Award

34. Pre-Award Business Practices Funding Acquisition Program Establishment Subrecipient Solicitation Subrecipient Selection Application and Award

35. Post-Award Business Practices Monitoring Project Modification Payments Reporting Audits and Close-out

36. Business Process = The Grants Cycle Funding Acquisition

37. Award and Terms & Conditions • Award Notification to Grantee • Terms & Conditions • Sign Award and Special Conditions

38. Setting Program Prioritiesfor the State/Territory • Determining Priorities and Capabilities • Support Homeland Security Strategic Goals • Identifying Initiatives, Investments and Projects • Consensus from State/Territory Advisory Board

39. Setting Program Priorities • Establish Subrecipient Grant Period • Determine Competitive/Non-Competitive Application Process

40. Business Process = The Grants Cycle Program Establishment

41. Establishing Policies and Procedures • All Grant Stages • Application • Award • Administration • Review

42. Establishing Your Program • Roles and Responsibilities • Policy, Program and Grants • Setting Goals and Priorities • First 100 Days

43. Establishing Your Program • Physical Location • Information Technology Requirements/Needs • Communication…External • Public • Media Relations • Attorneys…State, County, Other • Subrecipients…Your Customers

44. Establishing Your Program • Communication…Internal • Written Policies/Procedures • Regular Staff Meetings • Dialogue with Senior Management

45. Establishing Your Program • Information Management • Accessible…Shared with All Disciplines • Retrievable…eGMS • Analyze Data to Improve Decision-making • Data Calls • Supportable

46. Establishing Your Program • Strong Financial Management System • Staffing Needs and Structure…Key Positions • Integrating Policy, Program and Financial • Assistance from Other Agencies… Memorandum of Understanding (MOU)

47. Establishing Your Program • Hiring Personnel • Management and Administrative (M&A) Costs vs. Planning Costs • Position Descriptions • Posting Jobs and Interviewing • Background Checks - Time is $ • Consultant Contracts

48. Establishing Your Program • Training Personnel • Cross-training • Retention and Career Development • M&A Use for Online Courses • M&A Budget…Travel for Staff Training • Document and Evaluate Annually

49. Business Process = The Grants Cycle Subrecipient Solicitation

50. Prepare Applications and Guidelines • Integrate Priorities • Require Budget and Program Narratives • Incorporate Required Elements