Utah’s Financial Management ProcessCheryl Brown, CPM - CDBG Program ManagerState of Utah, Housing & Community Development Division

WebGrants – Dulles Technology Partners - VA• 2006 – RFP for Software Developer• Grants Management System Needs:• Online Application • Contracting• Awards & Appropriations• Online Environmental Reviews• Payments & IDIS Reporting • Grant Close Out

WebGrants – Dulles Technology Partners - VA

• 2006 – RFP for Software Developer• Grants Management System Needs:• Online Application • Contracting• Awards & Appropriations• Online Environmental Reviews• Payments & IDIS Reporting • Grant Close Out

Online Application

(Grantee View) Applicants apply

online

Online Application - Budget

The application budget

auto-populates the State Contract

Attachments A & B (General Provisions and Program General Condtions) are updated annually and loaded into WebGrants

Online Application - Budget

Online Application – IDIS InfoDUN’S number information is

collected and auto populates FFATA form in contract

Online Application – DUN’s #

The FFATA form is populated by the data

entered in the application and is

in our State Contract

ContractingGrantees view and print their state contract.

After a grant is awarded, funds

are appropriated

IDIS Activities are set up

Amendments are created using a template.

Contracting

State staff enter the data that populates

the amendment document. Grantees print/sign/return for

processing.

Awards & Appropriations

Annual Awards are set up by the Finance Director(separation of duties)

Allocation is divided into State Admin/Admin/Program Grant

Awards & Appropriations

Initial grant award was $100,000

Awards & Appropriations

With each Amendment, a new version of the

appropriation is created to leave an audit trail

Awards & AppropriationsState staff can view

the versions and who last edited them

Awards & Appropriations

With each amendment to the grant, the Budget and Scope of Work can be versioned to

accurately track changes to the project.

Management Tools

E-mail alerts can be set up as reminders

Notes regarding project that only

State staff can see.

Management Tools – Alerts

No more post-it notes all over my desk!

Payments & IDIS ReportingAfter the activity is set up in IDIS, it is

recorded in WebGrants

The data in the HUD Activity

Report is used for the PER

Payments & IDIS Reporting

CDBG staff receive e-mail alerts when

claims are submitted

Grantee electronically sign their claims. No more paper!

Payments & IDIS Reporting

Grantees can view the status of each Request for Funds (Claim)

Payments & IDIS Reporting

We are able to track how quickly the claims are processed from the day they are

submitted to when they are paid.

Payments & IDIS Reporting

We can easily see the amount of unexpended funds

in each award and grant

Grant Close Out Grantees submit a

Close Out record for each HUD Activity for their grant

State staff receive an e-mail alert when a Close Out is submitted and then the data is recorded in IDIS

Summary

•WebGrants has:Created efficiencies in all grant processesReduced accounting errorsImproved processing times for contractingImproved processing times for paymentsReduced IDIS flagsReduced administrative costsImproved coordination between program staff

and accounting staff

Questions?

Cheryl Brown, CPMState of Utah – Department of Workforce ServicesHousing & Community Development Division1385 South State – 4th FloorSalt Lake City, UT 84115

(801) 468-0118cbrown@utah.gov