GoTo Webinar FY 2013 GRANTS MANAGEMENT SYSTEM IMPROVEMENTS.
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Transcript of GoTo Webinar FY 2013 GRANTS MANAGEMENT SYSTEM IMPROVEMENTS.
GoTo Webinar
FY 2013 GRANTS MANAGEMENT SYSTEM IMPROVEMENTS
• 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
Welcome!
ADE Grants Management Division 8/28/2012
What the Attendee Sees
Using the GoTo Panel
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.
Your Participation
ADE Grants Management Division 8/28/2012
Questions
• 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.
Your Participation
ADE Grants Management Division 8/28/2012
Guiding Principles
1. Improve the customer experience with grants management while maintaining shared accountability.
2. 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
• 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 Objectives
• 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
Improvement Milestones
ADE Grants Management Division 8/28/2012
• 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
More Frequent Payments
ADE Grants Management Division 8/28/2012
Payment Request Form 1
1. LEA enters Total Project Expense.
2. Provide an email address 3. If requested more than
20% of the budget total, provide a justification.
ProcessLEA Submits Payment
Request
Request < 20% of budget total : approved by system
Request > 20% of budget total : Justification required
ADE approval or disapproval (email notification)
ADE Grants Management Division 8/28/2012
• 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)
Payment Request Form 2
ADE Grants Management Division 8/28/2012
• 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
Payment Request Receipt
ADE Grants Management Division 8/28/2012
• 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
Payment Request Frequency
ADE Grants Management Division 8/28/2012
• Place all funds in RSP currently • No more initial payment through
application • Grantee can request payment as
soon as the application is approved
Application – Initial Payment
ADE Grants Management Division 8/28/2012
• 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
Payment Speed
ADE Grants Management Division 8/28/2012
• County Report Search Engine
County Report Sample
Payment Speed
ADE Grants Management Division 8/28/2012
• 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
Completion Reports
ADE Grants Management Division 8/28/2012
• 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
Interest on Federal Funds
ADE Grants Management Division 8/28/2012
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
Questions?
ADE Grants Management Division 8/28/2012