Bookkeeping Practices for Self-Help Grants (523) Theresa M. Hunt Self-Help Specialist June 18, 2013.
HGW Grants 101 Conference - hrsa.gov · Grants 101 Jessica Sanders, MPPA Grants Management...
Transcript of HGW Grants 101 Conference - hrsa.gov · Grants 101 Jessica Sanders, MPPA Grants Management...
Grants 101Jessica Sanders, MPPAGrants Management Specialist
Ardena Githara, MNMGrants Management Specialist
Division of Grants Management Operations (DGMO)Office of Federal Assistance Management (OFAM)
Session Topics
• Identify the key players and their roles and responsibilities• Provide an overview of the HRSA award process from pre-
award; award, post-award, through to award closeout
2
Key Players/ Roles & Responsibilities
• Recipient • Project/Program Official • Grants Management Staff• Payment Management System and Staff
3
Recipient – Players/ Roles & Responsibilities
• Authorizing Organization Representative (AOR)• Authorized to act on behalf of the organization
to do business with the federal government• Responsible for registering in systems (SAM.gov;
Grants.gov; EHB)• Assures compliance with Federal laws,
regulations, certifications, and award terms • Business Official
• Accesses grant funds for project needs, Interacts with Payment Management System
4
Recipient – Players/ Roles & Responsibilities (Cont.)
• Program Director (PD)• Responsible for project performance, daily
operations • Works closely with recipient organizational
officials to ensure compliance with the financial and administrative aspect of the award
• Financial Reporting Administrator (FRA)• Confirms award expenditures are consistent
with projects goals and objectives• Responsible for financial reporting on federal
awards
5
Key Players/ Roles & Responsibilities
• Project/Program Official (PO)• Responsible for developing and defining
overall programmatic objectives• Monitor performance and provide technical
assistance• Provides recommendations to grants
management staff on disposition of recipient requests
• Consults with the GMS on complex or questionable matters needing resolution for the recipient or for a group of recipients
6
Key Players/ Roles & Responsibilities (Cont.)
• Grants Management Officer (GMO)• Responsible for business management and other
non-programmatic aspects• Evaluating grant applications for administrative
content and compliance with statutes, regulations, and guidelines
• Providing consultations and technical assistance to applicants and recipients
• Interprets grants policy and award administration• The only official authorized to obligate HRSA’s
funds, change the funding, duration or other terms and conditions
7
Key Players/ Roles & Responsibilities (Cont.)
• Grants Management Specialist (GMS)• Assigned responsibility for management of a
portfolio of grants• Primary contact for fiscal, grants management
policy and administrative compliance aspects• Negotiates, issues awards and make
recommendations on continued federal support
• Receives and acts on recipients prior approval requests,
• Monitors policy compliance and fiscal reporting
8
Key Players/ Roles & Responsibilities (Cont.)
• Payment Management System (PMS)• Overview of PMS Session Thursday, May 31
• 10 am & 1 pm
• Payment Management System (PMS) Liaison Accountant• Responsible for performing the cash management process of
recipients accounts
• HRSA Grants Management Specialist• Use PMS reports to review recipient grant funds • Interact with the PMS Liaison Accountant on an as needed basis to address
any recipients payment issues and resolve any account matters so that reconciliation and final account closure
9
Who Should You Contact?
10
Office of Federal Assistance Management (OFAM)
11
Division of Grants Management Operations (DGMO)
12
Grants Management Process
13
Grants Management Process – Planning and Announcement
• Program Official: • Develop Bureau focused
grant programs to meet the HRSA mission; Prepare NOFO
• Grants Management: • Review NOFO
• Shared: • Identify Timing/Resources• Provide Technical Assistance • Applicant:
• Review NOFO; Participate in Technical Assistance
14
Grants Management Process – Application Evaluation and Negotiation • Division of Independent Review
• Conduct Review Meetings and issue Summary Statements
• Program Official: • Attend Review meetings and
provide clarification on program requirements if needed. Recommend program specific terms
• Grants Management: • Attend Review meetings; provide
clarification on fiscal and administrative requirements and record Reviewers budget notes. Negotiate Award start date, revised budget/items and terms of award.
• Shared: • Review applications to certify
eligibility
15
Grants Management Process – Award
• Recipient: • Review Notice of
Award; Act on Conditions of Award; Meet Reporting Requirements; Perform the project per the approved application, Expend funds appropriately; Report on progress; Submit accurate and timely reports
• Program Official: • Recommends
applications for funding, identifies potential conditions
• Grants Management: • Review applications for
administrative requirements; examines costs for allow-ability, consistent with programmatic requirements and develops the Notice of Award
Grants Management Process – Post-Award and Monitoring
• Recipient: • Manage award activities;
respond to conditions and reporting requirements; monitor grant account, assess potential project changes for prior approval requirements; consult GMS; collaborate with HRSA
• Program Official: • Monitors performance;
provide technical assistance; makes recommendations on Recipient prior approval requests
• Grants Management: • Review and in consultation
with PO render decision on Recipient requests; monitor account financial status; review financial reports; monitor response to conditions; receipt of required reports
17
Monitoring – A Joint Responsibility
18
Grants Management Process – Closeout
Recipient: Submit final reports, account for all expenditures
• Grants Management: • Receives, evaluates Final Reports for
adherence on fiscal/administrative requirements and terms of award. Rectifies final costs, determines final disposition amounts resulting in closing grant account.
• Shared with Program: • Review final reports to ensure
originally awarded purposes were accomplished
19
It’s All About Partnership…Between:
Grants Management Specialist and Project Officer with:
Recipient’s business officials and Program Director
20
Questions
21
Contact Information
Jessica Sanders, MPPAGrants Management Specialist Email: [email protected]; Phone: 301-443-0736
Ardena Githara, MNMGrants Management Specialist Email: [email protected]; Phone: 301-443-4903
HIV/AIDS and Rural Health BranchWeb: https://www.hrsa.gov/about/organization/bureausTwitter: https://www.twitter.com/HRSAgovFacebook: https://www.facebook.com/HRSAgov
22
Connect with HRSA
To learn more about our agency, visit
https://www.HRSA.gov
Sign up for the HRSA eNews
FOLLOW US:
23