TO BOLDLY GO – first steps for project development

TO BOLDLY GO – first steps for project development

But first… POLL TIME!

What we’ll cover:

o Strategy➢ Pre-consultation with RPR➢ Landowner/partner conversations➢ Conceptualization

o Budget Development

o OWEB review➢ Decision Pathway➢ Site Visit Prep➢ Review Team meetings➢ Funding lines

Pre-consult with OWEB project manager

Consider

pre-app site visits

Determine eligibility

STRATEGY – How do I get there from here?

Expectations

for the future

Landowner and Partner conversations

Transparency

State $ = public information

Project Conceptualization

Discuss

alternatives

Permits

Telling the Story

Why here,

why now?

Hit the

HIGH BAR

I’m a project manager,

not an accountant!

Tips for developing your mission…

Design the project!

Now you are a fiscal engineer.

• Be clear and concise with the budget

• Avoid the dreaded “Lump Sums”

• Get help from others-

• Past projects

• Contractors

• Other organizations doing similar work

1. Work with budget categories

o Salary, Wages, & Benefits

o Contracted Services

o Travel

o Materials & Supplies

o Equipment

o Other

o Post Grant

o Indirect

Staff from applicant organization

Work done by contractors, partners

Staff from applicant organization

Things applicant is purchasing

Things that cost more than $2500

and have a life of two years or more

Items that don’t fit anywhere else-

permit fees, rental fees, etc

Costs incurred after grant is closed

Overhead and admin costs that

cannot be readily identified to a

specific project

2. Work with your fiscal staff

o Probably have rates for staff

o Can advise about that mysterious category:

Indirect costs

o Help sort out questions about categories

3. Be sure you have adequately budgeted

o To avoid having to do unnecessary budget

amendments, consider the following:

➢ Project Management from applicant

➢ Are you SURE you have adequately budgeted

for travel?

➢ Do you have all the equipment necessary for

successful project completion?

➢ Are there any permits or fees that might be

necessary?

➢ Contingency: on a line item and only up to 10%

Contingency within OWEB budgets

Staff Recommendation to Board

Board Decision

EvaluationFunding

Line

Appl.

Site Visit

Mtg.

Award

Review Team Recommendation to

Staff

DECISION PATHWAY

SITE VISITS

SITE VISITS

• Plan for access

• Handouts

• Involve appropriate partners or contractors –

be prepared for technical questions

• Review application prior to site visit

• Do a “Dry Run” to determine route and time

needed

Review Team Meeting

Discussion

Recommend

Fund or No Fund

Prioritize

Photo?

Stakeholder EngagementEvaluation Criteria

OAR 695-015-0070

Shows qualifications & experience

Expected outcomes of resulting restoration or acquisitions include protecting or restoring fish or wildlife habitat, watershed function, and or water quality or quantity

Evidence base linking engagement to eligible project types

Resulting restoration or acquisition projects, or program will lead to timely development of eligible projects

Timeliness

Technical Soundness

Cost Effectiveness

Stakeholders

Applicant

Sweet Spot: Likelihood For Success

Applicants engage with appropriate stakeholders in the appropriate geography

Likely effectiveness of multidirectional communication among the applicant & stakeholder

Projects whose primary purpose is education are NOT ELIGIBLE

“Stakeholder Engagement Project” means a project whose purpose is to communicate and engage with landowners, organizations and the community about the need for, feasibility, and benefit of a specific eligible restoration or acquisitions project or program that leads to development of eligible projects within an identified geography.

Review Team Meeting

Discussion

Recommend

Fund or No Fund

Prioritize

Photo?

Staff Recommendation to Board

Board Decision

EvaluationFunding

Line

Appl.

Site Visit

Mtg.

Award

Review Team Recommendation to

Staff

DECISION PATHWAY

$8 million

$9.71 million

Spending Plan

Recommended

DRAWING FUNDING LINES

Recommended May 2018 Open Solicitation Grant Proposals

40 Restoration I 14 Technical Assistance I 6 Stakeholder Engagement

~$8 Million in Restoration Statewide

Staff Recommendation to Board

Board Decision

EvaluationFunding

Line

Appl.

Site Visit

Mtg.

Award

Review Team Recommendation to

Staff

DECISION PATHWAY

I NEED MORE POWER! -a project becomes a grant

What we’ll cover:

• Anatomy of your Grant Agreement

• First fund requests

• Progress reporting

• Budget amendments

• Scope of Work changes

• Time extensions

ANATOMY OF YOUR GRANT AGREEMENT

Getting to know your GA is important

Conditions

InsuranceFund Source

Reporting

Dates

Landowner

Agreements

Photo-

points

Permits

&

Licenses

First Step: READ your grant agreement

Second Step: LOOK for key information

o End date

o Reporting requirements

o Landowner Agreements

o Match

o Funding source

o Special conditions

Third step: SIGN your grant agreement

o Places to sign and fill out

o Send to Katy Gunville:

katy.gunville@oregon.gov

o Not negotiable

FIRST FUND REQUESTS

o Require more documentation than other

types of requests

o Different requirements with each grant

agreement – read your GA!

o Allow for extra time to compile materials

Starship Enterprises, LLC

Spock

Starship Restoration

Common Requirements

❑ Permits

❑ Landowner Agreements

❑ Proof of Secured Match

❑ Land Use Form

❑ Pre-project photos and map

❑ Expenditure tracking sheet

❑ Permits

Common Requirements

❑ Permits

❑ Landowner Agreements

❑ Proof of Secured Match

❑ Land Use Form

❑ Pre-project photos and map

❑ Expenditure tracking sheet

❑ Landowner Agreements

Common Requirements

❑ Permits

❑ Landowner Agreements

❑ Proof of Secured Match

❑ Land Use Form

❑ Pre-project photos and map

❑ Expenditure tracking sheet

❑ Proof of Secured Match

Common Requirements

❑ Permits

❑ Landowner Agreements

❑ Proof of Secured Match

❑ Land Use Form

❑ Pre-project photos and map

❑ Expenditure tracking sheet

❑ Land Use Form

Common Requirements

❑ Permits

❑ Landowner Agreements

❑ Proof of Secured Match

❑ Land Use Form

❑ Pre-project photos and map

❑ Expenditure tracking sheet

❑ Pre Project Photos and Map

Common Requirements

❑ Permits

❑ Landowner Agreements

❑ Proof of Secured Match

❑ Land Use Form

❑ Pre-project photos and map

❑ Expenditure tracking sheet

❑ Expenditure tracking sheet

o Serves as the record for all grant expenses

oMake sure to add indirect costs to the

tracking sheet

Ready to Submit?

o Submit materials to the appropriate

OWEB Project Manager

o Download the latest RFF Form from the

OWEB website

PROGRESS REPORTING

oWhat is a Progress Report?

oWhere is this noted in my grant agreement?

oWhat should it cover?

oHow do I submit?

oWhat if I don’t get it done?

Effective January 1, 2019, budget amendments are

only required when you need to:

1. Shift 10% (cumulative) of the overall grant award

2. Add funds to a budget category that did not

contain funds

BUDGET

AMENDMENTS

Example A = $32,388

o SWB = $9,450

o CS = $19,062

o Travel = $432

o M & S = $230

o Equip = $0

o Other = $27-

o Indirect = $2,944

Wants to move $4,000 from

CS to SWB

Example B = $149,236

o SWB = $8,435

o CS = $126,413

o Travel = $0

o M & S = $248

o Equip = $0

o Other = $0

o Indirect = $13,510

Wants to move $250 from CS

to M & S

What is 10%

cumulative?

U.S.S. Enterprise

Starship Enterprise

Scope of Work

Modifications

Communication! Things OWEB PM will want to know:

o What is the change?

o Why is it necessary?

o Is it in the same watershed?

o Will it achieve or add to the original objectives?

o Will it require:

➢An addendum to the LOA?

➢New permits or extensions to existing ones?

➢Budget amendment or revised budget?

➢Metrics updated?

Approval IS NOT guaranteed

Get approval documented

BEFORE you make changes

TIME EXTENSIONS

o An OGMS tool to help provide options when

time is running out.

o Be realistic and build adequate amounts of

time in your original project schedule.

o Justification – why is it necessary, will

anything change?

• Talk to your OWEB project manager

• Don’t wait until the last minute to file an

extension request

• Your grant fund source matters… it may not

allow you to file an extension.

• Time extensions are noted in risk assessments –

avoid frivolous requests

LIVE LONG AND PROSPER-wrapping up and monitoring a project

What we’ll cover:

• Reporting the final metrics

• Project Completion Reports

• Final fund requests

• Photopoints

• Monitoring reports

Reporting the end result

Filling out the PCRo Just tell us what happened.

Filling out your Project Completion Report (PCR)

▪ PCRs are submitted on OGMSo Completion Summary

o Background

o Description of the work done

o Explanation of changes to the original proposal

o Public Awareness summary

o Lessons Learned

o Recommendations

o Special Conditions

Coordinate with the application

o Tell us all the wonderful things your project did

o Don’t leave anything out.

o Explain any changes

Tell the same story

o At application, you told us the project would…

o Giving credible information helps us be

strategic with our partners.

Transporter Failure

OWEB

Parks

OCF

USFWS

USDA Forest Service

Utility Board

BLM

High School

$24,182

$13,100

$14,612

$2,600

$0

$6,000

$5,000

$9,050

$24,182

$0

$1,500

$0

$2,600

$15,000

$0

$0

Only 58% of original budget expended, but grantee didn’t tell us why

The away team didn’t come back

o OWEB

o Land Trust

o USFWS

o USDA FSA

$84,541

$2,160

$32,445

$68,000

$84,541

$2,160

$24,945

$30,843

Only 77% of total budget expended, but

grantee didn’t mention changes. – Only reported 59% of projected match.

“No major changes were made to the project.”

Application PCR

Uploads

oPre and Post Project Photos

oFederal lobbying certificate?

oFinal designs

oTechnical memos

oAs builts

oOutreach materials

PCR Tips

o Be Honest

oDon’t forget to check Special Conditions

oUpload before and after photo points according to

the directions and provide captions that tell what

we are looking at.

o Save often and use Verify as a checklist

throughout the process

Final Payment Requests

o Require more documentation than other requests

o Different requirements with each grant agreement – Review your GA!

o Allow for extra time to compile materials

Starship Enterprises, LLC

Spock

Starship Restoration

Common Requirements

❑ Final Expenditure tracking sheet

❑ Match Form for Final Report

❑ Budget Amendment

❑ PCR and Photos

❑ Federal lobbying certificate

❑ Metrics and reporting

❑ Final Expenditure Tracking

o Serves as the record for all grant expenses

o Make sure to add indirect costs to the tracking sheet

❑ Final Expenditure tracking sheet

❑ Match Form for Final Report

❑ Budget Amendment

❑ PCR and Photos

❑ Federal lobbying certificate

❑ Metrics and reporting

Common Requirements

❑ Match Form for Final Report

How to submit:

o Online in OGMS during Project Completion Reporting

Common Requirements

❑ Final Expenditure tracking sheet

❑ Match Form for Final Report

❑ Budget Amendment

❑ PCR and Photos

❑ Federal lobbying certificate

❑ Metrics and reporting

❑ Federal lobbying and litigation certificate

o Funding source can be found on first page of grant agreement

o Upload form with PCR

❑ Final Expenditure tracking sheet

❑ Match Form for Final Report

❑ Budget Amendment

❑ PCR and Photos

❑ Federal lobbying certificate

❑ Metrics and reporting

Common Requirements

❑ Metrics and reporting

For Restoration and Water Acquisition:• OWRI (Oregon Watershed Restoration Inventory)

For Technical Assistance, Monitoring or

Stakeholder Engagement:• Separate metrics forms for each type are available

on the OWEB website

Ready to close your grant?

Submit materials:▪ Upload to OGMS as part of PCR

▪ Submit directly with Payment Request

Important to Note:▪ Final reporting and financials due 60 days

after grant end date

▪ Expenses incurred after end date cannot be

reimbursed

▪ There are two parts to closing out a grant

➢ Project Completion Reporting

➢ Final Fund Request Fiscal Review

PHOTOPOINTS & ID MAPPING

▪ Restoration grants now require pre-project photos

submitted with the First Funds Request.

▪ Why? Photos can powerfully tell the story

▪ Factor in what time of day, time of year best

represents your project’s outcomes.

▪ Note GPS points or landmark features to assure

photos are taken in the same spot, same orientation.

▪ Include captions that tell what project component it

shows, and the location, date and time taken.

Good

Photopoint?

Bad Photopoint?

Good

Photopoint?

Bad Photopoint?

Good

Photopoint?

Bad Photopoint?

PISR Reporting

PISR reporting requires answers to the following questions

noted in the grant agreement:

1. Assessment of whether the Project continues to meet

the goals.

2. A description of any maintenance or modifications.

3. An accounting of any costs associated with project

maintenance.

4. A summary of public awareness undertaken since

project completion.

5. Lessons learned, if any, from the project.

o Email to your OWEB project manager as ONE

PDF and label the file and the subject line of

the email appropriately:

o Once approved, documentation will be

available on OGMS.

Submitting your PISR report

QUESTIONS?