15th NOAA Science Advisory Board Meeting

NOAA Program Review TeamRecommendations for GrantsAdministration

Rimas T. LiogysNOAA Finance and Administration

Program Review Team (PRT) High priority VADM Lautenbacher to improve the

business of scientific management at NOAA

Grants Administration one of the highest priorities

FY03 NOAA Budget Allocations – Grant Related Actions

Grants Process Improvements – Recurring Nondiscretionary & Noncompetitive Grant Programs

Grants Process Improvements – Competitive grant programs & Federal Register Notices (FRNs)

All PRT action plans for grants administration at: http://www.accessnoaa.noaa.gov/laut_letter.html

NOAA Grants Profiles

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20 Year Grants History by Federal Share $$

20 Year Grants History by Number of Awards

NOAA Grants ProfilesFY 02 by Type

Total Funding - $906,095,700Total Funding - $906,095,700

Non-Discretionary (67%)

Discretionary (33%)

Competitive$117.5 (13%)

Non-Competitive$39.0 (4%)

Mandated/Statute

$350.9 (39%)

Earmarks$256.7 (28%)

Institutional$141.9 (16%)

Total Awards - 1,498Total Awards - 1,498

Discretionary (60%)

Non-Discretionary (40%)

Competitive659 (44%)

Non-Competitive

96 (6%)

Mandated/Statute

427 (29%)

Earmarks162 (11%)

Institutional154 (10%)

Non-Discretionary • Mandated/limited by statute,

e.g., IJ, Anadromous,CZM• Earmarks **

Discretionary • Competitive• Institutional (e.g. Sea Grant)• Non-Competitive

** Technically discretionary - treated as non-discretionary

NOAA Grants ProfilesFY 02 by Line Office

OAR (31.78%)

NOS (30.97%)

NMFS (33.71%)

NFA (0.53%) NWS (1.47%)

NESDIS (1.54%)

Number of Awards (1498)Number of Awards (1498)

OAR (24.70%)

NOS (37.43%)

NMFS (32.87%)

NFA (3.10%) NWS (0.85%)

NESDIS (1.04%)

Federal Share $906MFederal Share $906M

PRT #38

Commit to spending 50% of new research funds within the external community (e.g., universities, private sector) via competitive proposals and peer review.

Grants Process Improvements – Competitive Programs Start earlier publish Federal Register

Notices w/common NOAA ground rules

Set stretch cycle times or milestones for each step of the grants process & then track & report on the progress

Challenge all involved to look for opportunity to eliminate or streamline steps &/or be more efficient with those that are necessary

Evaluate measures & improve for following cycle

Competitive Programs – con’t

FY 2004 FRNs ready 9 weeks (45 b.d.) ofPres Budget

Funding Uncertainty Guidance in FRN Best Practices/Milestone Schedules

provided Standard application period – 6-9

weeks (30-45 b.d.) Submittal to GMD 8 – 12 weeks (40 –

60 b.d.) from date applications rec’d (merit reviews, selections, doc prep)

GMD processes within 7 weeks (35 b.d.)

Competitive Programs – con’t

NOAA Research Council tasked to review and recommend improvements for the following:

PROPOSAL REVIEW AND SELECTION PROCESS

EVALUATION CRITERIA

SELECTION CRITERIA

PRT #46 NOAA Grants Management Advisory

Committee to be reconstituted and charged with the responsibilities to streamline, implement and oversee the NOAA grants process and products.

Responsible and accountable for the effective execution of the total NOAA end-to-end grants process between theProgram Offices and the NOAA GrantsManagement Division.

Grants Management Advisory Committee (GMAC) Customer service

The efficient & effective processing of grants

Tracking & ensuring implementation of NOAA Program Review. Two working groups are following: Grants budget oversight Examining & improving end to end grants

process between Program Offices & GMD

Providing a forum to communicate & assess the impact of new legislation, procedures, & policy changes.

PRT # 47Implement 5 short-term recommendations toimprove grants process. Determine if they

couldbe applied to recurring projects executed viacontracts:

Do pre-work on recurring grants appl. prior to Approp;

Enactment of annual Approp., meet with Congressional Approp. staff on clarifications;

Streamline distribution of funds; Set upper limits/cycle times for program

offices & NOAA Grants Office (to include OGC & OIG clearance & Congressional notification); &

Facilitate Grantee submission complete & accurate appl. - use automation & training

PRT# 49

Improve acknowledgment & recognition of agency

grant support:

Clearly written description of each grant

Standard information be furnished to the NOAA Office of Public Affairs as part of the regular grants process

Office of Public Affairs develop press releases

Each grant requires NOAA attribution.

At close out or periodically, results of project should be publicized, attribution to NOAA as sponsoring org.

PRT #50

Ensure that a “commitment to educationand outreach” is included in its standardcriteria in the grants selection process formerit reviews, where appropriate (e.g.,

notprecluded by law).

Grants On Line – How NOAA Can Comply with Public Law 106-107 Purpose: Grants On Line system provide all

applicants direct online electronic application submission (front office system)

ONR w/NOAA – go live early FY2004 (Oct/Dec)

NOAA - review, process, award, & monitor applications electronically (back office system)

NOAA: Complete back office system requirements late FY2004 & go live early FY2005 (Oct/Dec)