grant electronic monitoring system (gems) overview
DESCRIPTION
Grant Electronic Monitoring System (GEMS) Overview. OCTE Fall Update November 1, 2012 Elizabeth Collins [email protected] ( 517) 335-3149. GEMS OVERVIEW. - PowerPoint PPT PresentationTRANSCRIPT
GEMS OVERVIEW
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The Michigan Department of Education (MDE) is required by law to monitor subrecipients’ use of funds to ensure compliance with all applicable federal and state requirements and achieve the goals of the funded programs.
GEMS is the Grant Electronic Monitoring System and supports this monitoring process.
GEMS OVERVIEWGEMS goals include an easy to use,
automated method for:Scheduling monitoring reviewsImproved collection and storage of
documents (online file cabinet)• Less paper collected and printed/copied
Creation of monitoring reportsSubmitting Compliance Plans
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GEMS OVERVIEWQuick summary of MDE/OCTE user features
Pre-selection SchedulingReview (Desk Audit and Onsite)Creation of monitoring reportApproval of Compliance Plan and evidenceFrequently Asked Questions (FAQ)Best Practices
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GEMS OVERVIEWQuick summary of Subrecipient User
featuresSubmission of documentsSubmission of questionsCreation of Compliance PlanSubmission of evidence supporting
Compliance PlanAccess to best practices
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GEMS OVERVIEWQuick summary of other features
Calendar at MDE, MDE Program Office (OCTE) and Subrecipient level
Common documents sharable across offices/programs so they will only be collected once
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GEMS OVERVIEW
This illustrates in summary who does what:
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Key Features for MDE/OCTE
GEMS OVERVIEW – MDE FEATURESGEMS has 2 Application Administrators
(Grants Office)Application Administrators will
Setup other MDE Program Administrators and Sub-recipient Administrators as needed
Manage items that are “system wide” regardless of Program or SubrecipientExample: MDE Calendar, Content of error
messages
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GEMS OVERVIEW – OCTE FEATURES
Every Program Office will identify 2 AdministratorsProgram Administrators will:
Setup other OCTE UsersAssign them to one or more programs
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GEMS OVERVIEW – OCTE FEATURES
Program Administrators will:Manage items that are program specific, such as:
Office/Program CalendarProgram Setup
This must be completed before pre-selection, scheduling, reviews, etc.
This includes items such as Document List, Checklists, Citations/Findings and ARC (actions, recommendations and commendations)
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GEMS OVERVIEW – OCTE FEATURES
OCTE users will Pre-select So every Subrecipient is assigned to a
year within the five year cycle
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OCTE users will Schedule:Regions and programs to be reviewedAdapt the document list (add or subtract)
from the program master document list Identify contactsIdentify review teamSelect datesNotify Subrecipients
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GEMS OVERVIEW – OCTE FEATURES
GEMS OVERVIEW – OCTE FEATURESOCTE users will conduct the review
TRAC – Includes Data, Finance, Grants, LTCS/Capstone and Programs
Once Subrecipient submits documentsReview and commentIf multiple reviewers, consolidate
commentsThen assign findings with associated ARCReview and approve monitoring report Send findings to the region
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GEMS OVERVIEW – OCTE FEATURESOnce Subrecipient submits
Compliance PlanReview each item for corrective
action, implementation date, and for proposed evidences
Approve or return for revision
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GEMS OVERVIEW – OCTE FEATURES
Once Subrecipient submits evidence:Review of evidenceItems approved are closedOnce all items approved the review is
completed
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GEMS OVERVIEW – OCTE FEATURES
OCTE Users will:Respond to questions from
SubrecipientsIf OCTE believes this is a
common question, it will be added to the FAQ
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GEMS OVERVIEW – OCTE FEATURES
OCTE Users may proactively answer likely questions through FAQFAQ can be common or ProgramFAQ can be further categorized (e.g.
general, fiscal, data)
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GEMS OVERVIEW – OCTE FEATURES
OCTE Users may post exemplary documents as “best practice” to help SubrecipientsDocuments can have expiration date or
be “good until replaced.”
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Key Features for Subrecipients
GEMS OVERVIEW – SUBRECIPIENT FEATURES
Every Subrecipient will identify 2 AdministratorsSubrecipient management will approve and
MDE Application Administrators will setup (Grants Office)
Subrecipient Administrators will Setup other Subrecipient Users as neededAssign them to one or more programs
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GEMS OVERVIEW – SUBRECIPIENT FEATURES
Every Subrecipient will have their own calendarProvides insight to MDE/OCTE when
scheduling reviews to avoid conflicts
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Subrecipients will, upon receipt of the scheduling notification:Review list of documents required by
MDE/OCTE for the specific programSubmit documents online prior to the reviewAssign contacts who will answer questions
and provide additional information as required during the review
GEMS OVERVIEW – SUBRECIPIENT FEATURES
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GEMS OVERVIEW – SUBRECIPIENT FEATURES
Subrecipients will, upon receipt of the monitoring report:Complete the Compliance Plan
Define how they plan to resolve items Not In Compliance
Identify who will be the contact person for each item
Identify the target completion dateIdentify the proposed evidences
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GEMS OVERVIEW – SUBRECIPIENT FEATURES
Subrecipients will:Provide evidence to indicate the
approved Compliance Plan was executed and findings are now In Compliance
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GEMS OVERVIEW – SUBRECIPIENT FEATURES
Subrecipients may view the Best Practices area to:View and download examples that
MDE/OCTE believes represent the “best”
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QUESTIONS?