GRANTS ARCHITECTURE 101

Presented By:Bruce A. Holmes , Grants Management

SpecialistOffice of Federal Assistance

Management (OFAM)October 12, 2010

Rosslyn, VA

• OFAM Organizational Chart- DGMO & Grants Branches

• Program Project Officer & the Grants Management Specialist Roles and Responsibilities

• Pre-Award and Post Award Process- NGA (Reading)

• Grants Systems & Resources

WORKSHOP OUTLINE

OFAM Organizational Chart

Division of Grants Policy

• Works with HRSA’s Program Offices to publish Funding Opportunity Announcements (FOAs) to ensure FOAs align with legislation and are consistent with Government-wide requirements

• Coordinates with DGMO, DFI, and DIR on policy

• Post FOAs on Grants.gov

• Provides Technical Assistance to grant applicants and authorizes waivers and exemptions. (DGPWaivers@hrsa.gov)

Division of Financial Integrity Division of Financial Integrity

• Serves as HRSA’s focal point for coordinating Financial audits of grantees;

• Conducts financial assessments of grantee’s accounting systems to assure fiscal stability to manage a federal grantee (Sends pertinent information to DGMO and the respective HRSA project officer prior to funding;

• Coordinates external financial audits and works won resolutions of audit findings.

• Serves as HRSA’s liaison to the office of the inspector general and government accounting office for matters related to specific grants and HRSA internal operations; and

• Serves as HRSA’s liaison for fraudulent activities and reporting to Federal agencies.

Division of Independent Review Division of Independent Review

• Plans, directs and carries all aspects of HRSA’s independent review / peer review processes For HRSA’s competitive discretionary and cooperative Agreement programs: assuring that each is conducted fairly, openly, and objectively.

• Develops and implements policies and procedures for the review / process

• Provides Technical Assistance and guidance to Review stakeholders

• Prepares Distributes HRSA’s rank order lists and distributes.

Summary of Application Review Process Summary of Application Review Process

1. Introduction2. Overview3. Initial Scoring 4. Open Discussion5. Formulating and Editing the Summary Statements6. Scoring the application7. Budget Discussion8. Funding Factors (if applicable)9. Recommendations to HRSA

HRSA StaffHRSA Staff• Review Administrator: Guides, oversees, and verifies the integrity of

the objective review process • Program:

Responds to specific technical and programmatic issues

• Grants Management Specialist: Assists with budget issues

Summary of Application Review Process

Division of Grants Management Operations

•Responsible for all aspects of the grant award process;

•Develops standard operating procedures, methods and materials for HRSA grant’s administration and operations;

•Reviews The Federal Financial Reports and prepares budget analyses and other fiscal reports and on grantee funds usage.

•Provides grants all aspects fiscal and business administrative technical assistance to applicants and grantees

•Provides data analyses as necessary for budget planning, hearings, operational planning and management decisions; &

•Provides fiscal guidance in the develop of funding opportunity instructions with the program project officer and other OFAM Directorates

GRANTS PROCESS

Pre Award(HRSA PO and OFAM )

Post Award(HRSA PO and OFAM)

Grant Close Out (OFAM)

DGMO In The

Pre-Award & Post-Award Processes

GRANTS PROCESS

DGMO In The

Pre-Award ProcessThese partners includes HRSA Program Offices, and the other

components of OFAM:DGMO with Division of Grants Policy (DGP), and HRSA Program

Offices, can work together on: • Award Instrument selection• Guidance development and review• Scheduling Project Period start and end dates.

GRANTS PROCESS

Agency Contacts

• Program Contact:_____________________• Grants Management Contact:____________• Payment Management

Center____________• EHBs Help

Desk:______________________

• Grants.gov Help Desk: New Competition

PO, GMS, PMS (AR)

•When a grant (cooperative agreement or grant) is made, a HRSA Project Officer (PO) and a HRSA Grants Management Specialist (GMS) will be assigned to oversee the implementation of your grant

• The HRSA PO complements the business management knowledge of the GMS with expertise in scientific, technical, or programmatic areas

• The Personnel Services Center, Payment Management Systems Account Representative will be assigned

•These key stakeholders are available to provide assistance in navigating unfamiliar territory as you implement your project.

GRANTEE RESPONSIBILITIES

•Implement work plans to ensure that the project’s goals and objectives are achieved in an efficient and timely manner

•Submit completed required performance and financial reports on time as required in your Notice of Grant Award (NGA) “Terms and Conditions”

•Ensure that key project staff members attend and participate in HRSA sponsored workshops and meetings

•Work collaboratively with your assigned grants management officer and project officer

THE HRSA PROJECT OFFICER

• Responsible for providing defining programmatic objectives and oversight responsibility for program performance;

• Provide requested input on the disposition of prior approval requests to the GMS;

• Refer fiscal and questionable situations to the GMS for resolution; and

• Refer any incoming written prior approval requests to the GMS

GRANTS MANAGEMENT SPECIALIST’S ROLE

• Provides clarification on grants regulations and financial aspects of the project

• Reviews and make recommendations on continued Federal support

• Monitors compliance with grant requirements and cost policies

• Monitor receipt of all required reports and follow-up as necessary to obtain delinquent reports

• Issues Notice of Grant AwardsNOTE: The HRSA Grants Management Officer is the legal

authority and has final say on all changes/revisions : approving or denying program expenditures.

GRANT TIMELINE

• Provides clarification on grants regulations and financial aspects of the project

• Reviews and make recommendations on continued Federal support

• Monitors compliance with grant requirements and cost policies

• Monitor receipt of all required reports and follow-up as necessary to obtain delinquent reports

• Issues Notice of Grant AwardsNOTE: The HRSA Grants Management Officer is the legal

authority and has final say on all changes/revisions : approving or denying program expenditures.

GRANT TIMELINE

May-Aug. Aug.-Sept Sept. May-June Aug. Nov.

THE NOTICE OF GRANT AWARD

THE NOTICE OF GRANT AWARD NUMBER

THE NOTICE OF GRANT AWARD

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NGA BACK PAGE MATTER

1. HRSA EHBs Registration Requirements

2. Terms and Conditions : Grant Specific and/or• Program Specific terms and conditions

3. Standard Terms: PMS Contact info 4. Reporting Requirements

5. NGA E:Mail Address Distribution List

6. Program and Grant Contacts

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COST PRINCIPLES

What are they?A set of rules that are used to achieve uniformity in

the treatment of costs by specific type of recipient organization.

Specific Types are: • Education• States, Local, and Indian Tribal Governments• Non-profits

http://www.hrsa.gov/grants/hhsgrantspolicy.pdf

FEDERAL COST PRINCIPLES

COST PRINCIPLES

Entity Type Circulars Grants-wide HHS Programs

Education Institutions

OMB A-21 2 CFR 220 45 CFR74.27

State and Local Governments

OMB A-87 2 CFR 225 45 CFR92.22

Non-Profits OMB A-122 2 CFR 230 45 CFR74.27

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Your Financial Management Systems

• Federal grantees are required to have financial management systems that provide for timely, accurate, current, and complete disclosure of financial information while providing oversight and protection of Federal funds. If a grantee does not have an adequate system it can prevent successful accomplishment of grant objectives.

COST PRINCIPLES

1. HRSA INTERNET GRANT RESOURCES: http://www.hrsa.gov/grants/index.html 1. - Under Next Steps: Register with Electronic Handbooks (EHBs)2. Report Your Grant Data3. Become a Grant Review

2. Electronic Handbooks (EHBs) Registration https://grants.hrsa.gov/webexternal/login.asp

3. Federal Funding Accountability and Transparency Act (FFATA) new reporting requirements.

4. New Non-Competing Continuation Process; http://www.hrsa.gov/grants/noncompetingcontinuation/index.html

5. Under Related Links: HHS Grants Policy Statement:, Definitions and Explanations

6. Help with Grant Applications: HRSA Call Center Number7. Use the DATA & STATISTICS: (Mapping Services & Data): Geospatial Data

Warehouse.8. Under the MANAGE YOUR GRANT: Technical Assistance: FFR, EHBs 2.0

Grant Resources

Post Award

• The Post Award phase of grants management is where and when the day to activities of grant monitoring occurs. Grants Management Office is responsible for all business management aspects associated with award and administration of grants i e -signing awards

-lifting of conditions -prior approvals -review of any NICRAs or Indirect Cost Agreements -responses to Freedom of Information Act (FOIA) requests -notices of suspension/termination -continuous monitoring of fiscal management

(in conjunction with our Division of Financial Integrity (DFI)

Post Award

Reporting• Progress – Grantees are required to submit to HRSA

periodic reports to reflect the progress on activities to date. NGA would spell out the frequency and information to be included in the report.

• FFR – Federal Financial Report for HRSA grantees are due 90 days after the budget period ends. This report will give the details of the grantees spending for the period. Continued funding decisions can be made based on the reports.

Close Out

The final phase of the grant life cycle or Project Period End Date.

Grantees are required to submit information on progress (template to be designed by programming office, equipment (purchase & disposition), supplies and final FFR (totally liquidated)