peed fact sheet - episcenter · 2015-05-28 · peed fact sheet the pennsylvania commission on crime...
TRANSCRIPT
peeD Fact Sheet
The Pennsylvania Commission on Crime and Delinquency (PCCD) has been functioning under the Executive Offices ofPA government since the 1970's.
peCD is legislatively created, and its mission is to serve as a catalyst for the prevention and reduction of crime and delinquency, provide services to victims of crime, and to enhance the quality of justice for all Pennsylvanians.
PCCD operationalizes this mission through the development of public policy and the administration of state and federal funding streams for a variety of programs and services all intended to fulfill that mission.
PceD functions as both a commission of gubernatorial appointees who identify critical issues to be addressed and give final approval of all grant awards, and as a state agency to carry out the work on behalf of the Commissioners.
peeD is made up of five offices:
Criminal Justice System Improvement; Financial Management; Research, Evaluation, & Strategic Policy Development; Victim Services; and Juvenile Justice and Delinquency Prevention.
Work at PCCD is committee driven. Each office at PCCD-with the exception of Financial Management-has an advisory committee, whose chair is a member of the Commission. Each advisory committee serves to prioritize the issues and define the goals through a network of subcommittees, whose chairs are members of the advisory committee.
The Chairman of the Juvenile Justice and Delinquency Prevention Committee (nDPC) is Dr. Ronald Sharp, clinical director at Alternative Rehabilitation Communities, Inc.
Staff at the peCD Office of Juvenile Justice and Delinquency Prevention:
• administer funding streams, • monitor all funded projects for accountability, and • support and advance the work ofthe nDPC Subcommittees.
Current subcommittees include: Disproportionate Minority Contact, Compliance Monitoring, Resource Center Steering Committee, and Diversion.
The funding that OJJDP administers covers a wide variety of projects and services.
Federal Juvenile Justice and Delinquency Prevention Fonnula (JJDP) Grant funds support compliance monitoring projects like the Secure Detention Monitor and the Police Liaison Project. These projects enable PA to demonstrate to the federal OJJDP that we are in compliance with certain federal mandates related to type and place of holding for juveniles and the deinstitutionalization of status offenders.
Another federal funding stream is the Byrne Memorial/Justice Assistance Grant (JAG) funds. These dollars support statewide projects like Balanced and Restorative Justice project. Currently, these funds are supporting activities within the Juvenile Justice System Enhancement Strategy (JJSES) and supports training for attorneys who work directly with youth in the juvenile justice system. Numerous evidence-based programs are also suppOlied with these funds.
Substance Abuse, Education and Reduction (SAEDR) funds are used to support projects designed to educate the public about the dangers of substance abuse andlor reduce the demand for these substances.
In addition to advocating for quality services for system-involved youth, the OJJDP also advocates for the implementation of preventive measures that eliminate or reduce the likelihood that children and adolescents will become involved with the juvenile justice system. This is our Prevention Initiative.
With the Prevention Initiative OJJDP staff administers a combination of federal and state funds. These dollars support Communities That Care (CTC) sites as well as researchbased delinquency and violence prevention programs.
Further infonnation on the work of the PCCD Office of Juvenile Justice and Delinquency Prevention, as well as details about available funding, can be found on the PC CD website at: www.pccd.state.pa.us.
OJJDP staff is always available to answer qnestions; our numbers are:
Marcy Szurnanski 717-265-8463
Kim J. Nelson 717-265-8458
Christina Cosgrove-Rooks 717-265-8478
Geoffrey Kolchin 717-265-8483
Stephen Lynch 717-265-8457
Melissa Shetrom 717-265-8477
Pennsylvania Commission on Crime and Delinquency
Office of Juvenile Justice and Delinquency Prevention (717) 787-8559
DIRECTOR Michael Pennington
Program Manager Marcella M. Szumanski
SAEDRFunds
Administrative Officer Wendy Poston
Program Manager Kim J. Nelson
BARJ Coordinator P A Resource Center
Criminal Justice System Planner 2
Christina Cosgrove-Rooks Gender Specific
JABG Grants P ACTT Project
Indigent Defense Programs: LST, SFP,PTNDA
Program Analyst 3 Geoff Kolchin
PAYS Coordinator Diversion Services Programs: PATHS,
BBBS
I Program Analyst 3
Melissa Shetrom DMC Coordinator
Title V Programs: CTC,
IYS, OBPP, ART
J Program Analyst 3
Steve Lynch Compliance Monitoring
EUDL Coordinator Title II
JABG Coordinator
Consultant Lisa Freese
Egrants External User Tasks and Alerts Quick Start Guide
This QUick Start Guide will describe the possible tasks and alerts that can appear in your Egrants Work Manager.
Note: All external users with security to an agency have access to Work Manager and can receive tasks and alerts.
We begin with a definition of task and alert:
Task: A task is a work item that must be performed. If a User receives a task, some action must be taken within Egrants on your Application or Report to clear the task. The Primary Contact associated with each application/subgrant will receive all tasks.
Alert: An alert is a notification of an event that has occurred or of an activity that is pending within the Egrants system regarding your Application or Report. No action by the recipient is required. The User can manually clear any alerts received.
How you will know you have a task or an alert:
Whenever a task or alert is sent to your Work Manager, you will be contacted via email. Emails are sent once a day. The email will not tell you the specifics of the task or alert in your Work Manager, it will simply prompt you to check it. You will not receive notice of a task or alert if you have already read the new task or alert.
The following definitions explain the various pieces of information' identified with each task and alert:
Ref Num: A unique number by type of task or alert used by PCCD to identify each specific task and alert.
Action: The action is always Create or Clear. This indicates that the task or alert is going to be created when the trigger occurs or, if the task is cleared, when the trigger occurs. It may be action on th,e part of the External User, PCCD staff or it may be a system-generated action.
Type: Type refers to either a "task" or an "alert."
Category: This refers to the various areas within Egrants such as applications, concept papers, program reports, etc.
User Action: This refers to the action taken by the External User, PCCD staff or a systemgenerated action that triggers the task or alert.
Title: This refers to the title that appears in the Work Manager for the task or alert.
Recipients: This refers to who will receive either the task or alert.
Trigger: The trigger identifies what action has occurred to result in a task or an alert being created.
Screen Name: This refers to the destination screen if the link is selected in work manager. This will transfer you to the screen name identified here in order to review or perform the desired action.
E - Tasks and Alerts Quick Start Guide - rev 07-18·06 rev. 07-18·06 3
PCCD's Egrants System Quick Start Guide
Input Quarterly Program Report
Log onto peeD's Egrants System At the "Welcome to peeD Egrants" screen, on the Main Menu tab, select the Project Management tab at the top of the screen, or click on the first hyperlink in the body of the screen, which wiII take you to the Project Management Tab
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- Enter your Grant ID and click on Search
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Inputting Program Reports Quick Start Guide.doc rev. 06-06-08 3
- Your grant number will appear as a link. Click on the Grant lD link.
PROJECT lIAIIAGatfllT SfAAOi
Project Summary screen appears. Either click the Monitoring link (under the Project Management tab at the top of the screen) or click on the first quick link in the body of the screen.
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- The Main Summary ~ under the Monitoring link will appear (All Fiscal, Program, and InventOlY reports that have previously been created wiII be displayed). - Select the New Report Phase from the dropdown box (This wiII always be Initial, UNLESS your grant is year two or three ofDCSI funding).
Inputting Program Reports Quick Start Guide.doc rev. 06-06-08 '4
- Select the Report Phase from the drop down box at the bottom of the page. Click on Create Program Report.
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Inputting Program RepOlis Quick Start Guide.doc rev. 06-06-08
Note: When Service Infonnation is a section on Program Reports, click on the hyperlink to view definitions of the Services. You are transferred to the Service Information page. (See screen shot on next page.)
5
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Inputting Program Reports Quick Stmt Guide.doc rev. 06-06-08
Turn to Page 8 of this Quick.Start Guide if"Scfvice Information" is not included on your }>rogmm RCpOli. Otherwise:
Click on the link at the top afthe page below the Service Infonnation Title to open a new window that displays a listing of services currently assigned to the Program Report and their descriptions. (See Screen Shot on following page.)
Alternatively. all individual services appear as hyperlinks. Click on the specific service to view the description of the specific service. Click again and the service description is hidden.
6
11 [EGMI5 -Project Management Menu - Microsoft Internet EHpforer " / ;S~Jf;vi~
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D,escription: Recipients: ,Contacts .,Olher Target ;'Significant,Others i Viclims,'Wrtnesses
Service: Amount of funding usedJor:Chiid Abuse
Established pceD By:
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Inputting Program Reports Quick Start Guide.doc rev. 06-06-08 7
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GENERAL NOTE: Any fields containing an asterisk * require completion before you may save the page and move on.
You must select "Yes" or "No" in this dropdown box asking "Is the Project on Schedule? And if no, explain the reason(s) in the text box below.
List the activities conducted during the repOlting period in this text box.
In the box marked Report Sections, you may see links for Performance Measures, Client· Information, Service Information, Additional Information, Attachments, and Other Standard Ouestions.
ALL LINKS THAT ARE ENABLED WILL REQUIRE COMPLETION OF THAT SECTION (These sections were set up as required repOlting components for your project on the original Funding Announcement). Note: Section links that are grayed out are not required and you will not have access to that section.
Inputting Program RepOlis Quick Slati Guide.doc rev. 06-06-08 8
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Inputting Program Reports Quick Stmi Guide.doc rev. 06-06-08
Click on each link to complete that section of the Program RepOIt.
When input for each section is completed, click ou Save at the bottom of that page and you will be transferred back to this screen .. That Section will now reflect the Last Update Date and Last Updated fu.
Each of your predetermined Performance Measures along with the associated Project Target will be listed. (For Performance Measure Details, click on the link for each Measure).
Note: "Percentage Based Perfonnance Measures" are categorized separately form "Non Percentage Based Performance Measures. "
For each "Percentage Based Performance Measure" input the baseline/total for this period and the current/subset data for this period. Egrants will calculate the percent over/below the baseline.
For each "Non Percentage Based Performance Measure." enter "Actual Amount for Period." Egrants will calculate the "Cumulative" amount. Click the Save button and you will be returned to the Report Sections page.
9
ADDITIONAL INFORMATION ON THE CLIENT INFORMATION AND SERVICE INFORMATION LINKS
** If the Client Information and Selvice Information links are enabled under Report Sections. you must complete these sections also. Follow the same instructions as above by clicking on either Client Information or Service Information. input your updated data, and click on the Save button. Each time you will be returned to the Report Sections page.
Example of Client Information:
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Example of Service Information:
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Inputting Program Reports Quick Start Guide.doc rev. 06-06-08 10
COMPLETION OF THE ADDITIONAL INFORMATION SECTION
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The Additional Information section will request specific information in reference to your project. Type your response in the boxes provided, click on the Save button and you will be returned to the Report Sections page.
Inputting Program Reports Quick Stmt Guide.doc rev. 06-06-08 II
COMPLETION OF THE ATTACHMENTS SECTION
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The File Attaclunents screen is where you can add attachments you would like to include with your program report. To begin: Click on the Add Attachment button.
Insert the Attachment File escription.
Click on the Browse button and a ox containing your computers
electronic files (word I excel, etc.) will appear.
Double click on the file you wish -'-.1..30 attach and the file name will
appear in the Upload File box .
Click the Save button, and you will be returned to the Report Sections page.
Note: If a specific attachment is required, that requirement will be shown on this screen.
Inputting Program Reports Quick St81t Guide.doc rev. 06-06-08 12
COMPLETION OF OTHER STANDARD QUESTIONS
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Answer each of the Other Standard Ouestions in the boxes provided.
When finished, click the Save button and you will be returned to the Report Sections page.
* Although there is no asterisk within each of these question response fields (indicating completion is required), it IS mandatory that all questions be answered.
Inputting Program Reports Quick Start Guide.doc rev. 06-06-08 13
SUBMISSION OF THE PROGRAM REPORT
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Inputting Program Reports Quick Start Guide.doc rev. 06-06-08
saved the required sections, the input date will appear under the Last Update Date column, and your name will appear in the Last Updated fu column.
Once required sections are completed and desired andlor required Attachments are included, you may click on Save as Draft, or if no changes are anticipated, click on Submit Report. (If saved as a draft, the report is not transmitted to PCCD and you may alter information previously input).
14
- After submitting the Program Report, you will be taken back to the Main Summary Screen. The Status ofyoilr report will appear as Draft or Submitted (Reminder: The report will not be transmitted to peeD while in Draft status). The Approval status will initially appear as Pending, until review and approval by peeD staff. Once staff has approved, the status will change to Approved.
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Inputting Program Reports Quick Start Guide.doc rev. 06-06-08 15
PCCD's Egl'ants System Instrnctions Qnick Start Guide
Input Quarterly Subgl'antee Fiscal Report
Log onto peeD's Egrants System At the "Welcome to peeD Egrants" screen, on the Main Menu tab, select the Project Management tab at the top of the screen, or click on the first hyperlink in the body of the screen, which will take you to the Project Management Tab
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~ To ut'~le:; neNNp!ic;ti(;n (I» cc.oce¢P3pe1)b f,espoo.se to:; FOOd;ng~emeN (fur.&.g ArormI'I',{em!!!'lI tab).
~ Toy_.mt A~s artU~TiS);S 3~iign2dl(l )'ouM'nik M""'9ff1ah).
~ To l>pdlla you pu#.a irofulmalio!'l (Name, Address; ~ IlunhH_.) Of 10 RqlI:st sewritl in me{ 10 mnhlll OJ' 'I'i_ griIlf& br )'~W «gmitiM'cO\D'lly IUs." Msr.a9froef1labJ.
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~.' To lImubmibe~ Ema]Mliki.!ioos,'lIt.eIl.9f3!lIna "9P,ortun'tiaS,be.c«nB, ~.b~.
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Inputting Fiscal Reports,doc rev, 08-25-08 3
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- Your Project Summary screen appears. Either click the MlJ.l!i!tQrjngtab (from the menu at the top afthe screen) or click on the fIrst of the screen.
ProJect Title: Trai(.mg PlOjecl- Reports &.Mods
QjQ{1-£RE To enietfupd~l,eMe-N ~alte~)' fIscal Re~'iMmna!ion o,periGd'ie:p~ogrim,Report irlOmllilicu·:fortNs. gr;lnl ~ men~ilell1)' OJQ{\tilE To mainla'n Ihe AIJd,~ Pfan(s) rorthis gr~n! ~nwno nem).
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Inputting Fiscal Reports.doc rey.08-25-08 4
- The Main Summary llilW. for Monitoring will appear (All Fiscal, Program, and Inventory reports that have previously been created will be displayed). - Select the New Report Phase (initial, year two, or year three) from the dropdown box. - Click on Create Fiscal Report.
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Inputting Fiscal Reports.doc rev. 08-25-08 5
- You will be transferred to the Quarterly Subgrantee Report screen for fiscal reports. - Input the calendar qUaIier ending date for the report being submitted. - Check the Quarterly or Interim report box (A date other than a calendar quarter ending date may
only be entered if you have checked the Interim Report box). - From the dropdown box, indicate if the report is a Final Report (yes or no).
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Begin by entering the Expenditures to Date Qy budget category (bottom half of page). Also enter any Unpaid Obligations Qy budget category as of the Report Period Ending Date.
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Inputting Fiscal Reports.doc rev. 08-25-08
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In this column you will assign your total expenditures to date to the proper budget category in which funds were spent. Note: The total of this column MUST equal "Expenditures to Dale" above.
In this column you will assign your unpaid obligations to the proper category. Note: The total of this column MUST equal "Unpaid Obligations" above .
7
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- After sUbmitting the report, you will be taken back to the Main Summary screen. The report you created will appear as "Submitted" and "Pending Approval" status. After review and approval by appropriate PCCD fiscal staff, the "Pending Approval" status will change to "Approved" .
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Inputting Fiscal RepOJ1s.doc rev. 08-25-08 9
Fiscal Accountability
The increased accountability related to American Recovery and Reinvestment Act (ARRA) funding has prompted peeD to review its procedures related to the fiscal monitoring of subgrantees across all funding streams. This review has resulted in the modification of several peeD monitoring practices that will ensure aligrnnent with federal guidelines and improve the structure of the overall monitoring system.
Listed below are some of the changes that have or will be made, as a result of this review.
Financial Back-np: In reviewing grantee expenditure reports, it is important for peeD to verifY that expenditures are consistent with approved budget categories, are eligible for reimbursement and that grantees are maintaining supporting documentation. peeD has implemented a process where grantees are notified that they are required to submit the financial back-up for some or all of the categories that are included in their Egrants cumulative fiscal report (fiscal report). Grantees may be required to provide this back-up periodically or for each of their fiscal repOJis. Again, peeD will notifY grantees when they are required to submit this type offmancial back-up.
Fiscal report attachments: An Egrants enhancement has been completed that allows grantees to attach documents to their fiscal report. Preferably, all requested financial back-up will be attached to the fiscal report using this feature.
Snbgrantee Payment: All subgrantees are required, at a minimum, to submit quarterly fiscal reports. peeD will only make payments to reimburse actual expenditures reported on the fiscal reports. If an agency is experiencing cash flow problems, they may submit fiscal reports monthly and peeD will reimburse reported expenditures.
Line Item Detail: peeD is modifYing the fiscal report to allow grantees to include line item expenditure detail, instead of the category detail that is currently in place. When this Egrants enhancement is completed, grantees will be required to populate the fiscal report consistent with the line items included in their approved budget.
On-site monitoring: peeD will be completing on-site fiscal monitoring of grants across the funding streams (state and federal).
Grantee risk classification: peeD will utilize a risk classification system to structure the use of agency resources with those that may be most in need of additional assistance.
If you h!lve questions about any ofthese changes, please contact the peeD fiscal staff person assigned to your grant or email Grants Management.
Project Modification Requests
Creating a Project Modification Request
This Quick Start Guide may be used when one or more of the following circumstances arise, requiring you to create a Project Modification Request within Egrants:
When should one be completed:
• A change(s) between budget categories: Changes that exceed 10% of total project cost. (Total project cost is the sum of the PCCD, project income and applicant's match funds.)
• A change(s) to purchase additional items or other items that were not included in the approved project budget.
• A change(s) to the personnel positions listed in the approved project budget including major salary reductions and increases.
• A change which affects the project's objectives or scope, e.g., a change in the target population and/or services to be provided. Minor changes in a project are to be reported on the Quarterly Progress Report.
• A change in dates of the project's duration. (There will be no extension of duration for RASA funds.)
PCCD must receive your original signed modification request at least 30 days prior to the end of your grant.
In the last 30 days of the project period, exceptional requests for modification may be considered, but only if a detailed justification for the late request accompanies the request and PCCD finds the justification merits its consideration.
No modification requests will be considered or approved if they are received by PCCD after the end of your grant.
Please note: Once the modification is approved, it becomes the current document. You can still view the original application/continuation in Egrants, but the modification contains the current information, once approved.