Post on 20-May-2020
transcript
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?