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The Comm

unity College of Baltimore County

GRANTS COMPLIANCE

What is grants compliance?Adopting and consistently applying systematic procedures to assure that grant funded programs are effectively implemented and that provisions imposed by the funding agency are being met.

Why is compliance important and necessary?Assuring compliance with funding agency requirements is critical as federal regulations are becoming more stringent and competition for limited grant funds is increasing.

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The Comm

unity College of Baltimore County

CCBC’S GRANTS COMPLIANCE GOALS

Program begun in 2011 with following goals:

Development of policies and procedures that facilitate, not impede successful program implementation;

Provide a continuous communication loop among stakeholders

Support a proactive approach to grant management and early detection of issues and challenges;

Steward funder relationships; positioning CCBC to continue its success in securing external funding support; and

Provide accurate and accessible information to support CCBC leadership’s strategic decision-making. 3

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AREAS OF INITIAL FOCUS

- Sub-awards to CCBC and by CCBC

- Recruitment and hiring of grant-funded positions

- Project evaluation and data collection

- Time and effort certification

- Preparation and submission of reports

- Preparation and submission of requests for modifications or extensions

- Grant closeout and

record retention practices

- Design of grant proposals to be ultimately manageable and successful

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FOCUS AREAS

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Sub-awards: developed a template for acting as a subgrantee to another organization or to use as prime with a subawardee organization.

Recruitment and hiring of grant-funded positions: working with Human Resources to define matrix of pre-approved positions in interest of expedient hiring and project initiation.

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FOCUS AREAS

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Project evaluation and data collection: work closely with project directors to determine effectiveness of their review process. Also work closely with Planning, Research, and Evaluation office staff to ensure high quality evaluation.

Time and effort certification: work closely with Finance staff to determine their practice and to help clarify faculty and staff ability to participate on projects.

The Comm

unity College of Baltimore County

FOCUS AREAS

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Work with project directors on submission of reports. Currently do not review reports prior to their being submitted, but will work toward this in the next year. Electronic process of reminders will be put in to place, too.

Working with project directors and Finance staff to determine best way to identify need for project modification and to approach agencies successfully.

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FOCUS AREAS

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Worked with Finance staff to determine appropriate retention of records and codifying an appropriate length of time for records to be maintained and for documentation to occur.

Proposal development staff working with Grants Compliance Officer for successful project design. Review of reports, effective or challenged project development processes added a new dimension to already efficient proposal development process.

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TOOLS

–Grants Compliance Manual

–Bamboo Solutions grants management system

–Work through grants SharePoint site

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TOOLS (CONTINUED)– Adoption of a standard sub-award process

– On-going communication and support to project directors (Award Kick-off briefings; monthly and quarterly compliance reviews; reporting process)

– Replication of best practices and lessons learned (workshops; learning communities; mentoring)

– Facilitation of grant close-out and record retention process 10

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GRANTS COMPLIANCE MANUAL

Serves as a “how-to” document for project directors

Contains info about effective project implementation; internal processes (budget monitoring, procurement, etc.)

Establishes policy previously not in place

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GRANTS COMPLIANCE MANUAL

Sample provided

Content addresses many areas of the college’s grants implementation process, with the intent of helping to demystify the grant project process.

Clarification of such processes as budget monitoring, project implementation, project evaluation, procurement, and hiring practices.

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GRANTS MANAGEMENT SYSTEM

Operates on SharePoint

Allows for access by project directors, grants office staff, and senior management

Serves as tool to efficiently generate reports and inform stakeholders of grant status

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TECHNOLOGICAL TOOLS

Also working with improving promotion of information about project successes. These are being undertaken through in-house email announcements, through college publications, and through our Grants Office SharePoint site.

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The Comm

unity College of Baltimore C

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SUCCESS INDICATORS Percent change in proportion of extensions

requested as a result of untimely completion of activities or expenditures

Percent change in proportion of grants with funds remaining at the end of performance period

Percent change in proportion of reports submitted late and/or with inaccuracies

Additional Indicators to be determined

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NEWER SUCCESS INDICATORS

Work on establishing a grading system for notification of Senior Staff on project successes and projects needing attention and help

Work to promote successes

Work to get project managers to use Bamboo Grants Management Accelerator software

Establish training workshops for proper project management

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NEXT STEPS

Assist with preparation of periodic and nonrecurring reports

Establishment of schedules for renewed/continuing grants based on project need….addressing sustainability.

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ULTIMATE GOAL

Assist CCBC’s project directors to implement effective projects that meet college strategic directions and funder requirements.

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ADVICE FOR COMPLIANCE

Find ways to consistently and easily track compliance needs.

Train those involved to effectively implement project goals and objectives.

Share best practices among those involved in projects.

Be true to project intent. 19

The Comm

unity College of Baltimore County

QUESTIONS?

THANK YOU FOR THE OPPORTUNITY TO TALK WITH YOU ABOUT GRANTS COMPLIANCE!!

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CCBC OFFICE OF GRANTS DEVELOPMENT

Nancy Smith, Director, (443) 840-3561, nsmith4@ccbcmd.edu

Joe Coffey, Grants Development Coordinator, (443) 840-3132, jcoffey@ccbcmd.edu

Julie Brown, Grants Compliance Officer, (443) 840-3217, jbrown18@ccbcmd.edu

Deborah Raspi-Weldon, Administrative Assistant, (443) 840-3249, draspi-weldon@ccbcmd.edu 21

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