Nebraska Crime CommissionGrants Division

Keys to Successful Grant Management

What does it mean? Grant management is about … Being the expert:

– Knowing all aspects of your program

Deadlines– Effectively managing a grant means meeting deadlines. All paperwork and requests

dealing with a grant has a deadline

Documentation– Keeping complete and detailed records of finances, data, staff/volunteer time and

services provided

Outcomes– determining that what you are doing works…is it a good investment of money, is it

making a difference in the life's of those you serve and is it measurable???

Grant Management….

Success Stories– celebrating your successes and being able to tell the story to others.

Accountability – understanding this is business which means doing what you said you would do. You sign a

contract and by doing this we have entered into a legally binding relationship. Just like any relationship, we have to communicate effectively, be honest and trustworthy, be responsible for doing our part, let each other know when we are in trouble and need help…

Rules – Being aware of the rules and following them

Where Do These Rules Come From ?

Congress enacts legislation (i.e. VAWA, JJDP) Federal agency is designated to manage the program Federal agency announces the availability of funds Governor designates a state agency to administer the

program States apply for and are awarded funds. States announce availability of funds to local jurisdictions. Local applications are reviewed and final funding

decisions are made by the Crime Commission.

Grant Award Process Crime Commission applies for and receives funds from federal

agency. Crime Commission prepares application and announcement of

funds. Grants go through an extensive review process and final approval

is made by the Crime Commission Board. This process consists of a staff review, grant review and final approval by the Crime Commission

Applicants receive notice of award and instructions for revisions and receipt of award.

Grant Management Training Required if:

– You have not attended within the past 3 years– New Project Personnel– You want a refresher!

Grant Award Contract A Grant Award is a contract between your agency and the Crime

Commission verifying that you will spend the funds as set forth in the application

Due 30 days from the date the award is mailed. No funds can be disbursed until we have a signed grant award and

special conditions. Key things to notice on your grant award:

* Sub-grantee is correct

* Grant Number

* Budget

* Grant Period

* Authorized Signatures Keep the PINK copy for your files!

TO GRANT AWARDCongress enacts legislation

FROM LEGISLATION

Federal agency is designated

Federal agency announces funds

Governor designates a state agency to

administer fundsStates apply for and are awarded

funds

Local applications are reviewed & final

funding decisions made

States announced availability of funds to

local jurisdictions

GRANT AWARD PROCESSCrime Commission applies for & receives funds from

federal government (VOCA,

VAWA, JAG, Title II, etc.)

Phase 3

Grant Applications are reviewed by the Crime

Commission Board

Phase 2Grant Applications are

reviewed by the Phase 2 committee ‘s (NE Crime

Commission Staff Review Committee or NE Coalition

Juvenile JusticeGrants go through an

extensive review process

Crime Commission prepares & announces funds

Phase 1Grants Applications are

reviewed by a phase 1 Staff Review or Juvenile Grant

Review Committee

NOTIFICATION OF AWARD TO APPLICANTSApplicants receive notice of

intent to award

Applicants are now subgrantees and in

compliance to submit cash reports

A Grant Award Letter is sent out and the

Applicant must sign & submit Grant Award Letter within

30 days

Applicant must complete & submit all requested

contingencies/revisions within 30 days

If contingencies or revisions are needed the following steps

must be completed…

If no contingencies or revisions are needed the following steps

must be completed…

Special Conditions Are a part of the Grant Award contract. Standard conditions that apply to every program. If federal dollars, are a combination of federal conditions

and Crime Commission regulations. If state dollars, are a combination of state conditions and

Crime Commission regulations. Conditions can change from year to year. Are different from grant to grant. Subgrantees are responsible for meeting all conditions or

requirements. Require signatures and are due 30 days from the date

they were mailed. Keep a copy for your files!

Sample Special Conditions

Limited English Proficiency (LEP) Plan

Individuals who do not speak English as their primary language and who have a limited ability to read, write, speak, or understand English can be Limited English Proficient, or “LEP” entitled to language assistance with respect to a particular type of service, benefit, or encounter.

Department of Justice- Federal Register/Vol. 67, No. 117/Tuesday, June 18, 2002/Notices

LEP Title VI

Under DOJ regulations implementing Title VI of the Civil Rights Act of 1964, 42 U.S.C. 2000d et seq. (Title VI), recipients of Federal financial assistance have a responsibility to ensure meaningful access to their programs and activities by persons with limited English proficiency (LEP). Executive Order 13166, directs each Federal agency that extends assistance subject to the requirements of Title VI to publish guidance for its respective recipients clarifying that obligation.

Department of Justice- Federal Register/Vol. 67, No. 117/Tuesday, June 18, 2002/Notices

LEP is not just about compliance . . .

It is about civil rights . . .

It is about personal safety . . .

It is about many domestic violence victims, robbery victims, relatives of victims, and many others who can

not speak English and who will likely not seek help if there is no indication someone can or is willing to help!

LEP recap It is a civil right. Applies to all subgrantees who receive federal funding. Written LEP plans should be designed to meet the needs of

those individuals in your community who have limited English proficiency.

Plans are a part of grant program monitors. A copy should be provided to the Crime Commission.

Helpful Resources:

http://www.lep.gov/

http://www.lep.gov/ISpeakCards2004.pdf

Required Reporting

All subgrantees must complete and submit: Grant Activity Summaries

Statistics Cash Reports

Reports are:

A requirement as outlined in the Grant Award’s Special Conditions.

Available online at http://www.ncc.ne.gov Due quarterly, on the 15th of the month (or the

prior business day) after the end of the quarter.

Please note: Depending on the funding source (state or federal) of a grant the subgrantee may be required to

complete other worksheets and reports.

Grant Activity SummaryPart 1 – Brief summary of the quarter for:

• Grant Funded Activities – Specific to grant funds

• Other Program Activities – not funded by grant funds– Special efforts and notable activities (i.e., key

coordination with other agencies; improvements in service delivery; training provided or attended; community awareness; success stories).

• Problems encountered, how addressed, and impact on funded project

– Major community/program issues; difficulties with coordination/planning; program changes; emerging issues or trends that impact the program; etc.

– Solutions identified to address the issues provided.

Part II – Report on Objectives & Performance Indicators

Grant Activity Summary cont… Grant administrators use information from summaries to

report on federal performance standards and for reports such as the Annual Report to the Governor and Nebraska Legislature.

A well written summary can be useful for preparing your next grant (i.e., continuation section).

When preparing a Grant Activity Summary remember to:

1) Use the correct grant number to ensure the report is matched with the correct funding stream and grant period.

2) Follow the Grant Activity Summary form format.

3) Before mailing, check to ensure it is signed by the correct person .

Considerations:Definitions – Are interruptions the same Consistency – year-to-year, can it be reproduce by others, are you comparing apples to apples or is it oranges to apples

Explain deviations – caution . . if you don’t understand how will others

Purpose

Needs Identification

Performance Measures

Program Development

Achieve Requirements

Types of Data

Units of Service

Numbers Served

Consumer Satisfaction

Statistics What are the numbers telling you?

Cash Reports Serve 2 purposes: Report expenditures and Request

funds Due Quarterly- same schedule as Activity Reports Submit 1 white and 1 yellow copy, must be SIGNED For payment, we must have your correct Federal ID#

and you must have DIRECT DEPOSIT. Once grant award and special conditions have been

completed and returned, submit a “start up” cash report. Cash requests are processed once a month. Requests in

by the 10th are processed that same month. Past the 10th are processed the following month.

Once all funds have been expended within the grant period a “final” cash report must be submitted within 45 days.

Requests containing errors are returned for corrections.

Sample Cash Report / Request http://www.ncc.ne.gov

Sub-grant Adjustments Can be submitted at any time. Mail signed request, response will be by email. 4 Purposes:

1. Program Modification – rarely used

2. Project Personnel – report changes in personnel or contact information for the Project Director, Project Coordinator, Fiscal Officer or Authorized Official

3. Project Period – use to change the beginning or end date that is indicated on the Grant Award

4. Budget Changes –must include narrative which explains proposed changes and why they are necessary

Sub-grant Adjustment Form - http://www.ncc.ne.gov

Grant Monitoring

The following monitors will be scheduled:

1. Financial Monitor

2. Program Monitor You will be notified by phone or email prior to

the monitor. Typically monitors occur once every 3 years

unless a new grant, which occurs within the first year

Most often on-site

Grant Monitoring cont. Have an organized filing system with the following:

– Copy of Application• Are you spending money the way it was set out in your budget?• Are you serving who you said you would serve?

– Grant Award and Special Conditions• Example: LEP, EEOP

– Forms• Policy & Procedures, Confidentiality, Intake, Assessment

– Correspondence

– Copies of Contracts

– Bills/Invoices

– Cash Reports

– Quarterly Activity Monitors

Grant Monitoring cont.

– Bills/Invoices– Cash Reports– Quarterly Activity Monitors– Facility Tours and introduction of Program

Staff– Post Monitor Correspondence which is

provided by the Crime Commission • Program Plans

• Corrective Action

Audits See Special Conditions for rules regarding

submission of audits to Crime Commission. It’s in your best interest to submit an annual

audit. $500,000 or more in federal funds, must have

an annual audit. The Audit and Letter of Findings must be

submitted to the Crime Commission. Electronic Copies are Accepted. Grant funds cannot pay for the cost of audits

Non-Profit Board Training

Contact Crime Commission Staff if board training is needed.

Review of Due Dates Contingencies and Revised Budgets: 30 days from

date on notification letter. Grant Award and Special Conditions: 30 days from

date it was mailed to you. Grant Activity:

July 1- Sept. 30 = Oct. 15Oct. 1- Dec. 31 = Jan. 15Jan. 1- Mar. 31 = Apr. 15Apr. 1- Jun. 30 = July 15

Cash Reports: Due by the 10th to get paid that month. Final Cash Report- 45 days after end of grant period.

Contact Information Crime Commission :

301 Centennial Mall South

P.O. Box 94946

Lincoln, NE 68509 Office:

402-471-2194 Fax:

402-471-2837 Website:

www.ncc.state.ne.us