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Santa Cruz County - ONESolution Grant Management Process Santa Cruz County will use the grant management module to track each current grant and grants the

County applies for, whether the grant is awarded or not.

Contents New Grants/Grant Proposals ........................................................................................................................ 2

Proposal Tab ............................................................................................................................................. 2

Budget ....................................................................................................................................................... 9

Cost Sharing ............................................................................................................................................ 13

Proposal Notes ........................................................................................................................................ 14

Grant Information Worksheet Report SCZGM1000................................................................................ 15

Attachments ............................................................................................................................................ 17

Awarded/Not awarded Grants ................................................................................................................... 18

Grant Review Process ................................................................................................................................. 24

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New Grants/Grant Proposals Each new grant must have some basic information entered in the GMUPGM screen for reporting and

analysis purposes. Entries made to the Proposal, Budget, Cost Sharing (if applicable) and Proposal Notes

tabs are required during the proposal period for the grant whether the grant is awarded or not.

Information from these areas will be used to generate the Grant Information Worksheet report

(SCZGM1000), which is required for when you go to the BOS for approval to apply for the grant.

Proposal Tab 1. Access the Grant Management module in ONESolution. Screen mask GMUPGM

2. Click the Add Button to begin entering information about the grant

3. Use the Generate button to insert a Proposal Number

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4. If this is a new grant or does not have a JL Key assigned, use the Generate button again to

insert a Project ID. The Project ID is a temporary number. This will be changed to the JL Key

for the grant when the grant is awarded.

5. If the grant already has a JL key assigned to it, enter the JL Key belonging to the grant in the

Project ID field

Once the grant is awarded, it is suggested that you request a JL Key to track the financial

transactions related to the grant. The online request form is located here:

http://www.santacruzcounty.us/Departments/Auditor-

ControllerHome/JLKeyJLObjectRequestForm.aspx

6. Enter the Project Title. This is the Program name as it appears on the Single Audit, if this is a

Federal Award. If not, list the name as it appears on the Grant

Application/Announcement/Brochure/etc.

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7. If the grant has a JL or GL Key already associated with it, enter the key into the Ledger/Org

Key field. If there is not a GL/JL Key associated with the grant, but you would like to set one

up, use the online request form.

8. Enter the Department

9. Enter the Division

10. Save the record

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11. In the Proposal tab, enter information related to the grant proposal. Even if the grant is

already awarded, you must enter information into the bold/required fields.

12. Enter a description of the grant into the Title field of the proposal tab.

13. Enter the application due date for the grant in the Submit Date field

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14. Enter the date range for the grant. You must enter a Start and End Date for the grant. These

fields can be edited later if needed. You may use the other dates fields for informational

purposes if this is helpful to you

15. Enter the Sponsor Code for the grant.

For federal grants, this is the federal agency sponsoring the grant, not the pass through

agency. If your grant has a pass through agency, additional sponsor codes will be set up for

those agencies. Sponsor codes all begin with “G” and must be set up by the Auditor-

Controller’s Office. If you need a new sponsor code set up please use the online request

form on the Auditor-Controller’s ONESolution Information Page:

http://www.santacruzcounty.us/Departments/Auditor-

ControllerHome/GrantSponsorCodeRequestForm.aspx

Or use Ctrl+L or the Lookup button to see available sponsor codes.

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16. Enter any other information related to the sponsor into the Sponsor Ref, Sponsor Type and

RFP fields if applicable. Mark if the grant is Solicited

17. Select a purpose code for your grant

Purpose Code Descriptions are based on the taxonomy of grant definitions from the

Foundation Center.

18. Enter the Amount Requested

19. Enter the Pass Through entity for the grant if applicable. The options listed are based on the

Pass through entities in the Single Audit Report for the county. If your grant has a pass

through that is not listed, please notify AUDONESolution@santacruzcounty.us with the

information you would like added.

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20. The 2nd Flow-Through ID field would be used if the grant is flowing through an additional

agency such as another County Department. Currently no County Departments are listed. If

you would like something added that is not currently listed, please email

AUDONESolution@santacruzcounty.us

21. Enter whether the grant is new or continuing. If the grant is continuing, enter the prior

award number and year it was awarded

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22. The Approval area should be used by CAO staff after reviewing a grant proposal. Select the

type of approval it is, who is completing the approval and the date the approval was given.

23. After the board approves submission of the grant application, select the BOS approval

option and enter the date the approval was given

Budget Please note that the budget tab in the Grant Module is not related to the county budget. It is for

informational purposes only, though it is required for completion of the Grant Information Worksheet

report (SCZGM1000).

DO NOT enter budgeted revenues. ONLY EXPENDITURES.

1. Enter the Fiscal Year for the grant budget. If the grant is for a single fiscal year, or you would like

to enter the grant budget for only 1 year, enter the year. If the grant is for multi years, or

crosses fiscal years, use 9999 in this field. In the Proposed GM Budget Version field, select V1,

but can enter many versions of the grant budget if you wish.

Do not mark the budget as final at this point in the process.

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2. Enter The GL/JL Key and Object for your first budget line. If you would like the description for

the object code to appear differently for information purposes, enter the description you prefer

in the Override Object Description field.

3. Please note that the ledger (GL or JL) must match the ledger referenced in the top section of the

screen.

4. If there is a cash match amount for the budget line, enter the amount in the Cash Match field

5. Save the record

6. You will see the system generated totals populate based on what you have entered

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7. In the Justification Detail area you can break down each budget line into 5 separate items.

Please note that the justification detail amounts will override anything you entered into the

Funding Agency field. This also means you cannot include the cash match portion of your budget

line in the Justification Details. This is a flaw with the system.

8. Enter Justification Notes if desired

9. Save the record

10. The system may automatically add another budget line which means your budget tab will blank

out and at the bottom of the screen will show 2/2 in the record count.

11. If the system does not do this, you can manually add another budget line with the Add A Record

button at the bottom of the screen

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12. Enter additional budget information for the expenditures related to the grant including

employee compensation, Services and supplies, fixed assets

13. Be sure that each budget line you enter has the same Fiscal Year and Budget version

14. Once you have entered all the budget lines, you will see the Funding Agency and Cash Match

totals. This is just a sum of all the budget lines.

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Cost Sharing Many grants require a cash match or In-Kind contributions. The Cost Sharing tab is where these are

tracked.

1. Enter the Share Type. 00 is for Cash contributions, 01 is for In-Kind contributions. The Share

Description field automatically populates based on the type selected.

2. Enter the Amount Required

3. Enter a Description of the contribution

4. Use the Add A Record button to add as many different contributions as you need

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5. Save the record once you have entered all of the contributions

Proposal Notes In order to complete the Grant Information Worksheet report (SCZGM1000) which is required for grant

approval, you must enter specific information in the proposal notes tab.

A) Anticipated new county positions (number and classifications),

B) Anticipated subcontractors (names and anticipated payment amounts), and C) List all facilities to be used or acquired.

1. Enter the information required for the Grant Information Worksheet

2. Enter any other information related to the grant that you would like on the grant information

worksheet.

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Grant Information Worksheet Report SCZGM1000 Once you have entered all the proposal information for the grant, you should run the Grant Information

Worksheet report. This report will be attached to the board approval item.

1. In the ONESolution search bar, type SCZGM1000

2. Enter the Proposal number you would like the report for. Also, select the Budget version you

would like to show on the report

3. Click the Submit button

This is what the report looks like:

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4. The report will contain information about the grant based on what you entered. It may look odd

when you run the report, but clicking the PDF button at the top of the screen will correct the

look of the report.

5. Save the PDF version of the report and attach it to the package you submit to the board for

grant approval.

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Attachments

Attach a copy of the grant application

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Awarded/Not awarded Grants Once a grant is awarded, you must access the grant in GMUPGM and add information to show the status

of the grant.

1. If a grant was not awarded, you should change the status from PR to NA Not Awarded and save

the record. Nothing further is required.

2. If the grant is awarded, change the Status field from PR to A Awarded

3. If applicable, request a new JL Key to track financial transactions related to the grant. The online

request form is located here:

http://www.santacruzcounty.us/Departments/Auditor-

ControllerHome/JLKeyJLObjectRequestForm.aspx

4. Use the Rename Grant utility on the Tools tab to update the Project ID to match the JL Key that

will be used to track the financial transactions related to the grant.

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5. In the To Project ID field, enter the JL Key that will be used to track financial transactions related

to the grant

6. Click the Rename button

7. The Project ID will now match the JL Key used to track financial transactions related to the grant

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8. Access the Budget tab and mark the final budget version

9. In the Budget Approval tab, select the GL Destination Budget Version

Please note this is for reference only and will not be connected to the departments actual

budget in any way.

10. Enter basic budget approval information. Who in the department reviewed the budget, what

the status of the review was and the date the approval was given

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11. Once you mark the budget as final and enter the required information, access the Award tab.

You will see that the system populates some of the information for you.

12. Add an award date

13. Add a date the grant is funded through

14. Indicate if there is a sub agreement or Pre award

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15. If the sponsor provided an award number, enter it in the Sponsor Award Field

16. If you enter a revenue agreement into the Contract Management module for the grant, enter

the contract number here

17. If the grant is a federal grant, even if it passes through a State or other agency, enter the CFDA

number in the CFDA field. The CFDA number is required for Federal grants.

18. Enter the Award Type

19. Save

20. Once you save, the information from your final budget will populate in the totals area

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21. Attach the award notification and any other pertinent information to the grant

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Grant Review Process When Departments are applying for a grant, they should always enter basic information about the grant

in the ONESolution Grant Management module. By entering basic information into the grant module,

the department can create the Grant Information Worksheet which they will attach to their board

packet.

1. Determine what department is requesting approval to submit the grant application

2. Access the Grant Module in ONESolution (GMUPGM)

3. Click the Search button

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4. In the Department field, find the department who is applying for the grant, and select that

department

5. Click the Apply button

6. Any grants that department has entered will appear in the Records column

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7. In this example the department has not entered any grants except a test grant in the GMUPGM

module.

8. The Grant Information worksheet attached to their board packet was not generated by entering

information into the grant module

9. This is an example of a grant that was entered into ONESolution

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10. In this example, only the most basic information was entered, and a grant information

worksheet was not attached to the board packet, but the SCZGM1000 report can be run on the

grant:

11. No budget information was entered for the grant so the worksheet looks incomplete.

12. If you encounter a grant entered into ONESolution, access the Approvals tab within the Proposal

tab

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13. Update the Approvals area with the Type of approval, the user ID of the person reviewing the

grant application and the date