1. Grants Management Updates

2. Agenda  Office of Grants Management  Allocation Process  2016-2017 Preliminary Allocations  Program Specific Guidance  Title I Schoolwide Consolidated Funding  On Rollover and Carryover  Next Steps Louisiana Believes 2

3. Office of Grants Management

4. Grants Management Programs 4 Louisiana Believes School Improvement Grants - SIG 1003(g) Title II Math & Science Partnership - MSP Education Excellence Fund – EEF High Cost Services 21 st Century

5. Grants Management Functions 5 Louisiana Believes Calculate Entitlement/Formula Allocations Prepare and process Competitive and Other Allocations for BESE approval Generate Grant Award Notifications (GANs) Upload allocations into eGMS Conduct fiscal review and approval in eGMS Conduct Final Review in eGMS Update unexpended balances in GAP

6. Contact Us 6 Louisiana Believes Program Questions SIG - John Hanley – john.hanley@la.govjohn.hanley@la.gov MSP/EEF/HCS/21 st Century - Kenya Jenkins – kenya.pierce@la.gov kenya.pierce@la.gov Grants Management Help Desk Phone: 225-342-6266 Email: randy.littleton@la.govrandy.littleton@la.gov

7. Allocation Process

8. Allocation Trends 8 Louisiana Believes Louisiana’s Title Allocations Program2015 Actual2016 Preliminary 2017 Estimate Title I, Part A$284,164,949$289,759,328 $294,973,031 Title I, Part C$ 2,442,927$ 2,442,927 $ 2,198,634 Title II, Part A$ 52,094,533$ 51,419,318 $ 49,333,336 Title III, Part A$ 3,019,553$ 3,083,048 $ 3,312,248 Title IV, 21 st Century$ 22,316,104$ 21,974,838 $ 18,835,473 Title X$ 1,248,853$ 1,333,511 $ 1,624,670

9. Title I 9 Louisiana Believes USED calculates allocations across the nation by county for Basic, Targeted, Concentration, and EFIG using census data The state allocation represents a roll-up of all Parish Allocations Formula captures 1% admin, ~2% for Type 2 Charters, and 0-4% for School Improvement 1003(a) Economically Disadvantaged counts are only used in the event of a Type 5 Charter – the Parish Allocation amount is prorated among entities based on counts

10. Title II 10 Louisiana Believes State allocation is received Admin and Set Aside are taken off the top Eisenhower amount and Class Size Reduction amount have been established since 2002 The remaining is split 20% population and 80% poverty Total student count is determined using statewide student population to calculate a PPA A Population Amount is calculated for each district Economically Disadvantaged total student count statewide is used to calculate the PPA amount for the poverty amount A Poverty Amount is calculated for each district using the PPA and each district’s Economically Disadvantaged count

11. Allocation Cycle 11 Louisiana Believes Preliminary Allocations Calculations completed and internally approved Preliminary GANs are published Preliminary allocation amounts are loaded into eGMS Original Application completed Amendments may be completed Final Allocations Calculations completed and internally approved Final GANs are published Final allocation amounts are loaded into eGMS Amendment completed Additional amendments may be completed

12. End of the Year Reporting 12 Louisiana Believes 6/30 PER determines Rollover – actual expenditures 9/30 PER determines Carryover – actual expenditures and obligations

13. 2015-2016 Grant Close Out Activities 13 Louisiana Believes Why is the 6/30 PER important? NCLB Programs – To determine available 2015-2016 funds to roll into 2016-2017 NCLB Consolidated Application What are the submission timelines and end dates? Final claims for 2015-2016 should be submitted by July 15, 2016. PERs should be submitted once final claims are submitted. All PERs should be submitted by July 22, 2016.

14. 2015-2016 Grant Close Out Activities 14 Louisiana Believes Why is the 9/30 PER important Title I – To determine 2015-2016 excess funds for release or waiver What are the submission timelines and end dates? 9/30 PERs should be completed by 10/22 PERs should include all expenditures and obligations as of 9/30 Waivers should be requested by 12/1 Excess funds will be released at final allocation time

15. 2014-2015 Title I - Excess Funds 15 Louisiana Believes Title I requires that 85% of funds be expended or obligated in the first 15 months of the allocation Any amount over 15% unobligated as carryover is identified as excess funds LEAs are allowed 1 waiver for excess funds in a three-year period LEAs that are not eligible for a waiver will have their excess funds released and reallocated

16. 16-17 Preliminary Allocations

17. 2016-2017 Preliminary Allocations 17 Louisiana Believes What should I be doing now? Review where you are on expenditures with 15-16 grants Submit budget revisions for 15-16 grants if needed Confirm that all purchases and services are on track to make the necessary invoice and expenditure dates for 15-16 grants Budget for 2016-2017 based on 90% of your 2015-2016 federal formula grant final allocations Conduct needs assessments to identify school and district needs – Collaborate with School Staff – Collaborate with Academic Staff – Collaborate with Professional Development Staff

18. 2016-2017 Preliminary Allocations 18 Louisiana Believes What needs to happen in eGMS? Review access and security settings Contact information will need to be reviewed and saved/entered Assurances will need to be accepted Key Planning Decisions need to be completed Applications will need to be created

19. Check and Double Check! 19 Louisiana Believes Overall All calculations included in descriptions are correct All items have a dollar amount inserted There are no placeholders in the budget Code 100 List job titles Use “up to” or “approximate” to prevent needing revisions Code 200 Code 100 should have benefits with matching EIC Tuition Code 300 Contractor is an individual or entity external to the district Contractors with benefits or travel Code 500 Web-based licenses Code 600 Licenses Examples of supplies to be purchased.

20. Notification Emails 20 Louisiana Believes Accept Accept with Comments Reject

21. Program Specific Guidance

22. 22 Louisiana Believes Updated to align to Uniform Grant Guidance Will be updated to align to ESSA Available at: http://www.louisianabelieves.com/docs/default- source/teacher-toolbox-resources/program-specific- guidance-for-leas.pdf?sfvrsn=2 In the District Support Toolbox: http://www.louisianabelieves.com/resources/classr oom-support-toolbox/district-support-toolbox http://www.louisianabelieves.com/resources/classr oom-support-toolbox/district-support-toolbox

23. Sole Source Oversight 23 Louisiana Believes In order for a subrecipient to use federal funds to purchase an item as sole source, the SEA must agree that the item in question is indeed a sole source item and the aggregate purchase must be over $3,000 (CFR Section 200.320).

24. Sole Source Oversight 24 Louisiana Believes CFR 200.320(f) states that noncompetitive procurements (sole source) may only be used when one or more of the following circumstances apply: (f) Procurement by noncompetitive proposals. Procurement by non- competitive proposals is procurement through solicitation of a proposal from only one source and may be used only when one or more of the following circumstances apply: (1) The item is available only from a single source; (2) The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation; (3)The Federal awarding agency or pass-through entity expressly authorizes noncompetitive proposals in response to a written request from the non-Federal entity; or (4)After solicitation of a number of sources, competition is determined inadequate.

25. Sole Source Review Process 25 Louisiana Believes

26. Sole Source Review Process 26 Louisiana Believes Note that the request must include: 1)Fiscal and program documentation from the subrecipient which shows that the subrecipient is requesting the purchase of a product/services that may be considered sole source (as defined by CFR 200.320[f]). 2)Documentation from the subrecipient or the vendor which demonstrates that the product/service is only available from a particular vendor.

27. Title I Schoolwide Consolidated Funding

28. 28 Louisiana Believes What does this mean? Consolidating funds in a schoolwide program means that a school treats the funds it is consolidating like they are a single “pool” of funds. In other words, the funds from the contributing programs in the school lose their individual identity and the school has one flexible pool of funds The school uses funds from this consolidated schoolwide pool to support any activity of the schoolwide program without regard to which program contributed the specific funds used for a particular activity.

29. Title I Schoolwide Consolidated Funding 29 Louisiana Believes Cohort LEA Volunteers Any district willing to exercise maximum flexibility One year of planning Implement during the 2016-2017 school year LDOE’s fiscal and program teams will assist Washington attorneys will support/train as well

30. On Rollover and Carryover

31. 2014-2015 Title I Part A 31 Louisiana Believes Object CodeBudgeted AmountProjected Roll Over 100 – Salaries$162,075,79925% = $40,518,950 200 – Benefits$61,688,41425% = $15,422,103 300 – Purchase Professional/Technical Services $17,930,19210% = $1,793,019 400 – Purchased Property Services$2,659,79910% = $265,980 500 – Other Purchased Services$16,585,38610% = $1,658,539 600 – Supplies$54,477,09210% = $5,447,709 700 – Property$553,86010% = $55,386 800 – Other objects$140,93010% = $14,093 900 – Indirect Costs$23,550,28110% = $2,355,028 Grand Totals$339,661,753$67,530,807 2014-2015 Rollover into 2015-2016 application = $50,037,083 2013-2014 Carryover into 2015-2016 application = $194,157

32. 2014-2015 Title II Part A 32 Louisiana Believes Object CodeBudgeted AmountProjected Roll Over 100 – Salaries$29,943,04125% = $7,485,760 200 – Benefits$12,366,12525% = $3,091,531 300 – Purchase Professional/Technical Services $8,405,39210% = $840,539 400 – Purchased Property Services$20,58310% = $2,058 500 – Other Purchased Services$6,385,69110% = $638,569 600 – Supplies$2,119,07910% = $211,908 800 – Other objects$2,726,59010% = $272,659 900 – Indirect Costs$4,541,38110% = $454,138 Grand Totals$66,507,882$12,997,163 2014-2015 Rollover into 2015-2016 application = $20,015,811 2013-2014 Carryover into 2015-2016 application = $897,582

33. 2015-2016 Title I Part A 33 Louisiana Believes Object CodeBudgeted AmountProjected Roll Over 100 – Salaries$153,899,24225% = $38,474,810 200 – Benefits$58,311,56325% = $14,577,891 300 – Purchase Professional/Technical Services $13,397,02110% = $1,339,702 400 – Purchased Property Services$2,335,81210% = $233,581 500 – Other Purchased Services$17,082,82010% = $1,708,282 600 – Supplies$34,762,48610% = $3,476,248 700 – Property$255,17310% = $25,517 800 – Other objects$139,58710% = $13,959 900 – Indirect Costs$20,484,89110% = $2,048,489 Grand Totals$300,668,595$61,898,480 Ideal 2015-2016 Roll Over into 2016-2017 = $55,690,815

34. Title I as of 4/4/2016 34 Louisiana Believes

35. 2015-2016 Title II Part A 35 Louisiana Believes Object CodeBudgeted AmountProjected Roll Over 100 – Salaries$28,008,78725% = $7,002,197 200 – Benefits$12,905,27825% = $3,226,319 300 – Purchase Professional/Technical Services $7,696,08710% = $769,609 400 – Purchased Property Services$35,60010% = $3,560 500 – Other Purchased Services$5,878,12110% = $587,812 600 – Supplies$1,455,01710% = $145,502 800 – Other objects$2,590,19110% = $259,019 900 – Indirect Costs$4,430,63010% = $443,063 Grand Totals$62,999,711$12,437,080 Ideal 2015-2016 Roll Over into 2016-2017 = $9,798,981

36. Title II as of 4/4/2016 36 Louisiana Believes

37. Next Steps

38. Next Steps: 38 Louisiana Believes 1.Create and submit amendments for final supplemental allocations by March 31, 2016. 2.Review expenditures to determine remaining balances and submit revisions if needed on grants that end on June 30, 2016 or September 30, 2016. 3.Confirm that all staff that work with closeout activities for grants are on the same page. 4.Confirm who is doing what in eGMS to prepare for all applications to be in eGMS for next year. (Note: An application will have to be created to view the approved GAN.) 5.Complete budget planning for next year.

39. Contact Information 39 Louisiana Believes Sheila Guidry, Executive Director 225-342-3900 sheila.guidry@la.gov