1. National Institute of Food and Agriculture Office of Grants and Financial Management OGFM Business Process May 22, 2012

2. Agenda OGFM Mission, Vision and Values OGFM Organizational Assessment OGFM Outreach and Communication Strategy NIFA Task Forces (Competitive & Capacity/Infrastructure) OMB COFAR OGFM Oversight – IPIA, OMB Do Not Pay Initiative NIFA Administrative Manual

3. OGFM Andrea Brandon NIFA Assistant Director OGFM Policy and Oversight Division William Bethel Director Awards Management Division Vacant Director Financial Operations Division Tonya Johnson Director

4. OGFM Mission, Vision & Values Mission Statement We, the Office of Grants and Financial Management (OGFM), administer grants, cooperative agreements, and other federal financial assistance with policy, funding, and oversight to support the National Institute of Food and Agriculture in advancing food and agricultural sciences.

5. OGFM Vision Statement Going from Good to Great with Eight: Commit business activities to policy Establish an integrated electronic workflow to eliminate the use of paper Increase stakeholder outreach and education Empower staff in order to improve productivity, efficiency, and workforce satisfaction Enhance communication, collaboration, and cooperation both internally and with external business partners and stakeholders Align financial management goals with the U.S. Department of Agriculture ’ s financial management scorecard Engage stakeholders in two-way dialogue in order to improve relationships Streamline business processes to improve operational effectiveness and efficiency

6. OGFM Values Statement As a team and individuals working to achieve our mission and vision, we value: Trust Ethics Accountability Motivation Willingness Ownership Respect Knowledge

7. OGFM’s Vision-Based Strategic Plan Rollout Four OGFM Working Groups developed to address specific items with regards to implementation of Vision-Based Strategic Plan: Inventory documents (i.e. policies, procedures, SOPs) Present webinars & cross-training for OGFM Inventory positions and clearly define divisional handoffs Enhance internal customer service with stakeholder input Logic Models created for each project Inputs, Activities & Participation (Outputs) - Short, Medium, and Long Term outcomes are clearly documented Metrics developed for outputs Action Learning Sessions – Ongoing Action Learning to help with OGFM inter-divisional collaboration

8. OGFM Organizational Assessment Goals and Objectives: Concurrent with the Vision-Based Strategic Planning effort, OGFM and NIFA leadership identified the need to conduct an Organizational Assessment to accomplish the following: Establish a baseline understanding of the current state (culture) of OGFM Develop recommendations to improve business operations Develop recommendations to enhance the workplace environment

9. OGFM Outreach and Communication Strategy OGFM Strategic Goals Enhancing communication, collaboration, and cooperation with external business partners and stakeholders Increasing stakeholder outreach and education Engaging stakeholders in two- way dialogue Value to Grantees Increase communication with/from OGFM Provide a forum for feedback/questions on a monthly basis Enhance existing knowledge on high priority topics/issues for grantee organizations Gain insight on where to direct questions/requests for action

10. OGFM Communication Strategy The following elements are included as part of the Grantee Outreach Program piloted by OGFM: Data from Alaska Town hall Meeting collected/analyzed Orientation Call/Suggested Topic Collection Monthly Outreach Calls (“pilot” monthly calls to continue through mid-June) 1890 Land Grant Institution “Pilot” Live Outreach Meeting (Jacksonville, FL) 1994 15minute Calls to Presidents (or delegated person) Webinar with HSIs Communication Audit across OGFM/NIFA Town Hall during WV NERAOC NEROAC OGFM Questionnaire Document Lessons Learned – Set new communication strategy FY13

11. NIFA Task Forces Competitive Programs Task Force Peer Review Process Capacity and Infrastructure Task Force Formula Grant Process Formula Calculations Allocation Process Award Process (POW, SF-425s, Match Waivers, Policies, Etc.) IT Infrastructure to support the process

12. OMB COFAR 2011 OMB Initiated the Council on Federal Assistance Reform (COFAR) The COFAR is attempting to create an “Omnibus Circular” A-21 (time and effort reporting) Indirect Costs A-133 Audit Requirements Threshold Equipment/supplies Purchases

13. OGFM Oversight OGFM POD Oversight Branch – Branch Chief, Mr. Edward Nwaba A-133 Audits OIG Audits OIG Hotline Complaints GAO Audits IPIA Site Visits/Audits -- OMB Do Not Pay Initiative NIFA Indirect Cost Negotiation

14. NIFA Administrative Manual Will be out for Stakeholder comment second week in June 2012 – 45 day comment period Will be out for NIFA comment next week Non-Formula portion already Complete Formula Grant portion completed but making edits Will e-mail document and post on NIFA website for comment

15. Key Points of Contact If you have questions about this topic please contact: Andrea L. Brandon, MPA NIFA Assistant Director Office of Grants and Financial Management abrandon@nifa.usda.govabrandon@nifa.usda.gov, (202) 401-6021

16. Q&A