1. Office of Adult & Juvenile Justice Assistance (OAJJA) Division of Criminal Justice LLEG 2015 www.dcj.state.co.us http://dcj.state.co.us/oajja/

2. Introductions Presenters: Kenya Lyons Cindy Johnson

3. Materials you will need for this webinar 1. Sample of Financial Forms 2. Sample Grant Modification request 3. Sample Prior Approval Forms 4. Compliance Checklists 5. Performance Measurement Tool User Guide

4. Today’s goals  Review general grant requirements  Review DCJ grant forms  Review LLEG specific reporting forms  Review how to submit forms in COGMS  Provide answers to common questions  Review Monitoring Procedures  How to use on-line federal Performance Measurement Tool (PMT)

5. Grant Management Resources  Your DCJ Program Manager  DCJ Administrative Guide and Instructions for Federal Office of Justice Programs and Grants (Revised July 2012) – located in the OAJJA website  OAJJA web site - http://dcj.oajja.state.co.us/http://dcj.oajja.state.co.us/  DCJ web site - http://dcj.state.co.us/  OJP Financial Guide – 2014 edition http://www.ojp.usdoj.gov/financialguide/index.htm

6. General Requirements  You are required to report quarterly expenditures Reports are reviewed to ensure proper expenditures of federal and cash match dollars  You are required to report progress toward project goals and objectives

7. DCJ Admin Guide

8. Contains the information that will help you understand and meet the financial, administrative and audit requirements for your grant. Admin Guide is available on-line at: https://sites.google.com/a/state.co.us/dcj- oajj/publications-reports/dcj-admin-guides The Project Director and Financial Officer of each grant should have a copy or have access to the DCJ Admin Guide!

10. SETTING UP A WORKING GRANT FILE  Grant Agreement Contract Includes signed award documents, including definitions, application and exhibits  All Correspondence related to grant  Administrative Guide (access to it)  Copies of or original receipts/invoices to support approved expenditures in the approved budget categories (personnel, supplies, operating, travel, equipment, etc) of the original grant application; payroll records ; mileage vouchers  Signed (Memorandum of Understanding) MOU’s with outside entities if applicable  Signed copy of contracts/purchase orders with outside vendors/consultants  Time records from any contractor(s) being paid with grant dollars

11. Working Grant File Cont.  A letter if your project was not operational within 60 days of the signature of the State Controller or his delegate. The letter should address what steps were taken to initiate the project, why were there delays and what was the anticipated start date  Internal agency timesheets and time records  Any released reports and/or other publications, notices, visual or audio publications (books, films, manuals, etc)  Any Conference Policy and Certification forms  Any other items/documentation related to the grant award

12. WORKING GRANT FILE CONT. Remember: If you have multiple grants with DCJ, you must have a separate working file for each grant! Also remember: Each grant has a unique grant number! Please make sure to include this number in all your correspondence with DCJ

13. Award documents

14. Award document  Grant Agreement (contract) between the Grantee and DCJ includes table of contents, State Special Provisions, Federal Certified Assurances and Exhibits (i.e, special conditions, goals & objectives, budget, and sample grant modification templates). For example:  Exhibit A lists any Special Conditions of the Award  Exhibit B2 is the approved budget by line item

15. Project Information ViewStep Setup Award Colorado Justice Assistance Grant 2012 Project Information Applicant Agency Name:City of Sesame Project Title:Sesame Street Grant Number:2012-12-DJ-0000555-01-1 Project Director:Big Bird Type of Funding for this Project:New Requested Amount:$1,000,000 Recommended Funding:Partial Recommend Funding Amount:$10,000 From:10/1/12 To:9/30/12 Grant Financial Officer:Cindy Johnson Grant Program Manager:Kenya Lyons Important Information about your Project and where to find it: The federal CFDA Number(16.738), or Catalog for Domestic Assistance is located on page 2, RECITALS #3-A of the award document. You will need to know this number for any required audit you receive. Your final approved budget is located in EXHIBIT B2 – Budget and Budget Narrative of the award document. For a quick budget summary you can look under H: Total Request Special Conditions are located in EXHIBIT A. These vary project by project This award document needs to be signed by your Authorized Official, DCJ’s Director and a representative of the State Controller’s office before it is considered a legal and binding grant contract. Grant Number - can also be found on the top right corner of your award documents Amount Awarded Grant Duration Know your project period. Activities that fall outside the project period will not be reimbursed. Path of screen shot location: Submissions/ Acknowledge Award Schedule & Documents folder/ Acknowledgement / Generate Award Documents

17. Project Director Responsibilities  Project Director has the ultimate responsibility for the grant project.  Project Director must be aware at all times about what is happening with the grant project.  Project Director must know what the grant application includes; what the grant pays for and what your agency agreed to do.  Project Director is the “go to” person. It is fine to use administrative staff to help with details, however, the Project Director must have complete oversight of the project.  Completion and submission of all DCJ Reporting Forms: quarterly narrative reports, quarterly financial reports, cash requests, and any grant modifications.  Coordinate with the project’s Financial Officer on a regular basis and keep them in the communication loop with regards to grant activities.

18. PROJECT DIRECTOR RESPONSIBILITIES CONT.  Project Director must thoroughly review invoices, receipts, payroll records, mileage vouchers, time sheets, etc. and all other expenses related to the grant.  All expense back-up documents should be marked with the uniquely assigned grant name and number and then signed off by the Project Director with your ORIGINAL signature and date.  What are the goals of the project? Are grant project goals being met? Are there issues with project goals?  Responsible for monitoring and managing any contracted services. Pay close attention to time sheets and invoices they should have detailed information about the number of hours worked and what was performed.  Stay in regular communication with your DCJ grant manager; it is better to “ask a question”, than to GUESS!  Be responsive to your DCJ grant manager as they are your “best resource”!

19. FINANCIAL OFFICER RESPONSIBILITIES  Financial Officer must thoroughly review invoices, receipts, payroll records, mileage vouchers, time sheets, etc. and all other expenses related to the grant.  Ensure that all internal controls are in place and are operating.  Set up accounting system(s) structure for the grant. Should be a unique set of accounting codes that separates expenditures, revenues and identifies them to this grant.  Coordinate with the Project Director on a regular basis and keep them in the communication loop with regard to financial status of the grant.  Reconcile at least quarterly to general ledger or sub-ledger accounts.  Prepare the financial reports using quarterly data from your accounting system.  Monitor budget for proper expenditures.

21. DCJ Forms – award schedule Post Award Submissions which is where you will access: All Narrative Reports All Financial Reports Payment Requests Prior Approvals for Equipment and Professional Services Monitoring Modification Requests

22. DCJ Forms – award schedule Click on the Setup Award to see ALL (including financial) required forms Path of screen shot location: Submissions/ Acknowledge Award Schedule & Documents folder/ Acknowledgement

23. DCJ Forms – award schedule Required forms that are applicable to your project are listed in the Award Schedule Financial Report Forms: Quarterly Financial Report – 1-A Payment Request – form 3 Narrative Report Forms: JAG Universal Quarterly report JAG Universal Final Prior Approval Forms: Professional Services/Consultant – form 16 Equipment Procurement – form 13 Equipment Retention – form 5

24. DCJ Forms DCJ Form 1-A Quarterly and Final Financial Report  Used to report project expenditures for the quarter.  Expenditures of funds must reconcile to the agency’s General Ledger. If sub-ledgers are used, a process to reconcile the sub-ledger to the General Ledger must be in place.  The 1-A may contain Unpaid Invoices (any unpaid invoice(s) for the quarter or the legal commitment for goods/services not yet paid), however, the FINAL financial report cannot contain Unpaid Invoices.

25. DCJ Forms DCJ Form 1-A Quarterly and Final Financial Report  Quarterly reports must be submitted in COGMS within 15 days after the end of each calendar quarter, even if you do not incur any expenses within the quarter  Projects with start dates other than the first day of a calendar quarter must still report at the end of the calendar quarter

26. DCJ Forms DCJ Form 1-A Quarterly and Final Financial Report  Final report must be submitted in COGMS within 45 days after the end of the grant award period.  The final can be combined with the last quarterly report if: Awarded funds have been fully expended, All invoices have been paid, and The report is submitted no later than 15 days after the end of the grant award period.

27. 1st Quarter Report The “Approved Budget” column is your final budget reflected in your Grant Agreement, Exhibit B2, Budget Section H, Total Request, or your most recent approved Budget Revision. Enter quarterly expenditures in the “Expenditures This Quarter” column. The system will calculate “Total Expenditures to Date”. Just click on the calculate button on the bottom of the form. List any unpaid invoices/obligations in “Unpaid Invoices at the End of the Quarter” column. Personnel and Indirect/Admin costs never have unpaid invoices. Click on “Save & Next” once all expenditures have been entered to proceed to the Report Certification. These figures would be the amounts for the 1st Qtr. DCJ Form 3 Cash Request lines 1-3

28. 2 nd and Last Quarter Report/Final Example A Totals in “Expenditures Beginning of the Quarter” column are brought forward from the previous report. Even though this report will also be considered the “Final” report, it is due 15 days after the end of the quarter. Accurately report expenses to match your accounting ledgers, even if you have not spent all of your money. All invoices and expenses should be paid for this report to be final. This is a required report. The financial report in your submission list labeled “Final” is an optional report, and only required if you report unpaid invoices.

29. 2 nd and Last Quarter Report/Final Example A (Cont.) Report Certification: After you have certified that the content of your report is accurate, and before you submit your financial report, pick “Yes” below where it says “Final Financial Report”. The Report Certification must be checked. By certifying the grantee understands that backup documentation must be kept on hand and made available to DCJ if requested. Click “Save & Next” to proceed to the Submission Summary to “submit” your report. This field will only be visible on the last quarter. If you have reported unpaid invoices, select “NO” to indicate that this is not your final report.

30. 2nd Quarter Report Example B For the 2 nd quarter report, any and all Unpaid Invoices/Obligations MUST be reported and a separate “Final” report is required. This report is due 15 days after the end of the quarter. You then have 30 days to pay the unpaid invoices reported in the “Unpaid Invoices at the End of Quarter” column and submit the Final report. Cannot be submitted as FINAL because there are still unpaid invoices when the report was due.

31. Final Report Example B The only expenditure(s) that will show on this report is the payment of the Unpaid Invoice(s) reported on the last quarter report. This report is due 45 days after the end of the grant, giving you 30 days to pay your unpaid invoice(s) after the last quarter report was submitted Notice that the only expense reported is the Unpaid Invoice from the 4 th quarter report..

32. DCJ Forms Payment Request  Most Payment Requests are submitted on a quarterly reimbursement basis with your Financial Expenditure Report (Form 1-A)  Federal cash on hand cannot exceed more than 10 days of anticipated expenditures  Verify that the Payment Request matches reported expenditures on the Form 1-A if on a quarterly reimbursement basis  Your Payment Request will not be approved for payment if your: Narrative/Financial reports are late or submitted incorrectly Required documentation has not been received Any applicable Special Conditions have not been met

33. DCJ Forms Common errors with the Payment Request  Request does not match reported expenditures for the quarter  Requesting funds in advance on an estimated basis (excessive draw down of funds)  Requesting funds when progress has not been made on grant activities

34. Payment Request for All Agencies Line 1: Total amount of expenditures for this time period. Line 2: Cash match – this will always be “0” for JAG programs Line 3: Balance of federal dollars needed Line 4: Federal award amount. Line 5: Federal dollars received to date Line 6: Federal dollars requested but not yet received Line 7: Total amount of this request. This line should be the same at Line 3 above. Line 8: Total of lines 5, 6 and 7 Line 9: Available federal dollars remaining Click on Recalculate to calculate your data. Then click on the Save and Next Button. You will then have to “Certify” and “Submit” your request. On the final payment request for your grant, if your award was fully expended line 9 should be $0, otherwise the balance remaining should reflect the unspent federal funds you will be not be using on your project. These funds will then be deobligated at the close out of your grant. Federal or State award only. Does not include match amount

35. JAG Specific Reporting Forms How they are used Monitor Project Progress Due dates 15 days after the end of the calendar quarter (4/15 and 7/15) DO NOT FORGET PMT, THIS IS ALSO DUE 4/15 and 7/15

36. JAG Specific Reporting Forms Narrative Report Components  JAG Universal Form  Demographic table (Section I) must be completed when a project provides direct services (by the applicant agency and/or the vendor)  Project Activities (Section II) - Report activities for each goal/objective – as listed in the final approved JAG application  Once an objective has been met, note that it has been COMPLETED.  Describe any other activities that have contributed to the progress/success of the project.  If there was NO ACTIVITY for the quarter, you must provide an explanation.  Submit within 15 days after the end of the calendar quarter

37. If your project is going to provide direct services, you will need to complete the Demographic Table. If not, choose NO.

38. JAG Universal Form Common error with the JAG Universal Form – Narrative  Not addressing any problems encountered with the project (staff issues, lack of progress, etc.)  Not providing sufficient detail on activities  Not completing the demographic table, if applicable.

39. JAG Universal Final Report  The FINAL Narrative is due within 45 days of the end of the grant period; this report is in addition to the final quarterly narrative report  Must include a summary of the entire grant, with an emphasis on the impact of the project on the Problem identified in the grant application Common errors  Final report does not include impact statement, only summarizes the quarterly information  Repeats last quarter information only  Demographic table is not completed

40. The Demographic table will need to be completed if direct services have been provided.

41. DCJ Forms QUARTERLY FINANCIAL REPORT QUARTERLY JAG UNIVERSAL NARRATIVE FORMS PAYMENT REQUEST

42. Modification requests One Modification Request can be submitted for more than one type of request at the same time. Reasons for requests need to be clear and detailed. If the narrative does not provide adequate detail, the Modification Request will be denied. Once a Modification Request is submitted, Grant Managers will reopen the corresponding application section (ie. Goals and Objectives) so that the Project Director can submit these changes. Please note – Grant extensions still need to be submitted a minimum of 60 days in advance. We would like to decrease the budget in Travel by $2,000 and increase the budget in Supplies & Operating by $2,000. We have reviewed our budget and have discovered that we will have less travel expenses than anticipated and we would like to purchase safety locks for hand guns and provide these to our participants in our trainings throughout the remainder of the grant period

43. DCJ Modification requests Budget Revision - General Approval  Must include a narrative explaining the need for the budget revision.  NOTE: Changes within a Budget Category, e.g., items within the supplies and operating category, usually do not require a modification but the grantee must discuss this with their DCJ Grant Manager. Common errors with Budget Revisions  The form has been submitted without the required reasons for the request  The budget revision requested changes the scope of the project, this will require a Contract Amendment NOTE: VERBAL APPROVAL IS NOT SUFFICIENT

44. DCJ Modification requests Change in Officials- General Approval  Any changes in the project officials must be communicated to your DCJ grant manager  Must include a narrative explaining the need for the change Common errors with Change In Project Official Revisions  The official(s) left before change(s) was requested

45. DCJ Modification request Change in Grant Award Period- Option Letter  Unilateral only (signed by State only)  Used to request no-cost extension to the grant award period  Request should be made at least 60 days prior to the end of the grant award period  A grant extension will not be approved after the end of the grant award period – cannot be retroactive  Must include a narrative explaining the need for the extension  All reports must be up-to-date and applicable Special Conditions must have been met for the change to be considered NOTE: VERBAL APPROVAL IS NOT SUFFICIENT

46. DCJ Modification requests Common errors with Grant Extensions  Grantee does not request the change in a timely manner  Grantee does not justify the need for the extension  The end date being requested is past the federal or state award end date (is the money still “good”)  Multiple extensions – does this signify that the project is in trouble?

47. DCJ Modification requests Modification of Other Grant Agreements – Contract Amendment  Bi-lateral signatures are required  To add, modify, or delete goals and/or objectives of the project  A narrative explaining and justifying the requested change is required Common errors  Does the requested modification change the whole scope of the grant? NOTE: VERBAL APPROVAL IS NOT SUFFICIENT

48. DCJ Modification requests Contract Tools:  General Approval – used to update project officials, budget revisions,**late start dates and close the grant early  Option Letter – this form is used for a change in grant award period  Contract Amendment – changes in goals and objectives  Grant Funding Change Letter – this form is used to increase or decrease funding A modification request must be submitted in COGMS no later than 60 days prior to the grant end date.

49. DCJ Prior Approval Forms DCJ Form 16 Professional Services/Consultant Certification  This form in COGMS is used to obtain DCJ approval for the procurement of services by outside vendors who will be under contract with the grantee agency for the funded project.  Grantee must comply with all appropriate local, state and/or federal procurement procedures.  Required back-up documentation (i.e. scope of work, draft contract) must be submitted by mail, fax, or email to DCJ – these documents cannot be attached in COGMS.  The subgrantee must receive approval from DCJ prior to executing the final contract.  All expenses must be supported by a valid, signed contract between the grantee and the contractor, and by detailed invoices from the contractor, which have been approved for payment by the Project Director.  The debarment/excluded parties list needs to be checked at https://www.sam.gov https://www.sam.gov  The maximum hourly rate cannot exceed $81.25 or $650 per 8 hour day without prior approval. Note: Payment requests will not be approved if form(s) have not been received and approved.

50. DCJ Prior Approval Forms Common errors with the DCJ Form 16  The grantee did not follow the appropriate procurement procedures  The grantee did not provide justification if it is a sole source contract  All appropriate back-up documentation was not submitted (statement of work, contract, procurement policy, MOU, detailed contract budget, timeframes, etc.)  The contract was not signed by an authorized official of the grantee agency and/or the contract agency who has authority to enter into contracts  The debarment/excluded parties list was not consulted:  Justification was not included if the hourly wage exceeded $81.25 per hour or $650 per 8 hour day Note: Form 16 must be approved prior to contract execution!

51. Form 16 Backup documentation needs to be submitted to DCJ outside of COGMS

52. DCJ Prior Approval Forms DCJ Form 13 Equipment Procurement Certification  Used to obtain prior approval to purchase equipment  Equipment = Tangible, nonexpendable property with an acquisition cost of $5,000 or more and a useful life of more than one year  Grantee must comply with all applicable local, state, or federal procurement procedures  Grantee must document procurement procedure and submit all back-up documentation (i.e. copy of procedure, bids, sole source justification, etc.) to DCJ by mail, fax or email – cannot be attached in COGMS  Form must be completed in its entirety to be approved

53. DCJ Prior Approval Forms Common errors with the DCJ Form 13  The grantee did not follow their agency’s appropriate procurement procedures  The grantee did not document the bids and/or did not provide adequate documentation to DCJ  The Form 13 was not submitted and approved before the equipment purchase Note: Payment requests will not be processed if form(s) have not been received and approved

54. Backup documentation needs to be provided outside of COGMS Form 13 pg 1 Form 13 pg 2

55. DCJ Equipment Close-Out Form DCJ Form 5 Equipment Inventory/Retention  Submitted to record the equipment purchased with the grant and matching funds  The form must be completed and submitted via COGMS by the Project Director within 45 days of the grant end date  Grantee must resubmit this form upon a change in disposition of any equipment, even if it occurs after the end of the grant period  OJP Financial Guide provides program specific information on equipment disposition

56. DCJ Equipment Close-Out Form Common errors with the DCJ Form 5  Grantee fails to submit Form 5 or to comply with retention requirements  Grantee does not submit a separate Form 5 for each piece of equipment

57. Form 5

58. CIVIL RIGHTS REQUIREMENT Limited English Proficiency Limited English Proficiency (LEP) Executive Order 13166: Improving Access to Services for Persons with Limited English Proficiency  Your agency must take reasonable steps to ensure meaningful access to programs, services, and information free of charge  www.lep.gov www.lep.gov  www.ojp.usdoj.gov/about/ocr/lep.htm www.ojp.usdoj.gov/about/ocr/lep.htm

59. Civil Rights Requirement Equal Opportunity Employment Plans Grantees are required to prepare an Equal Opportunity Employment Plan (EEOP) if their agency is:  State or local government agency or any business; AND  50 or more employees; AND  Received single award of $25,000 or more Organizations receiving a single award of over $500,000 must submit EEOP to the Federal Office for Civil Rights (OCR) Findings of discrimination must be reported to DCJ

60. CERTIFICATION FORM 30 DCJ Form 30 Certification of Compliance  Grantees certify that their agency is in compliance with regulations and requirements regarding Limited English Proficiency, Civil Rights, and for EEOP.  This form has already been signed and submitted

61. Other federal requirements Twelve-Step Recovery Programs: Are permitted with JAG but recipients are prohibited from using federal funds to engage in inherently (or explicitly) religious activities, such as proselytizing, scripture study, or worship. Faith-based recipients may, of course, engage in inherently religious activities; however, these activities must be separate in time or location from the program supported with federal funds and participation in these programs must be voluntary. More information is located in Appendix B of the JAG instructions. Drug Free Work Environment: JAG funds are federal funds, therefore recipients, both applicant agency and vendor(s), must comply with a drug free work environment which includes Marijuana.

62. DCJ Forms QUARTERLY FINANCIAL REPORT & PROJECT INCOME REPORT (IF APPLICABLE) PAYMENT REQUEST EEOP Form 30 Forms 13 and 5 Form 16 General Approval Option Letter Contract Amendment Grant Funding Change Letter QUARTERLY JAG UNIVERSAL NARRATIVE FORMS

64. GRANT MONITORING What purpose does monitoring serve?  To assist our grantees in meeting all applicable state and federal rules and requirements for the proper use of grant funds  Better understanding of grant requirements  Higher level of compliance

65. THE IMPORTANCE OF MONITORING  DCJ distributes millions of dollars in federal funding to various entities throughout the state.  DCJ has taken a pro-active approach to help our grant funded agencies attain compliance with all federal and state requirements. Our goal: To help grant funded projects be successful on all levels. Monitoring IS NOT an audit. It is a compliance review.

66. GRANT MONITORING AWARD DOCUMENTS  The grant agreement (contract) and application form the foundation for assessing performance and compliance – essential to monitoring activities.  Special Conditions – federal and state  Certified Assurances and Special Provisions  Provisions within the grant agreement  Deliverables:  Goals and objectives  Project budget  Evaluation – reporting requirements

67. GRANT MONITORING A RISK BASED APPROACH DCJ developed streamlined process with specific criteria to determine risk.  Size of the award  Complexity of the project  Grantee’s experience with project  Past history of performance  Audit results  Reporting and payment requests  Other concerns and/or issues Three rankings – low, moderate and high risk

68. Indicators of Risk Common Issues:  Late quarterly reports  Cash requests not submitted or completed incorrectly  Project start-up delayed  Spending too quickly or too slowly  Discrepancies between narrative and financial reports  Expenditures in unauthorized budget categories on reports  Approved budget figures are wrong on quarterly financial reports

69. Indicators of Risk Serious Issues:  Pattern of spending in wrong budget category  On-going minor problems that are not resolved  Unresponsive to requests for information  Project goals not being met

70. INDICATORS OF RISK Critical Issues:  Allegations of misuse of funds  Allegations of misconduct or violations of grant conditions  Audit findings or unresolved findings  False certification of requirements  Failure to comply with previous requests NOTE: Unresolved issues may result in loss of funding

71. Top 10 compliance Issues 1. Reports submitted late 2. Inaccurate reports 3. Lack of documentation 4. Inadequate monitoring of contractors/vendors 5. Inadequate time and effort records (time sheets) 6. Commingling of funds 7. Lack of a budget for tracking expenditures 8. Excess cash on hand 9. Unallowable costs 10. Inappropriate changes

72. Monitoring Process Desk Review – for 100% of grantees. Accomplished on an on-going basis through the review of:  Grant applications  Reports and other data  Payment requests and supporting documentation DCJ staff provide technical assistance as a result of their review which results in a higher level of compliance for most grantees.

73. Monitoring Process Desk Monitoring – For low risk grantees and those moderate risk grantees not selected for a site visit.  Grantees complete two (2) monitoring checklists – general compliance and programmatic.  Items selected from the programmatic checklist are based on the type of project on a case-by-case basis.

74. Monitoring Process On-site Monitoring – for high risk, moderate risk and those selected by the program manager based on indicators of risk or other factors such as:  Multiple projects for one agency  Technical assistance needed  A full financial, administrative and programmatic review is conducted.  Includes the general compliance and programmatic checklists in all instances

75. Monitoring Process  Who is responsible? Completion of the DCJ “General Compliance Checklist” and the DCJ “Grant Program Specific Checklist” is the responsibility of the Project Director  A good approach to completing the checklists: All parties (Project Director, Financial Officer and other staff knowledgeable about the grant) work together in answering the questions and compiling the required information and documentation.

76. Monitoring Process  The compliance checklist instructions - include several resources, please use this opportunity as an educational experience.  Time investment: It takes a few hours to review and complete the checklists, and to compile the requested information. DO NOT wait until a few days before the due date to review and complete the checklists. NOTE: There are several questions on the checklists that will ask you to collect and compile relevant information that must be forwarded with your completed checklists.

77. Monitoring Process  The Project Director & Financial Officer will be contacted about a formal monitoring visit via a phone call or email from your DCJ Grant Manager  Once a date has been selected, the Project Director and Financial Officer will receive:  Initial letter (email) confirming the scheduled monitoring site visit along with instructions for both the general compliance and programmatic checklists  A COGMS generated email letting you the monitoring checklists are available in COGMS for completion  A Final Report once monitoring is completed

79. Closing Out a Grant  Verify that copies of all reports, including final reports (final project income reports if applicable), have been submitted and copies are in your working grant file  Verify that all back-up materials (timesheets, invoices, accounting reports, etc.) for 1-A’s are in your working grant file  For equipment grants: the Form 5 is submitted  Verify that all formal monitoring findings have been resolved, if applicable.  Records retention: 8 years after the end of date of the grant.

80. For Justice Assistance Grant (JAG) Recipients

81.  Required by the federal Bureau of Justice Assistance (BJA)  Used to show the impact of JAG funds to Congress  Reported by you on the BJA on-line tool at: https://www.bjaperformancetools.org/ https://www.bjaperformancetools.org/  Due 15 days after the calendar quarter (Jan 15 and April 15)

82.  There are 7 JAG Purpose Areas 01- Law Enforcement** 02- Prosecution, Court, & Indigent Defense 03- Prevention and Education 04- Corrections and Community Corrections 05- Drug Treatment and Drug Courts 06- Planning and Evaluation 07- Crime Victim and Witness Protection ◦ Example of grant number (2012-DJ-12-000011-01-2 ) ◦ Each purpose area has its own activities ◦ The Local Law Enforcement Grant Program is only Purpose Area 01 – Law Enforcement Purpose Area

83.  Programs  Personnel (JAG)  Equipment Purchases and Technology Investments  Training (JAG)  Task Forces (includes SEIZURES, and Targeted or Organized Law Enforcement Initiatives)  Drug Enforcement  Seizures ONLY (does not include Task Force)

84.  All 7 Purpose Areas have the following activities in addition to their purpose area specific activities: Personnel - only count people 1 time as either hired or maintained (if hired and reported in one quarter that is it – they are not ever reported as retained) Equipment Purchases and Technology Investments -equipment purchases and/or technology investments made to improve efficiency and/or cost savings Training - includes sponsoring a training or attending a training Accomplishments – any accomplishments during the reporting period

85.  The activities will be selected for you by your Grant Manager.  The activities selected are tied to your budget.  You may not feel the activities selected truly represent your program but the instructions for the PMT are clear you only select activities funded by JAG funds.  You can discuss additional work under the accomplishments section.

86. Enter User ID and Password provided by your DCJ Grant Manager

87. DCJ Provided User ID & Password Sign-In

88. Add your email address. This will become your new User ID.

91. Select and answer 3 security questions for future password recovery if needed Submit Your Response

92. Contact your Grant Manager if your contact information is different You may enter a Secondary Contact Continue

93. Select: Begin Reporting Process

94. Q1. Need to answer each quarter – if you spent any funds the answer is “Yes” Q2. Has been answered for you by your GM Top of page

95. Bottom of page Q4. Has been entered For you Hit save to move on

96. Your GM will fill this in for you. It is based strictly on your budget You may not see this page because your GM has entered the info for you

97. Select “Enter General Information” You may not see this page because your GM has entered the info for you

98. Your GM will fill this whole page out for you Hit Save

99. You’ll start by selecting Enter…. whichever program area you are funded under. (It will be burgundy colored)

100. For each activity area selected based on your budget, you will click on the activity, enter the required data, and SAVE that data. You will then move to your next activity. You must complete each activity area.

101. If you have not answered all the questions as required, you will get a comment in red here and the questions that need to be answered will also be highlighted in red. Answer the red outlined questions then hit SAVE.

102. Again activities on the side The last item is Accomplishments – every grant has to enter narrative information regarding accomplishments for the quarter! Click Save to Continue

103. Once you hit save on the previous screen, because all of your data has been successfully entered, you will now be asked to submit your data to grantor (DCJ).

104. You will be asked to confirm the accuracy of the data you entered. If you are ready to submit the data, select “Yes”. If you need to change anything, select “No” and you can go back and fix your data.

105. Once you say yes that you want to submit your data, you will see this screen. You can create your own report of the data you entered (recommended). If you are done select “return to home”.

106. This is the last page. Double check that it says “complete” – “view data”. Lastly, log-out, you are done!

107.  Your Grant Manager will go in to the PMT and verify your data.  Once all data has been entered by all grantees, OAJJA will run the final report for the entire grant award year and submit it to BJA.  If you do not enter your project data by the deadline (15 days after calendar quarter), you will be jeopardizing the entire state’s compliance – this can result in the termination of your grant.

108. Questions???

109. Feedback and Questions Who to call after today: Financial Matters Cindy Johnson(303) 239-4443 All Other Grant Questions: Kenya Lyons(303) 239-4475 Meg Williams- OAJJA Manager(303) 239-5717 Thank you for your time.