Pre Award Process for Federal Program Officers Competitive Grants Randi Neff Federal Program Officer

Pre Award Process for Competitive Grants Develop Federal Funding Opportunity –Meet to discuss Timeline – Publication through Funding –Write first draft of Federal Funding Opportunity (FFO) –Incorporate consideration and comment from staff Include: –Specific submission categories –Criteria used for selection process and review –Pre-proposal Requirement (if any) Create Request for Application in Grants Online  Develop Timeline Publication through Funding

Publish Federal Register Notice (FRN)Thursday, June 30, 2005 Total # of Days All pre-proposals due ( if applicable)Friday, August 05, 2005 Pre-proposal review startTuesday, August 09, 2005 Pre-proposal Encourage/Discourage LettersFriday, August 12, 2005 All proposals dueMonday, October 03, Panelist Packages MailedFriday, October 07, Panel MeetingTuesday, November 08, Post-panel discussionFriday, November 11, Programmatic SelectionTuesday, November 15, st Contact with ApplicantsMonday, November 21, Final Contact with ApplicantsThursday, December 15, Submission to Grants Management DivisionMonday, January 30, Grants AwardedFriday, March 31, Timeline - Publication through Funding

Grants Online Request For Application Process Create via RFA (Request For Application) Tab –Create Competitive RFA –RFA Name, Fiscal Year, CFDA Number –Supplementary Information: Anticipated Funding Amount, Anticipated Number of Awards –Selected Addresses, Contact Information –Create Competition – Group –Review Events –Special Award Conditions –Minimum Requirements

FY ’06 Business Process Re-engineering Recommendations 1) Improve Federal Program Officer & Grant Specialist Communication and Coordination Increase interaction between Federal Program Officer and Grants Specialist, involve Grants Specialist in Pre-Award activities, i.e., creation of Request For Application/Federal Funding Opportunity and merit reviews 2) Standardize Electronic Grant Package Submissions Standard Guidelines to be established, i.e., separate budget, statement of work, and narrative, use dates for revised documents

FY ’06 Business Process Re-engineering Recommendations 3) Ensure Grantee Compliance with NOAA’s Grant Award Terms and Conditions through Proactive Site Visits Establish site visit program to ensure grantee understanding of NOAA mission. Establish a day dunning letter to ensure timely receipt of progress reports and financial reports.

Grants Online Applications Tips Common Errors

Budget Narrative - Tips Match Budget Narrative with SF-424a Break down costs in Budget Narrative Provide explanation for all equipment $5,000 and above Narrate all sub-contract budgets Show cost share breakdown in Budget Narrative Multi Year grants need to have separate Narratives and Statement of Work for each year Show Multi year budgets on SF-424a

Grants Online Tips Separate files for ease of access for the grant specialist Keep scope of work as separate file from budget narrative Separate and label each file Label files, e.g.," Revised SF-424a July 03, 2006”

Common Errors CD-346, Name Check, not submitted (Needed for Non-Profit Organizations) Indirect Cost rate agreement not submitted and/or incorrectly applied Revised SF-424 with correct dates and correct amounts not submitted Budget Narrative does not match SF-424a

Questions ?