OSEP Project Directors’ Conference Managing Your Grants 101 Terry Jackson – OSEP Shedeh Hajghassemali – OSEP July 22, 2008

2 Managing Grants Post Award Performance Conference/Kick-Off Meeting: Post Award Performance Conference/Kick-Off Meeting:  Budget and Management Plan  Project Objectives/Activities  Performance Measures (GPRA)  General and specific outcomes that are expected from Grantee performance.

3 Managing Grants – Some of the Basics  Evaluation plan  Annual Performance Report (APR)/Continuation Report  Final Report (End of project)  Logic Model ( Web site lists multiple on-line resources:  Technical Assistance  Performance measures  Provide guidance  Identify problems/issues

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5 Managing Grants – Some of the Basics (cont’d) Regular communication:  Monthly calls are recommended  s/correspondence Put grant award number in subject line (ex. H325K080024) Put grant award number in subject line (ex. H325K080024)  H – Principal office designator  325 – Program name (ex. Personnel Development)  K – sub-program identifier  08 – Year of funding  0024 – order grant was received in the competition

6 Purposes of Monitoring  Performance measurement  Technical Assistance  Project Management  Compliance  Fiscal Accountability

7 Compliance Monitoring  Legislative/Regulatory requirements  e.g., Make efforts to employ and advance in employment qualified individuals with disabilities in project activities (Section 606 of IDEA)  Applicable policies  Circulars that Office of Management and Budget (OMB) puts out   Grant terms and conditions  e.g., Personnel Development must spend 65% of funds for student training stipend

8 Complying with Statutory and Regulatory Requirements Depending on which type of entity your organization is, either Part 74, Subpart C or Part 80, Subpart C of Education Department General Administrative Regulations (EDGAR) to learn more about federal requirements related to grant management. Depending on which type of entity your organization is, either Part 74, Subpart C or Part 80, Subpart C of Education Department General Administrative Regulations (EDGAR) to learn more about federal requirements related to grant management.

9 Administrative Actions that Require Approval  Change in key personnel (see EDGAR § and 80.30);  The transfer of substantive programmatic work to a third party that was not previously agreed upon in grant proposal (see EDGAR § 74.25, and 80.30);  The absence of the project director or principal investigator for more than three months (see EDGAR § 74.25)

10 Administrative Actions that Require Approval (cont’d)  A 25 percent reduction in the project director or principal investigator’s time (see EDGAR § 74.25);  Pre-award costs incurred more than 90 days prior to the budget period;  The change in location of the grant from one entity to another;  Once grant is closed, difficult to reopen to pays bills not yet paid.

11 Administrative Actions that Require Approval (cont’d)  Time extensions (EDGAR § );  Any prior approval actions established by the terms and conditions of the grant; and  Any changes in indirect costs (i.e., from 20% to 30%).

12 What Grantees Cannot Do The Department of Education typically will not permit a grantee to change the projects scope that was originally outlined in the application. The Department of Education typically will not permit a grantee to change the projects scope that was originally outlined in the application.

13 Fiscal Monitoring  Regular and consistent drawdowns  Excessive drawdowns:  50% or more of funds in first quarter,  80% or more of funds in second quarter, and/or  100% of funds in the third quarter of the budget period.

14 Performance Monitoring  Meeting goals and objectives  Measuring project outcomes  Assessing continuous improvement against project milestones

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16 Performance Reporting  Annual Grant Performance Report  Progress report based on completed activities  Final Grant Performance Report  Last report  Ensure grantee achieved objectives

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18 Continuation of Funding is Contingent Upon  Grantee has made substantial progress toward objectives  Grantee has submitted required annual grant performance report  Project officer determines whether project continues to serve the priorities of the program  Project officer determines that the project maintains sound management and good fiscal responsibility

19 Project Officers are here to help you and are invested in making certain Grantees are successful. Project Officers are here to help you and are invested in making certain Grantees are successful.

20 Resources Grant Management Process Grant Management Process EDGAR (Education Department General Administrative Regulations) EDGAR (Education Department General Administrative Regulations) Reg/edgar.html