1. Establishing a Grants office: the basics
Eric Brenner
FFIS Federal Grants Training
October 13, 2016

2. Why? Increase federal funding Goal alignment Compliance
Grants Office
Increase federal funding
Goal alignment
Compliance
Bridge to locals, non-profits
Training
Liaison with DC
Institutional expertise
Letters of support

3. Three Essential Components
Point-of-Contact System (POC)
Annual Report
Website

4. Points of Contact (POCs)
Governor initiates process
Identified by cabinet or agency head
Most knowledgeable about grants
Compiles list of current grants
Regular meetings with outside speakers

5. Major responsibilities of POCs
Collect federal funds data
ID grant opportunities
Coordinate application process
Respond to locals, nonprofits, constituents

6. Expanding the State POC Network
IHEs
National Foundations/Foundation Center
Local POCs
Local governments
Community colleges
Public libraries
School districts
Foundations
Volunteer centers

7. The Annual Report Data Collection Report Preparation
Budget office compiles master spreadsheet
Grants office distributes to POCs
POCs add descriptions, how money is used, and how distributed
Releases in hard copy and/or online
Grants office prepares analysis and comparisons

8. Maryland’s annual report
FY 2014 DNA BACKLOG REDUCTION
Program Description: The goal of this project is to reduce forensic DNA sample turnaround time, increase throughput of the DNA laboratory, and reduce the DNA casework backlog within the Forensic Biology Section. MSP-FSD eliminated its DNA database backlog in This was accomplished by the outsourcing of database samples to a vendor laboratory followed by data review and entry into CODIS by MSP-FSD staff. The focus of this grant is to eliminate the current casework backlog, to improve on current casework procedures, and to ensure that the lab is compliant with national and international quality assurance standards.
FY14 (exp) FY15 (approp) FY16 (est)
$ 0 $ 50,000 $ 297,703

9. Website One-stop shopping Tendency can be to hoard information
Success requires sharing widely
One-stop shopping
Useful information broadly targeted
Keep it fresh
Chock-full of information
FAQs for the public
POC contact info

10. Digging Deeper: Grants office basics
Source of authority
Executive order
Statute
Source of funding
Cost allocation
General fund
Scope
Grants
Contracts
Size and structure
Governor’s office
Budget office
Build a customer base through training
Staff skills
Knowledge of state government
Knowledge of federal grants management
DC connections
State offices in DC
District offices of members of Congress
Formula re-authorization

11. Digging Deeper: Finding grant opportunities
Federal grants
Grants.gov
Annual report must identify
Federal research
NSF annual summary
State grants
Governor’s grants office can replicate grants.gov
Local grants
Governor’s grants office partners with counties, local governments
Foundation grants
Rare for states to get
Partnering with non-profits
Other sources
FFIS
USAspending.gov
Pew report on flow of federal funds to states

12. Digging Deeper: Managing grants
Single audit: # of findings versus $ attached to them
Trends over time and comparisons with other states
Federal Audit Clearinghouse website
Audits
Federal “draw-down” reports
Expenditure monitoring
Spending the full award

13. Digging Deeper: Training and technical assistance
Annual conference
Webinars

14. Digging Deeper: Performance measures
# of grants won
$ received by state
$ received statewide
# of training participants
# of trainings
# of POC meetings
# of new audit findings
% of $ tied to audit findings
Grants that support governor’s agenda

15. 12 parting thoughts
There are considerable benefits to a grants office
A strong POC network will increase scope and strength
Measure federal funds to get a baseline
Maintain an open and comprehensive website
Always point constituents in the right direction
Keep increasing the circle of grants people
Early results should be positive; later can be a challenge
As the benefits of an office become more obvious , its scope expands
Implement peer learning
Focus on success, not failure
Don’t always chase the money
View the grants office as statewide service for a wide range of constituents