1. GRANTS ARCHITECTURE 101 Presented By: Bruce A. Holmes, Grants Management Specialist Office of Federal Assistance Management (OFAM) October 12, 2010 Rosslyn, VA

2. OFAM Organizational Chart -DGMO & Grants Branches Program Project Officer & the Grants Management Specialist Roles and Responsibilities Pre-Award and Post Award Process -NGA (Reading) Grants Systems & Resources WORKSHOP OUTLINE

3. OFAM Organizational Chart

4. Division of Grants Policy Works with HRSA’s Program Offices to publish Funding Opportunity Announcements (FOAs) to ensure FOAs align with legislation and are consistent with Government-wide requirements Coordinates with DGMO, DFI, and DIR on policy Post FOAs on Grants.govGrants.gov Provides Technical Assistance to grant applicants and authorizes waivers and exemptions. (DGPWaivers@hrsa.gov)

5. Division of Financial Integrity Serves as HRSA’s focal point for coordinating Financial audits of grantees; Conducts financial assessments of grantee’s accounting systems to assure fiscal stability to manage a federal grantee (Sends pertinent information to DGMO and the respective HRSA project officer prior to funding; Coordinates external financial audits and works won resolutions of audit findings. Serves as HRSA’s liaison to the office of the inspector general and government accounting office for matters related to specific grants and HRSA internal operations; and Serves as HRSA’s liaison for fraudulent activities and reporting to Federal agencies.

6. Division of Independent Review Plans, directs and carries all aspects of HRSA’s independent review / peer review processes For HRSA’s competitive discretionary and cooperative Agreement programs: assuring that each is conducted fairly, openly, and objectively. Develops and implements policies and procedures for the review / process Provides Technical Assistance and guidance to Review stakeholders Prepares Distributes HRSA’s rank order lists and distributes.

7. Summary of Application Review Process 1.Introduction 2.Overview 3.Initial Scoring 4.Open Discussion 5.Formulating and Editing the Summary Statements 6.Scoring the application 7.Budget Discussion 8.Funding Factors (if applicable) 9.Recommendations to HRSA

8. HRSA Staff Review Administrator: Guides, oversees, and verifies the integrity of the objective review process Program: Responds to specific technical and programmatic issues Grants Management Specialist: Assists with budget issues Summary of Application Review Process

9. Division of Grants Management Operations Responsible for all aspects of the grant award process; Develops standard operating procedures, methods and materials for HRSA grant’s administration and operations; Reviews The Federal Financial Reports and prepares budget analyses and other fiscal reports and on grantee funds usage. Provides grants all aspects fiscal and business administrative technical assistance to applicants and grantees Provides data analyses as necessary for budget planning, hearings, operational planning and management decisions; & Provides fiscal guidance in the develop of funding opportunity instructions with the program project officer and other OFAM Directorates

10. GRANTS PROCESS Pre Award (HRSA PO and OFAM ) Post Award (HRSA PO and OFAM) Grant Close Out (OFAM)

11. DGMO In The Pre-Award & Post-Award Processes GRANTS PROCESS

12. DGMO In The Pre-Award Process These partners includes HRSA Program Offices, and the other components of OFAM: DGMO with Division of Grants Policy (DGP), and HRSA Program Offices, can work together on: Award Instrument selection Guidance development and review Scheduling Project Period start and end dates. GRANTS PROCESS

13. Agency Contacts Program Contact:_____________________ Grants Management Contact:____________ Payment Management Center____________ EHBs Help Desk:______________________ Grants.gov Help Desk: New Competition

14. PO, GMS, PMS (AR) When a grant (cooperative agreement or grant) is made, a HRSA Project Officer (PO) and a HRSA Grants Management Specialist (GMS) will be assigned to oversee the implementation of your grant The HRSA PO complements the business management knowledge of the GMS with expertise in scientific, technical, or programmatic areas The Personnel Services Center, Payment Management Systems Account Representative will be assigned These key stakeholders are available to provide assistance in navigating unfamiliar territory as you implement your project.

15. GRANTEE RESPONSIBILITIES Implement work plans to ensure that the project’s goals and objectives are achieved in an efficient and timely manner Submit completed required performance and financial reports on time as required in your Notice of Grant Award (NGA) “Terms and Conditions” Ensure that key project staff members attend and participate in HRSA sponsored workshops and meetings Work collaboratively with your assigned grants management officer and project officer

16. THE HRSA PROJECT OFFICER Responsible for providing defining programmatic objectives and oversight responsibility for program performance; Provide requested input on the disposition of prior approval requests to the GMS; Refer fiscal and questionable situations to the GMS for resolution; and Refer any incoming written prior approval requests to the GMS

17. GRANTS MANAGEMENT SPECIALIST’S ROLE Provides clarification on grants regulations and financial aspects of the project Reviews and make recommendations on continued Federal support Monitors compliance with grant requirements and cost policies Monitor receipt of all required reports and follow-up as necessary to obtain delinquent reports Issues Notice of Grant Awards NOTE: The HRSA Grants Management Officer is the legal authority and has final say on all changes/revisions : approving or denying program expenditures.

18. GRANT TIMELINE Provides clarification on grants regulations and financial aspects of the project Reviews and make recommendations on continued Federal support Monitors compliance with grant requirements and cost policies Monitor receipt of all required reports and follow-up as necessary to obtain delinquent reports Issues Notice of Grant Awards NOTE: The HRSA Grants Management Officer is the legal authority and has final say on all changes/revisions : approving or denying program expenditures.

19. GRANT TIMELINE May-Aug.Aug.-SeptSept.May-JuneAug.Nov.

20. THE NOTICE OF GRANT AWARD

21. THE NOTICE OF GRANT AWARD NUMBER

22. THE NOTICE OF GRANT AWARD

23. 23 NGA BACK PAGE MATTER 1.HRSA EHBs Registration Requirements 2.Terms and Conditions : Grant Specific and/or Program Specific terms and conditions 3.Standard Terms: PMS Contact info 4.Reporting Requirements 5.NGA E:Mail Address Distribution List 6.Program and Grant Contacts

24. 24 COST PRINCIPLES What are they? A set of rules that are used to achieve uniformity in the treatment of costs by specific type of recipient organization. Specific Types are: Education States, Local, and Indian Tribal Governments Non-profits

25. http://www.hrsa.gov/grants/hhsgrantspolicy.pdf FEDERAL COST PRINCIPLES COST PRINCIPLES Entity TypeCircularsGrants-wideHHS Programs Education Institutions OMB A-212 CFR 22045 CFR 74.27 State and Local Governments OMB A-872 CFR 22545 CFR 92.22 Non-ProfitsOMB A-1222 CFR 23045 CFR 74.27

26. 26 Your Financial Management Systems Federal grantees are required to have financial management systems that provide for timely, accurate, current, and complete disclosure of financial information while providing oversight and protection of Federal funds. If a grantee does not have an adequate system it can prevent successful accomplishment of grant objectives. COST PRINCIPLES

27. 1.HRSA INTERNET GRANT RESOURCES: http://www.hrsa.gov/grants/index.htmlhttp://www.hrsa.gov/grants/index.html 1.- Under Next Steps: Register with Electronic Handbooks (EHBs) 2.Report Your Grant Data 3.Become a Grant Review 2.Electronic Handbooks (EHBs) Registration https://grants.hrsa.gov/webexternal/login.asp https://grants.hrsa.gov/webexternal/login.asp 3.Federal Funding Accountability and Transparency Act (FFATA) new reporting requirements. 4.New Non-Competing Continuation Process; http://www.hrsa.gov/grants/noncompetingcontinuation/index.html http://www.hrsa.gov/grants/noncompetingcontinuation/index.html 5.Under Related Links: HHS Grants Policy Statement:, Definitions and Explanations 6.Help with Grant Applications: HRSA Call Center Number 7.Use the DATA & STATISTICS: (Mapping Services & Data): Geospatial Data Warehouse. 8.Under the MANAGE YOUR GRANT: Technical Assistance: FFR, EHBs 2.0 Grant Resources

28. Post Award The Post Award phase of grants management is where and when the day to activities of grant monitoring occurs. Grants Management Office is responsible for all business management aspects associated with award and administration of grants i e -signing awards -lifting of conditions -prior approvals -review of any NICRAs or Indirect Cost Agreements -responses to Freedom of Information Act (FOIA) requests -notices of suspension/termination -continuous monitoring of fiscal management (in conjunction with our Division of Financial Integrity (DFI)

29. Post Award Reporting Progress – Grantees are required to submit to HRSA periodic reports to reflect the progress on activities to date. NGA would spell out the frequency and information to be included in the report. FFR – Federal Financial Report for HRSA grantees are due 90 days after the budget period ends. This report will give the details of the grantees spending for the period. Continued funding decisions can be made based on the reports.

30. Close Out The final phase of the grant life cycle or Project Period End Date. Grantees are required to submit information on progress (template to be designed by programming office, equipment (purchase & disposition), supplies and final FFR (totally liquidated)