Module 4: Disaster Recovery Grant Reporting

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1 Module 4: Disaster Recovery Grant Reporting 1

2 Module 4 Content Overview of DRGR Open an Account Action Plans Drawdowns Quarterly Reports 2

3 Overview What is DRGR? How does info flow in DRGR? 3

4 Overview What is DRGR? DRGR is an online computer system for HUD staff and grantees. Grantees can use DRGR to: Submit information on activities funded under Action Plans (APs) and Amendments Group and track activities by Projects Create and approve vouchers to draw down funding for activities as needed Submit Quarterly Performance Reports (QPRs) HUD staff can review and comment on DRGR APs and QPRs 4

5 Overview How Does Information Flow in DRGR? Grant and Activity Setup/Funding Activity Obligation & Drawdown Reporting 5

6 Overview How Does Information Flow in DRGR? (CONTINUED) 6

7 DRGR ACTION PLAN / REPORTING PROCESS DRAFT Original in Progress Submitted Await for Review SUBMIT 7

8 DRGR ACTION PLAN / REPORTING PROCESS DRAFT Original in Progress / EDIT Modified Resubmit When Ready Submitted Await for Review SUBMIT REJECT Rejected Await for Modification 8

9 DRGR ACTION PLAN / REPORTING PROCESS DRAFT Original in Progress / EDIT Modified Resubmit When Ready Submitted Await for Review SUBMIT REJECT Rejected Await for Modification APPROVE Reviewed and Approved 9

10 DRGR ACTION PLAN / REPORTING PROCESS DRAFT Original in Progress / EDIT Modified Resubmit When Ready DRAFT Original in Progress Submitted Await for Review SUBMIT REJECT Rejected Await for Modification APPROVE Reviewed and Approved REJECT Rejected Await for Modification 10

11 DRGR ACTION PLAN / REPORTING PROCESS DRAFT Original in Progress / EDIT Modified Resubmit When Ready DRAFT Original in Progress / EDIT Modified Resubmit When Ready Submitted Await for Review SUBMIT SUBMIT Submitted Await for Review REJECT Rejected Await for Modification APPROVE Reviewed and Approved REJECT Rejected Await for Modification APPROVE Reviewed and Approved 11

12 Requesting a Grantee DRGR Account Send following information to CPD Field Office staff: User Name Grantee Address, Phone/Fax, and 6-digit number you can remember Your roles (a) Grantee System Admin, (b) Request or Approve Drawdowns CPD Field Office staff will forward authorized requests to DRGR_Help@hud.gov 12

13 Logon to DRGR 13

14 DRGR Release 6.3 Jan 2009 Unique User ID and PWs assigned and managed by HUD HQ DRGR staff DRGR Release 6.4 July 2009 HUD Single Sign-on - User ID and PWs assigned and managed across HUD systems 14

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16 Use Main Navigation Bar to Select Module Use Module Navigation Menu links to select screens Use Page Help on Right or Help Index on Left 16

17 Main Navigation Bar vs. Module Links Link only shows for Grantee Admin Users Links show for ALL Grantee Users Search Voucher Link shows for ALL Users Other Links Only for Users with Draw Rights Link shows for ALL Grantee Users 17

18 DRGR SYSTEM TIPS Navigate using DRGR Links Never use browser s BACK button Logout using the Logout link in Utilities System times out after 20 minutes Save early, save often NSP grant numbers have N in 5 th digit Example: B-08-UN

19 Grantee Admin Module and Links

20 ADMIN USER AUTHORIZATION 20

21 ACTION PLAN KEY STEPS Add Plan/Confirm Grant Enter Narrative on Community-Level Needs Add/Edit Projects Add/Edit Activities 21

22 Adding an Action Plan Confirm Grant 22

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25 ACTION PLAN NARRATIVES DRGR Release 6.3 Jan 2009: Disaster Damage and Recovery Needs DRGR Release 6.4 July 2009: Appropriation Specific Narratives- Including NSP. Basic formatting Bold, Italic, Underline, Bullets 25

26 DRGR PROJECTS VS. ACTIVITIES Separate DRGR activities are required if there are any subawards, separate national objectives, DRGR activity types, or multifamily properties. Projects are used to group activities by categories such as major programs outlined in Disaster Recovery Action Plan (Housing, Econ. Devt, Infrastructure) or eligible use categories for NSP. Projects are entered first. Activities are entered second since they must be assigned to projects. 26

27 PROJECT & ACTIVITY SET-UP There are two main paths and a variation on the 2 nd path available to grantees in setting up projects: Path 1 Grantees that have not yet entered any project-level data in the DRGR system, but know all their project and activity budgets. Path 2 Grantees that have the grant amount in the Bucket or Restricted Balance project budget Variation Grantees primarily states and urban counties making competitive awards, but have not made selections yet. 27

28 Path 1: Create project budgets first and assign each activity added to a project. Path 2 Activities can be assigned to the Bucket or Restricted Balance project budgets. For any assigned to restricted, your CPD rep will have to work with you to re-assign activities and their budgets to approved projects. Variation Grantees may include project and activities with know budgets, but will not add activities until these are known. Path 2 and the Variation will use the ADJUST PROJECT BUDGET checkbox on the Edit Activity Page 1 Screen 28

29 ADDING/EDITING PROJECTS 29

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33 New features in DRGR Release 6.4: Edit Activity Page shows blocks by HUD or Grantee System Admin Users 33

34 New features in DRGR Release 6.4: Activity Grant Budget has title: Total Budget, Program Funds Select Project button launches SEARCH PROJECT screen 34

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39 New features in DRGR Release 6.4: Grantee Can View Entire Action Plan with Activity Index by Project # and Download Print Version (PDF) 39

40 DRGR DRAWDOWNS Obligate funds to an activity Create a voucher Search for a voucher View a voucher or voucher line item Cancel a voucher line item Revise a voucher line item Approve or reject a voucher line item Revoke approval of a voucher line item Block an activity from drawdowns 40

41 Obligations 41

42 Search results Links to additional search results 42

43 Information about the selected activity Budget information Enter amount to be obligated 43

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45 Select the date to submit to LOCCS Click this button to locate the activities to include in the voucher 45

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47 Select activities to include 47

48 Program Income selected as Fund Type 48

49 New fields Click amounts to see how they were calculated Enter drawdown amounts 49

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54 QPRs 54

55 System Rules for APs and QPRs New QPRs may be submitted without the approval of prior QPRs, but may not be submitted if changes have been made to the Action Plan such as adding projects/activities, changing budgets, or changing performance goals. Action Plan changes should be submitted in advance of QPR due dates to allow review of Action Plan changes. If Action Plans are in approved status, grantees can continue to add and submit QPRs for approval regardless of the status of prior QPRs. However, HUD staff must approve QPRs in order since the data is cumulative based on prior QPRs. 55

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57 Q P R LIST OF REPORTS 57

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60 Q P R - ACTIVITY LEVEL: Addresses and Accomplishments from Quarter Only 60

61 Read Only from Drawdown Module 61

62 Q P R REPORT OUTPUT 62

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65 HUD QPR LIST SCREEN 65

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67 HUD QPR OVERALL PROGRESS COMMENT 67

68 HUD QPR ACTIVITY COMMENT 68

69 DRGR Release 6.4 Reports Module: DRGR Grantee and Field Users can download spreadsheets and/or PDFs of their grant data 69

70 For more information, You can also find more information at programs/drsi/drgrs.cfm 70

71 DRGR Resources DRGR FAQs with NSP Updates User Guide for DRGR Drawdowns, Release 6.3 Mid-Course Adjustment for Entering NSP Eligible Uses, Eligible Activities, and NSP Grant Information in the DRGR System DRGR Updates New Features/Upcoming Releases 71

72 Module 4 Summary Overview of DRGR Open an Account Action Plans Drawdowns Quarterly Reports 72