Good Grant Management Today More Awards Tomorrow. Essex County College

Transcription

1 Good Grant Management Today More Awards Tomorrow Essex County College Presented By: Neil DeHaan, Ph.D., Director of Grants Yvette Jefferies, Asst. Dir. Of Development John Vadnais, Grant Writer/Consultant 1

2 Good Grant Management Today Be recognized as a key player in your arena. Be invited to apply again. Learn of new grants. Gain cooperation on Budget Amendments. Earn the funder s respect. Obtain more awards! More Awards Tomorrow Grant Performance Matters! Avoid lost opportunities. Avoid reductions in funding. Avoid funding cancellations. Avoid legal issues. Avoid audit issues and costs. Avoid a negative reputation. 2

3 Many Disciplines Are Involved! Program Specifics (e.g. Academic Affairs or Continuing Education) Hiring (ref: Human Resources) Purchasing (ref: Purchasing and A/P) Financial Reporting (ref: Accounting) Program Reporting (ref: Inst. Rptg.) Grant Renewals (ref: Grants Dept.) Funder Relations (ref: Grants Dept.) Details of Grant Management 3

4 Your Boss May think that Awarded Grants take care of themselves, and may not recognize the challenges! Obtaining a Grant Renewal is your best shot at funding. Managing well is how you get the renewal. It takes a lot of work to get that renewal! 4

5 Who Can Best Influence Grants Management? The Grant Project Director and the Grant Project Manager! Plus Cooperating Departments Plus Informed Project Directors Plus the Grants Department Plus College Administration How can we assist the Grant Project Director & Manager to do a great job? 5

6 Introducing The ECC Grants Implementation Manual Grants Implementation Manual 6

7 Good Grant Management Today More Awards Tomorrow Benefits of the Manual 1. Get new Grant Project Directors and Grant Project Managers up to speed faster. 2. Hire grant-funded personnel faster to use more of the grant funds. 3. Purchase grant-funded materials faster. 4. Ensure a high quality of grant reporting. 5. Waste less time by doing it right the first time. 6. Win over funder personnel to be helpful with grant amendments, extensions, and new opportunities. 7

8 The ECC Grants Implementation Manual INTRODUCTION I. HUMAN RESOURCES-PAYROLL CYCLE II. PURCHASING-EXPENDITURE CYCLE III. THE REPORTING CYCLE A. Financial Reporting B. Program Reporting C. The BANNER System CONCLUSION APPENDIX A: SAMPLE BANNER REPORT APPENDIX B: SAMPLE REGION E SUB-RECIPIENT FINAL REPORT 8

9 The Grant Cycles To Be Managed I. Human Resources Cycle II. III. Purchasing/Expenditure Cycle Reporting Cycle Financial Programmatic Leading to New Grants/ Grant Renewals 9

10 I. The Human Resources Cycle 10

11 Follow Professional Personnel Practices Fair meeting all legal requirements for fairness and nondiscrimination. Timely do not waste time waiting to hire when you have a time-limited grant. Documented Meets all documentation requirements. Clear understanding If the position ends when the grant ends, this should be clear. Organization meets the H.R. requirements of your organization. 11

12 Utilize Human Resources Procedures & Forms See the ECC Grants Implementation Manual for Details. Questions? Contact Human Resources Department! 12

13 II. The Purchasing- Expenditure Cycle 13

14 Follow Professional Purchasing Practices Accurate you get what you order. Ethical safeguards against fraud. Non-discriminatory open process, within clearly published guidelines. Timely you do not waste time waiting for grant-funded items to arrive, thereby eating into your grant-funded time. 14

15 Determine Which Expenditures Are Allowable Look first to your proposal and Award. Look at guidance documents such as the OMB Circulars A-110, A-133, A-21 (universities), and 45CFR74 Appendix E (hospitals). Look at previous allowed grant expenditures. Talk with your funder Project Officer. 15

16 Utilize Purchasing and Accounts Payable Procedures & Forms See the ECC Grants Implementation Manual for Details. Questions? Depending on the type of question, contact Purchasing, Accounts Payable, or Accounting. 16

17 III. The Reporting Cycle Financial Reporting Program Reporting 17

18 Utilize Proper Procedures & Forms See the ECC Grants Implementation Manual for Details. For Financial Reporting, contact Accounting with questions. For Program Reporting, contact Institutional Review with questions. Also contact the Grants Department with questions on how to proceed with reporting. 18

19 For Financial Reporting Provide clear financial reporting. Fairly and accurately document grant spending. Include a process to ensure that expenditures are properly categorized. Meet GAAP principles. Be timely. 19

20 For Program Reporting Examples of Program Measures # of class hours delivered. % of graduates who get a job in their field. # of patients seen/ # patients who got better. # participants taught/ # participants who exhibited the taught behavior. # partnerships formed. # of square feet of wall painted. 20

21 Typical Reporting Issues What is the #1 issue with Grant Reporting? What is the #1 issue with Grant Spending? 21

22 Typical Reporting Issues What is the #1 issue with Grant Reporting? Grant reports are late! What is the #1 issue with Grant Spending? Underspending! 22

23 What if you are great at managing your grant(s)? 23

24 What If You 1. Comply With the Proposal/ Contract. 1. Program. 2. Spending. 3. Reporting. 4. Publicity. 2. Keep A Successful Image and Good Relationships. 3. Become known regionally as an excellent program. 24

25 Favorable Results! You will know if you are a Program Leader. Peers will look to you for leadership. Its good for your grant portfolio! Better funder relations will lead to more grant opportunity! 25

26 To Be A Program Leader Achieve At Least Minimum Compliance Do what you said in the proposal. Keep statistics on Program performance. Report program activity and accomplishments accurately and on time. Achieve Superior Grant Compliance Do more than what you said in the proposal. Make your accomplishments clear. Keep communications current with the funder. 26

27 Other Key Topics in Grant Management 27

28 Provide the Grant Application to the Program Director & Manager Provide a copy of the Grant Application to the Grant Project Director AND Project Manager! It is essential to have this to manage well. The original Request for Proposal also should be provided. 28

29 Utilize the Funder s Required Electronic System Most funders today require use of an electronic grant submission and/or grant management system. You should learn to use these systems well. 29

30 Maintain Current Grant Information Keep Basic Grant Data Ready to Answer Questions. What Basic Grant Data should you keep available? Program Performance/ Clients Served. History of Monthly Spending. History of Grant Amendments. History of Funder Correspondence. Quick Reference/ Grant Profile. 30

31 Maintain Grant Files A good grant filing system will save many headaches! Use an Electronic Filing System and/or a Paper Filing System. Maintain a Reporting Calendar. Keep a spreadsheet showing your version of spending (to compare with official reports). 31

32 Know Your Audit Requirements/ OMB CIRCULARS A-21: Cost Principles for Educational Institutions A-87: Cost Principles for State and Local Governments A-110: Uniform administrative requirements for grants and agreements with institutions of higher education, hospitals, and other nonprofit organizations. A-122: Cost Principles for nonprofit organizations A-133: Audits of states, local governments, and nonprofit organizations State of New Jersey Single Audit Policy Circular OMB Your program officer and/or your grant agreement document. At your organization, which Circulars do you utilize? 32

33 Prevent Funds Diversion It has happened. Theft of funds makes for bad headlines and funder relations! Apply professional and common-sense financial management. Can you think of examples of funds diversion? 33

34 Prepare for A-133 and Other Audits If subject to the A-133 audit, expect a thorough audit review down to the transaction level. You will not know which grants they select until arrival. Each grant must have clear records that are readily and quickly retrievable. 34

35 Contact Information Neil DeHaan, Ph.D., Director of Grants at (973) , Yvette Jefferies, Yvette Jefferies, Asst. Dir. Of Development at (973) , John Vadnais, Grant Writer/Consultant at (609) , 35