PHILADELPHIA POLICE DEPARTMENT DIRECTIVE 7.18

Transcription

1 PHILADELPHIA POLICE DEPARTMENT DIRECTIVE 7.18 Issued Date: Effective Date: Updated Date: SUBJECT: GRANT APPLICATIONS, PROCESSING AND ADMINISTRATION PLEAC PURPOSE A. The purpose of this directive is to familiarize members of the Philadelphia Police Department with the policies and procedures for applying for, implementing, and administering grants. B. All employees are encouraged to seek out grant opportunities for the Department. Any information obtained must be forwarded to the Commanding Officer, Grants Management Unit for review and final approval by the Police Commissioner prior to grant application development or grant submission. 2. POLICY A. It is the policy of the Philadelphia Police Department that all grant applications, allocation of grant funds, and support letters for grants be approved by the Police Commissioner or their designee. B. The Grants Management Unit shall be the only unit in the Philadelphia Police Department that applies for grants, monitors progress, and reports on grant activities for the department. 3. RESPONSIBILITIES A. All grant activity must be coordinated with the Grants Management Unit prior to application development or grant submission. No grant awarded funds will be expended without approval from the Police Commissioner. Grants Management Unit will develop and maintain the liaison necessary with all potential and actual grantors. B. All proposed grant funded projects must be approved by the pertinent Deputy Commissioner via the chain of command and submitted to the Police Commissioner for approval. C. Grants Management Unit will serve as a consultant rather than primary author of any proposed project, however Grants Management Unit will still make the formal submission to the proposed funding agency. DIRECTIVE

2 D. The responsibilities of the Grants Management Unit are as follows: 1. Supervise and assist members of the Department with the completion of a grant application. Grants Management Unit will serve as a consultant in this effort rather than the primary author of any grant document, unless otherwise directed. 2. Ensure that proper internal and external procedures are followed, and all grant conditions are complied with, which includes the timely filing of reports, maintaining copies of all documentation related to any grant, and the necessary documentation is accurate and complete. (PLEAC a) 3. Ensure the grant financial tracking system is maintained within the Grants Management Unit to capture all expenditures and revenues associated with each grant, including the reconciliation of grant financial reports, assignment of financial accounting references for each grant expenditure, and timely requests for reimbursement. Copies of all financial reports will be kept on file in the Grants Management Unit. 4. Ensure that an original grant documentation record is maintained on file in the Grants Management Unit. Maintain a file of original documentation for each grant, such as research materials and applications, and update the file on a regular basis. Maintain site records, to include regular inspections to ensure compliance with grant conditions or requirements. This documentation will be maintained on site as per the conditions of the grant award, or archived at the direction of the Commanding Officer, Grants Management Unit. 5. Ensure compliance with all Federal, State, and Local assurances, conditions of grant awards, and other requirements. 6. Ensure proper accountability for all grant procurements, including receipts, purchase orders, and other supporting documentation, including a cost review for eligible grants. Ensure the accountability, tracking, and placement of all equipment by established inventory methods. (PLEAC b) 7. Ensure the timely completion of all periodic (monthly, quarterly, etc.) grant financial reports and requests for reimbursements. Ensure the submission of an overall Quarterly Grant Status Report is forwarded to Deputy Commissioner Organizational Services, Strategy & Innovations. (PLEAC e) 8. Ensure that any problems or discrepancies relevant to any aspect of grant management are brought to the immediate attention of the Deputy Commissioner, Organizational Services, Strategy & Innovations. DIRECTIVE

3 9. Coordinate and process all requests for grant expenditures to ensure they are consistent with the goals and conditions of the grant award and grant budget. Ensure that all expenditure requests are properly forwarded for approval, and track all expenditure requests to ensure that equipment/services are received in a timely manner according to the prescribed time line for grant implementation. 10. Assist the Project Director to achieve goals and objectives to meet expectations for successful implementation and completion of grant programs/projects. E. Project Director Responsibilities: 1. A Project Director is any person of a supervisory rank within a unit who is responsible for managing a grant funded program. (PLEAC d) 2. Complete, with the assistance of the Grants Management Unit, all applications and required supporting documentation for the grant. Ensure that internal processing procedures are followed, pursuant to this directive and any direction provided by the Grants Management Unit. Forward copies of all documentation to the Commanding Officer, Grants Management Unit, to include overtime slips, equipment packing lists, receipts, project evaluations, and any correspondence from the grantor. Maintain original copies of all grant documentation (develop a grant binder for this documentation and maintain said binder until the grant is completed). 3. Coordinate financial tracking with the Grants Management Unit to track grant expenditures and contractual employees, as required. 4. A Project Director must first submit all computer hardware/software equipment requests to OIT for proper computer system configuration to assure successful accomplishment of the intent of a grant project. Prior to receiving any grant equipment, the Project Director must coordinate proper accountability procedures with the Grants Management Unit. The Project Director will maintain grant equipment inventory to effectively and efficiently identify and track the location and condition of all computer hardware/software, and other equipment acquired through the grant. Maintain, when appropriate, sign-out logs for grant equipment. The Project Director will maintain grant funded equipment inventory and adhere with the guidelines outlined in Directive 12.9, Inventory of City Owned Property. This applies to all grant funded equipment regardless of cost or value. DIRECTIVE

4 5. All expenditures for any grant project must first be reviewed by the Project Director and subsequently submitted to the Grants Management Unit for approval. The Grants Management Unit will be responsible for initiating procurement in accordance with the Department s purchasing procedures. The Project Director is responsible for researching and providing documentation for all item costs in accordance with the department s purchasing procedures. The Project Director will contact Police Finance for purchasing guidance as necessary. The total cost of each item must be included on the request. Vendors must provide a final cost for goods/services prior to the procurement of any goods/services. When possible, obtain finalized costs in writing, indicating the final date the goods/services may be procured without incurring further cost. 6. Ensure that all grant award conditions and requirements, as established by the grant, are complied with, including proper record keeping and the timely completion of filing of required initial and periodic reports. The Project Director is responsible for completion of the appropriate sections of quarterly grant financial reports, as directed by the Grants Management Unit. 7. Understand all Federal, State, and local assurances, cost principles, and required notices. 8. Must submit periodic (monthly or quarterly) grant status reports at the discretion of the Commanding Officer, Grants Management Unit. The reports should include measurable outcomes based on the goals and objectives of the grant project, including milestones of grant implementation (Refer to Appendix A ). (PLEAC e) F. Commanding Officers Responsibilities: 1. The Commander of any District/Special Unit that requests or receives a grant must appoint a member of the District/Special Unit as the Project Director who will administer the grant. (PLEAC d) 2. Commanders who designate a Project Director will ensure all requirements set forth in Section 2-D of this directive are carried out properly. 4. PROCEDURES FOR REQUESTING A GRANT A. The procedure for requesting a grant as follows: 1. The District/Unit seeking the grant must first contact the Grants Management Unit to coordinate the filing of the application, including concept papers in a timely manner to ensure sufficient time for processing documentation. DIRECTIVE

5 2. A request to seek a grant and/or the concept paper for seeking a grant must be submitted through the chain of command for approval by the Police Commissioner. 3. Once the grant is completed, the grant application must be forwarded to the Grants Management Unit for review and approval. The Grants Management Unit will forward the completed grant application to the grantor. 4. After the grantor agency approves the grant and awards the funds, Grants Management Unit will prepare a memorandum to the Police Commissioner for approval of appropriation of funds for the grant. B. The allocation of grant funds from a single grant award (examples include the Local JAG/Byrne Award and UASI Funds), to multiple units of the Department will occur in the following way: 1. Notice of available funds will be made to Deputy Commissioners who will notify their units. 2. Units will submit requests and estimated costs to the appropriate Deputy Commissioner who will approve and send the approved requests to the Grants Management Unit. 3. The Grants Management Unit will compile the requested list and provide it to the Deputy Commissioner, Organizational Services, Strategy and Innovation for distribution to all Deputy Commissioners. 4. The Police Commissioner and the Deputy Commissioners in a joint meeting will determine the priority of requests that will be funded. 5. The Grants Management Unit will notify the units of the decisions and request that appropriate information and forms be completed. 5. INDEPENDENT AUDIT A. All grants are subject to an independent audit by the authorized auditor of the granting authority, and the City Controller s Office, in addition to any audit deemed reasonable and necessary by the Commanding Officer, Grants Management Unit. 1. All documents relating to a grant program are subject to review and audit. 2. All members of the Department who have participated within the affected grant will cooperate fully with any authorized grant auditor. DIRECTIVE

6 6. GRANT FUNDED EQUIPMENT A. Federal law requires that all equipment obtained through grant funding be retained until the end of its useful life, which may be longer or shorter than the grant performance period. Records of inventory or proper disposition including disposal must be maintained during the grant period and through the grant s record retention period, which could extend for several years, possibly a decade overall. B. The Project Director will maintain a grant equipment inventory to effectively and efficiently identify and track the location and condition of all computer hardware/software, and other equipment acquired through a grant. The Project Director will also maintain, when appropriate, sign out logs for grant equipment. Copies of grant inventories will be provided to the Grants Management Unit. The Grants Management Unit will be the clearinghouse for all Department districts/units wanting to dispose of, sell, or convert any equipment that is obtained through a grant. C. All grant funded equipment will be governed by all other applicable rules and regulations of the Police Department. RELATED PROCEDURES Directive 12.9, Inventory of City Owned Property BY COMMAND OF THE POLICE COMMISSIONER PLEAC Conforms to the standards according to the Pennsylvania Law Enforcement Accreditation Commission DIRECTIVE

7 PHILADELPHIA POLICE DEPARTMENT DIRECTIVE 7.17 APPENDIX A Issued Date: Effective Date: Updated Date: SUBJECT: OUTCOME ASSESSMENTS FOR GRANT FUNDED PROJECTS OR PROGRAMS 1. BACKGROUND A. The goal of grant-funded project or program assessments is to discover how well a particular project/program is working and whether the desired outcomes are being achieved. The federal government, along with many other government providers, are required by law to collect outcome assessment reports to determine whether the funds expended accomplished the intended outcomes or had other unintended consequences. The future of additional funding will be incumbent upon accurate and reliable outcome assessment reports and the timely submission of these reports to the Grants Management Unit and grant providers. 2. PURPOSE A. To ensure that grant-funded projects or programs are consistently and uniformly evaluated through indicators that are both valid and reliable to determine whether or not the grant funded projects or programs achieved the desired outcomes. 3. POLICY A. It shall be the policy of the Philadelphia Police Department (PPD) to conduct an outcome assessment of all grant-funded programs awarded to and managed by the PPD. B. Initial requests from the unit level for any grant-funded project or program shall include a complete statement identifying the problem and will outline the intended outcome(s) of the project or program, along with processes to measure these outcomes. The outcomes and the processes to measure these outcomes shall be jointly established with the Commanding Officer requesting any grant and the Commanding Officer, of the Grants Management Unit. C. This outcome assessment will be in addition to any financial and programmatic reporting that is required by the grant funding source. It will become a part of the grant documents maintained by the Grants Management Unit with the grant records and documents maintained for each grant. DIRECTIVE APPENDIX A

8 D. Upon the conclusion of a grant funded initiative, the results of the outcome assessment will be forwarded by the Grants Management Unit to the Deputy Commissioner, Organizational Services, Strategy and Innovations. 4. DEFINITIONS A. Outcome Assessment - a systematic process of gathering and analyzing information for the purposes of evaluating a project/program. It provides a structured way to verify, document, and quantify project/program activities and their effects. B. Project/Program Goals - These are the actual impacts, benefits or changes that are intended to be achieved at the end of the project or program. These changes or outcomes are usually expressed in terms of short term, intermediate and long term. C. Inputs These are the materials and/or resources that the project/program uses in its activities or processes. This could be the hours and equipment costs used to meet a project/program s goals. D. Activities These are the actions or processes undertaken in order to meet the project/program goals. Do not confuse accomplishing activities with outcomes. The fact that activities were conducted does not, in and of itself, mean that the outcome was achieved. For example, a grant with the goal to prevent auto versus pedestrian accidents could have increased traffic enforcement and increased jay-walking enforcement as project/program activities. E. Outputs these are the units of service provided as a result of the activities. For example, a grant with the goal to prevent auto versus pedestrian accidents, the activities could be increase traffic and jay-walking enforcement. The outputs would be the actual number of tickets written. F. Outcome Indicators These are observable and measurable milestones toward the actual final outcome. This is the data that determines whether the activities taken are working towards the goal or not. For this reason, outcome indicators should be reviewed regularly to determine if the project/program is on target or whether activities need to be changed, etc. For example, with a grant with the goal to prevent auto versus pedestrian accidents, outcome indicators could be the overall reduction in auto accidents and jaywalking tickets issued from the previous time period. If accidents in general are down, the activities taken may be having a having a positive effect and are working towards the goal. DIRECTIVE APPENDIX A

9 5. RESPONSIBILITIES A. Commanding Officers/Grant Recipients 1. At the inception of any grant, the Commanding Officer of any unit receiving grant funds that is also responsible for the management/administration of the grant, shall submit a memorandum to the Commanding Officer, Grants Management Unit identifying the following: a. the name and number associated with the grant, b. the governmental agency or other entity providing the grant, c. the intended outcome or outcomes of the grant, d. the type of inputs that will be utilized, e. the proposed activities that will be conducted, f. the outputs that will measured, and g. the outcome indicators that will utilized to monitor the project/program s progress. 2. Six months after the inception of any grant, and every six months thereafter, the Commanding Officer of any unit responsible for the management /administration of any grant funds under their command, shall submit a memorandum to the Commanding Officer, Grants Management Unit reporting upon the outcome indicators initially identified at the inception of any grant and whether the activities being conducted are moving the project/program in the proper direction toward the desired outcome(s). Each memorandum shall include the name and number associated with the grant. NOTE: If the outcome indicators are not indicating that the overall project/program is moving toward the intended outcome, the Commanding Officer shall also report how the project/program activities will be adjusted or modified to move the project/program back on target toward the intended outcome(s). 3. No later than three (3) months after the conclusion of any grant, the Commanding Officer of any unit responsible for the management /administration of any grant funds under their command, shall submit a final memorandum to the Commanding Officer, Grants Management Unit with the following information: a. the name and number associated with the grant, b. the governmental agency or other entity providing the grant, c. the intended outcome(s) of the grant and whether the outcome(s) were achieved, d. the total number and type of inputs that were utilized over the life of the grant, e. the activities that were conducted during the life of the grant, and DIRECTIVE APPENDIX A

10 f. the total number of outputs that are associated with the grant NOTE: If the grant did not achieve or only partially achieved the intended outcomes, the memorandum must explain, to the best of the Commanding Officer s knowledge, information and belief, why the project/program was unsuccessful and provide recommendations that that could improve future programs/projects. B. Commanding Officer, Grant Management Unit 1. Assist Commanding Officers receiving or otherwise responsible for the administration of any grants under their command in developing reliable and consistent outcome assessments. 2. Maintain, along with all other documents required by each grant provider, the following documents: a. the original memorandum submitted by Commanding Officer/grant recipients at the inception of the grant, b. all subsequent updated memorandums required every six(6) months after the inception of the grant, and c. the final outcome assessment memorandum. d. ensure a copy of the final outcome assessment memoranda for all concluded grants is forwarded to the Deputy Commissioner, Organizational Services, Strategy and innovations. NOTE: These documents may be maintained electronically and shall be retained for the same length of that time as all other documentation required by grant providers. BY COMMAND OF THE POLICE COMMISSIONER DIRECTIVE APPENDIX A