Transcript Securing Grant Funding For IT Projects

You got the grant,
now what?
Agenda
Grant Administration
Programmatic Compliance
Fiscal Compliance
Setting Up Grant Files
Grant Monitoring
– Internal
– External
Lessons Learned
Q&A
Grant Administration
Grant Administration
Designate a Grant Manager to be
responsible for the following:
– Statutory and regulatory compliance
– Oversight and technical assistance for
staff to ensure programmatic and fiscal
compliance
– Establishing grant files
Grant Administration
Designate a Project Manager to be
responsible for the following:
– Achieving the goals of the grant
– Day-to-day implementation
– Statutory and regulatory compliance
– Regular communication with Grant
Manager
Programmatic &
Fiscal Compliance
Programmatic Compliance
Ensure that program staff understand the
grant requirements
Document program activities and
expenditures
Ensure timely submittal of performance
reports
Review award documents for additional
responsibilities
Fiscal Compliance
Timely and appropriate expenditure of
grant funds
Timely submission of fiscal reports
Ongoing coordination between fiscal and
program staff
ARRA Reporting
Federalreporting.gov
ARRA requires separate reporting of all of
their funds
– Jobs created/retained
– Davis Bacon
– CCR Registration
Some programs may have additional
requirements.
Grant Files
Grant Files: Programmatic
Grant solicitation
Grant application
Grant award
notifications
Scope of services and
any modifications
Correspondence
No-cost extension
notices
Reports
Documentation of
project performance
Inventory list of grant
funded equipment
Grant File: Fiscal
Grant application with budget
Grant award notifications
Program/budget modifications and no-cost
extension notices
Record and documentation of all grant
expenditures
Fiscal reports
Monitoring
Internal Grant Monitoring
Monitoring activities should check for
the following:
– Regulatory and statutory compliance
– Fiscal and programmatic compliance
– Identification of potential problems
– Corrective actions (if needed)
Single Audit Requirement: O.M.B.
Circular A-133
External Grant Monitoring
Conducted by the granting agency
– Regulatory and statutory compliance
– Fiscal and programmatic compliance
– Identification of potential problems
– Corrective actions/Findings
Audit vs. Monitoring Visit
Examples of Recovery Act
Funded Grants
EPA Brownfields Revolving Loan
Fund
$1.5 Million BCRLF loan through SCDHEC
Funding awarded through ARRA funded
RLF and SCDHEC RLF
– ARRA Loan: $455,000
– RLF Loan: $350,000
– ARRA Subgrant: $350,000
– RLF Loan Forgiveness: $150,000
– ARRA Loan Forgiveness: $195,000
HUD Community Development
Neighborhood Stabilization Program
– $1.6 Million awarded through SC State
Housing Finance and Development Authority
Community Development Block Grant
Program
– $125,836 for infrastructure improvements
Department of Justice
Justice Assistance Grant Allocation
– $343,959 for officer equipment
COPS Hiring Recovery Grant
– $859,092 to hire 6 officers
Top 3 Lessons Learned
#1: Internal and external communication is
key
#2: Regular upkeep and maintenance of
grant files
#3: No such thing as too much
documentation
City of Rock Hill Grants Team
Jennifer Wilford
Grants Coordinator
(803) 325-2551
[email protected]
Tracy Smith
Grants Specialist
(803) 326-3837
[email protected]
Rebecca Walters
Grants Administrator
(803) 326-3832
[email protected]
Holly Eskridge
Assistant to the City Manager
(803) 326-3850
[email protected]
Questions?