Transcript Slide 1

Capital Area Council of Governments (CAPCOG)
Grant Training Workshop for
Violence Against Women Act (VAWA) Recovery Funding
through the American Recovery and Reinvestment Act (ARRA)
Monday, November 23, 2009
Conducted by
Michelle Casanova, Assistant Director, Community and Economic Development
Erica Linneman, Criminal Justice Planner
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
CAPCOG/CJD Overview
All material covered today will be posted
on CAPCOG’s website at:
www.capcog.org under the Community
and Economic Development
Department, Planning for Criminal
Justice Related Activities.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
CAPCOG/CJD Overview
CAPCOG CONTACTS
Michelle Casanova,
Assistant Director,
Community and Economic
Development
[email protected]
(512) 916-6163
Erica Linneman,
Criminal Justice Planner
[email protected]
(512) 916-6047
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Include Grant Number and
Project Name in all
Correspondence
Mailing Address:
6800 Burleson Road
Building 310, Suite 165,
Austin, TX 78744
CAPCOG Website:
www.capcog.org
CAPCOG/CJD Overview
CJD CONTACTS
Include Grant Number and
Project Name in all
Correspondence
Angie Martin
[email protected]
CJD Main Number:
(512) 463-1919
CJD Fax Number:
(512) 475-2440
eGrants Home Page:
https://cjdonline.governor.state.
tx.us
Email Address for eGrants Help
Desk:
[email protected]
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Office on Violence Against Women
To read more about OVW and VAWA, go to:
http://www.ovw.usdoj.gov/ovw-fs.htm#fs-act
• The Office on Violence Against Women (OVW) is a
component of the United States Department of Justice
and was created specifically to implement (VAWA) and
subsequent legislation.
• OVW administers financial and technical assistance to
communities around the country to facilitate the creation
of programs, policies, and practices aimed at ending
domestic violence, dating violence, sexual assault, and
stalking.
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Office on Violence Against Women
•
The Office on Violence Against Women administers 18 grant programs
authorized by the Violence Against Women Act of 1994 and subsequent
legislation:
•
Education, Training, and Enhanced Services to End Violence Against
and Abuse of Women with Disabilities Grant Program
Enhanced Training and Services to End Violence Against and Abuse of
Women Later in Life Grant Program
Grants to Encourage Arrest Policies and Enforcement of Protection
Orders Program
Grants to Indian Tribal Governments Program
Grants to Reduce Domestic Violence, Dating Violence, Sexual Assault,
and Stalking on Campus Program
•
•
•
•
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Office on Violence Against Women
•
The Office on Violence Against Women administers 18 grant programs
authorized by the Violence Against Women Act of 1994 and subsequent
legislation continued:
•
Grants to State Sexual Assault and Domestic Violence Coalitions
Program
Legal Assistance for Victims Grant Program
Rural Domestic Violence, Dating Violence, Sexual Assault, and Stalking
Assistance Grant Program
Safe Havens: Supervised Visitation and Safe Exchange Grant Program
STOP Violence Against Women Formula Grant Program
Transitional Housing Assistance Grants for Victims of Domestic
Violence, Dating Violence, Stalking, or Sexual Assault Program
Tribal Domestic Violence and Sexual Assault Coalitions Grant Program
•
•
•
•
•
•
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Office on Violence Against Women
STOP Violence Against Women Formula Grant Program:
These formula grants are awarded to states and territories
to develop and strengthen the criminal justice system's
response to violence against women and to support and
enhance services for victims.
Each state and territory must allocate 25 percent of the
grant funds for law enforcement, 25 percent for
prosecution, 5 percent for courts, and 30 percent for
victim services.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Governor’s Office, CJD
VAWA Recovery Implementation Plan:
 The Office of the Governor, Criminal Justice Division (CJD) is Texas’
administering agency for the Office on Violence Women (OVW)
Recovery Act STOP Violence Against Women Formula Grant Program
(VAWA-Recovery Act).
 CJD has posted their Recovery Act – S.T.O.P. Violence Against
Women Act Program Implementation Plan for the State of Texas on the
eGrants website: https://cjdonline.governor.state.tx.us/updates.aspx
 This implementation plan outlines how CJD will strategically allocate
VAWA-Recovery Act funds throughout Texas.
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Violence Against Women Act (VAWA) Recovery Act
NOTICE!!
Applicants are advised that additional federal
guidance could become available and could
affect information requested, timelines,
reporting requirements, certifications, and other
matters related to this RFA.
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Violence Against Women Act (VAWA) Recovery Act
Issues to Consider:
 Funding through the VAWA Recovery
opportunity is for one year only.
 VAWA Recovery funds cannot be used to
supplant
 Should be used to enhance current efforts, fill
short-term gaps/goals, address systemic/process
bottlenecks
 Requires monthly financial reporting
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Violence Against Women Act (VAWA) Recovery Act RFA
VAWA Recovery Act Program Purpose:
To assist in developing and strengthening
effective law enforcement and prosecution
strategies to combat violent crimes against
women and to develop and strengthen victim
services in such cases.
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Violence Against Women Act (VAWA) Recovery Act RFA
Available Funding: Federal funds are authorized under the
American Recovery and Reinvestment Act of 2009 (Public Law
111-5)
Project Period: Grant-funded projects must begin on or after April
1, 2010, and will expire on or before March 31, 2011.
Funding Levels: Minimum grant award - $5,000
Required Match: None
Standards: None
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Violence Against Women Act (VAWA) Recovery Act RFA
Program Eligibility:
1. Applicants must have a Data Universal Numbering
System (DUNS) number assigned to its agency at:
http://fedgov.dnb.com/webform (note: Make sure
your DUNS number is registered to the correct address
of record.)
2. Applicants must be registered in the federal Central
Contractor Registry (CCR) database at:
http://www.ccr.gov (note: Your CCR number needs to
be renewed annually. Make sure yours is up to date.)
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Violence Against Women Act (VAWA) Recovery Act RFA
Program Eligibility Continued
3.
Programs funded with VAWA Recovery Act funds must
meet one of the following goals as identified in the Recovery
Act S.T.O.P. Violence Against Women Implementation
Plan:
A.
B.
C.
D.
Promote training to criminal justice and victim service
professionals that improve those systems’ response to victims
of violence against women.
Improve the criminal justice system’s response to adult female
victims of sexual assault, domestic violence, stalking and
acquaintance/ dating violence.
Strengthen victim restoration services and processes.
Increase collaboration and communication across all levels of
government and among all victim service systems.
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Violence Against Women Act (VAWA) Recovery Act RFA
A. Promote training to criminal justice and victim service
professionals that improve those systems’ response to victims
of violence against women.
• Train law enforcement, first responder dispatch operators,
and court personnel on the dynamics of sexual assault,
domestic violence, stalking, and acquaintance/dating
violence, especially in rural areas.
• Encourage and train on-site victim advocates within law
enforcement and prosecution agencies.
• Train service providers and first responders on how to build
their capacity to assure they are adequately prepared to
provide quality services to victims.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Violence Against Women Act (VAWA) Recovery Act RFA
A. Promote training to criminal justice and victim service
professionals that improve those systems’ response to victims of
violence against women. (continued)
• Develop stronger training programs and materials for courts,
prosecutors, law enforcement, and victim service providers to
strengthen community response and collaboration.
• Provide training to Apartment Associations and others on
Texas’ new Lease Termination statute (Senate Bill 83) for
victims of sexual assault. SB 83 effective January 1, 2010,
amends Property Code Section 92.016 and provides victims the
ability to terminate a lease agreement before the end date
without penalties and fees if certain documentation is met.
• Promote training for law enforcement, selected medical
personnel, and rape crisis advocates on non-reporting forensic
exams.
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Violence Against Women Act (VAWA) Recovery Act RFA
B. Improve the criminal justice system’s response to adult female
victims of sexual assault, domestic violence, stalking and
acquaintance/ dating violence.
• Support innovative programs such as the rollout of a new
court bench book, development of prosecutor training
guides, as well as specialized courts, prosecution units, and
law enforcement units.
• Accommodate victims with limited English proficiency
through contracts for services and by supporting training
and certification expenses for translators.
• Provide for technology and equipment upgrades.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Violence Against Women Act (VAWA) Recovery Act RFA
C. Strengthen victim restoration services and processes.
• Provide core services to victims giving priority to those that focus on reducing
the economic burden of victims. Examples include connecting victims with local
food banks, arranging for long-term housing and transportation services, improving
the job prospects for victims by arranging for skills building training, and
providing child care services while victims participate in the criminal justice
process or receive assistance.
• Review current standards and prepare recommendations for best practices.
• Accommodate victims with limited English proficiency (LEP) and promote
model pathways to safety and victim restoration for victims with LEP through
contracts for services and by supporting training and certification expenses
for translators/interpreters.
• Strengthen victim services data collection systems including upgrades to those
systems.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Violence Against Women Act (VAWA) Recovery Act RFA
D. Increase collaboration and communication across all levels of
government and among all victim service systems.
• Retain and further develop skills of existing crime victim coordinators,
liaisons, and direct victim services staff to continue strong victim
service programs across communities.
• Support initiatives to increase long-term communication between law
enforcement and survivors.
• Support family violence and sexual assault research projects that focus
not only on gaps in existing victim service systems or identifying
unreported victims, but that also provide an evaluation of the state’s
system of addressing domestic violence and sexual assault in Texas.
• Promote local level multi-disciplinary teams to coordinate services
within communities and to perform community assessments that
evaluate how well communities are working together toward victim
restoration.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Violence Against Women Act (VAWA) Recovery Act RFA
Project Period: Grant-funded projects must begin on or after
April 1, 2010, and will expire on or before March 31, 2011.
Application Process: Applicants can access CJD’s eGrants
website at https://cjdonline.governor.state.tx.us to register and
apply for funding.
Governor’s Office, CJD Preferences: Preference will be given
to applicants that promote comprehensive victim restoration while
incorporating an emphasis on cultural competency in underserved
populations. Applicants are also encouraged to streamline
administrative and reporting processes by consolidating grant
requests whenever possible in lieu of submitting multiple
applications.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Violence Against Women Act (VAWA) Recovery Act RFA
Closing Date for Receipt of Applications:
All applications must be certified and
submitted via CJD’s eGrants website
on or before
Monday, December 21, 2009
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Violence Against Women Act (VAWA) Recovery Act RFA
Selection Process for eligible Local and Regional Projects:
 Applications will be forwarded by CJD to the appropriate
regional council of governments (COG).
1.
The COG’s criminal justice advisory committee (CJAC) will
prioritize all eligible applications based on identified community
and/or comprehensive planning, cost and program effectiveness.
2.
CJD will accept priority listings that are approved by the COG’s
executive committee.
3.
CJD will make all funding decisions based on approved COG
priorities, reasonableness of the project, availability of funding
and cost-effectiveness.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Violence Against Women Act (VAWA) Recovery Act RFA
Selection Process for State Discretionary Projects:

Applications will be reviewed by CJD staff members or
a group selected by the executive director of CJD. CJD
will make all final funding decisions based on eligibility,
reasonableness of the project, availability of funding, and
cost-effectiveness.
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Criminal Justice Advisory Committee (CJAC)
Application Review and Prioritization
The CJAC is a volunteer committee comprised of a multidisciplinary representation of members from the region
per the requirements of the Governor’s Office, CJD.
These discipline areas include citizens or parents,
drug abuse prevention, education, juvenile justice, law
enforcement, mental health, nonprofit organizations,
prosecution/courts, and victim services.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Criminal Justice Advisory Committee (CJAC)
Application Review and Prioritization
The CJAC will consider the following factors when scoring
and prioritizing applications:
– Any state strategies identified by CJD;
– Priorities identified within the region by the COG resulting from the
strategic and community planning process;
– Participation in a local community planning process or a priority as
identified in the current community plan;
– Eligibility, reasonableness, and cost-effectiveness of the proposed
project; and
– Current COG policies and procedures, and
– The availability of funding.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Criminal Justice Advisory Committee (CJAC)
Application Review and Prioritization
 The CJAC Policy Statement outlines the
application review process.
 CAPCOG’s Executive Committee will approve
the Proposed FY 2011 CJAC Policy Statement on
December 9, 2009.
Once approved, the FY 2011 CJAC Policy
Statement will be posted on the CAPCOG website.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
ARRA Implementation Goals
Federal
• Preserve Jobs
• Infrastructure
• Stabilize State and Local
Budgets
Texas
• Maximize Funds
• Avoid Ongoing Expenses
CJD
• Strengthen CJ System
• Enhance Victim Services
• Equip Agencies w/ Resources
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ARRA Fund Sources Administered by CJD
Byrne Justice Assistance Grants $90,295,773
 $40M - local programs prioritized by COGs
 $46M – state and local border and homeland security efforts
 $4.6M – administrative costs
Victims of Crime Act $2,109,000
 Awarded to agencies who applied for FY 2010 Victim
Services funding through CJD.
Violence Against Women Act $9,042,754
 Worked with stakeholders to develop Implementation Plan
 Solicitation opens November 20, 2009 and closes
December 21, 2009
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Reporting - Terms & Definitions
Prime Recipient – Non-federal entities that receive ARRA
funding in the form of a federal award.
*CJD is the prime recipient*
Sub Recipient - Non-Federal entities that are awarded ARRA
funding in the form of a grant from a Prime Recipient to support
performance of a project or program.
*Grantees are the sub recipients*
Vendor – Entities that provide products or services in support of
the mission.
 Prime Recipient Vendors – provide products or services to CJD
 Sub Recipient Vendors – provide products or services to CJD’s
grantees.
*CAPCOG is a prime recipient vendor*
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Reporting Basics
Section 1512(c) of ARRA Requires
Reporting of:
Total ARRA funds received and spent
List of projects and activities funded
Details about sub-awards and subcontracts
Number of jobs created and retained
CJD, NOT Grantees, will report the data
listed above via www.FederalReporting.gov
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Reporting
What Does a Grantee Have to Report to CJD
Under Section 1512 (c)?
There may be times when CJD will request specific information
resulting from new or changing federal requirements.
Data Element
Source
Frequency
DUNS Number
eGrants
NA – pulled from eGrants
Award Amount
eGrants
NA – pulled from eGrants
Award Date
eGrants
NA – pulled from eGrants
Cumulative Expenditures
FSR
Monthly
Cumulative Hours Worked by
Each Employee and Contractor
FSR
Monthly
Sub-recipient Vendor Name and
Zip+4
FSR
Monthly
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Reporting
Why Do Grantees Have to Submit FSRs Each
Month?
CJD is statutorily required to submit data required under Section
1512 (c) by the 10th day following the close of each calendar
quarter.
With such a tight turn around it is imperative that we have the
most up to date expenditure information available at the close of
each month that a grant is active.
ARRA FSR DUE DATE:
5TH DAY of EACH MONTH!
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Reporting
What is New or Different on the CJD FSRs
for ARRA Grantees?
 Due Monthly
 Personnel and Contracted Staff– Provide Cumulative Hours
Worked for each position from grant start date thru reporting
period.
 Contracted Staff and Vendors – Provide the Company Name
(or Individual’s Name if contracting with and individual) of Each
Vendor and their Headquarters Zip Code+4.
NOTE: Purchases from multiple vendors
MAY NOT be grouped under one line
item when an FSR is submitted.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Reporting
Definition of a Created Job
Created Job: New positions created and filled,
or previously existing unfilled positions that
are filled, as a result of funding by ARRA.
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Reporting
Definition of a Retained Job
Retained Job: Previously existing filled positions
that are retained as a result of funding by ARRA.
Existing position for which recipients have
documentation that the position would have been
eliminated if not for ARRA funding;
Any position using ARRA funding after a lay-off
occurred;
ARRA compensated overtime for created, retained, or
existing positions.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Reporting
Where In the FSR Does a Grantee Report the
Cumulative Hours Worked for Each
Employee or Contracted Staff Position?
Each Month: Enter
the cumulative hours
worked by each staff
position from the
beginning of the grant
thru the Reporting
period.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Reporting
Where In the FSR Does the Grantee Report
the Vendor Name and Zip+4 Information?
One Vendor per budget line item may
be reported. If a budget line item will
be purchased thru multiple vendors,
you MUST request a grant
adjustment from CJD to separate
those line items.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Reporting
What kind of documentation must a grantee
maintain to support job data?
Documentation should provide evidence that:
Created/retained positions and overtime are funded
by ARRA.
Personnel are directly supporting ARRA
projects/activities.
Positions meet the definitions for
“created”/”retained”.
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Reporting
What are some examples of the kinds of
documentation a grantee may be asked to provide
related to job creation and retention?
Created Jobs
•Old vs. new org charts
•New position descriptions
Retained Jobs
•Budget projections pre/post
ARRA funds
•Job postings, offer letters
•Formal layoff recommendations
and retractions
•Staffing lists
•Minutes from budget meetings
•Timecards
•Time cards
•Payroll records
•Employee activity reports
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Overtime
•Timecards
•Payroll records
•Employee activity
reports
Transparency
Where Does All the Data Go?
.
GRANTEES
System: eGrants
Method: FSRs
CJD
System: Federalreporting.Gov
Method: XML Upload or Excel
PUBLIC
System: Recovery.Gov
By the 30th day following the close of each quarter (i.e. 10/30, 1/30, 4/30, and
7/30) the public will have access to ARRA data submitted by CJD related to
ARRA expenses and services during the previous quarter.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Accountability
Who Will Be Auditing or Monitoring ARRA
Funds Awarded to Grantees?
•With the increased amount of funding available
under ARRA, many sub-recipients may need to
obtain a Single Audit for the first time
– Recipients that expend $500,000 or more in federal funding
are required to have a “Single Audit,” which includes an audit
of compliance with OMB Circular A-133 as well as a financial
audit.
•Government Accountability Office (GAO) will be
auditing at the federal, state, and local level and
reporting to the U.S. Congress every two months.
.
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CAPCOG VAWA Recovery Act Grant Training Workshop
Accountability
Who Will Be Auditing or Monitoring ARRA
Funds Awarded to Grantees?
• Federal agencies (BJA, OVW, and OVC) will continue performing
financial and program monitoring at both the state and local level,
and their Offices of Inspector General (OIG) will increase their
involvement.
• The Texas State Auditor’s Office (SAO) and its contractor KPMG
will audit Texas state agencies (including CJD), including their
sub-recipient monitoring processes.
• Recipients that expend $500,000 or more in federal funding are
required to have a “Single Audit,” which includes an audit of
compliance with OMB Circular A-133 as well as a financial audit.
• CJD will continue to perform financial and program monitoring.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Accountability
How Does a Grantee Report Suspected Fraud?
Each federal and state agency is required to have a
process to investigate allegations of fraud, waste, or
abuse.
 State Auditor's Office Fraud Hotline: 1-800-TX-AUDIT or
visit the SAO Website at
https://sao.fraud.state.tx.us/hotline.aspx to report.
 U.S. Department of Justice, Office of Inspector General: 1800-869-4499 or visit the OIG Website at
http://www.usdoj.gov/oig/FOIA/WasteReportingForm.pdf
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Accountability
What Steps Can a Grantee Take to Prepare
for an Audit or Monitoring Visit?
Developing a strong system of internal controls can
provide reasonable assurance of the accomplishment of:
Goals and objectives
Efficiency of operations
Reliability of information
Legal compliance
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Internal Control
is
Management’s
Responsibility!
Accountability
What Are Internal Controls?
The COSO Internal Control – Integrated Framework is comprised of five
interrelated parts that work together to create a system of internal controls to
assist management in achieving the internal controls objectives.
The five elements of internal control include:
1.
2.
3.
4.
5.
Control Environment
Risk Assessment
Control Activities
Information and Communications
Monitoring
If one of the elements is missing or weak, the risk increases that the
organization will not meet its objectives or that fraud, waste, or abuse will
occur and not be detected.
For more detail on Internal Controls please visit: The State Agency Internal Audit
Forum Website.
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BREAK
10 MINUTES
.
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eGrants Application and Submission Process
Have the Following Items Available Before
Beginning Your Application:
 Federal ID Number
 Data Universal Numbering System (DUNS)
number
 Central Contractor Registry (CCR) Number
 Completed Budget in Spreadsheet Format
 The Names and Email Addresses for the
Authorized Official, the Financial Officer, the
Project Director, and the Grant Writer
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Authorized Official (AO)
• Appointed/authorized by the governing body of the
organization.
• Authorized to apply for, accept, reject, alter, or terminate the
grant.
• Generally the county judge, mayor, city manager, chair of
non-profit, etc.
• Has ability to complete and submit Financial Status Reports
(FSR).
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Financial Officer (FO)
• Required to be the chief financial officer for the grantee
agency.
• Responsible for maintaining financial records to account for
all grant funds.
• Responsible for requesting funds and the completion of
required financial reporting at least quarterly in eGrants.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Project Director (PD)
• Responsible for day-to-day operations of project.
• May have a different Project Director per agency grant.
• Must be an employee of the grantee agency.
• Responsible for required programmatic reporting.
. CAPCOG VAWA Recovery Act Grant Training Workshop
11/23/09
eGrants Application and Submission Process
Grant Writer
• Responsible for entering information into the eGrants
application.
• Will submit the application which releases it to the
Authorized Official.
• Will no longer have access to the application once they have
submitted it.
• Will not receive email notifications about the status of the
application.
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eGrants Application and Submission Process
Defining the Problem Statement
A problem statement is a clear and concise statement that
describes the symptoms of the problem to be addressed
1. Define the problem: In the problem statement, identify the need and
define the problem in specific terms.
2. Identify where the problem is appearing.
3. Describe the size of the problem: The size of the problem must be
described in measurable terms.
4. Describe the impact the problem is having on the organization: The
description of the problem’s impact on the organization should be as
specific as possible.
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eGrants Application and Submission Process
Avoid the following common errors:

The problem statement should not address more
than one problem.

The problem statement should not assign a cause.

The problem statement should not assign blame.

The problem statement should not offer a solution.
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eGrants Application and Submission Process
Common Preliminary Review Report (PRR)
Remarks:
Problem Statement
 Must be a clear and concise statement that describes the symptoms
of the problem to be addressed.
 The current text is too wordy and does not clearly state what exactly
needs to be addressed through the requested purchase.
 Spelling and grammar matter, so please review all text throughout
the application and correct as necessary.
 Rewrite and clearly express the problem that requires the purchase
you are requesting.
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eGrants Application and Submission Process
Supporting Documentation
 Provide current, locally relevant, grant-specific
statistical evidence with sources.
 Must be tied to a local problem/need
 Data must be applicable to the project and the project
area.
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eGrants Application and Submission Process
Common Preliminary Review Report
(PRR) Remarks:
Supporting Data
 Needs to substantiate the problem to be addressed.
 Current local crime statistics must be used to support the need for
the requested equipment.
 This data must substantiate the Problem Statement.
 Please refer to the Statistical Overviews on the CAPCOG website,
www.capcog.org, under Community and Economic Development,
Criminal Justice, for information that can be used in this section.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report
(PRR) Remarks Continued:
Supporting Data
 Misspelled words and grammatical errors in the supporting data.
Please review and revise.
 These is conflicting data concerning the number of calls received
each month that should be clarified.
 Consider entering data that documents number of calls increasing
over time.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Community Plan
Identify what needs/priorities in the Community Plan
will be addressed with this project.
Common Preliminary Review Report (PRR) Remarks:
Community Plans
This section should address how the project fits into the regional community
plan, rather than establish a new plan of action. Please review your community
plan and identify the elements of the plan addressed by this project.
Note: The most recently updated community plans for CAPCOG Region 12 are
located on the CAPCOG website under Community and Economic
Development, Planning for Criminal Justice Related Activities.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report
(PRR) Remarks:
Community Plans
(For Regional Projects Only): Since this is a regional project, this
section must contain information from all community plans for
criminal justice-related activities for each area that your project will
provide services in. You will need to specify which priorities from
each plan this project will address. Please refer to these plans that
are located on the CAPCOG website, www.capcog.org, under
Community and Economic Development, Criminal Justice, for
information that can be used in this section.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report
(PRR) Remarks:
Goal Statement
 The goal statement should impact the problem statement. Please
revise this section after you have revised the information in the
Problem Statement section.
 Contains some grammatical errors and provides problem statement
information. This section should provide a concise goal of the
project. The first two sentences should be edited to establish the
goal statement.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Cooperative Working Agreements (CWA)
 Does not involve an exchange of funds.
 Must be obtained when a grantee intends to carry out a grant project
through cooperating or participating with one or more outside
organizations.
 Must obtain authorized approval signatures on the CWA from each
participating organization.
 Does not need to be uploaded into eGrants. Applicants must only
maintain copy in their records.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report
(PRR) Remarks:
Cooperative Working
Agreements (CWA)
 CWA's are required ONLY when a collaborative effort is present in
the implementation of a grant project where there is NO exchange of
funds or equipment.
 If you are going to give funds/equipment to another agency, you will
need to delete the text in this field and create an inter-local
agreement or Memorandum of Understanding with them.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report
(PRR) Remarks:
Activities
 Provide a brief description of how the activity is performed, not just
how much each item will cost.
 Be brief and concise with your response.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Target Population




Who will be served?
Who will benefit from the activities of this project?
Be as specific as possible
Information provided must support the details provided in the
‘Narrative’ section of the application.
Common Preliminary Review Report (PRR) Remarks:
 Target Audience – this should be the group that benefits directly from
project activities.
 Gender – Specify if youth and/or adults are being served.
 Special Characteristics - Remove current text as it does not belong
under this section.
Target Group and
Population
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Measures

Section collects data to track the performance of the
proposed project toward its stated objectives.

Outcome Measures demonstrate the impact of a project
in a targeted area, reflecting the extent to which the goals
and objectives of the project have been achieved.

Both Outcome and Output Measures should have realistic and
reasonable target levels and be relevant to the project.

Do not create a Custom Performance Measure. Utilize
the CJD-Defined Measure Information only.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report
(PRR) Remarks:
Measures
 Improved program quality should not be zero.
 The agency should at least demonstrate improvement or progress
with the original situation due to the impact of the new equipment.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
CJD Approved Budget Categories
Personnel
Equipment
Contractual
/
Professional
Services
Supplies
and DOEs
Travel
Construction
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
Indirect
Costs
eGrants Application and Submission Process
Personnel

Time/Activity Reports

Case Numbers for Grant-Funded Law
Enforcement and Prosecution Personnel

Timesheet Signed by Employee and Supervisor

Salaries Consistent with Local Policy

Overtime
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Contractual and Professional

Contracts in Writing

Consistent with Texas Contract Law

Contract Monitoring Documentation

Compliance with Agency Procurement
Guidelines

Invoices for Contract Deliverables

CJD-Prescribed Procurement Questionnaire
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Travel

Employee Travel and Training Only

Comply with Agency Travel Policies or State
Travel Policies

Maintain Travel Log and Travel Receipts

Pre-Approval of Out-of-State Travel
 NOTE: Expenses for Outside Trainers go under the
Contractual Budget Category as part of overall contracted
services.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Equipment






All purchases MUST be pre-approved by CJD
Must maintain Inventory
Procurement Questionnaire for purchases in
Excess of $100,000
Must have invoices to support purchases
Must be used for the purpose for which it is
purchased
All changes to Equipment Line Items (including
the number of items) MUST be approved by
CJD
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Construction
This budget category is
currently unavailable for
CJD funded projects.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Supplies and Direct Operating Expenses

Related to the daily operation of the CJD grant

All costs MUST be Pro-Rated per a Cost
Allocation Plan

Rent or Lease MUST include cost/sq. ft. and
the number of square feet

Documentation (ex. receipts, invoices) MUST
be maintained

Includes small equipment with a useful life of
less than one year and a purchase price of $999
or less per unit
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Indirect Costs

When allowed, the standard rate is 2% of CJD funded direct costs (NOTE: to compute this,
divide the amount you are applying for by 1.02
to calculate 2% of Direct Costs)

Cognizant agency approval letter required for
requests in excess of 2%
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Indirect Costs

When allowed, the standard rate is 2% of CJD funded direct costs (NOTE: to compute this,
divide the amount you are applying for by 1.02
to calculate 2% of Direct Costs)

Cognizant agency approval letter required for
requests in excess of 2%
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Budget Development

Must be reasonable.

Ensure budget detail supports the program or
project.

Remember: One vendor per line item.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report (PRR) Remarks:
Budget
 Only one vendor per line item allowed.
 The description for each item must describe what the item is, who
will be using it, why it is necessary, are installation and training
costs included (if not, how will these costs be paid), is it compatible
with current computer operating systems and how it will be
maintained post grant-period.
 Text must be clear and concise for each section.
 Be sure to enter a response to the "Qty/% of Time" box at the end of
each line item row.
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eGrants Application and Submission Process
Common Preliminary Review Report
(PRR) Issues
Budget
List each personnel position separately and include a brief
description of duties specific to the project. Descriptive titles must
be provided for each budgeted position. If there are multiple
personnel performing the same activity, each position must be listed
separately. Do not include personal information for individuals such
as name or social security number. Please include the percent of
base salary that will be paid with grant funds.
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report
(PRR) Remarks Continued:
Budget
 Brand names should not be included in your budget line item
descriptions.
 Costs for small supply items may be combined into one line item,
(pens, paper clips, paper, and diskettes may all be included within
the standard Office Supplies line item).
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Resolution
 Must be approved by applicant agency governing body
and include the following:
1. Designate the grantee’s Authorized Official;
a. Name not needed, can submit only title
b. Must match the Profiles tab grant officials information
2. The Authorized Official is given the power to apply for, accept, reject,
alter or terminate the grant on behalf of the applicant agency;
3. Agree to provide applicable matching funds;
4. Agree that in the event of loss or misuse of the CJD funds, assurance
that the funds will be returned to CJD in full;
5. Approval of the Resolution (signatures)
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop
eGrants Application and Submission Process
Common Preliminary Review Report
(PRR) Remarks:
Resolution
 Resolution needs to be revised to follow the exact template and
instructions.
 Current resolution does not mention a commitment to provide all
applicable matching funds; a designation of the name and/or title of
an authorized official who is given the authority to apply for, accept,
reject, alter, or terminate a grant, and a written assurance that, in the
event of loss or misuse of grant funds, the governing body will
return all funds to CJD.
(Note: If a name is provided, you must update CJD should the
official change during the grant period.)
11/23/09 CAPCOG VAWA Recovery Act Grant Training Workshop