Transcript American Recovery and Reinvestment Act QUARTER 2 REPORTING, DATA QUALITY, PRIOR QUARTER CORRECTIONS AND CLOSEOUT 2011 BIE Summer Institute Reno Nevada Bureau of Indian Education Repeat Sessions June 21, 2011 June.

American Recovery and
Reinvestment Act
QUARTER 2 REPORTING, DATA QUALITY, PRIOR
QUARTER CORRECTIONS
AND CLOSEOUT
2011 BIE Summer Institute
Reno Nevada
Bureau of Indian
Education
Repeat Sessions
June 21, 2011
June 22, 2011
Overview
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Updates
Preparing to Report
Reporting
Significant Errors
Reporting Concerns
Timeline
Correction Phase
Data Quality
OMB Guidance on Reporting
OMB Guidance on Corrections
ARRA Closeout reports
Additional Support
Questions
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Updates – Changes to Prior quarter
reports
Beginning on April 1, 2011 recipients can submit data change requests via the ADC
(Automated Change Data Tool in Federal Reporting.gov).
Chapter 16 of the User Guide
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How to Request a Change
Who can request changes?
When can changes be requested?
What types of changes can be requested?
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11/6/2015
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11/6/2015
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11/6/2015
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11/6/2015
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11/6/2015
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11/6/2015
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11/6/2015
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11/6/2015
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11/6/2015
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Preparing to Report
As the Prime Recipient of ARRA funding the following should be established
prior to reporting:
– DUNS number
– Active Central Contractor Registration (CCR )
https://www.bpn.gov/CCR/default.aspx
– Federal Reporting Pin Number (FRPin)
– Primary Point of Contact who will serve as your ARRA Reporter during
the July 1-10, 2011 reporting period
– Identify a Secondary Point of Contact (POC) for your report who is able
to report in the Primary POC absence or respond to questions
– Download or obtain an updated Tip Sheet(s) for your respective fund(s)
to assist with reporting
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Preparing to Report
As the Prime Recipient of ARRA funding identifying the following items prior to
reporting will assist with your timely submission of your ARRA Q2 report:
– Preparing total expenditures made from the time you received the award
to June 30, 2011 to be entered on the Q2 Total Federal Amount of
ARRA Expenditure Q2 field.
– Outlining job positions during April 1-June 30, 2011 to be entered in Q2
report Number of Jobs & Description of Jobs Created fields.
– Identify the vendors paid <$25,000 from the time you received the
award to June 30, 2011 to enter into the Total Number & Total Amount
of Payments to Vendors <$25,000 fields.
– Identify the status of your project and enter the appropriate selection for
the Project Status field.
– Gather information to appropriately address the Quarterly
Activities/Project Description field.
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Preparing to Report
FIELD(S)
CUMULATIVE/QUARTERLY
Total Federal Amount of ARRA Expenditure
Cumulative
(Receipt of Award –June 30, 2011)
Number of Jobs
Quarterly
(April 1-June 30, 2011)
Description of Jobs Created
Quarterly
(April 1-June 30, 2011)
Total Number of Payments to Vendors <$25,000
Cumulative
(Receipt of Award –June 30, 2011)
Total Amount of Payments to Vendors <$25,000
Cumulative
(Receipt of Award –June 30, 2011)
Quarterly Activities/Project Description
Quarterly
(April 1-June 30, 2011)
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Copy Forward
How to Copy Forward a Previously Submitted Report
Click ―Prime Recipient in the Quick Links in the left sidebar
At the My Reports View, enter the following search criteria and click ―Search
Calendar Year = Select a Calendar Year
Calendar Quarter = Select a Previous Calendar Quarter
Report Status = Select Submitted
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Copy Forward
How to Copy Forward a Previously Submitted Report
Choose the report you want to ―copy forward and click on the link in the Prime
Award #/Order # field.
Click the Award
Number link to
open the
desired report.
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Copy Forward
How to Copy Forward a Previously Submitted Report
Click ―Copy Forward on the report.
Click Copy
Forward
Button
You will see a confirmation box asking, ―Are you sure you want to leave this report? (This means
you will leave the report in the new quarter, NOT that you are navigating away from the report) You
will lose any data that you have updated, including Sub Recipient and Vendor data.
Click ―OK to continue to the Copy Report Forward page.
No data will be removed from the previous quarter report.
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Reporting
Consequences of Non-Reporting
• 1st missed report: award official sends a cure notice or
other strong letter to remind recipient reporting is
mandatory
• 2nd missed report: award official will initiate termination
action or other strong sanction, including suspension or
debarment
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Significant Errors
The following are considered “Significant Errors” by OMB if
entered incorrectly.
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Recipient Name*
Award Number*
Amount of Award*
Number of Jobs*
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Reporting Concerns
Vendors >$25,000
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Payments to vendors of $25,000 or more
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Prime recipients must report required information $25,000 or more under
the Vendor Tab of the report on federalreporting.gov
The Vendors in this tab should include all vendors of $25,000 or more up
to December 31st
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Reporting Concerns
Vendors <$25,000
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Section 1512(c)(4) and OMB Guidance allows for prime recipients to
aggregate reporting on Payments to vendors less than $25,000
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Fields on Report:
– Total Number of Payments to Vendors less than $25K/ Award
– Total Amount of Payments to Vendors less than $25K/ Award
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Reporting Concerns
Number of Jobs Field
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“Jobs Created/Retained” is reported in the “Number of Jobs” field
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Number of Jobs is expressed in terms of “full-time equivalents” (FTE)
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Number of Jobs is a simple calculation:
Total Number of Hours Worked & Funded by Recovery Act within Reporting Quarter
Quarterly Hours in a Full-Time Schedule (520 hours)
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Maintain documentation of how you calculated Number of Jobs and include a
description of the calculation in the “Description of Jobs Created” field.
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Reporting Concerns
Description of Jobs Created
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Brief description of the types of actual jobs created or jobs retained
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Description may rely on job titles
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Recipient’s existing practice for describing jobs as long as the terms used are
widely understood and describe the general nature of the work
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Include the CALCULATION of how “Number of Jobs" in the Description of Jobs
Created field. Example: Total Number of hours ÷ 520 hours = ______________
1.92
1000÷520=1.92
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July Reporting Timeline
July 1 – 10
Initial Submission Period (Prime Recipients & Subs Enter Reports)
July 11 – 14
Extended Submission Period
July 15 - 18
July 19 – 29
Prime Recipient Review Period (Prime Recipients Review Data Submitted by Sub(s) / Prime
Recipients & Subs Make Corrections)
Agency Review Period (Agency Review or Data Submitted / Prime Recipients & Subs Make
Corrections)
July 30
Recipient Reports published on Recovery.gov
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Continuous QA Timeline
August 2 - 22
August 23
August 24
August 24 – September 5
September 6
Continuous QA – Period 1
Office of Management and Budget Review
Data from Period 1 Published on Recovery.gov
Continuous QA – Period 2
Office of Management and Budget Review
September 7
Data from Period 2 Published on Recovery.gov
September 8 – September 19
September 20
September 21
Continuous QA – Period 3 (ends at 11:59 PM ET)
Office of Management and Budget Review
Data from Period 3 Published on Recovery.gov
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Correction Phase
Prime Recipient Review Period
July 15 - 18, 2011
• Prime Recipient may correct reports at this time.
• Enter report, make corrections in the appropriate fields.
• Press submit and enter your FRPIN#
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Correction Phase
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Agency Review Period
July 19- 29, 2011
Reports are “locked” and may not be freely modified by recipients
Agencies review reports
Recipients are provided with formal comments through FR.GOV
If a recipient receives a comment, the report is “unlocked” and
able to be modified for correction
Agencies identify any non-compliant or missing reporters. This
information is provided by another department in DOI and DPA
does not have access to this information until provided by this
office.
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Correction Phase
Comments
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When your report has been reviewed comments will be provided in the comment screen illustrated
below.
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If you have any questions you can also make a comment through the comment screen.
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Please check comments periodically throughout the review & quality assurance periods.
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Data Quality
U.S. Department of the Interior
ARRA Program Management Support
• BIA-BIE Monthly Status Report
• Overall Status as of 04/30/11
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Data Quality
U.S. Department of the Interior
ARRA Program Management Support
• BIA-BIE Monthly Status Report
• $500K and Above Project Status as of 04/30/11
• Projects Awarded, Not Yet Mobilized - Sorted by: (1) Program; (2)
Estimated Date of Mobilization
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ARRA Closeout
ARRA Items to check
• Section 1512 mandates quarterly reports intended to
provide the public with an unprecedented level of
transparency into federal spending
• Recipient close-out reports will answer the following:
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Who is receiving ARRA dollars and the amount?
What projects are being funded?
What is the completion status?
What is the impact on job creation/retention?
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ARRA Closeout
Issues/errors identified
• Confirm the Total Federal Amount of ARRA Funds and
the Total Federal Amount of ARRA Expenditure fields
are correct.
• Confirm jobs are calculated using the following formula: #
of hrs worked/520 = No. of jobs created/retained.
• You indicated in your report that the project is less than
50% complete; however, you also indicated that there
have been zero jobs created. Please justify why there
have been no jobs.
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ARRA Closeout
ARRA Closeouts and final reports
• Award closeout and Final ARRA Quarterly Reporting are
two separate processes:
– Requirements for submission of Final ARRA report driven by
OMB and agency specific guidance
• ARRA Project Specialist will review reports each quarter
to determine which meet criteria and will set Final flag
– Award Closeout (final technical, fiscal reporting, etc.) per
grant.
• Timeline is the biggest difference for ARRA award
closeout.
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ARRA Closeout
ARRA Closeouts and final reports
• OMB Guidance on when a report can be marked as
Final:
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Project Status reported as “Fully Completed”
No additional jobs will be funded
All ARRA funds have been expended
All ARRA funds have been invoiced and received
Project status is complete per grant requirements and/or
performance measures.
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ARRA Closeout
ARRA Closeouts and final reports
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DPA review for eligible Final reports
– Project Status in My ARRA of “Fully Completed”
– BIE Administration Audit completed
• If work is completed and funds fully expended on a
project, closeout process may commence in advance of
award end date
• Once Final report is submitted to FederalReporting.gov
no adjustments to ARRA expenditures can be reported.
– If an Unexpended Balance remains, additional steps required by DPA:
• Explanation why Expenditures less than Award Amount
and confirmation of no future additional expenditures
added to Quarterly Activities Description
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ARRA Closeout
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What should be reported in MyARRA if Project Status on a prior report was “Fully
Completed” but report did not meet other criteria for Final report at that time?
– Report must be completed by the POC for the current cycle
– Expect to see Number of Jobs as 0
• Update description of Jobs to say no jobs to report for this
quarter as work on the project was Fully Completed in a prior
quarter.
– Review and Update Award Description and Quarterly/Activities as appropriate
• For both fields follow new guidance on format and content
• Quarterly Activities with reference to prior project completion
– Current quarter activities might include final reporting,
payment to vendors for items received in prior quarters,
final invoicing/receipt of funds.
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ARRA Closeout
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What differences are there to the DPA’s Award Closeout Processes for ARRA?
– If no unexpended balance:
• Standard DPA closeout: Audit > Final Financial
Report/Invoice > Final Closeout
• Final ARRA report submission in next quarterly cycle
– If unexpended balance to be returned to DPA
• Audit, Final Fiscal Report/Invoice and Closed status
• No budget reduction until Final ARRA report submitted
(as we must report full award amount)
• After close of ARRA Reporting cycle, reduction of award
amount is processed, remainder of closeout process
completed.
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BIE/DPA Summary of ARRA Closeout Schedule
(awards with reports due 0-90 days after end date)
- 60
– 30
AWARD
END DATE
DPA
Pre-Closeout
Review Slot
+ 30 days
+ 60
+ ~75
DPA Post-Closeout Review Slot
Initial Review
Continue review closeouts
DPA Close
Slot
14 days
Finalize review
Set up Early notification schedule
On-line Expense
Statement
Request No-Cost Extension
On-line Expense
Statement
Printed Expense
Statement
Post Final Expenses
Advance
Close
Notif.
+ 90
Close
Notif.
Email
From
DPA
Printed Expense
Statements
DPA/Unit Interaction
60 day
After
Notif.
75 day
After
Notices
On-Time
Final
Reports
All project
time extension
requests
should be
submitted
Model adopted from the Massachusetts Institute of Technology Office
of Sponsored Programs
On-line Expense
Statements
Last opportunity
to check for errors
(on-line expenditure
statement date
+ 2 working
days)
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Last day
for changes
or to provide evidence of
an DPA-approved
time extension
ADDITIONAL SUPPORT
• FederalReporting.gov allows Recipients to submit and Federal
Agencies to review required Recovery Act reporting data. If you
need help with registering as a user, submitting a report, reviewing
a report, or other website functions, contact their Service Desk.
• Service Desk Information
 Phone: 877-508-7386
 TTY: 877-881-5186
 Email: [email protected]
 Chat: LivePerson Support
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ADDITIONAL SUPPORT
• FederalReporting.gov
– www.federalreporting.gov
– Frequently Asked Questions (FAQs)
– Service Desk (also on previous slide)
– Downloads Tab (Reference Data and Additional Links)
– Includes reporting templates, Recipient Reporting Data Model,
Webinars, User Guides, Look-ups for congressional districts, agency
codes, CFDA numbers, Program Source numbers, and ZIP code
information
• Recovery.gov website
– http://www.recovery.gov/
– Frequently Asked Questions (FAQs)
• DOI Recovery website
– http://recovery.doi.gov/
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BIE ARRA CONTACTS
Marie Sandoval – ADD Navajo
E-mail: [email protected]
Ph: 505-563-5381
Yvonne Davis – ADD West
E-mail: [email protected]
Ph: 505.563.5372
Johnnita Tsabetsaye
E-mail: [email protected]
Ph: 505.563.5380
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