2012 Grant Management | ADMINISTRATION-5600-MANUAL

Grant Management includes compliance with the approved grant proposal, programmatic and fiscal requirements and applicable policy and law required by the grant award.

Grant Management encompasses many competencies, tasks and responsibilities. This manual section concentrates on the responsibilities of the Division of Aging Services with regard to Grants Management. The Department of Human Services (DHS) responsibilities and processes are documented in the DHS Administration Manual, primarily under Financial Resources.

Step 1: The Notice of Grant Award (NOA) is received, usually via email.

Step 2: The receiving party ensures that the Business Operations Section Manager has a copy of the NOA within 48 hours of receipt.

Step 3: The Business Operations Section Manager routes the NOA to the DHS Offices of Financial Services and Budget Administration and to the DAS Contracts Team Lead within 48 hours. The Division Director and Deputies are copied.

Step 4: The Project Director and Business Operations Section Manager reviews the NOA to determine if programmatic or budget revisions to the proposal are necessary.

Step 5: The Project Director and DAS business operations staff, in coordination with DHS Office of Business Administration (OBA) staff, review the final budget to ensure the accuracy of all budget requirements, including sources and amounts of grant matching funds and reconciling fiscal codes between PeopleSoft and grant line items.

Step 6: DHS OBA staff enter the budget into PeopleSoft.

Step 7: The Project Director meets with assigned DAS contract staff to clarify processes necessary for preparation of sub-contracts under the grant.

Step 8: The Project Director prepares a Contract Summary for each partner/sub-contractor. Attachments may include but are not limited to:

Step 9: The Contract staff reviews the Contract Summary and submits to the DHS Office of Procurement and Contracts.

Step 10: The Contract Staff tracks the milestones in the preparation and approval of the contract. The Project Director may view the grant tracking spreadsheet on the J Drive at J:Fiscal Admin\Tracking Contracts and Payments.

Step 11: Once contracts are executed with Area Agency on Aging partners/sub-contractors, each Area Agency on Aging enters its budget into the DAS Data System, or records the grant per grant specific procedures provided by DAS.

Step 12: The Project Director completes a Quarterly Grant Review Report:

Reports are due on October 15, January 15, May 15 and July 15 and must be circulated according to Guidelines for Written Correspondence and Suspended Items, MAN 5600, Section 8003. The Business Operations Section Manager, Deputy Director and Director of Aging Services must be included in the review.

Refer to the chart below to determine the type of report used to meet this requirement.

Step 13: In addition to the narrative, the grant quarterly grant report should include a brief review of monitoring results including:

The Project Director may choose to schedule a meeting to review the quarterly report, and may include DAS Business Operations staff, Program Integrity Staff, Director, Deputy Director(s) and the Associate General Counsel for DAS.

If corrective action is needed, proceed to step 14. If no corrective action is needed, proceed to step 15.

Step 14: The Project Director is responsible to ensure that corrective actions are completed. Corrective actions identified during the quarterly review process should be referred to DAS or DHS staff for resolution. Specific deadlines must be set for each action. The Section Manager is responsible for monitoring corrective actions assigned to his/her staff. Examples of corrective actions are as follows:

Step 15: The Section Manager, Associate General Counsel, Business Operations Section Manager, Deputy Director(s), and Director review and sign off on the quarterly reporting and corrective actions routed using the pink sheet process.

Grant documents must be stored on the shared drive as follows: