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Transcript of Welcome to PC362: Managing Grants. Please set cell phones and pagers to silent Refrain from side...
Please set cell phones and pagers to silent
Refrain from side discussions. We all want to hear what you have to say!
Feel free to ask questions. If your question is off-topic or will be discussed later in the training course, we will write it on a flip chart (parking lot) to be sure we cover it later
Two breaks and a one hour lunch are planned
Bathrooms / Snacks
First Things First
Welcome
Produced in Microsoft Word
Contains key concepts, processes, and task information
required to complete a user’s role in SMART
Process flows and screenshots of the SMART system are
included
This is a great reference to use after training!
Training Materials Overview
Participant Guide
Used to help the Trainer facilitate the course materials
Produced in Microsoft PowerPoint
Contains key content and graphics
Generally used at the beginning or end of each Lesson
Training Materials Overview
Concept Slides
Used to present the flow of either business processes or
information within SMART
Training Materials Overview
Business Process Flows
Produced in Microsoft Word
Contains a scenario for each activity completed in the training
database
Provides data that you must enter for the exercise
Organized by classrooms and users
Take note of the user ID assigned to you
Training Materials Overview
Activity Guide
Demonstration – instructor only (hands off)
Walkthrough – instructor leads and participants complete
exercise with instructor (hands on)
Exercise – Participants complete on their own
Challenge – Participants complete on their own
Training Materials Overview
Activity Types
An online help tool that contains user procedures for completing
tasks in SMART
Used in training to perform a simulation of a SMART task or to
be used during an activity as a help guide
UPKs are also available after training on the SMART Training
website
UPKs are simulated to have the look and feel of SMART, but do
not impact the production environment. It is a safe way to
practice tasks that you perform in SMART.
Training Materials Overview
User Productivity Kits (UPKs)
A short document that contains key concepts or steps involved
in a course
Can be content or system related
Available for all participants to use during training
Used after training for quick reference from the Training Portion
of the SMART website
Referenced as often as possible during training to indicate the
“handiness” of the material
Training Materials Overview
Job Aids
Are conducted using the SurveyMonkey tool
Please complete a course evaluations for each new course that
you attend
Trainers also complete a course evaluation at the end of each
class
Training Materials Overview
Course Evaluations
Course Objectives
Create and manage grants
Close grants
Integrate grants with other SMART modules
Upon completion of this course, you will be able to:
Lesson Objectives
• Define key terms
• Explain the end-to-end process for grants and describe how Grant Management fits into the end-to-end process for Projects, Contracts, and Grants
• List roles involved in the grants process and describe tasks performed by each role
Lesson 1: Understanding Grants
Defining Key Terms for GrantsGrant – Award of money from a Sponsor for a project
Proposal – An “umbrella” that contains all the proposal details for one sponsor
Award – Executed agreement between an institution and a sponsor
Project – An organized endeavor for which costs are incurred that has a defined beginning and ending purpose for which costs need to be accumulated and reported
Activity - Tasks or subcomponents associated with a project that represents a breakdown of collected costs. At least one activity must be defined for each project
Customer Contract – The document related to a project that defines how the Grantee bills and recognizes revenue from a Sponsor
Institution – The State of Kansas agency that receives funding from the Sponsor. Institutions may also contribute funding to a grant/project. Funds provided by the institution (agency) are in addition to grant monies from the sponsor
Sponsor – An external entity or source that funds programs, research, and other projects
Lesson 1: Understanding Grants
Defining Key Terms for GrantsSub-Recipient – Companies or institutions that receive funds under a primary award
Professional – A project resource included in the proposal
Facilities and Administrative (F&A) Costs – Overhead costs associated with the grant
Cost Sharing – Component of a proposal representing the part of the project that the sponsor does not fund (Cost sharing is synonymous with the term ‘match’ or ‘matching funds’ and includes both hard-dollar and in-kind contributions)
Pre-Award Spending – Money spent for a project (against a grant) prior to formal approval of the proposal
Grants Budgeting – Process of capturing budget line details that support both pre-award (proposal budget) and post-award (award budget) functions
CFDA (Catalog of Federal Domestic Assistance number) – This number is how the Federal government tracks it’s funding programs when issuing grant awards
Lesson 1: Understanding Grants
Understanding Grants ProcessesGrants Integration Process
Payroll
Time and Labor
T&L Data
Grants
Contracts
Payable Time
Jou
rna
ls, Lab
or / F
ring
e
Revenue, Unbilled AR
Award Data
Project Data
Commitment Control
F&
A
SHARP
General Ledger
Bud
ge
ts
Project Costing
Bud
ge
ts
Personnel Data
Billing
Revenue, AR
Billing Status Update
Bill
able
T
ran
sact
ion
s
Lesson 1: Understanding Grants
Understanding Grants Processes
Roles associated with the Grants Module
• Agency Grants ManagerEnters, reviews, and analyzes proposals and awards and understands the
integration with other SMART modules
• Agency Grants ApproverApproves proposals and understands the integration with other SMART
modules. Note: This role is optional and only for agencies using workflow
• Agency Grants MaintainerMaintains configurations to agency-maintained grants tables
Lesson 1: Understanding Grants
Lesson Summary
In this lesson you have learned to:
• Define basic Grants terms
• Describe the processes and activities contained within the Grants module, including roles involved with each
• Understand the end-to-end process for Grants and describe how Grant Management fits into the end-to-end process for Projects, Contracts, and Grants
Lesson 1: Understanding Grants
Lesson Objectives
In this lesson you will learn to:
• Create and submit a grant proposal with a proposal budget
• Create part of a grant proposal by copying information from a previous proposal
• Create an award
• Define pre-award spending for a grant
Lesson 2: Creating Grants
Creating GrantsCopy Existing Proposals Process
Update grants proposal general information
Update grants proposal budget information
Copy existing proposalUpdate grants proposal
project informationUpdate grants proposal
location information
Update grants proposal facilities and
administration information
Update grants proposal resource information
Submit Proposal Proposal Created
Lesson 2: Creating Grants
Lesson Summary
In this lesson you have learned to:
• Create a grant proposal
• Create a proposal budget
• Copy proposal information from one proposal to another
• Submit a completed proposal
• How to create an award and define pre-award spending
Lesson 2: Creating Grants
Lesson Objectives
• In this lesson you will learn to:
• Update award information for awards profiles and budgets
• Review project and activities
• Activate a contract/award
• Understand grant closure
• Run federal grant reports
Lesson 3: Managing Grants
Identify required revision
Grant updated
Enter a grant
Maintain same project ID?
Update grant award and associated
contractFinalize Project Budget
Copy Existing Proposal
No
Project Budget Finalized?
Yes
Yes
Award Modification
No
Updating Awards
•Before finalizing the project budget, you can update the award by copying the existing proposal
•After finalizing the project budget, you must use the Award Modification Process to update the project budget
Lesson 3: Managing Grants
Activity 7 – Reviewing Award Projects
Activity 8 – Reviewing Award Project Activities
Lesson 3: Managing Grants
Activity 9 – Updating Award Budgets
Activity 10 – Reviewing Cost-Shared Amounts
Lesson 3: Managing Grants
Understanding Grant Closure
• Once an award or contract reaches completion, the final step in the grants management process is to close out the award
• Steps required to complete the award close out process:• Closing projects and activities in Project Costing• Closing contracts, including the billing and revenue plans in Contracts
• The Grants Manager must work with the Project Manager and Contracts Manager roles to complete this
Lesson 3: Managing Grants
Lesson 3: Managing Grants
Running Federal Grant Reports
• Federal Financial Report
•Combination of SF-272 and SF-269a reports•Enter Reference Award Number on the Awards page
•SEFA
• Enter Project Type on the Projects page
•Sponsor Draw-Down Report
• Enter Letter of Credit ID on the Contract Lines page to activate contract
• Contains the Reference Award Number
Lesson Summary
In this lesson you have learned to:
• Update award information for award profiles and budgets
• Review project and activity information for an award
• Review cost-shared amounts
• Understand grant closure and the activities necessary to close a grant
• Run federal grant reports
Lesson 3: Managing Grants
Use the following resources
SMART Training Website http://da.ks.gov/smart/training.html
SMART Training Team Contact us at [email protected]
SMART materials Review, Review, Review your SMART materials after
training!!
Resources Available
Evaluation
Please fill out the evaluation for today’s instructor led training session!
http://www.surveymonkey.com/s/SMARTtrainingPC362