cdbg online quarterly reporting robert shaw 9/4/2014
TRANSCRIPT
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CDBG Online Quarterly Reporting
Robert Shaw 9/4/2014
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The Purpose of Reporting
Tracking grant progress and monitoring Demonstrating the value of the program Compliance with laws
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CDFD has 250-450 Open Federal Grants at any given time, As of 9/02/2014: 347 CDBG, 259 with a balance
Requirements for Faster Data Reporting to HUD & other Federal Partners and Auditors
Continuously Increasing Data Requirements
Creation of our Online Reporting System in 2005/2006
From Paper to Online Entry
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Reporting Basics
Web Reporting Required Quarterly for:
Financial/Contracts Narrative Accomplish/Signature
For Activity Accomplishments, Quarterly or More Often
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Common Issues
Make Sure Accomplishments Balance Low Mod Only Reporting Not Acceptable
for 2007 and later grants (Some Exceptions)
Lack of a Chief Elected Official Signature
Hispanic is an Ethnicity, Not a Race
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Activities Should Not Have Negative Beneficiaries
Full Accomplishment details needed for us to report to HUD
Leverage: Include MatchEnter as you go, don’t wait for peopleInclude all Match, In Kind, and otherIf you are not going to make your Leverage #s get with DCA ASAP
More Issues
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http://Communityfinance.dca.ga.gov/cdfd.html
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Log In and Sign Up Forms
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Accomplishments Base Screen
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Accomplishments by Type
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A closer look at a Data Mismatch
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Leverage
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Racial and Ethnic Data
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Tracking Income
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Wrong Activity Type
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Housing Differences
Address and Map number CDBG Funds per house Map & Project numbers for DCA use Most Data is Based on Head of Household Elderly (62+)/Female Head of Household Energy Star and other categories Homebuyer Data Tab
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Job Differences – Quarterly Report
2 Categories: Created or Retained
Full Time Equivalent (FTE)
Made up of Full-Time and Part-Time
HUD FTE = 40 hours
With Part-Time jobs: FTE will NOT match Racial or Income numbers
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Job Differences Continued
Health Benefits & Prior Job Status
Report Job Type
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Job Issues – Quarterly Report
Retained Jobs are only jobs that would have been lost, not all jobs with the company or location
Retained Jobs Only Entered Once
Typically the first quarter of the grant period
Position Turnover: You are reporting the job position not the person
Data for first person to hold the position
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Job Subtraction?
Under Detail Accomplishments Tab
Do not Subtract Jobs out once reported
On signature page should Show / Discuss loss of jobs - page 2 and 3 (slide 13)
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Other Tabs
Draw Request / History NSP Projects Use their own Tab, NOT the
Housing Tab, CDBG ignore the NSP Tab ARRA Reporting for Stimulus grants only Budget Section 3
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General Advice
Save Often! The System Will Time You out
2 Ways Into Accomplishment Tabs Best Information Known When Submitted For Large Errors Use the Revision Option
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Common Problems
Make Sure Accomplishments Balance Full Accomplishment Details Lack of a Local Official Signature Hispanic NOT A RACE Retained Jobs that would have been lost Retained Jobs Only Entered Once (First Q) Should Not Have Negative Beneficiaries Match & Leverage, enter as you go, include in
Kind, Should Not Decrease without DCA Approval
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Common Problems Continued If the contact person for the grant
changes, LET US KNOW! Don’t change the printed copy: un-
submitting and Final Report check box Cumulative Leverage on the Signature
page should match total leverage on the detail tab
Break Leverage out by activity code
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Web Sites
Web Reporting URL: http://Communityfinance.dca.ga.gov/cdfd.html
Local Government Contact Updates URL:http://www.dca.ga.gov/LGContactsOnline/Index.aspx
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DUNS # SAM (CCR) System for Awards Mgmt & New
Certification https://www.sam.gov/index.html Federal Funding Accountability and
Transparency Act : FFATA Temporary Job Tracking Remediation:
Open 1 year with no draws Open 3 years no Accomplishments 80% drawn no Accomplishments
Current Issues
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Contact Information
Rob Shaw [email protected] 404-679-4806
Lisa Smith [email protected] 404-679-5276