fy 2013 grants management system improvements

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FY 2013 GRANTS MANAGEMENT SYSTEM IMPROVEMENTS

Guiding Principles

1. Improve the customer experience with grants management while maintaining shared accountability.

2. Lessen unnecessary and duplicative work among ADE and grantee staff, freeing time for functions that improve student achievement.

ADE Grants Management Division 09/24/2012

• More frequent payments

• Pay grantees more quickly

• Implement new GME system

• Resolve Single Audit findings

• Reduce application processing time

• Reduce re-work with applications, amendments, payment requests, completion reports

• Increase consistency of grantee service


Improvement Objectives

• Grants Management System RFP – Closed and Being Evaluated

• Interim GME Modifications – Ready for Roll-Out September/Early October

• GP Integration – Complete and Reporting Functionality Being Implemented

• Meeting with County and LEA Representatives on Changes to GME and Grants Management Structure, Processes – Ongoing!

• USFR Modifications – Ready for Roll-Out

• New Grants Management Handbook – Final Draft Ready for Publication in Early September

Improvement Milestones


• MS Dynamics GP integration• Payment Request System replaces

Cash Management Reports• Payment Requests can be submitted

at any time within a month• Payments processed daily through

accounting system

More Frequent Payments


Payment Request Form 1

1. LEA enters Total Project Expense.

2. Provide an email address 3. If requested more than

20% of the budget total, provide a justification.

ProcessLEA Submits Payment

Request

Request < 20% of budget total : approved by system

Request > 20% of budget total : Justification required

ADE approval or disapproval (email notification)


• Modified Reimbursement Method (for Grants with non-scheduled payments)• LEA can submit a Payment Request Form any time• Expenditures realized or to be realized in the next 15 days are allowable for

reimbursement (e.g., request a payment on Monday for Friday payroll)

Payment Request Form 2


• Direct communication between LEA and ADE

• Payment Request > 20% of the budget total: ADE is required to enter evaluation comment regardless of approval / disapproval

• Email notification to LEA

Payment Request Receipt


• Grantee must submit a Payment Request at least every 60 days

• Grantee will be notified by e-mail if they have not submitted timely

• Grantee must provide explanation of project progress if not requesting payment

• Program areas will monitor grantees not requesting payment

Payment Request Frequency


• Place all funds in RSP currently • No more initial payment through

application • Grantee can request payment as

soon as the application is approved

Application – Initial Payment


• Ongoing work with counties and grantees to accept ACH (direct deposit) payments

• Work with counties to deliver data needed to expedite payments to Districts and Schools (Report Sample /Search Engine Sample Next Slide )

• Automatic payments processed 2-3 days; Individually evaluated payments processed 10-15 days

Payment Speed


• County Report Search Engine

County Report Sample

Payment Speed


• Completion Reports Due 90 days after project close date

• Payment Request process feeds final expenditure detail in Completion Report

• Consistency in review and requirements for additional information

Completion Reports


• Return all interest accrued at least quarterly

• Previously $100 per grant was “excess”• Federal guidance states $100 per entity

is “excess”• Report on interest accrued• Excludes Johnson O’Malley Indian

Education and State grants• Working with USDOE to determine detail

needed on returned interest

Interest on Federal Funds


Contacts:• Todd Mason, [email protected]; (602)

364-1989• General Questions: [email protected]• Technical Issues: Sarah Hendrix,

[email protected]; (602) 542-4494

• Visit: http://www.azed.gov/grants-management/ for recording of Webinar and materials

Questions?


fy 2013 grants management system improvements

Documents

grants management structure

grants management system

payment requestrequest

adepayment request

payrollpayment request

budget total

application grantee

days grantee