November 13, 2013

Introduce grantees to the CJC team, regions and program

Overview the updated Grants Management Handbook

Overview our new Site Monitoring process and plan

Overview new Civil Rights obligations – applicable only to federally funded grantees

Present our Peer Review process and plan

Questions and Answer

Paul Egbert – Grants Program Manager & (Northeast region)

Lorin Dunlop – Grant Coordinator (Northwest / Metro region)

Greg Lay – Grant Coordinator (Southern region)

Tiffany Koss – Executive Support & Payment Specialist

Beverly Miller-Asbury – Reporting Specialist

Paul Egbert

Greg Lay

Lorin Dunlop

Organized into 4 major sections

1) Introduction2) General Provisions3) Program & Fiscal Monitoring 4) Federally Funded Grants

Three primary grant programs Specialty Courts Program

State Funded – General Fund or Asset Forfeiture funds Federally Funded - Byrne Justice Assistance Grants (JAG)

Oregon Justice Reinvestment Program Residential Substance Abuse Treatment Grant

Other miscellaneous grant programs Statewide Discretionary Drug Court Program State Statistical Analysis Center (SAC) Sex Offender Registration & Notification Act (SORNA)

Plan for the program during 2013-15 was to only use state funds and award for a 2 year period.

To get agreement on HB 3194, the Governor targeted $5 million JAG dollars to the Justice Reinvestment Account, increasing it to $15 million.

Since our drug court grantees were familiar with federal reporting and requirements, CJC sought a budget note giving us greater flexibility in using our funds. I targeted the federal funding to our specialty courts program.

CJC awarded all 34 applications received. Awarding was based on a two-tiered approach, 90% or 80% of the requested amount based on the scored application.

CJC divided the biennium into two grant periods.

Oregon Online Grant System (OOGS)

Web-based system

Incorporates applications, progress reporting and financial reporting (Requests for Reimbursements).

www.cjcgrants.com

OOGS help desk for additional support (1-800-820-1890)

OOGS User Manual can answer most end user questions

My Training Materials

Link to Manual

New grant award agreement template

Grant amendments – requires prior approval of CJC and must be requested in writing.

CJC will handle requests on a case-by-case basis. Not every request requires an amended agreement.

Modifications must be made in OOGS following CJC approval.

Grant award agreements and applications outline the requirements grantees are subject to.

Federally funded grants have additional requirements explained in a later section.

Quarterly Progress & Financial Reporting Desk monitoring On site monitoring…piloting now

Peer Reviews…piloting now

Due on the 20th of the month following the end of the quarter. The grant agreement has the timelines; Jan 20, April 20, July 20 & Oct 20.

Requests for reimbursements will not be approved until a progress report is submitted and approved.

Any extension requires approval in writing

Consequences: Delays your payment Could impact year two funding Could impact 2015 application Suspension / termination of your grant

Due dates are the 20th of the month after the end of the quarter. Jan 20, April 20, July 20 and Oct 20.

Requests for Reimbursements are submitted in OOGS.

A detailed spreadsheet must be uploaded as supporting documentation.

Back up documentation, i.e. timesheets, invoices, travel charges, incentives, other receipts need to be kept in the local file and made available upon request.

Administrative costs may not exceed 10%

CJC believes incentives are a needed component of drug courts

DOJ is considering eliminating the use of federal funds for any incentives. CJC has adopted the current federal restrictions on entertainment and food/beverage costs.

Non entertainment items under $25 and accessible to all are allowed.

Food and beverage costs are restricted, including gift cards for restaurants, coffee shops, fast food, etc…

OJP advises allowable incentive must be low per participant. CJC recommends $5.00 - $10.00 increments. Amounts over $25.00 are not allowed.

Consider using matching or other support funds instead

Pages 12-23

Civil Rights Compliance

Performance Reporting

Fiscal Compliance

Civil Rights Law Compliance (new CJC policies & forms)

Employee Discrimination policy

Client Discrimination policy

Complaint Form

Training – to be completed by December 1

In addition to the CJC Progress Report in OOGS, federally funded grantees are required to complete Federal Performance Measurement questions quarterly.

Grantees will access the website directly to answer the questions. Grantees will no longer upload the questionnaire into OOGS. Federal site (PMT) is accessed at: http://www.bjperformancetools.org/UUM/

CJC Grant staff will provide grantees with a User ID and Password for initial sign in.

CJC will review reports for accuracy and completeness and then submit on behalf of the grantee.

Failure to report timely results in federal funds being frozen

Fiscal Requirements are substantial!

Tools to help with fiscal compliance:

OJP Financial Guide serves as the primary reference manual

Code of Federal Regulation (CFR’s)

Office of Management and Budget Circulars

Includes guidance for the following: Procurement Sub awarding Program Income Travel Reimbursements Allowable and Unallowable cost categories Supplanting Matching Funds Accounting and Auditing Requirements Publicity and Publications

CJC’s monitoring approach is to build relationships, provide technical assistance and emphasize quality improvement.

Several factors will be considered when selecting a court for on-site monitoring including: source of funds, court size, multiple grants, past performance, peer review recipient, new program to CJC, etc…

At least two CJC staff will conduct the on-site visit.

Process includes answering a pre-site questionnaire, review of documentation, observation of staffing and court, interviews with key team members.

A monitoring report will follow the review and will include program strengths and weaknesses, recommendations and when applicable, corrective actions and timelines.

CJC has drafted a set of standards that are research-based and organized on the foundation of the 10 Key Components of Drug Courts.

CJC has developed a peer review process to assist in the alignment of Oregon specialty court programs with national best practices.

“Peers” will be trained in how to conduct the peer review and will assess another program and provide feedback about the program’s alignment with Oregon specialty court standards.

Programs will have the opportunity to learn about innovative and successful practices that have been implemented in other programs.

Only Adult Courts will be reviewed at this time.