NACCED Conference Tech. 101: Making Your Grants Dance September 19, 2011 Presenter – Scott...

NACCEDNACCED Conference Conference

Tech. 101: Making Your Grants DanceSeptember 19, 2011

Presenter – Scott Stevenson, L.A. County CDC

Some Facts About the Los Some Facts About the Los Angeles Urban County GrantAngeles Urban County Grant

The largest Urban County program in the nation in terms of dollars…$30M currently

Large number of subrecipients… 47 participating small cities 50 non-profits 12 County Departments

$5.5M Admin budget, 40 staff

Grants Management Grants Management SystemSystem(GMS)(GMS) Access to SystemAccess to System

Agency Authorization PageAgency Authorization Page Digital Contract ExecutionDigital Contract Execution Submittal of Funding RequestsSubmittal of Funding Requests Single Audit Certification and Report Single Audit Certification and Report SubmittalSubmittal

Access to GMSAccess to GMS

1. www.lacdc.org

2. Select Programs

3. Click Community Development Block Grant Program

GDBG Partner Page – GDBG Partner Page – New User RegistrationNew User Registration

New User Registration link

In order to access our system, an approved Username and Password is required:•Click the “For Partners” link.

New User Registration New User Registration ScreenScreen2. Complete all mandatory

fields as indicated in red, including creating a new username and password. Once you have completed all fields press the submit button, located at the bottom of the page.

NOTE: Each user should set up his or her own User Name and Password.

3. You are now registered!4. Within 24 hours you’ll

receive an email indicating that your username and password have been approved.

Each User Must:1. Select your agency

from the dropdown list.

Partner Page – Log-Partner Page – Log-inin

Now you are ready to Log-in to the CDBG Partner Page by entering your Username and Password.

Agency Authorization Agency Authorization ScreenScreen

Only the Primary Contact Person has the authority to add or delete information from the Authorization Screen. For all other staff, this is a read-only screen.

After logging into the Partner Page, the Primary Contact clicks the Agency Authorization Screen.

Agency Authorization Page Agency Authorization Page ScreenScreen

Primary Contact:

• Sets up the Authorization page initially;

• Updates each user’s profile;

• Fills in agency information; and

• Submits the page.

Authorized Signer

• Reviews the changes made by the Primary Contact and Clicks approves.

• All updates that the Primary Contact adds to the system must be approved by the Authorized signer.

Agency Authorization Agency Authorization ScreenScreen

Completed Agency Authorization Page

Digital Contract ExecutionDigital Contract Execution

To execute a contract, your agency has to set up an electronic signature.

Electronic signatures will be used to sign all agency contracts online – with a click of your mouse.

How to Set Up An Electronic How to Set Up An Electronic SignatureSignature

After logging on to system, click on the Digital Contract Instructions link.

Electronic Signature Electronic Signature Set UpSet Up

Follow Digital Contract Instructions; this will take approx. 15 minutes for the initial set up of individuals identified as having the authority to sign contracts.

Once set up, the digital signature is maintained on authorized signer’s desktop.

Authorized signer is responsible for completing the electronic signature set up.

Roles and Responsibilities

Who can be an authorized signer? Cities: City Manager or Community Development

Director- City Manager can delegate to:

Community Development Director City Attorney City Clerk Financial Director Mayor

Roles and Responsibilities

Who can be an authorized signer? Community-Based Organizations (CBOs):

- Executive Director Executive Director can delegate to:

– Board of Directors

Roles and Responsibilities

Who can be an authorized signer? County Departments:

- Departmental Directors:- Departmental Directors: Departmental Directors Departmental Directors can delegate to:

– Financial Director, or Division Chief Financial Director, or Division Chief

Electronic Signature Electronic Signature

System Requirements: Internet Explorer 6.0 or higher Adobe Professional 6.0 or later (we recommend

8.0 Professional, or Standard)

Contracts and Contracts and AmendmentsAmendments

1) When your contract is posted, the Primary Contact will receive an email notification.

2) Sign on to system. Click on Contracts and Amendments link to open the contract pending screen.

Status of Pending Status of Pending ContractsContracts

Payment Request Submittal

3a) Click on the Download link on your pending contract. 3b) Click on Approve button after viewing.

Note: Pending contracts will be visible only if there is a contract pending Primary Contacts review. Email is sent auitomatically advising of pending contract.

Contract PendingContract Pending

3c) Click on the Upload button on your pending contract.

Image of digitally signed Image of digitally signed contractcontract Add a slide showing digitally signed Add a slide showing digitally signed

contractcontract

Signing a Pending Signing a Pending ContractContract

1) Digitally Sign and Save your Pending Contract (after Electronic Signature is set up).

2) Close Contract.3) Upload your Signed Contract to the System.4) You’re done!Please contact your Program Manager for additional

details.

Example of Digitally-Example of Digitally-Executed ContractExecuted Contract

ADigital signatures are uploaded

Submittal of Sample Funding Request

Sign on the system. Click on Funding Request Instructions link.

Sample Funding Request

Click on Funding Request link.

Sample Funding Request

Click on Create New Request to begin a new Payment Request.

Check here if reporting NO ACTIVITY for the entire Reporting period. Go to Page 1 and Submit.

Expenses cannot be charged before contract start date.

Select Project

Sample Funding Request – Page 2

Upon initiating a new Funding Request, the system will take you to Page 2 or Page 3. If this is your first request, click Page 4 tab to set up your recurring data first.

Sample Funding Request –

Page 4

If this is your first request or you have a new employee, payee, or a customized Non-Personnel expenditure type, enter new data on Page 4, then click ADD:

Once recurring data has been entered, you are ready to complete either page 3 or 2, whichever page your agency is required to complete.

In future requests, data from Page 4 appears in dropdown list on Page 2 and 3.

Sample Funding Request –

Page 3, Personnel Section

1) Click on “+” to add an employee expense line.

2) Select employee name, position name from dropdown lists.

3) For each employee and each pay period, enter pay period, hours charged, check #, benefit data.

Sample Funding Request –

Page 3, Non-Personnel Section

1) Click on “+” to add an expense line, or capital expense line.

2) Select vendor name under correct type of expenditure, from dropdown list.

3) For each check; enter date paid, check #, total invoice amount and amount charged to project.

Sample Funding Request – Page 2, Personnel Section

1. Click on “+” to add an employee expense line.

2. Select employee name, position name from dropdown lists.

3. For each employee, enter total salary (whole month), total period benefits.

Note: If you completed Page 3, the data is carried forward to pages 2 and 1.

If you did not complete Page 3, enter summary data here.

Sample Funding Request – Page 2, Non-Personnel

Section

1) Click on “+” to add an expense line.

2) For each expense type, enter total expenses this period.

Page 1 – Upload Required Documentation (for Agencies

required to Submit Documentation)To attach documents:1. Click browse. 2. Attached scanned

documents from your computer.

3. Click upload file

4. If wrong file was attached,

click Delete File.

Click “View Supporting Documents” link to review all your attachments.

Click here for instructions and checklists.

Page 1 – Submitting & Approving the Payment Request

Preparer selects an approver from the dropdown list. System sends an email to approver. Only the selected approver can approve.

Preparer clicks Submit.

Submitting & Approving - Page 1

Authorized Approver approves request by clicking Approve.

If corrections are necessary after preparer has submitted but before approver approves, approver may click unsubmit button. The preparer can make changes to the funding request and resubmit it.

Email Notifications on the Status

of your Funding Request When a request is denied, partially approved or if the CDC has questions concerning your request, you will receive an email like this. The reason(s) for denial and requested corrective action(s) are noted in the Comments section.

Note: Other system email notifications: Weekly email reminders of unsubmitted funding requests that have been in the system for 2 weeks with a status of “To Be Submitted” or “Pending Approval.”

Project Balances Screen

Click on Funding Requests in Menu bar. You will arrive at your Project Balances Screen. Total Requests

paid to your Organization.

CDC has approved these requests, but a payment has not been made yet.

Requests submitted by preparer but awaiting either your organization’s approval or CDC’s approval.

Project Balance Screen –Funding Request Status

Pending Requests includes Funding Requests with the following status: -To Be Submitted: Request has been initiated, but not submitted yet for your approver’s approval.- Pending Approval: Request is ready for your approver to approve and submit to CDC- Pending FRMT Staff: Awaiting initial CDC approval.- Pending CDC Supervisor: Awaiting CDC final approval.

Approved Requests includes detail of all approved requests. Date Paid and check # are displayed once payments are made.

Denied and Cancelled Requests are listed here.

Project Balance Screen –Cost Category Detail

Click on the Cost Category Detail link below to view Payment History for this project.

Payment History Report

Single Audit RequirementsSingle Audit Requirements

Click here to complete your required annual Certification of Federal Expenditures and submittal of Single Audit reports.

Single Audit CertificationSingle Audit Certification

Confirm agency’s Fiscal Year. If different please indicate.

Confirm total Federal expenditures.

Single Audit Report Single Audit Report SubmissionSubmission

If your agency confirms Federal Funding to be greater than $500,000, upload your report here. For Cities, also upload your CAFR and Management Letter here.