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Utah’s Financial Management ProcessCheryl Brown, CPM - CDBG Program ManagerState of Utah, Housing & Community Development Division
WebGrants – Dulles Technology Partners - VA• 2006 – RFP for Software Developer• Grants Management System Needs:• Online Application • Contracting• Awards & Appropriations• Online Environmental Reviews• Payments & IDIS Reporting • Grant Close Out
WebGrants – Dulles Technology Partners - VA
• 2006 – RFP for Software Developer• Grants Management System Needs:• Online Application • Contracting• Awards & Appropriations• Online Environmental Reviews• Payments & IDIS Reporting • Grant Close Out
Online Application
(Grantee View) Applicants apply
online
Online Application - Budget
The application budget
auto-populates the State Contract
Attachments A & B (General Provisions and Program General Condtions) are updated annually and loaded into WebGrants
Online Application - Budget
Online Application – IDIS InfoDUN’S number information is
collected and auto populates FFATA form in contract
Online Application – DUN’s #
The FFATA form is populated by the data
entered in the application and is
in our State Contract
ContractingGrantees view and print their state contract.
After a grant is awarded, funds
are appropriated
IDIS Activities are set up
Amendments are created using a template.
Contracting
State staff enter the data that populates
the amendment document. Grantees print/sign/return for
processing.
Awards & Appropriations
Annual Awards are set up by the Finance Director(separation of duties)
Allocation is divided into State Admin/Admin/Program Grant
Awards & Appropriations
Initial grant award was $100,000
Awards & Appropriations
With each Amendment, a new version of the
appropriation is created to leave an audit trail
Awards & AppropriationsState staff can view
the versions and who last edited them
Awards & Appropriations
With each amendment to the grant, the Budget and Scope of Work can be versioned to
accurately track changes to the project.
Management Tools
E-mail alerts can be set up as reminders
Notes regarding project that only
State staff can see.
Management Tools – Alerts
No more post-it notes all over my desk!
Payments & IDIS ReportingAfter the activity is set up in IDIS, it is
recorded in WebGrants
The data in the HUD Activity
Report is used for the PER
Payments & IDIS Reporting
CDBG staff receive e-mail alerts when
claims are submitted
Grantee electronically sign their claims. No more paper!
Payments & IDIS Reporting
Grantees can view the status of each Request for Funds (Claim)
Payments & IDIS Reporting
We are able to track how quickly the claims are processed from the day they are
submitted to when they are paid.
Payments & IDIS Reporting
We can easily see the amount of unexpended funds
in each award and grant
Grant Close Out Grantees submit a
Close Out record for each HUD Activity for their grant
State staff receive an e-mail alert when a Close Out is submitted and then the data is recorded in IDIS
Summary
•WebGrants has:Created efficiencies in all grant processesReduced accounting errorsImproved processing times for contractingImproved processing times for paymentsReduced IDIS flagsReduced administrative costsImproved coordination between program staff
and accounting staff
Questions?
Cheryl Brown, CPMState of Utah – Department of Workforce ServicesHousing & Community Development Division1385 South State – 4th FloorSalt Lake City, UT 84115
(801) [email protected]