WELCOME to the Tribal New Grantee Orientation (TNGO) Webinar

WELCOME to the Tribal New Grantee

Orientation (TNGO) Webinar

Office of Juvenile Justice and Delinquency

Prevention

Tech Overview

Ben Spooner


Prevention

Welcome to the FY 2013 Tribal New Grantee Orientation

(TNGO)November 7, 2013

Office of Juvenile Justice and Delinquency Prevention

OJJDP Staff

Patrick Dunckhorst

Kara McDonagh

Tribal Program Manager TeamJuvenile Justice Specialists and Program

ManagersOJJDP

Juvenile Justice System Improvement

Division

Youth Development - Prevention

& Safety Division


Prevention

Overview of EDC Tribal Youth Training

& Technical Assistance Center

ServicesEthleen Iron

Cloud-Two Dogs

Stephanie Autumn

Stanley Holder

We welcome you to the Circle

Training and Technical Partners

Tribal Law and Policy Institute• 100% Native American owned and operated

• Delivers education, research, training, and technical assistance programs

• Promotes improvement of justice in Indian Country

• Encourages health, well-being, and culture of Native peoples

• “Tribal Court Clearinghouse”- comprehensive website of resources: www.tribal-institute.org/lists/pubs.htm

Contact Information

Tribal Law and Policy Institute 8235 Santa Monica Blvd., Suite 211 West Hollywood, CA 90046

Phone: (323) 650-5467 | Fax: (323) 650-8149 Email: [email protected] , or [email protected] Website: www.tlpi.org

Training and Technical PartnersJohns Hopkins Center for American

Indian Health

• Works in partnership with American Indian and Alaska Native communities to raise their health status, self-sufficiency, and health leadership to the highest possible level

• Prioritizes strengths-based approaches that foster Tribes’ rich physical, cultural, and intellectual heritage

• Increases health leadership of Tribes through training, employment, and professional education

Contact Information

Center for American Indian Health621 N. Washington StreetBaltimore, MD 21205

Phone: (410) 955-6931Toll free: 1-800-509-8456

Website: www.jhsph.edu/caih

Training and Technical Assistance Providers

Becky Judd (left)Project Coordinator

Amy Gorn (right)Project Coordinator

http://www.ruralcap.com/www.alaskanativeyouth.org

Rural Alaska Community Action Program, Inc.

The Resource BasketGathering and Sharing for Alaska Native Youth

Success

Rural Alaska Community Action Program, Inc. (RurAL CAP)Mission

•Reduce Alaska Native youth delinquency rates by increasing tribal community and youth-serving organization capacity to nurture positive youth development and support strength-based and data-driven juvenile justice approaches.

Goals•Hosting a “Resource Center” mobilizing multi-disciplinary experts in providing training and technical assistance.•Increasing knowledge and youth voice and leadership in youth services.

RurAL CAP Contacts

Lead TTA Contacts Provides tribes or Alaska Native youth-serving organizations with direct TTA support and/or referrals. Develops TTA partnerships and tools, resources.

Becky Judd, Project Coordinator Amy Gorn, Project [email protected] [email protected](907) 301-9725 (907) 623-0769

Administrative ContactsProvides administrative oversight, planning and partner support.

Joie Brown, Project Manager Cathie Clements, Project [email protected] [email protected](907) 865-7356 (907) 865-7357

Webinar Learning Objectives

1. Meet the OJJDP leadership and program management team who work most closely with TJADG and TYP.

2. Gain a greater understanding of key grant administration resources (such as the OJP Post-award Instructions, Financial Management Guide, and Reporting Requirements) as well as a greater awareness of common shortfalls in grant administration.

3. Increase awareness of the goals, objectives, and key upcoming activities of TJADG and TYP programs.

4. Learn about resources available in terms of Technical Assistance (TA) and training.

TNGO Webinar Overview

1. Overview of Tribal Youth Program

2. Programmatic & Financial Success

3. Reporting Requirements4. Preparing for & Achieving Your

Strategic Planning Requirements

PROGRAMS FOR TRIBAL YOUTH: BUILDING BRIGHTER FUTURES IN INDIAN COUNTRY

US Department of Justice, Office of Juvenile Justice and

Delinquency Prevention

Patrick Dunckhorst

FY13 OJJDP Coordinated Tribal Assistance Solicitation (CTAS) Awards Overview

• Tribal Juvenile Accountability Discretionary Grant (TJADG) (Purpose Area 8, Juvenile Justice)– 3 awards– Approximately $250,000 - $300,000

• Tribal Youth Program (TYP)(Purpose Area 9, Tribal Youth Program)– 11 awards– Approximately $300,000 - $500,000

• Award up to 3-year grants to federally recognized tribes

FY 2013 CTAS TJADG (Purpose Area 8) Grantees

Coeur D'Alene Tribe

Confederated Tribes of the Warm Springs Reservation

Eastern Band of Cherokee Indians

YOU SHARETell us about strengths in your

community!.

FY 2013 CTAS TYP (Purpose Area 9) Grantees

Quileute Tribe

Shingle Springs Rancheria

Southern Ute Indian Tribe

Citizen Potawatomi Nation

Catawba Indian Nation

Bay Mills Indian Community

Lac Courte Oreilles Band of Lake Superior Chippewa

Aroostook Band of Micmacs

Native Village of Barrow

Native Village of Old Harbor

Traditional Council of Togiak

YOU SHARETell us about strengths in your

community!.

Programs Serving Tribal Youth

The Tribal Youth Program currently serves grantees in the continental United States and Alaska.http://www.tribalyouthprogram.org/program_list


Prevention

Path to Programmatic and Financial Success with OJJDP

Patrick Dunckhorst

Kara McDonagh

OJJDP Responsibility• Program Monitoring

– Desk Reviews– Grantee reports (Progress, Financial, and

Performance Measure)– New grantee/Strat Pak/Regional trainings– Monitoring site visits– Grant Adjustment Notices (GANs)

• Draw-down Activity• Regular Communications

(phone/email) • Listserv Communications

Technical Assistance Providers

• Bi-weekly ongoing Training and Technical Assistance

• Topic specific Webinars• Telephonic Talking Circles• Regional Trainings• Onsite Training and Technical

Assistance• Identify Cultural Best Practices &

Evidence Based Interventions

PAUSE

Please type any questions into the chat.

Navigating your federal award: Grants Management System (GMS)

The official award file found in GMShttps://grants.ojp.usdoj.gov/gmsexternal/

Contains:•Project period •Award #•Amount of award•Special conditions

GMS also contains•Points of contact, authorized representatives, and financial contacts•Official proposal and budget•Official grant adjustments and modifications•Progress and financial reports•Close outs

GMS Support and Training

• GMS Helpdesk: 888-549-9901

• Online training module: http://www.ojp.usdoj.gov/gmscbt– GMS Overview– Consolidating User Accounts – Grant Adjustment Notices (GANs)– Progress Reporting – Closeouts– Financial Reporting

PAUSE


Award Package

• Post Award Instructions: http://www.ojp.usdoj.gov/funding/pdfs/post_award_instructions.pdf

TYP Special conditions

TYP Special conditions, continued

T-JADG - Special Conditions

Conditional ClearanceCTAS -- Conditional clearance (with funds released for travel)

Required

Language:

The recipient is authorized to incur obligations, expend, and draw down funds for travel costs only, in an amount not to exceed $5,000, for the purpose of attending the CTAS Orientation Meeting. The grantee is not authorized to incur any additional obligations, or make any additional expenditures or drawdowns until the Office of the Chief Financial Officer has reviewed and approved the recipient's budget and budget narrative, and a Grant Adjustment Notice has been issued to remove this Special Condition.

Is Removable: Yes Active: Yes

Category: Financial Clearance Memo

Conditional Clearance– Steps to a Budget Clearance

• Purpose area budgets reviewed independently.

• Office of the Chief Financial Officer (OCFO) reviews purpose areas 8 and 9 and provides written comments to OJJDP program manager.

• OJJDP program manager provides comments to grantee point of contact and requests revised budget to be emailed.

• OJJDP program manager uploads revised budget into system and notifies OCFO.

• OCFO re-reviews budget – either final clearance or additional comments.

PAUSE


Reporting: Program, Finance, & Performance Measures

Report Due dates Notes

Categorical Assistance Progress Reports (CAPR)

- TYP – due twice a year: January 30, July 30- TJADG – due once a year: 1st report due November 30, 2014

- First progress report for 2013 grantees will cover October 1 –December 31, 2013, and is due NLT January 30, 2014

- Submitted online through GMS- Overdue report: access to funds

placed “on hold”

Data Control Technical Assistance Tool (DCTAT) due with CAPR

Twice a year:January 30July 30

- Submitted online through OJJDP-CSR website

- Save a copy to file- PDF should be uploaded into

GMS with CAPR

Federal Financial Report (FFR) SF 425

Due 4 times a year: January 30 April 30 July 30 October 30

- Submitted online through GMS- Overdue report: access to funds

placed “on hold”

Progress/Narrative Reports: Categorical Assistance Progress

Report (CAPR) - GMS

• Use the suggested “tribal report template.”

• Reports should include progress made toward each goal and objective as submitted in application.– This includes description of status of each

objective, the activities completed during the reporting period, and supporting data.

• Reports must also include separate attachment containing data on mandatory performance measures submitted into an online reporting tool called the Data Collection Technical Assistance Tool (DCTAT).

• May be “change requested” if additional information is needed.

• GMS system automatically freezes funds on late progress reports.

Performance Measures: DCTAT www.ojjdp-dctat.org/

• Data Collection Technical Assistance Tool (DCTAT) - Online data collection instrument

• Mandatory indicators based on categories (for TYP) and purpose areas (for TJADG)

• Submit online through OJJDP website. Also include electronic copy (PDF) as part of CAPR progress report via GMS– Additional training for both TYP & TJADG

Grantees: • Performance Measure Overview -- TBD• Tool/Technology Overview -- TBD

Note: First TYP DCTAT submission due January 30, 2014 –please enter “zeros.”

Financial Reporting: Federal Financial Report –SF425 - GMS

• PERIODS COVERED & DUE DATES– October 1 –December 31: Due January 30– January 1 –March 31: Due April 30– April 1 –June 30: Due July 30– July 1 –September 30: Due October 30

• Report actual expenditures for the reporting period, not drawdowns or projected expenditures

• Can be revised up until the end of the next quarter

• OCFO helpdesk: 800-458-0786

What do you think?

When you submitted your DCTAT performance measures on www.ojjdp-dctat.org, you included a narrative explaining the key accomplishments and activities for the reporting period.

This satisfies all of your programmatic reporting requirements for that reporting period.

True or False?

Assistance with Report Submission

• Online progress report submission in the Grant Management System: contact the GMS helpdesk at (888) 549-9901, option 3. Hours: Open 24/7!

• Financial report submission: contact the Office of the Chief Financial Officer helpdesk (800) 458-0786. Hours: Monday - Friday 8:30am - 6:30pm; closed on weekends.

• Online Data Collection Technical Assistance Tool: contact CSR, Inc. helpdesk at (866) 487-0512. Hours: Monday - Friday 8:30am - 6pm; closed on weekends

Quick Break…Feel free to

ask your questions

in the chat – we’ll

address them

when we return.

Budget and Expenditure Tracking

• Review the Office of Justice Programs Financial Guide and bookmark it on your internet browser http://www.ojp.usdoj.gov/financialguide/index.htm

• Know your budget and draw down history– Must keep track of overall expenditures by category,

detailed expenditures ledger, and all supporting documentation

• Request a reconciliation on a monthly or quarterly basis from your business/finance office

• Online webinar version of financial training: http://gfm.webfirst.com/

Budget and Expenditure Tracking (continued)

• Check any proposed budget changes with your OJJDP program manager first. Formal modifications required: – Changing the budget scope: identifying a

contractor not previously identified– More than 10% of award amount between

budget categories – Identifying a new cost category

• Guidance on incentives/give-aways/pow wows

Food and Beverage Policy: http://www.ojp.gov/funding/confcost.htm

• Food and beverage costs are unallowable for any meeting, event, conference, etc. under any grant, cooperative agreement, and/or contract.– Exceptions to this restriction may be made:

• If Office of Justice Programs prior approval received explicitly for that event

• Only in cases where such sustenance is not otherwise available (i.e., extremely remote areas)

• Where a special presentation at a conference requires a plenary address where there is no other time for sustenance to be attained.

Food and Beverage Policy (continued) http://www.ojp.gov/funding/confcost.htm

• You may still:– Provide per diem for staff in “official

travel status.”– Provide food and beverages for youth

programmatic activities (that aren’t meetings, conferences, events, trainings) if that food/beverage is essential to the program service.

• Work with your program manager!

PAUSE


Common Audit Red Flags

• Poor record keeping• Unallowable costs/activities• Missing time & attendance reports

– Time and attendance does not track actual hours, but instead projected hours

– Fails to account for a percentage of time• Failure to follow procurement standards• Lack of internal controls• Failure to obtain prior approval when required• Incorrect indirect cost rate – must be exactly

approved rate• TYP specific: poor cash management –excessive

draws, infrequent draws– TJADG specific: Failure to provide match (10 or 50

percent)– Failure to set-up interest-bearing account

Financial Training Tools

• OJP Financial Guide: http://www.ojp.gov/financialguide/index.htm

• Food and Beverage Policy: (Meals and Refreshments) http://www.ojp.gov/funding/cccontent.htm#maf

• Financial Management Training: http://gfm.webfirst.com/

Modifications to Grant Award

• Grant Adjustment Notices (GANs)• Initiated by grantee in GMS to request

change:– Project Period– Point of Contact– Authorized Representative– Change of Scope– Budget Modification– Organization Address/Name– Other Prior Approvals– Withholding Special Condition Removal

• Must be approved by OJJDP Program Manager

Poll #1

• In your original budget, you identified Organization ABC to deliver a training to youth. This budget was approved on October 15. On December 30, Organization ABC notifies you it has gone out of business. Luckily, Organization XYZ in your community provides the same service. Do you need to request a budget modification Grant Adjustment Notice (GAN) to make the switch?

A. Yes – It identifies a subcontractor or subrecipient not previously identified.

B. No – They’re performing the same scope of services, so it’s not required.

Poll #1

• In your original budget, you identified Organization ABC to deliver a training to youth. This budget was approved on October 15. On December 30, Organization ABC notifies you it has gone out of business. Luckily, Organization XYZ in your community provides the same service. Do you need to request a budget modification Grant Adjustment Notice (GAN) to make the switch?

A. Yes – It identifies a subcontractor or subrecipient not previously identified.

Poll #2

What do you need to do to officially notify OJJDP of a new point of contact on the grant award?

A. Submit a Grant Adjustment Notice (GAN) for a change of contact in GMS.

B. Email your OJJDP program manager the new point of contact.

C. Submit a written and signed letter of the new point of contact.

D. All of the above.E. None of the above.

Poll #2

What do you need to do to officially notify OJJDP of a new point of contact on the grant award?

A. Submit a Grant Adjustment Notice (GAN) for a change of contact in GMS.

Poll #3

You had planned to host 10 afterschool events under your grant, but due to implementation delays and ongoing collaboration challenges with a key partner, you do not think you will be able to implement these. Who should be the first person you contact to discuss the problem?

A. CSR, Inc./DCTATB. Your EDC Technical

Assistance SpecialistC. Your OJJDP Program

ManagerD. The OJP Office of the

Chief Financial OfficerE. No one –it’s better to

wait until you know for sure.

Poll #3

You had planned to host 10 afterschool events under your grant, but due to implementation delays and ongoing collaboration challenges with a key partner, you do not think you will be able to implement these. Who should be the first person you contact to discuss the problem?

C. Your OJJDP Program Manager

Grant Closeout• All grantees have 90 days after their project

period ends to submit final progress (CAPR) and financial reports (FFR SF/425)

• TYP Grantees must draw down all of their funds or de-obligate (give back) the remaining funds

• All grantees may request a project period extension in GMS if they have funds remaining and wish to continue program activities– Project period extension requests MUST be

made 45 days or more IN ADVANCE of the project end date!

Key Trainings and EventsEvent Dates Location / Information

OJJDP Tribal New Grantee Orientation

November 7, 2013November 20, 2013

Online (webinar)

DCTAT Training – Performance Measure Overview

To be determined To be determined

DCTAT Training – Tool/technology overview


CTAS Orientation & Consultation


Strat Pak (Strategic Planning) Training

February 11-13, 2014

Shingle Springs, California/ 3-5 Program Participants

National OJJDP Tribal Youth Trainings

To be determined Up to 2 participants


Prevention

Preparing for and Achieving your Strategic Planning Requirements

Patrick DunckhorstStephanie Autumn

Kara McDonagh

Strategic Planning Requirement

• All TYP &TJADG grantees must attend Strategic Planning Training (Strat Pak): February 11-13, 2014, in Shingle Springs, California.

• “The recipient may…draw down award funds not to exceed 25% of this award until…the recipient complies fully with specific performance requirements…as detailed by the program office.”

Goals of the Strat Pak Meeting

1. Provide participants with information on OJJDP Strat Pak Strategic Planning Process

2. Increase participants’ ability to develop a strategic plan for their program that will lead to successful implementation of program goals and objectives for youth and community

3. Encourage mutual effort & active participation by each advisory team member or community partner

4. Promote a team commitment to the action plan that the team develops

5. Begin the process of developing a sustainability plan to ensure that strategies and activities are implemented beyond grant funding

Strat Pak attendance guidelines

• 4 stakeholders from the Tribe need to attend the Strat Pak event.

• 2 of these attendees must be the Program Manager and the Coordinator.

• The other 2 members could be a Tribal Council Member, Law Enforcement Officer, Tribal Judge, Evaluator, Cultural Representative and/or Elder

• TIP: Consider your program’s goals & objectives. Discuss your ideas for participants with your OJJDP Program Manager and EDC Technical Assistance Specialist

You Share

Please type into the chat . . .Who would be the key cultural representatives of your program based on its goals & objectives?

Need to Know: Accommodations and Travel

• TYP and TJADG grantees are responsible for coordinating travel for (3) stakeholders + project coordinator/director to OJJDP Strategic Planning Meeting in Shingle Springs, California.

– Grantees are responsible for all hotel, per diem (meals) and travel for participants.

– Hotels require guests to present a credit card upon checking in for any incidental charges incurring during their stay. Make sure your team members can provide a credit card OR a prepaid Visa gift card.

– Remember, flight arrangements purchased well in advance tend to be cheaper than those purchased closer to the departure date.

FY 2013 CTAS TJADG (Purpose Area 8) Grantees

Coeur D'Alene Tribe

Confederated Tribes of the Warm Springs Reservation

Eastern Band of Cherokee Indians

FY 2013 CTAS TYP (Purpose Area 9) Grantees

Quileute Tribe

Shingle Springs Rancheria

Southern Ute Indian Tribe

Citizen Potawatomi Nation

Catawba Indian Nation

Bay Mills Indian Community

Lac Courte Oreilles Band of Lake Superior Chippewa

Aroostook Band of Micmacs

Native Village of Barrow

Native Village of Old Harbor

Traditional Council of Togiak

Preparation Timeline – pre-“Strat Pak”

Meet with tribal leadership & administration (ASAP) Inform them of the meeting requirement that 4 total

people attend. Get the ball rolling for any approval needed to allow travel.

Inform tribal financial manager of recommended OJJDP Financial Management trainings Work to get your financial clearance memorandum

Establish an Advisory Board & schedule bi-monthly meetings Identify stakeholders that fit the needs/gaps of your project

Post-“Strat Pak”

Ongoing work by program coordinator & advisory board to complete all components of strategic plan

(ongoing… February 14 through June 30, 2014)

Draft Strategic Plan should be reviewed by TAS & PM NLT May 30, 2014

Submit final strategic plan via email to your OJJDP Program Manager NLT June 30, 2014 OJJDP Program Manager will provide feedback on plan

& ultimate approval. Approved Strat Pak uploaded into GMS no later than August 1, 2014

After OJJDP approves your Strategic Plan, special condition withholding balance of funds will be removed.

Questions or Comments for OJJDP

If you want to ask your question out loud:

– Call in to 866-673-9171 – Mute your Computer Speakers (to avoid an echo)

Type into the chat…

Patrick Dunckhorst

Kara McDonagh

Important Next Steps to Check on

•Most awards received “Conditional Budget Clearance.” •Be sure to work with your OJJDP Program Manager to follow-up on interim reviews when they are received. •Start communications with stakeholders who will attend Strat Pak Sessions in California (and brief Tribal Council and your budget officer).

Up next after our traditional closing . . . OJJDP Program Manager breakout Sessions

Evaluation

• To better serve you and provide the highest quality technical assistance, we will be sending you an evaluation that enables you to share your feedback about this webinar.

• The TNGO evaluation link will be sent out shortly after this webinar.

Traditional Closing

OJJDP Program Manager breakout sessions

Grantees Call-in instructions

Assigned OJJDP or Tribal Youth Program staff

FY 2013 Grantees: T-JADG or Alaska

Please call866-852-7529

Patrick Dunckhorst

All other FY 2013 grantees

Please call866-422-5965

Kara McDonagh

Grantees from other cohorts

Please stay on this line (there is no need to hang up)

Stephanie Autumn

Documents

WELCOME to the Tribal New Grantee Orientation (TNGO) Webinar