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2009 Project Leaders Course Presentation
 

2009 Project Leaders Course Presentation

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    2009 Project Leaders Course Presentation 2009 Project Leaders Course Presentation Presentation Transcript

    • Project Leaders Course Welcome & Introduction
    • Please Tell Us:
      • Your Name
      • Agency Position
      • Years of Service
      • Grant Programs
    • Agenda Review
      • Start & Stop Times
      • Breaks & Lunch
      • Course Evaluation
    • Project Leaders Course
      • Tab 2:
      • Goals & Objectives
    • Training Program Goal
      • systematic/ongoing training
      • develop grants management
      • knowledge & skills
      • Resulting in…
      • consistent/sensible management
      • knowledgeable decisions
    • Course Objectives
      • Increase Project Leaders knowledge, skills, and/or abilities in:
      • Compliance requirements, especially NEPA and Section 7;
      • Writing project statements (narratives);
      • Writing/submitting performance reports;
      • Communicating, and coordinating with individuals/agencies involved with WSFR grant programs;
      • General and specific grant program guidance;
      • Grant cost accounting processes
    • Project Leaders Course Tab 3: Grants Management Process
    • Grants Management Process Pre-Award Award Post-Award Close-Out
      • Pre-Award
      • Grant Application Package
        • Application for Assistance
        • Project Statement
        • Budget
        • Other Supporting Documents
        • Compliance
      • Identifies Need
      • Describes the Work to be Done
      • Award
      • Notice of Grant Award
          • Transmittal memo
          • Approved SF-424
        • Sets Grant Terms and Conditions
        • Authorizes $$
      • Post - Award
        • Work Begins
        • Payments Requested / Received
        • Manage & Monitor
        • Compliance
        • Reporting
      • Close-Out
        • Work Completed
        • Final Performance Report
        • Final Drawdown
        • Final Financial Status Report
        • Compliance Concerns
      • Post Close-Out
        • On-going compliance issues
        • Land / Equipment Use & Inventory
        • Record Retention
        • Monitoring subrecipients
        • Audits
      COMPLIANCE
    • Roles & Responsibilities Exercise: Identifying Grants Management Roles and Responsibilities
    • Project Leaders Course Tab 4: Compliance
      • Program purpose
      • Eligible grantees
      • Eligible projects
      • Source of funds
      • Funding distribution method
      • Spending mandates
      • Special conditions/requirements
      Act Related Requirements
    • Governing Regulations
      • Go to Toolkit Main Menu.
      • Look at the menu options under Federal Regulations .
      • What are they?
      Statement of Assurances Agreement… Commitment…
    • Statement of Assurances Exercise: Reviewing Statement of Assurances
      • Summarizes compliance requirements.
      • Applies to States & other grantees.
      • Does NOT include all requirements.
      • Grantees responsible for All requirements.
      • Requirements listed in 4 categories.
      523 FW 1 Compliance Summary
    • Categories of Compliance ENVIRONMENTAL ENVIRONMENTAL HISTORICAL & CULTURAL NONDESCRIMINATION ADMINISTRATIVE
      • Environmental
      • Coastal Zone Management Act of 1972
      • Executive Order 11987, Exotic Organisms
      • Endangered Species Act of 1973
      • National Environmental Policy Act of 1969
      • Floodplains and Wetlands Protection
      • Animal Welfare Act of 1985
      • Coastal Barriers Resources Act of 1982
      • Cultural & Historical
      • National Historic Preservation Act of 1966
      • Nondescrimination
      • Title VI of the Civil Rights Act of 1964
      • Section 504 of the Rehabilitation Act of 1973
      • Age Discrimination Act of 1975
      • Title IX of the Education Amendments of 1972
      • Administrative
        • Uniform Relocation Assistance & Real Property Acquisition Policies Act of 1970
        • Debarment and Suspension
        • Drug-Free Workplace Act of 1988
        • Restrictions on Lobbying (P.L. 101-121)
      • Permits
      • Engineering Diagrams
      • Appraisals
      • Third Party Agreements
      Project Dependant Compliance Service Manual 522 FW 3 - 15
    • National Environmental Policy Act A Closer Look
    • National Environmental Policy Act
      • NEPA Objectives:
      • Consider detailed information concerning every significant environmental impact on the human environment
      • Ensure the public plays a role in both the decision-making process and the implementation of that decision
    • National Environmental Policy Act
      • Approval of a Federal grant constitutes a Federal action.
      • All Federal actions must comply with NEPA.
      • All projects, activities or jobs must be reviewed prior to approval to determine the effects of the proposed work.
      • NEPA determinations / decisions must be documented.
    • National Environmental Policy Act
      • WSFR Program is ultimately responsible for decision-making, documentation, and funding grant.
      • States play an important role in providing adequate information for decision-making, identifying and notifying interested / affected parties.
    • NEPA Process & Documentation
      • Project scope
      • Potential for significant impact on the human environment
      • Public interest and/or controversy generated
    • NEPA Process & Documentation
      • Categorical exclusion
        • NEPA Checklist
        • Environmental Action Statement (EAS)
      • Environmental Assessment (EA)
        • Finding of No Significant Impact (FONSI)
      • Environmental Impact Statement (EIS)
        • Record of Decision (ROD)
    • Categorical Exclusions Exercise: Reviewing Categorical Exclusions
    • Environmental Assessment (EA)
      • May require additional documentation
      • Conduct EA
      • Public review/comment
      • Finding of No Significant Impact (FONSI)
      • Environmental Impact Statement (EIS)
      New Construction and/or specific disruptions in environment - If projects involve EIS - May consider funding project with 100% State funds!
    • Section 7 - Endangered Species Act A Closer Look
    • Section 7 - Endangered Species Act Exercise: Reviewing WSFR Program Requirements
    • Section 7 - Endangered Species Act
      • WSFR Program works with regional endangered species staff and State to make determinations of impact / record of action.
      • State lists species, critical habitat, description, location, actions and explanation of actions on listed species or critical habitat.
    • Project Leaders Course Tab 5: Pre-Award: Project Statement
    • Grants Management Process Pre-Award Award Post-Award Close-Out COMPLIANCE
    • Elements of a Project Statement NEED OBJECTIVE EXPECTED RESULTS APPROACH LOCATION OF WORK ESTIMATED COST Why? What? Benefits? How? Where? $$$
    • Defining the “NEED”
      • Why is the project being undertaken?
      • How does the identified need relate to the grant program?
      • Describe the supply and demand aspects.
      • What evidence is there about the need?
    • Defining the “OBJECTIVES”
      • Specify exactly what you hope to accomplish.
      • Specify a date everyone recognizes a the time period in which it will be accomplished.
      • Output / Benefit Oriented
      • Realistic given the time, funds and materials
      • Accomplishments must be measurable or verifiable.
    • Defining the “EXPECTED RESULTS”
      • Increased Access – How much, how measured and who will benefit?
      • Increased Use - How measured?
      • Economic Impact – How Measured?
      • Increased Recreational Opportunity – How Measured?
    • Defining the “APPROACH”
      • How will you reach the objective (s) in the time allotted?
        • Specific procedures
        • Schedules
        • Key project staff functions
        • Cooperators
    • Defining the “LOCATION”
      • Where will the work be done?
        • Statewide
        • Regional
        • Management Area
        • Congressional District
    • Defining the “ESTIMATED COST”
      • How much does it cost?
      • Federal / Grantee Share
      • Federal / Grantee Share
      • Cost Detail – Cost Categories or Job Costs?
    • Writing Successful Project Statements
      • Guidance / Dates
      • Required elements
      • Ranking criteria
      • Maximize matching
      • Be concise
      • Submit complete package
      • Communicate with RO
    • Substantial in Character and Design
      • Go to the Toolkit
      • Read 50 CFR 80.13
    • Reviewing A Project Statement Exercise: Reviewing a Project Statement
    • Project Leaders Course Tab 6: Pre-Award: Grant Application Package
    • Grants Management Process Pre-Award Award Post-Award Close-Out COMPLIANCE
    • The Grant Application Package Exercise: Examining the Grant Application Package
    • Assemble Grant Application Package
      • SF-424
      • Project Statement
      • Budget Information
      • Assurances
      • State Process Documents
      Documents Included?
    • Critical blocks on SF - 424 Application for Assistance SF - 424
    • Communication
    • Assurances & Other Documents Project 1 Need Objective Results Benefits Approach Location Cost NEPA/Sec 7 Project 2 Need Objective Results Benefits Approach Location Cost NEPA/Sec 7 Project 3 Need Objective Results Benefits Approach Location Cost NEPA/Sec 7 + Project Statement(s)
        • Apply for Grant
      Application for Federal Assistance (SF-424) -Title -Time -Money -Etc. Shows the need ... Describes the work...
      • You will need to determine:
      • Is the package complete?
      • Are the forms filled out correctly?
      • Are signatures authorized?
      FAIMS
    • Project Leaders Course Tab 7: Award: Notice of Grant Award
    • Grants Management Process Pre-Award Award Post-Award Close-Out COMPLIANCE
    • Notice of Grant Award
      • Federal Identifier and/or amendment number
      • Dates
      • Federal Share Authorized
      • Terms of Acceptance
      • Special Provisions / Conditions
      • Signature of Authorized Federal Personnel
      Transmittal Memo
    • Notice of Grant Award
      • Exercise:
      • Review Service Manual Chapters
      • and Grant Award
    • Grants Management Process
      • Needs assessment
      • Develop project to address need identified.
      • Identify appropriate grant program & project type.
      • Prepare & submit grant application package.
      • Application package reviewed, approved and awarded.
    • Project Leaders Course Tab 8: Post Award: Implementation, Managing and Monitoring
    • Grants Management Process Pre-Award Award Post-Award Close-Out COMPLIANCE
    • Grant Implementation
      • Grant Application has been approved!
            • What do we do now?
    • Managing and Monitoring
      • Exercise:
      • Managing & Monitoring an Approved Grant
    • Modifying Grants
      • Addition, deletion or modification of a project objective or job.
      • Change in key personnel (may send letter)
      • Extension of funding period
      • Increasing or decreasing Federal funds
      • Revising rate of Federal participation
      When to submit an SF - 424 to revise an approved award:
    • Modifying Grants
    • Keeping the Work Going
      • Submit new Grant Application package and supporting documents.
    • Reporting Requirements
      • Exercise:
      • Reporting Requirements
    • Reporting
      • Financial Status Report
        • SF 269A Short Form
        • SF 269 Long Form (program income or in-kind match)
        • Hard copy, electronic, scanned or faxed
        • Signature of authorized representative (may be electronic)
      • Performance Report
        • No standard or printed form
        • Required information
        • Hard copy, electronic, scanned, faxed or email containing required information
        • Must be received from grantee or authorized representative of grantee
    • Reporting
      • Required at least annually for grants over one year (annual interim) and at end of grant period (final)
      • Annual interim
        • Due 90 calendar days after the anniversary date and every 12 months thereafter until grant ending date
      • Final
        • Due 90 calendar days after the grant ending date
      WSFR may require reports quarterly or more frequently under certain conditions – Q12. Will be clearly stated in preaward, award or postaward.
    • Reporting
      • Extension may be requested for annual interim or final
        • Request must be in writing; letter, fax or email
        • Prior to original due date
        • Include justification, revised due date and type of report
      • If extension is approved
        • Issue extension in writing; letter, fax or email
        • Notification includes non-compliance sanctions that may be imposed
        • WSFR may approve one extension up to 90 days
    • Remedies for Noncompliance
      • Within 30 days of late report WSFR will:
        • Notify recipient due date has passed
        • Inform recipient of non-compliance and sanctions that may be imposed
        • Request immediate receipt of report
        • Negotiate a 30 day extension date – this is an additional extension once report is late
        • Extension must be issued in writing with verified receipt from grantee
      • Reports not submitted by due date:
        • Within 90 calendar days of anniversary date
        • Within 90 calendar days of end of funding period
        • By approved extension date
      Notification & possible 30 day extension 30 day extension
      • No later than 30 days after additional 30 day extension date (negotiated) WSFR will:
        • Issue written warning notice stating non-compliance with grant terms
        • Require report to be submitted within 10 calendar days or no further payments will be made and award suspended
      Warning of non-compliance
      • Report or explanation is not received by end of 10 day period:
        • Grant award and payments suspended
        • Report is not submitted within 30 calendar days of suspension, without further notice, suspension may convert to termination and withhold further awards for the grant program
      Suspended After 30 days: Grant award is terminated and further awards for the grant program are withheld until compliance is met. Terminated Report Due Date Day 30 Day 60 Day 70 Day 100 Day 101
    • Performance Report Requirements
      • Actual accomplishments vs. proposal objectives
      • Reason of slippage
      • Project type specific requirements
      • Additional pertinent information
      Service Manual Chapters 522 FW 3 - 15
    • Grant Implementation COMPLIANCE Project Work Site Visits Programmatic Reviews Administrative Reviews Draw-downs
        • Evaluating Results
        • Communication
        • AFA - SF-424 & Supporting documents
      Reporting FAIMS Managing Monitoring Modifying
    • Revising an Award Application for Federal Assistance SF-424
      • Complete and submit the SF-424 when :
      • Addition, deletion, or modification of project objective or job
      • Change in key personnel
      • Extension of funding period
      • Increasing/decreasing Federal funds
      • Revising rate of Federal participation
      Changes entered into FAIMS FAIMS Supporting documents – project statement budget compliance
    • Project Leaders Course Tab 9: Grant Closure
    • Grants Management Process Pre-Award Award Post-Award Close-Out COMPLIANCE
    • Grant Closure Process
      • The Grantee is responsible for:
      • Final Drawdown
      • Performance Report
      • Financial Status Report
      • The Regional FA Office is responsible for:
      • Monitoring State accomplishments
      • Processing the Financial Status Report
      • Updating FAIMS
    • Distribution of Information FAIMS Performance Reports
        • Fishing, hunting, boating, and outdoor shows
        • Journals and magazines
        • Technical assistance with other states
        • Accomplishment Reports
        • Internet (IFAIMS)
        • FA Annual Report
    • Closing an Award Accomplishment Reports (DOI,OMB, Congress, ???) Journals & Magazines Fishing, hunting, boating & firearms shows Information Technical Assistance to other grantees Required Report (s) Performance, Final, Summary, Evaluation… Final Financial Status Report (SF-269) FAIMS
    • Project Leaders Course Tab 10: Post Closure
    • Post Grant Responsibilities
      • Land Issues
      • Facilities
      • Equipment
      • Cooperative Agreements and Sub-Grantees
      • Extended Program Conditions
      • Record Retention
      • Single Audits and Program Audits
    • Grants Management Process Pre-Award Award Post-Award Close-Out COMPLIANCE
    • Questions / Parking Lot
    • Course Wrap-Up
      • Post Course Survey
      • Certificates