2. Learning Objectives
Managing your federal award when everything is urgent:
Introduce management tools for determining true “urgency” in project management
“Triage” of requests
System Implementation
Review regulatory options and supplements that streamline project management
2 CFR 200’s Fixed Amount Award (FAA)
10% “de minimus” for indirect cost
Discuss “rescue” techniques for overburdened projects experiencing ongoing chaos
Vin Diesel model
Angelina Jolie model
Liam Neeson model
007 model
5. “Triage”
Commonly used medial term with grant-
management (or project management) applicability
─ Ignores non-critical “deadlines”
─ Considers core issue and ability to resolve
─ Question to ponder when all things equal: “what is the
consequence of inaction”
8. “Systems/Processes”
Development of a consistent, documented and repeated
method for responding to events or implementing activities:
─Systems should eventually become invisible, it just
becomes “the way we do things”
─True systems are taught and re-taught so that everyone
understands what happens and when
─Systems do not have to be complicated, they can be as
simple as a checklist, template or chain of communication
9. “Systems/Processes”
Regulatory connection to the establishment of
“systems” is “internal controls”
Your internal controls should check whether or not
your “systems” are consistently applied
Examples of systems: files for your grant records;
methodology for monitoring sub-grantees;
procurement process
10. ____ Current mission / vision / values statements
____ Board member recruitment system
____ Board member orientation system
____ Board development and training strategies
____ Attendance policies
____ Membership and term limitation policies
____ Organizational chart
____ Chair and officer job descriptions
____ Committee charters
____ Board operations and policy manual
____ Chief executive performance review process
____ Board self-evaluation process
____ Board calendar with meetings, events, activities and updates
____ (Other items:)
BOARD OF DIRECTORS
Recommended “Systems” Check:
11. Recommended “Systems” Check:
____ Current strategic plan
____ Diversity plan (for Board and staff)
____ Marketing plan
____ Fundraising / Development plan
____ Board and committee work plans (with objectives and timelines)
____ Yearly operations plan, including staff work plans
____ (Other items:)
PLANNING
____ Valid methods to assess client needs (focus groups, surveys, etc.)
____ Established service outcomes to match client needs
____ Established target indicators for each outcome
____ Data collection methods for each target indicator
____ (Other items:)
PROGRAM AND OUTCOMES EVALUATION
12. ____ Client program records
____ Volunteer records
____ Personnel records
____ Financial records
____ Donor and contributor contract records
____ Mailing lists
____ Work flow descriptions for each major operational activity
____ Operations manual containing work flow descriptions
____ Inventory of computer hardware, software, peripherals, etc.
____ Procedures for each major function to maintain computer systems
____ Regular backups of computer disks (one copy stored offsite)
____ Disaster recovery plan (one copy stored offsite)
____ (Other items:)
Recommended “Systems” Check:
INFORMATION MANAGEMENT
13. ____ Board-adopted fiscal policies
____ Board-approved fiscal year budget
____ Financial procedures / internal controls manual
____ Inventory system
____ Depreciation schedules
____ Cash flow analysis system
____ Partial or full accrual accounting system
____ Monthly financial statements with balance sheet
____ Yearly audit or outside review
____ Program analysis system
____ Tax and other reporting schedules
____ Payroll record system
____ (Other items:)
FINANCES
Recommended “Systems” Check:
15. Systems/Processes
Grant management is directly connected (but not always
engaged in) organizational systems
2 CFR 200.303 (a) Internal controls require that your
organization “establish and maintain effective internal controls
over the Federal award that provide reasonable assurance that
the non-Federal entity is managing the Federal award in
compliance with Federal statutes, regulations, and the terms
and conditions of the Federal award.”
16. Systems/Processes
Grant managers help the
entire organization apply the
regulations and Standards
for Internal Control in the
Federal Government is a part
of that
Grant managers have a
perspective that differs from,
but compliments leadership
and program management
19. OMB “Super Circular”
• Developed by the COFAR- Council
on Financial Assistance Reform
beginning in 2011
• COFAR established by Obama
Administration with intention of
enhancing transparency of Federal
spending and advancing efforts to
detect and remediate fraud, waste
and abuse in Federal programs
20. Super Circular…
• Incorporates OMB Circulars A-21, A-87, A-110, A-122, A-
89, A-102, A-133 and A-50
• For states, tribes, colleges & universities, hospitals and
non-profit organizations
• Applicable to Federal agencies 12/26/13; non-Federal
entities 12/26/14
21. “Super "Circular does/states…
The intent of the new guidelines
is to do the following:
• consolidate existing
regulations,
• streamline processes,
• harmonize rules and
regulations that seemed
contradictory; and,
• simplify.
22. 2 CFR 200
Two “new” regulations for easier grant-
management:
1. Fixed Amount Award
2. Ten percent (10%) de minimus cost for indirect
expenses
23. 2 CFR 200.201:
• Introduces the “new” awarding instrument: Fixed
Amount Award(FAA)
• FAA require no governmental review of actual costs
incurred before completion of the award
• FAA may be used if the project scope is specific and
if adequate cost, historical, or unit pricing data is
available to establish a fixed amount award with
assurance that there will be no increment above
actual cost
24. • Introduces an option for applying a standard 10% of
modified total direct costs to new awards to cover
indirect expenses
• If used, it must be applied to all federal awards until the
organization pursues a Negotiated Indirect Cost Rate
Agreement (NICRA)
• Helpful for smaller organization with no NICRA and
multiple awards
2 CFR 200.414:
25. Regulatory tools to help manage chaos
Grant management tools can drive solutions to chaos
when used as a part of overall project management:
Regulations are sometimes the only solution
COFAR considered “real life” experiences of grant
management professionals when drafting 2 CFR 200, so
regulations may capture an organizational problem others
have already conquered
26. The union of Grant
Management & Project
Management:
Action Hero Inspired “Solutions”
27. Angelina Jolie Model: Be Adaptable
Address problems by:
Changing to meet the needs of
the individual and
circumstances
Remaining nimble in decision-
making with limited inherit
bureaucracy
Requires autonomy
28. Vin Diesel Model: Strategy & Team Work
Address problems by:
Playing to the strengths of your
team
Engaging multiple “voices” in
decision making
Gathering facts and creating a plan
before taking any action
29. 007 Model: Classic & Decisive
Address a problem by:
Making a decision and taking action. Period.
Requires unilateral authority
30. Liam Neeson Model: “I have a particular
set of skills”
Addresses a problem by:
Cultivating a level of expertise
in one field
Creating a model based on
acquired expertise
Consistently applying the model
31. Which “action hero” could best resolve the
“chaos” using which grant management tool?
Scenario 1:
For your small nonprofit organization, your newly hired program
director has been asked to wear many hats. In addition to his/her
project management duties, they also serve as a compliance officer,
grants manager and H.R. director. After all, there are only five people
on staff.
While reviewing your largest project’s financial records, the new
program director notices that several payments have been directed to a
member of your board of directors for sole source consulting services.
There are no invoices, consulting contracts or even a statement of work
to support the payment. How would you address this problem?
32. “Action Hero” inspired solutions:
A. Be Adaptable
B. Apply Strategy &
Teamwork
C. Be Classic & Decisive
D. Apply a particular set of
skills
33. Scenario 2:
One of your project managers has sent 15 emails in the past 24 hours
because he/she is concerned about having enough money available for
payroll. It seems that one of his/her funders did not send additional funds
for completed program activities on a grant with established milestones.
He/she is frantic and does not understand why the funder has not sent
money for the completed activities. Now, he/she will need an advance to
cover expenses for an upcoming training conference in addition to the
money needed to cover payroll.
You pull the grant and financial records for the project. After reviewing
everything, you note that the project never requested an additional
obligation of funds including a request for an advance as permitted in the
grant agreement. A programmatic report was submitted to the funder. But,
a financial report showing that the first milestone was met, and requesting
the tranche of funds for meeting the milestone, was not submitted. The
grant agreement requires both for payment. How would you address this
problem?
Which “action hero” could best resolve the
“chaos” using which grant management tool?
34. “Action Hero” inspired solutions:
A. Be Adaptable
B. Apply Strategy &
Teamwork
C. Be Classic & Decisive
D. Apply a particular set of
skills
35. Need more information?
Feel free to email or Skype me:
• Skype: Atoundra
• Email: alawson@pactworld.org
Thank you
