Susan Weigert,

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Overview of GSEG Management
Susan Weigert, Project Officer GSEGs
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Grant Management Basics

• Accountability for Results
• Budget Draw Down
• Project Revisions

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G P R A - 1993
Government Performance and Results Act

• Ties federal funding to results
• Promotes accountability to Department mission

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Performance Measures Specified in Priority

• The extent to which the goals, objectives, and
  outcomes to be achieved by the proposed project
  are clearly specified and measurable.
•   The extent to which the design of the proposed
  project is appropriate to, and will successfully
  address, the needs of the target population or
  other identified needs.
•  

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Grantees Overall Responsibilities

• Comply with Ed reporting Requirements
• Fiscal Accountability
• Conform to gsegs approved goals and objectives
• Makes Progress against Performance Measures as
  (specified above)
• Ensure quality and effectiveness of Project
  outcomes

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Administration/Management
GSEG Management Authority

• As Stated in approved application
• Key personnel changes obtain ED approval
• Make all staff aware of projects
• purpose, duration, objectives

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Maintain on Site

• The Funded application award documents
• Any Project revision(s) documentation
• Monthly budget updated personnel list

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Project Director Resources(to have at your
fingertips)
OMB Circulars
Program Legs Regs
Application Package
EDGAR
GPRA
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Methods of GSEG Monitoring

• Telephone (Quarterly Reporting)
• Email and Fax
• GAPS Monitoring
• Directors meetings )

Maintain Communication with your PO on GSEG
Progress
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Dept. of EdsDrawdown Policy

• Request funds for immediate needs only
• Minimize time between requests
  expenditures
• Draws should be commensurate with scope

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Funding Concerns

• Large amounts of unobligated funds
• Either excessive or Infrequent requests for
  funds

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Budget Items
All Must be

• Allowable - permitted or not specifically
  prohibited
• Allocable - necessary for projects success
• Reasonable - costs that would be incurred by a
  prudent person

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EDGAR Prior Approval Required for

• Changes in project scope / objectives
• Changes in key personnel
• IHE non-profit project directors
• gt absent for more than 3 months
• gt 25 reduction in time
• Need for additional Federal funds

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Time Extension

• Final Year
• One-time extension up to one year
• Grantees sends written notice including
• Reasons for extension
• Revised expiration date

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Time Extension cont.

• Send Written notification to Program Officer

• No later than 10 days before project ends
• State reasons for extension
• Include revised expiration date

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Time Extension

• Cannot be merely for the purpose of using
  unexpended funds

• Extension must not require additional Federal
  funds

• Cannot change the scope or objectives of Project

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Interim Performance Reporting

• Quarterly Phone Reports
• Update on
• Progress against stated Goals of the GSEG.
• Personnel Vacancies
• Status of Budget
• Internal, external challenges
• Proposed revisions in project
• Partnerships

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Final (or Annual) Performance Reporting

• Projects success and financial
  accountability
• Submit annual (final) performance report w/in 90
  days of end of each grant year (noted on GANS)
• Submit annual (final) financial report w/in 90
  days of end of each grant year

EDGAR 74.51 80.40
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Final Reports

• Final Performance Report (524B)
• Comparison of all actual accomplishments with
  measurable goals and objectives (listed in GSEG
  application or revised)
• Financial Status report (SF 269A)
• Relate financial data to performance data
• Maintain financial records that identify source
  and application of funds

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Final Performance Report

• EDGAR 74.51
• Final Reports must contain brief information on
• Comparison of actual accomplishments with
  measurable goals and objectives stated in
  application.
• If accomplishments are quantifiable, relation of
  quantity to cost.
• If some goals not met, explanation of why

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OSEPs Closeout Checklist

• Final Performance report addressing all goals and
  objectives
• Final Financial Data submitted and consistent
  with GAPS account
• Final status report (269A)
• Notification of Closeout in Compliance
• (or Noncompliance )

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High-Risk Classification

• Documented unsatisfactory performance
• Financially unstable
• Non-standard management
• Non-conformance to terms/conditions
• Otherwise not responsible

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Special Conditions for High Risk Grantees

• Temporarily stop funds
• Increased reporting
• Require prior approval
• Withhold continuation
• Suspension/Termination

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Reminder on GSEG Funded Publications

• ED requires a special disclaimer for publication
  of
• Editorials, Op-Ed, reports, films, etc.
• Any material containing project materials
• EDGAR 75.620

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Sample Disclaimer
The contents of this (insert type of
publication) were developed under a grant from
the Department of Education. However, those
contents do not necessarily represent the policy
of the Department of Education and you should not
assume endorsement of the contents by the Federal
government.
EDGAR 75.620
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General Education Provisions Act (GEPA)

• Maintain grant records for 3 years after final
  submission of all required reports
• (Longer if audit or legal issues require
  resolution)

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Helpful Online Resources

• Grants training resources
• Financial management guide
• Administrative requirements

http//www.humtech.com/DOED/Grants/index.htm
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On-line Resources
Who new project directors and business
officers refresher for experienced
staff What training materials resources/pubs
ED grant office home page links When
Where wherever you have computer access Why
responsible/effective project management -- avoid
costly mistakes
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On-line Resources

• Grantees major responsibilities
• Monitoring activities to evaluate grantees
  performance
• when performance conferences will take place
• performance reports and when to submit them
• Site visits compliance and technical
  assistance
• Fiscal management and recordkeeping
• Four administrative actions permitted via
  expanded authority

http//www.humtech.com/DOED/Grants/
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Contact Information

• Program Officer
• Susan Weigert [phone]

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Partnership is Key to Project Success
Susan Weigert, OSEP