Louisiana Department of Education

1
Grants Management Update All You Need to Know
about eGMS, Grant Allocations and More
LEADS Conference July 2006
2
Department of Education Update on Fiscal Issues

• Agenda
• Education Budget Update
• eGMS Update
• Grants Management Update
• Restart School Operations
• Displaced Students

3
Education Budget Update
4
Department of Education Budget Update
FY 06-07 Enrolled Budget State General Fund -
2,712,595,570 Federal - 1,359,760,405 Statut
ory Dedication 293,957,265 IAT Other -
92,522,607 Total 4,458,835,847
5
Department of Education Budget Update

• FY 06-07 Appropriations
• State Activities
  117,756,212
• Subgrantee Assistance 1,510,008,187
• Recovery School District
  55,028,575
• Minimum Foundation Program 2,727,225,160
• NonPublic Assistance
  29,771,816
• Special School Districts
  19,045,897

6
Enrolled Budget FY 06-07

• LA 4 Program - 56.5 million increase of 3.5
  million
• TANF After School Tutorial - 12 million-
  increase of 3 million
• K-3 Reading Math - 6.5 million transfer of
  4.3 million to K-12 Literacy Pilot Program
  comprehensive model for developing reading and
  literacy at all grade levels
• Remediation - 11.6 million decrease of 3.3
  million

7
Enrolled Budget FY 06-07

• K-12 Accountability Rewards - 4.7 million
• GEE 21 Remediation - 2 million
• Testing - 14.7 million
• Distinguished Educators - 3.5 million
• Adult Education - 4.3 million decrease of
  800,000

8
Enrolled Budget FY 06-07

• GAYLE/Worldbook Online- 664,000
• National Certified Teacher Stipends - 4.1
  million
• National School Counselor Stipends - 1.250
  million
• National School Psychologists - 840,000
• Education Excellence Fund - 14.5 million

9
Federal Funding FY 06-07

• Title 1 - 283.8 million - 6.1 million increase
• Allocations reflect special one time 100 percent
  hold harmless provision.
• Title II - 64.3 million - 750,000 decrease
• Special Education IDEA - 174.5 million -
  250,000 decrease

10
Federal Funding FY 06-07

• Educational Technology State Grants - 5.7
  million - 4.7 million decrease - 45 reduction
• Title V Innovative - 1.488 million - 1.5
  million reduction 50
• Title IV Safe Drug Free 21 reduction
• McKinney Vento Homeless - 1.4 million

11
eGMS Update
12
eGMS Update

• Timelines
• The rollover of unused funds occurred on July
  15th upon submittal of the final 2005-2006
  Periodic Expenditure Report (PER).
• All unused funds were added on the amendment line
  of your 2006-2007 application including any
  adjustments to the 05/06 allocations for the
  charter school reserves.

13
eGMS Update

• Timelines
• Unsubmitted Application Any unused funds will
  rollover and be added to the amendment line. You
  will need to modify your budget detail and submit
  your application.
• Submitted but Unapproved Application Once your
  original application has been approved you will
  need to create an amendment to budget your unused
  rollover funds.

14
eGMS Update

• Approved Application You will need to create an
  amendment to budget your unused rollover funds
  and submit your application for approval.
• All funds including unused rollover funds will
  continue to be available to you during the entire
  grant cycle.

15
eGMS Update

• The FIFO method is being used to draw from the
  oldest grant dollars first until they are
  exhausted.
• The eGMS System tracks the 15 carryover
  limitation for Title 1.
• The Department is committed to getting your
  application approved as soon as possible so you
  can access your funds.

16
eGMS Update

• Enhancements
• Modified Page Identification Pages that are
  changed will be identified allowing review
  process to focus on modified pages - greatly
  reducing the review time.
• For instance When an application that was
  returned for changes is re-submitted and only one
  page was modified, then LDE reviewers will know
  they only need to review that one page instead of
  the entire application.

17
eGMS Update

• Enhancements
• Streamlining of LDE Workflow - LDE review process
  is being redesigned to reduce review time. Two
  complete levels of review will be removed. The
  first level of review will be multi-level
  (include a program consultant and supervisor)
  facilitating a more comprehensive initial review
  reducing the need for secondary modifications.
  The net result is review levels will be reduced
  from five to three reviews at the state level.

18
eGMS Update

• Enhancements
• Additional system notifications regarding
  application status change. Two additional
  notification email fields will be added to the
  grant contact page. This will allow the district
  to place email addresses that they want to
  receive notification of application status
  changes in addition to the Superintendent.

19
eGMS Update

• Enhancements
• Multiple enhancements to SPW (Strategy Planning
  Worksheet) pages via the use of pre-populated
  data elements reducing the need for district
  research and use of outside data sources. This
  will result in these pages being completed in
  less time and with greater accuracy. This will
  also require less time by LDE reviewers on these
  pages as well.

20
Grants Management Update
21
Functions and Responsibilities

• Compute allocations and prepare grant awards
• Approve applications, budgets, budget revisions,
  equipment lists and project completion reports
• Prepare and monitor the annual State Budget
  Request
• Maintenance of Effort and Excess Cost

22
Allocation Process

• Grants Management Budget Unit prepares
  allocations to be submitted to the BESE Board for
  approval
• Formula Allocation
• Competitive Allocation
• Competitive Award - Allocation by formula

23
GRANT AWARD NOTIFICATION

• After BESE approval, the grant award notification
  is prepared, signed by the State Superintendent
  and mailed to the grant recipient

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Grant Award Notification includes

• Recipients name address
• CFDA and CFDA Project Title
• (Federal Funds Only)
• LDOE Staff Contact Fiscal and Programmatic
• Award Information Period
• Grant Amount
• Terms and Conditions
• Award Determination method

25
BUDGET PREPARATION

• Budget Summary - Form SDEB-1
• Budget Detail - Form SDEB - 1A
• LAUGH / Expenditure Categories

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Tips on Budgeting

• The following are guidelines as to what is
  considered an administrative cost
• General administration or coordination of
  program, including accounting and payroll
  functions
• Salaries and indirect costs associated with
  performing administrative functions
• Activities related to eligibility determinations
• Preparation of program plan, budget and
  schedules and
• Program monitoring

27
THE REVIEW PROCESS

• Application/budget submission
• Review by Program/Budget
• Corrections made to original forms
• Approval granted
• Copy of approved application mailed

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Changes to an Approved Budget

• Budget Revision - SDEB -2
• Budget Revision Narrative - SDEB-2A
• Final Budget Revision due by June 1 for grants
  ending June 30
• Final Budget Revision due by September 1 for
  grants ending September 30

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Budget Revisions

• A revision is necessary to request budget changes
  if any of the following conditions occur
• The final grant award notification reflects an
  amount different from the tentative allocation
  originally budgeted in the application.
• Additional/supplemental funds are awarded after
  the original application.
• An object code exceeds 25 of the amount
  budgeted.
• The program objectives change from the approved
  application.
• Refer to instructions in the Quick Reference
  Guide.

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Carryover Budgets

• The deadline to submit a carryover budget (if
  applicable) to carry over funds is 60 days after
  the beginning of the carryover period
• The deadline is December 1st for any Federal
  Programs ending September 30th
• Please do not submit a decrease budget revision
  without the carryover budget or vice versa. These
  two items are to be submitted and approved as a
  set

31
FY 06-07 Indirect Cost Rates

• New indirect cost rates are calculated by the
  Department annually. Please check with your
  Business Manager to obtain the correct Indirect
  Cost Rate for FY 2006-07
• This is very important - some local school
  systems are still using the wrong indirect cost
  rate

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COMMON MISTAKES

• Addition errors
• Lack of adequate detail information on the Budget
  Detail
• Equipment List - Listing of items below 1,000
• Indirect Cost Calculation (federal funds only)
• Lack of adequate narratives for increase/decrease
  budget revisions

33
COMMON MISTAKES - continued

• Project Completion Reports (PCRs) not matching
  total reimbursement from the Department of
  Education
• Not using the appropriate program name on
  budgets, budget revisions, PCRs

34
To visit our website

• Go to- www.louisianaschools.net
• Tab to the bottom of page
• Click on Management/Finance tab
• Click on Education Finance
• click on Grants
• This page contains information on the Grants
  Management
• Budget Forms
• Quick Reference Guide

35
Hurricane Education Recovery Act Restart
School Operations and Displaced Students
36
Restart School Operations

• Louisiana received total of 445.6 million of the
  750 million appropriated by Congress
• First allocation 100 million was made to 18
  public school districts/charter schools and 179
  nonpublic schools

37
Restart School Operations

• This allocation based on
• Number of days schools closed used as measure of
  severity
• Number of students enrolled in schools on October
  1, 2004
• Per pupil amount
• Public and nonpublic allocations based on same
  criteria

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Restart School Operations

• Second allocation of 132.6 million made to 9
  school districts and 14 million to 32 nonpublic
  schools for schools that will not reopen until
  the 2006-2007 school year.
• Third and final allocation will be made according
  to needs criteria to be determined.

39
Restart School Operations

• Request for Funds must be completed to draw down
  dollars
• Nonpublic Schools - The Department will be
  handling the purchased services (utilities,
  debris removal, telephones) and the procurement
  of supplies and equipment for the nonpublic
  schools.

40
Emergency Impact Aid for Displaced Students

• Provides assistance to local school systems for
  the cost of educating students enrolled in public
  and nonpublic schools that were displaced by the
  hurricanes during the 2005-2006 school year.
• Funds were distributed according to the number
  of displaced students on four count dates
• October 3, 2005
• December 1, 2005
• February 1, 2006
• April 3, 2006.

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Emergency Impact Aid for Displaced Students

• Louisiana has received 212 million for all four
  quarters
• Funding amount is 1,095 per regular education
  student and 1,369 per special education student
• Congress has approved a supplemental
  appropriation of 235 million for Displaced
  Students.
• More details concerning the supplemental
  appropriation will be forthcoming as information
  becomes available.

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Questions?

• Pete.Lafleur_at_la.gov or Laurie.Roche_at_la.gov
• Phone [phone]
• Fax [phone]

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