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[Music]
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Welcome to Journey in Grants Financial Management Essentials.
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In this pre-learning video, we’ll cover topics for Session 1:
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Charting Your Pathway to Success. Let’s begin our learning journey!
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This training series is recommended to be taken after you have completed the required Grant
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Financial Management Certification Training. The Essentials series does not fulfill the
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Department of Justice (DOJ) Grants Financial Management certification requirement. As an
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As an introduction to this series, let's look at the Financial Life Cycle.
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The process of the grant life cycle has five phases based on the Office of Justice Program (OJP) model:
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application, budget review, award, grant administration, and closeout.
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Within these five phases are high-level steps that detail project milestones. This session has been
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developed to assist you with growing your personal knowledge of the steps involved in financial grant
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management and, ultimately, help complement your knowledge to assist with your grant-funded
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project. What are some processes that you should consider as you get ready for your award?
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Let's briefly take a look. Let’s check off some key things to consider as you’re getting set
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up for your award. You’ll want to understand the award conditions by reviewing them in JustGrants.
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And by reviewing the information in JustGrants, you’ll be able to create a backup file system to
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establish backup copies of essential documentation related to the life cycle of your grant. Finally,
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you should follow the performance and financial reporting requirements of your grant.
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Finally, you should follow the performance and financial reporting requirements of your
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grant. Let’s start with understanding the award conditions. It may have been some time since you
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last reviewed key information about your grant award package, or maybe you need to confirm
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details related to your specific award conditions. Make sure everyone involved in the management of
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the award, including the Grant Writer or Planner, read the grant solicitation, too.
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We’ll talk more about that when we discuss roles and responsibilities. The Grants.gov
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website is the central platform for all federal grants. This is where you can find the original
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Notice of Funding Opportunity, also known as NOFO. You can also find the NOFO in JustGrants.
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From the ‘Search Grants’ button on the top of the Grants.gov website, you can search by keyword,
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status, and many other criteria to find high level information on all grants.
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With a System for Award Management or SAM account,
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you can gain access to other specific information related to your grant.
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There are several key pieces of information that you can locate to begin creating an award
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grant management file. Let’s begin with how to locate your grant award information using
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the JustGrants system. Once you log in, you can check to see the current status of your award.
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From the Actions menu, you can select “print Award Package PDF.”
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Next, your award package will download to your computer as a PDF file.
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A copy can be printed and saved as a backup copy. The document header will
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display the DOJ seal. Your award package will contain information to assist you
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with filling out the Grant Information Page, which should be placed in your grant file.
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To ensure compliance with grant award requirements, grantees should establish
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a grant file that accounts for all three phases of the grant lifecycle. The file structure shown
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here offers a practical way to begin organizing the records you should maintain for each phase of
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grant activity. Within each grant lifecycle phase folder, grantees can create subfolders to organize
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relevant materials according to naming conventions that best meet the needs of their entity.
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The entity should decide what documents are necessary to maintain the files. For security
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purposes, only individuals with clearly designated roles should have access to the grant file. As
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mentioned earlier, roles and responsibilities are important to designate when managing a grant.
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There are three main roles in managing federal grants: program, financial, and administrative.
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No matter how big or small your entity is,
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plan ahead to decide who will be responsible for these roles. For more assistance, visit the
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Just Grants Training for Entity Management linked in the Session 1 resource packet.
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Like roles and responsibilities, there are various
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systems to manage grants. These include ASAP, JustGrants, SAM.gov, and Grants.gov.
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While this journey is helpful to complement your skills, as a DOJ award grantee, it is important to
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be acquainted with the financial management requirements stated in 2 CFR 200: Uniform
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Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
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Also, use the DOJ Grants Financial Guide to help fulfill the grant's duties,
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safeguard funds, and ensure funds are used appropriately.
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It’s a starting point for grantees to learn about the effective day-to-day management of awards.
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All individuals responsible for the financial administration of discretionary and/or formula
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grants awarded from federal grant-in-aid programs administered by various bureaus and
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offices at DOJ, are required to complete DOJ training for financial management.
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There are various reports you’ll also need to maintain and provide throughout the lifecycle
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of your grant, including financial reports, performance reports, and property reports.
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You can download many of these reports from our website.
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As you prepare your grant management file,
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be sure to write down important dates, such as these, in your calendar.
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Dates related to the Federal Financial Report (or FFR) period, due dates for submitting the FFR,
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and dates the funds are frozen if you do not submit the FFR, should all be included.
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There are two systems you'll need to use to provide reports. The Office for Victims
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of Crime's Performance Management Tool (or PMT) is used to submit performance reports,
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and JustGrants is used to submit financial reports. During Session 1, we will provide a
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comprehensive walkthrough of the grant management file, showcasing various documents and strategies
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for organizing essential materials that your team will need to set up your entity for success.
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Our focus will be on the award phase,
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ensuring you have the tools and knowledge to navigate this critical stage effectively.
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We are excited to invite you to join us for Session 1, where we will delve deeper into the
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topics covered in this video. During this session, you will learn how to: identify documentation
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and procedures to include when establishing your entity’s grant management processes and policies;
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establish roles and responsibilities that can help facilitate compliance with your award
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and solicitation conditions and other federal requirements; and set up strategies to maintain
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roles and procedures at your entity for the long term, even when there is workforce turnover.
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Reach out to your Training and Technical Assistance center if you have any questions
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or need assistance with Session 1. We hope to see you soon! [Music]
