FY2010 SAVIN Grant Webinar

1. FY2010 SAVIN Grant Webinar

2. Welcome and Overview • Webinar Goals • Bureau of Justice Assistance (BJA) Overview • SAVIN Program Overview • Eligibility • SAVIN Award Categories • Program Narrative Overview • Project Strategy • Design and Implementation • Capabilities and Competencies • Budget • Impact/Outcomes • Priorities • How to Apply • Additional Resources

3. Webinar Goals • Improve the quality of competitive applications • Assist states, territories, and tribes in developing automated notification that meets the minimum requirements of the BJA SAVIN Guidelines and Standards • Encourage enhancements to include criminal justice and public safety partners that are not currently participating • To meet victim needs and to ensure that programs remain victim-focused • Increase the coverage of SAVIN systems within states and facilitate the move toward a national (interstate) notification system

4. Disclaimer • This webinar is not intended to replace thorough reading and understanding of the grant solicitation • Ensure that your agency is the authorized agency to apply for SAVIN funding from BJA

5. Bureau of Justice Assistance Overview The Bureau of Justice Assistance is a component of the Office of Justice Programs (OJP), U.S. Department of Justice. Other OJP components include: • Bureau of Justice Statistics (BJS) • National Institute of Justice (NIJ) • Office of Juvenile Justice and Delinquency Prevention (OJJDP) • Office for Victims of Crime (OVC) • Community Capacity Development Office (CCDO) • Sex Offender Sentencing, Monitoring, Apprehending, Registering, and Tracking Office (SMART)

6. Bureau of Justice Assistance’s Mission • BJA supports law enforcement, courts, corrections, treatment, victim services, technology, and prevention initiatives that strengthen the nation’s criminal justice system. BJA provides leadership, services, and funding to America’s communities by: • Emphasizing local control • Building relationships in the field • Providing training and technical assistance • Developing collaborations and partnerships • Promoting capacity building through planning • Streamlining the administration of grants • Increasing training and technical assistance • Creating accountability of projects • Encouraging innovation • Communicating the value of justice efforts to decision makers at every level

7. SAVIN Overview • SAVIN programs provide registered victims with timely and accurate information about any changes to the status of the offender • Effective SAVIN programs, which require broad multi-agency support, increase victim safety, meet legislative requirements, and minimize the costs associated with keeping victims informed • Key SAVIN components include: Governance, Technology, Project Design, Program Management

8. Eligibility Requirements • Applicants are limited to state government agencies authorized to manage the planning and implementation of a SAVIN program. The agency must reference the state legislation designating authority to manage and implement the SAVIN program for its state. • If there is no authorizing state legislation, a letter of support for the agency from the Governor must be attached as part of the application. • All awards are subject to the availability of appropriated funds and any modifications or additional requirements that may be imposed by law.

9. Tribal Eligibility Requirements • Indian tribes are also eligible to receive grant funding for the planning and implementation of an automated victim notification program in their territories. • All tribal applications must be accompanied by a current authorizing resolution of the governing body of the tribal entity or other enactment of the tribal counsel or comparable government body. • Tribal offender population should be proportionate to funding request in order to be considered competitive. • Tribes are encouraged to partner with state agencies or other tribes.

10. Match Requirement • A grant made under this program may not cover more than 50 percent of the total costs of the project being funded. • Applicants may satisfy this match requirement with either cash or in-kind services or a combination of the two. • In-kind services are non-cash contributions in the form of property, equipment, supplies, goods, and services directly benefiting and specifically identifiable to the project.

11. Match Calculation • Federal Award Amount = Adjusted (Total) Project Costs • Federal Share Percentage • Required Recipient’s Share Percentage x Adjusted Project Cost = Required Match • Example: 50% match requirement: for a federal award amount of $350,000, match would be calculated as follows: $350,000 = $700,000 50 % • 50% x $700,000 = $350,000 match

12. SAVIN Award Category I: Implementation • Grant maximum: $2.25 million • Project period: 24 months • Agencies interested in creating a new SAVIN program may apply for an implementation grant. • Implementation applications must include a governance plan, determine a lead agency to provide program oversight and implementation, and legislation, if state legislation is required, to allow for the creation of a statewide automated victim notification program. • Grants may be used to plan, deploy, operate, and assess the effectiveness of new SAVIN programs where no existing SAVIN program is in place.

13. Category I Tips • Ensure you are the eligible agency. • Implementation applications should be focused on state specific needs and requirements (not a cookie-cutter solution). • Outline how collaboration and information sharing will occur among key stakeholders within and outside of the administering agency to include state and local corrections, courts, prosecution, victims advocates and law enforcement where applicable.

14. SAVIN Award Category II: Enhancement • Grant maximum: $500,000 • Project period: 24 months • For agencies seeking to enhance existing SAVIN programs. • Grant funds may be used to expand the coverage and information and notification functionality of the system to include information and notifications related to court events, offenders on community supervision (probation or parole), juvenile cases, protection orders, and related information important to crime victims. • Grants may be used to plan, deploy, operate, and assess the effectiveness of enhancements to existing programs.

15. Category II Tips • Any enhancement should further the programs goal of achieving a safe and successful SAVIN system. • Enhancements applications should trace back to previous SAVIN grants and the initial implementation. • Have goals and objectives been met? • How does the enhancement extend current services and functionality? • Consider using the notification types and options from the SAVIN Guidelines and Standards to guide enhancement discussions.

16. Abstract • Applicants must provide an abstract identifying name, project title, category under which applicant is applying, and dollar amount requested. • Abstract should contain a brief summary of project goals and objectives. • Must not exceed one page. • Abstract does not count as part of program narrative 10 page limit.

17. Program Narrative • Outlines your project strategy, design, and plans. • The program narrative must respond to the solicitation and the Selection Criteria. • The program narrative must be meet submission requirements and indicate which category you are applying for. • Submissions that do not adhere to the required format may be deemed ineligible.

18. Program Narrative Components • Statement of the Problem Statement and Project Strategy (20 points) • Project Design and Implementation (40 points) • Capabilities/Competencies (15 points) • Budget and Staffing (10 points) • Impact/Outcomes, Evaluation, and Sustainment (15 points)

19. Project Strategy • What does it say? - States the vision of the project’s end result. - Describes how you intend to get there. • What are the mechanics? - Developed collaboratively. - Captured in a written project abstract. • What does it do? - Establishes project design.

20. Project Strategy: Project Model Design Activity Outcome (short-term) Impact (long-term) Condition (need or problem) Headache Takeaspirin Headache cured More productive

21. Statement of the Problem • Describe the problem to be addressed by the program, including the population and geographic area to be served. • Describe current efforts to overcome the problem. • Data and statistical evidence that is directly related to the identified problem/issue that the project will address should be used to justify the problem. It is important that applicants refrain from using generalized data that may not be relevant to your data. • Ask the following questions: • What is the problem that requires a solution? • What will happen if this need is not addressed? • What is the gap between what currently exists and is needed to address the problem? • Why should grant funds be used to solve the problem, versus local jurisdiction or agency funds?

22. Project Design and Implementation • Describe what the agency proposes to do, including a timeline that describes each project goal, objective, activity, expected completion date, and responsible person or organization. • Indicate how you intend to address the identified problem/issue and how your proposed solution will impact the problem. • The information that needs to be included in the Program Design and Implementation section should be clearly written and follow any solicitation guidance.

23. Project Design: Goals and Objectives • Broad statement • End toward which effort is directed • States the unexpected outcome • Communication device OBJECTIVE 1 OBJECTIVE 2 OBJECTIVE 3 GOAL • Explains how goal will be accomplished • Short-term and specific in action and time • Measurable and achievable • Implementation vs. outcome objectives

24. Project Design: Timeline • Create a realistic timeline. • Describe the various individual tasks that need to be completed and the estimated timeframe it will take to complete each task. • Don’t create such a short timeline that you are setting yourself or your agency/jurisdiction up for failure because it will be impossible to complete the various tasks in the time you have allocated. • The timeline is a separate attachment (Attachment 4), but is scored by reviewers as part of Project Design and Implementation.

25. Project Design: Timeline • For each objective, identify a “list of activities” outline: - Activity to be conducted -Responsible party - Time frame - Sequence (Certain tasks to be completed, while others are being conducted) - Resource needs - End product (What goals were achieved)

26. Project Design: Partnerships • Identify potential partners early in the process. • Identify current partnership goals. • Identify long-term partnership goals. • Collect MOUs and letters of support.

27. Project Design: Value of Partnerships • Show capability for sustainment and enhancement. • Potential to expand the types of notification by adding appropriate partners. • Expands potential funding sources. • Creates long-lasting changes in community. • Builds ownership of problems and solutions. • Maximizes the effectiveness of solutions and outcomes.

28. Identifying Partners • Public safety • Government • Private sector • Faith-based • Community • Elected officials • Non-profit • Media (TV, Radio, Newspaper, Publishing Companies)

29. Developing Partnerships • What Is their role? • What will they contribute? • Will you need them for project sustainment? • Is there a downside to being partners?

30. Capabilities and Competencies • Supply information regarding the agency or jurisdiction’s grant history and provides evidence that the agency or jurisdiction has effectively managed grants or implemented projects in the past. • Outline the management structure and organizational capability for program implementation. • Identify the staffing—including skills and experience of each position—and management structure that will support the project work. • Provide position descriptions for key positions and résumés for current staff. • Provide information that demonstrates that the applicant and staff to be assigned to the project are capable of implementing the project, effectively managing and tracking the grant funds, and fulfilling reporting requirements.

31. Capabilities and Competencies Tips • Speak specifically and directly to SAVIN experience. • Provide any performance measure data from previous SAVIN grants.

32. Budget • Applicants must submit a budget worksheet and budget narrative in one file. • The budget narrative should closely follow the budget worksheet and provide justification for all proposed costs. • Applicants must provide a budget that is allowable and reasonable. • Do not include recurring costs for contracts past the allowed project period date. • Public competition of vendor contracts in excess of $100,000 are required.

33. Budget • A link to the fillable budget detail worksheet form is available on page 8 of the FY2010 SAVIN Solicitation or on the OJP website at:www.ojp.usdoj.gov/BJA/funding/Budget_Worksheet_Narrative_Template.doc. • Budgets must clearly show the allocation of both the federally requested funding and the agency’s match contribution. • A well-prepared budget justifies all expenses and is consistent with the proposal narrative.

34. Impact/Outcomes, Evaluation, and Sustainment • Describe both qualitative and quantitative measures that will indicate progress toward completing the assigned tasks. • Identify who will be responsible for performance measurement and how evaluations will be used. • Explain how the overall success of the program will be determined, including the impact of efforts on the program’s effectiveness. • Identify any resources that complement this project • Outline a strategy for continuing the project when the federal grant ends.

35. Impact/Outcomes: Performance Measures • Explicit measure of effect or results • Used to compare actual with expected performance • Signals whether objectives are being met • Types of measures -Quantitative: number or degree of change, anonymous victims surveys, etc. - Qualitative: non-numeric like field observations, media stories, possible best practices

36. Impact/Outcomes: Performance Measures • Process: Type or level of project activities put in place to achieve objectives • Outputs: Direct products and services delivered by a project; accounting of how much of an activity has taken place • Outcomes: Results of products and services; effect and changes in knowledge, skills, attitude, behavior, or conditions • Impact: How has the project impacted victims, the community, and the criminal justice system

37. Impact/Outcomes: Performance Measures • Informs decisions • Monitors progress • Documents activities and accomplishments • Highlights project benefits • Supports partners and stakeholders • Builds case for funding • Adds value to project and deliverables

38. BJA SAVIN Program Priorities • New Statewide Systems • Expanded Statewide Coverage • Inclusion of other criminal justice agency partners • Federation of Multiple Systems • Enhancements to Existing Systems

39. What an Application Must Include • Standard Form 424 • Abstract (Attachment 1) • Program Narrative (Attachment 2) • Budget Detail Worksheet and Budget Narrative (Attachment 3) • Project Timeline, Position Descriptions/Résumés, and Letters of Support (Attachment 4) • Do not include materials not requested in this attachment; additional material will not be reviewed • An application checklist is included on page 12 of the solicitation

40. How to Apply • Applications will be submitted through OJP’s Grants Management System (GMS). • Complete instructions on how to register and submit an application in GMS can be found at www.ojp.usdoj.gov/gmscbt • The Office of Justice Programs highly recommends starting the registration process as early as possible to prevent delays in the application submission by the specified deadline. • If you experience technical difficulties at any point during this process, please e-mail GMSHelpDesk@usdoj.gov or call 1–888–549–9901.

41. DUNS, CCR, and OJP VIN Numbers • OMB requires that all businesses and nonprofit applicants for federal funds include a DUNS number in their application for a new award or renewal of an award. • Applications without a DUNS number are incomplete. • You must register with Central Contractor Registry (CCR). • It is beneficial to all BJA applicants to determine their OJP VIN prior to submitting an application. • Using a previously issued OJP VIN helps ensure that an agency’s grants are all tracked under a single number and eliminates confusion when filing Financial Status Reports and requesting payments.

42. Deadline • The due date for applying for funding under this announcement is 8:00 P.M. E.T. on February 11, 2010. • Detailed information is available in the solicitation.

43. Additional Resources • BJA Website: www.ojp.usdoj.gov/BJA ( A sample of an Implementation and Enhancement application can be found here) • SAVIN Guidelines and Standards: www.ojp.usdoj.gov/BJA/pdf/SAVIN_Guidelines.pdf • BJA FY10 Grant Manual: www.ojp.usdoj.gov/BJA/resource/GrantWritingManual.pdf • SAVIN Online (launching soon): www.savinonline.org

44. SAVIN Contacts Michael Dever, Policy Advisor 202-616-9188 Michael.Dever@usdoj.gov Shauna Connolly, State Policy Advisor 202-353-0019 Shauna.Connolly@usdoj.gov

45. Questions?