Grant Electronic Monitoring System (GEMS) Overview

1. Grant Electronic Monitoring System (GEMS) Overview OCTE Fall Update November 1, 2012 Elizabeth Collins collinse2@michigan.gov (517) 335-3149

2. GEMS OVERVIEW • The Michigan Department of Education (MDE) is required by law to monitor subrecipients’ use of funds to ensure compliance with all applicable federal and state requirements and achieve the goals of the funded programs. • GEMS is the Grant Electronic Monitoring System and supports this monitoring process.

3. GEMS OVERVIEW • GEMS goals include an easy to use, automated method for: • Scheduling monitoring reviews • Improved collection and storage of documents (online file cabinet) • Less paper collected and printed/copied • Creation of monitoring reports • Submitting Compliance Plans

4. GEMS OVERVIEW • Quick summary of MDE/OCTE user features • Pre-selection • Scheduling • Review (Desk Audit and Onsite) • Creation of monitoring report • Approval of Compliance Plan and evidence • Frequently Asked Questions (FAQ) • Best Practices

5. GEMS OVERVIEW • Quick summary of Subrecipient User features • Submission of documents • Submission of questions • Creation of Compliance Plan • Submission of evidence supporting Compliance Plan • Access to best practices

6. GEMS OVERVIEW • Quick summary of other features • Calendar at MDE, MDE Program Office (OCTE) and Subrecipient level • Common documents sharable across offices/programs so they will only be collected once

7. GEMS OVERVIEW This illustrates in summary who does what:

8. GEMS Key Features for MDE/OCTE

9. GEMS OVERVIEW – MDE FEATURES • GEMS has 2 Application Administrators (Grants Office) • Application Administrators will • Setup other MDE Program Administrators and Sub-recipient Administrators as needed • Manage items that are “system wide” regardless of Program or Subrecipient • Example: MDE Calendar, Content of error messages

10. GEMS OVERVIEW – OCTE FEATURES • Every Program Office will identify 2 Administrators • Program Administrators will: • Setup other OCTE Users • Assign them to one or more programs

11. GEMS OVERVIEW – OCTE FEATURES • Program Administrators will: • Manage items that are program specific, such as: • Office/Program Calendar • Program Setup • This must be completed before pre-selection, scheduling, reviews, etc. • This includes items such as Document List, Checklists, Citations/Findings and ARC (actions, recommendations and commendations)

12. GEMS OVERVIEW – OCTE FEATURES • OCTE users will Pre-select • So every Subrecipient is assigned to a year within the five year cycle

13. GEMS OVERVIEW – OCTE FEATURES • OCTE users will Schedule: • Regions and programs to be reviewed • Adapt the document list (add or subtract) from the program master document list • Identify contacts • Identify review team • Select dates • Notify Subrecipients

14. GEMS OVERVIEW – OCTE FEATURES • OCTE users will conduct the review • TRAC – Includes Data, Finance, Grants, LTCS/Capstone and Programs • Once Subrecipient submits documents • Review and comment • If multiple reviewers, consolidate comments • Then assign findings with associated ARC • Review and approve monitoring report • Send findings to the region

15. GEMS OVERVIEW – OCTE FEATURES • Once Subrecipient submits Compliance Plan • Review each item for corrective action, implementation date, and for proposed evidences • Approve or return for revision

16. GEMS OVERVIEW – OCTE FEATURES • Once Subrecipient submits evidence: • Review of evidence • Items approved are closed • Once all items approved the review is completed

17. GEMS OVERVIEW – OCTE FEATURES • OCTE Users will: • Respond to questions from Subrecipients • If OCTE believes this is a common question, it will be added to the FAQ

18. GEMS OVERVIEW – OCTE FEATURES • OCTE Users may proactively answer likely questions through FAQ • FAQ can be common or Program • FAQ can be further categorized (e.g. general, fiscal, data)

19. GEMS OVERVIEW – OCTE FEATURES • OCTE Users may post exemplary documents as “best practice” to help Subrecipients • Documents can have expiration date or be “good until replaced.”

20. GEMS Key Features for Subrecipients

21. GEMS OVERVIEW – SUBRECIPIENT FEATURES • Every Subrecipient will identify 2 Administrators • Subrecipient management will approve and MDE Application Administrators will setup (Grants Office) • Subrecipient Administrators will • Setup other Subrecipient Users as needed • Assign them to one or more programs

22. GEMS OVERVIEW – SUBRECIPIENT FEATURES • Every Subrecipient will have their own calendar • Provides insight to MDE/OCTE when scheduling reviews to avoid conflicts

23. GEMS OVERVIEW – SUBRECIPIENT FEATURES • Subrecipients will, upon receipt of the scheduling notification: • Review list of documents required by MDE/OCTE for the specific program • Submit documents online prior to the review • Assign contacts who will answer questions and provide additional information as required during the review

24. GEMS OVERVIEW – SUBRECIPIENT FEATURES • Subrecipients will, upon receipt of the monitoring report: • Complete the Compliance Plan • Define how they plan to resolve items Not In Compliance • Identify who will be the contact person for each item • Identify the target completion date • Identify the proposed evidences

25. GEMS OVERVIEW – SUBRECIPIENT FEATURES • Subrecipients will: • Provide evidence to indicate the approved Compliance Plan was executed and findings are now In Compliance

26. GEMS OVERVIEW – SUBRECIPIENT FEATURES • Subrecipients may view the Best Practices area to: • View and download examples that MDE/OCTE believes represent the “best”

27. QUESTIONS?