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CDBG Online Quarterly Reporting

CDBG Online Quarterly Reporting. The Purpose of Reporting. Tracking grant progress and monitoring Demonstrating the value of the program Compliance with laws. From Paper to Online Entry. CDFD has 250-450 Open Federal Grants at any given time, As of 8/27/2013: 377, 262 with a balance

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CDBG Online Quarterly Reporting

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  1. CDBG Online Quarterly Reporting

  2. The Purpose of Reporting • Tracking grant progress and monitoring • Demonstrating the value of the program • Compliance with laws September 5-6 2013

  3. From Paper to Online Entry • CDFD has 250-450 Open Federal Grants at any given time, As of 8/27/2013: 377, 262 with a balance • Requirements for Faster Data Reporting to HUD & other Federal Partners and Auditors • Continuously Increasing Data Requirements • Creation of our Online Reporting System in 2005/2006 September 5-6 2013

  4. Reporting Basics • Web Reporting Required • Quarterly for: • Financial/Contracts • Narrative • Accomplish/Signature • For Activity Accomplishments, Quarterly or More Often September 5-6 2013

  5. Common Issues • Make Sure Accomplishments Balance • Low Mod Only Reporting Not Acceptable for 2007 and later grants (Some Exceptions) • Lack of a Local Official Signature • Hispanic is an Ethnicity, Not a Race September 5-6 2013

  6. More Issues • Activities Should Not Have Negative Beneficiaries • Full Accomplishment details needed for us to report to HUD • Leverage: Include Match Enter as you go, don’t wait for people Include all Match, In Kind, and other If you are not going to make your Leverage #s get with DCA ASAP September 5-6 2013

  7. http://Communityfinance.dca.ga.gov/cdfd.html September 5-6 2013

  8. Log In and Sign Up Forms September 5-6 2013

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  14. Accomplishments Base Screen September 5-6 2013

  15. Accomplishments by Type September 5-6 2013

  16. A closer look at a Data Mismatch September 5-6 2013

  17. Leverage September 5-6 2013

  18. Racial and Ethnic Data September 5-6 2013

  19. Tracking Income September 5-6 2013

  20. Wrong Activity Type September 5-6 2013

  21. Housing Differences • Address and Map number • CDBG Funds per house • Map & Project numbers for DCA use • Most Data Based on Head of Household • Elderly (62+)/Female Head of Household • Energy Star and other categories • Homebuyer Data Tab September 5-6 2013

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  24. Job Differences – Quarterly Report • 2 Categories: Created or Retained • Full Time Equivalent (FTE) Made up of Full-Time and Part-Time HUD FTE = 40 hours • With Part-Time jobs: FTE will NOT match Racial or Income numbers September 5-6 2013

  25. Job Differences Continued • Health Benefits & Prior Job Status • Report Job Type September 5-6 2013

  26. Job Issues – Quarterly Report • Retained Jobs are only jobs that would have been lost, not all jobs with the company or location • Retained Jobs Only Entered Once Typically the first quarter of the grant period • Position Turnover: You are reporting the job position not the person Data for first person to hold the position September 5-6 2013

  27. Job Subtraction? • Under Detail Accomplishments Tab Do not Subtract Jobs out once reported • On signature page should Show / Discuss loss of jobs - page 2 and 3 (slide 13) September 5-6 2013

  28. Other Tabs • Draw Request / History • NSP Projects Use their own Tab, NOT the Housing Tab, CDBG ignore the NSP Tab • ARRA Reporting for Stimulus grants only • Budget • Section 3 September 5-6 2013

  29. General Advice • Save Often! The System Will Time You out • 2 Ways Into Accomplishment Tabs • Best Information Known When Submitted • For Large Errors Use the RevisionOption September 5-6 2013

  30. Common Problems • Make Sure Accomplishments Balance • Full Accomplishment Details • Lack of a Local Official Signature • Hispanic NOT A RACE • Retained Jobs that would have been lost • Retained Jobs Only Entered Once (First Q) • Should Not Have Negative Beneficiaries • Match & Leverage, enter as you go, include in Kind, Should Not Decrease without DCA Approval September 5-6 2013

  31. Common Problems Continued • If the contact person for the grant changes, LET US KNOW! • Don’t change the printed copy: un-submitting and Final Report check box • Cumulative Leverage on the Signature page should match total leverage on the detail tab • Break Leverage out by activity code September 5-6 2013

  32. Web Sites • Web Reporting URL: http://Communityfinance.dca.ga.gov/cdfd.html • Local Government Contact Updates URL:http://www.dca.ga.gov/LGContactsOnline/Index.aspx September 5-6 2013

  33. Current Issues • DUNS # • CCR – Now SAM – System for Awards Mgmt https://www.sam.gov/index.html • Federal Funding Accountability and Transparency Act : FFATA • Temporary Job Tracking • Remediation: • Open 1 year with no draws • Open 3 years no Accomplishments • 80% drawn no Accomplishments September 5-6 2013

  34. Contact Information • Rob Shaw • rob.shaw@dca.ga.gov • 404-679-4806 • Lisa Smith • lisa.smith@dca.ga.gov • 404-679-5276 September 5-6 2013

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