Housekeeping - Accidental Disconnections

1. Jenae Bjelland Director of Research National Association for State Community Services Programs bjelland@nascsp.org (202) 624-5850 This presentation will be posted on www.nascsp.org and www.waptac.org WAP ARRA Federal Reporting Section 1512 Guidance

2. Housekeeping-Accidental Disconnections If you accidentally disconnect from the Audio portion of the Webinar, please re-dial one of the numbers below and enter the access code when prompted. 1 (866) 640-4044 ( Toll-Free (US & Canada)) +1 (678) 302-3554 ( International Dial-in (Toll)) Access Code: 577845 followed by the pound sign (#) If you have trouble connecting to the Webinar, please call customer support at 1 (888) 723-1200, Option 1 or e-mail support@meetingbridge.com.

3. Housekeeping – Presentation Mode • All Attendee phone lines are muted. • Questions may be submitted • Via Chat • Questions will be answered periodically during the presentation. • Dial *0 for a private help session with the operator. Note: Attendees with dial up connections will see a slower response.

4. Text Questions – Easy as 1,2,3 3. See your messages here 2. Click Send 1. Type your question here.

5. Agenda • Review of required data fields (using the Excel template as an example) • Review of how to submit data into the federal reporting system, via online data entry, Excel data upload or XML schema. • Review of Messages in Federalreporting.gov

7. Types of Reporting Models • Prime Recipient Reporting Model — User is submitting report for the Prime Recipient only. • Prime Service Provider Model — The Prime Recipient organization chooses to enter all reporting data for a given Prime Award as well as Sub Recipient Award(s) reporting data within one report submission. This model is required for all Prime Recipients of federally awarded contracts that include Sub Recipients. • NOTE: Be sure to accurately enter all Sub Recipient DUNS numbers in your reports. Incorrect DUNS numbers could lead to reporting inaccuracies or validation errors. • Sub Recipient Reporting Model — User is submitting the data elements set forth or the Sub Recipient organization only. The Prime Recipient of a grant or loan has delegated this reporting authority to the Sub Recipient and will not be providing the Sub Recipient information within the Prime Recipient Report.

8. Prime Recipient • Award Type: • Select Grant from the dropdown list for WAP ARRA. • Award Number: • This number will be found on your award letter from DOE. • Final Report: • As this is the first quarter report select N for No from the dropdown list.

9. Prime Recipient • Recipient DUNS Number: • This will be your State’s Data Universal Numbering System (DUNS) number. • Recipient Account Number: • This is an optional field, as such if you don’t have a Recipient Account Number, which has been developed by your State, you can leave this field blank or enter in N/A. • Recipient Congressional District: • This is the Congressional District code for your State.

10. Prime Recipient

11. Prime Recipient • Funding Agency Code/ Awarding Agency Code: • For WAP ARRA please enter 8900 as this is the code for the Department of Energy. • Award Date: • For WAP ARRA you will enter the award date listed on your award letter. This date is April 1, 2009 for most States. • Amount of Award: • This will be the total amount of WAP ARRA funds awarded to your State. • CFDA Number: • The Catalog of Federal Domestic Assistance (CFDA) number for WAP ARRA is 81.042. • Program Source (TAS): • The Program Source code for WAP ARRA is 89-0331.

12. Prime Recipient • Total Number of Sub Awards to Individuals: • At this moment, we do not believe this applies to WAP ARRA. • Total Amount of Sub Awards to Individuals: • At this moment, we do not believe this applies to WAP ARRA.

13. Prime Recipient • Award Description: • A generic description has been provided which states, “ARRA Supplemental Funding for the Weatherization Assistance Program (WAP): To reduce energy costs for low-income families, particularly for the elderly, people with disabilities, and children, by improving the energy efficiency of their homes while ensuring their health and safety.”

14. Prime Recipient • Project Name or Project/Program Title: • For WAP ARRA please enter Weatherization Assistance for Low-Income Persons. • Project Status: • For WAP ARRA please enter less than 50% completed. • Total Federal Amount ARRA Funds Received/Invoiced: • This will be the total amount of WAP ARRA funds expended during the timeframe of this report.

15. Prime Recipient • Number of Jobs: • This will be the total jobs created and retained in your State through the expenditures of WAP ARRA for the timeframe of this report. • Details at http://apps1.eere.energy.gov/weatherization/recovery_act_faqs.cfm • Description of Jobs Created: • As a state, and a prime recipient reporter, you will need to ask your WAP ARRA eligible entities to gather and report this information to you. Then you will need to create a narrative description of the employment impact of the Recovery Act funded work. This narrative is cumulative for each calendar quarter.

16. Prime Recipient • Quarterly Activities/Project Descriptions: • A generic description has been provided which states “As this is the first report for WAP ARRA funds, most activity has supported ramp up of workforce and infrastructure.”

17. Prime Recipient Activity Codes • The appropriate NTEE code for Weatherization is: L03.04

18. Prime Recipient • Total Federal Amount of ARRA Expenditure: • This will be the total amount of WAP ARRA funds expended during the timeframe of this report. • Total Federal ARRA Infrastructure: • This will be predominately N/A for WAP ARRA.

19. Prime Recipient • This will be the address of your State WAP office • This will predominately be left blank

20. Sub Recipient • Award Type: • Select Grant from the dropdown list for WAP ARRA. • Award Number: • This number will be found on your award letter from DOE. • Recipient DUNS Number: • This will be your State’s Data Universal Numbering System (DUNS) number.

21. Entering in order • Important consideration for entering multiple Sub Recipients and/or Vendors associated with your award: • If entering Sub Recipients and/or Vendors in your report, you must enter one Sub Recipient Award or Vendor per numbered row. Do not leave a blank row between entries.

22. Sub Recipient • Sub Recipient DUNS Number: • This will be your WAP sub-grantees’ Data Universal Numbering System (DUNS) number. • Sub Award Number: • This will be a State developed number, i.e. this could be your fiscal code for WAP ARRA funding. • Sub Recipient Congressional District: • This is the Congressional District code for your WAP sub-grantees.

23. Sub Recipient • Amount of Sub Award: • This is the total WAP ARRA allocation for each WAP sub-grantee. • Total Sub Award Funds Disbursed: • This is the total amount of WAP ARRA funds expended by each WAP sub-grantee during the timeframe of the report. • Sub Award Date: • This will be the date that the State allocated funds to their WAP sub-grantees.

24. Sub Recipient • Address 1: • Currently there is no place on the federalreporting.gov form for the WAP sub-grantees’ names. As such, we are recommending that you enter their names into the Address 1 field. • Address 2, City, State, ZIP Code+4, Congressional District, Country: • This will be the information for the WAP sub-grantees main office.

25. Sub Recipient • Sub Recipient Indication of Reporting Applicability: • This will be predominately No for WAP sub-grantees.

26. Vendor

27. Report Input Methods • The following slides include information and screenshots from the FederalReporting.gov User Guide and the Recipient Point of Contact/DUNS Administrator User Guide located at: https://www.federalreporting.gov/federalreporting/downloads.do

28. Report Input Methods • Via Online Web Form • Use Internet Explorer or Firefox to enter data • Via Excel Spreadsheet Upload* • Download the spreadsheet from FederalReporting.gov (compatible with Version 2003 or newer) • Easy to save a copy for yourself and to send to NASCSP • We will be showing you how to use this version • Via XML Upload* • The XML schema can be downloaded from FederalReporting.gov * FederalReporting.gov provides a Validation Utility to test your report structure prior to submitting.

29. Prerequisites • Prerequisites to reporting: • All Prime Recipients of ARRA funds reporting through FederalReporting.gov and Sub Recipients of financial assistance (e.g., grants, loans) are required to be registered in the Central Contractor Registration (CCR) Database. https://www.bpn.gov/ccr/ • All Recipients must have a DUNS Number as administered by Dun & Bradstreet (D&B). http://fedgov.dnb.com/webform

30. Locating the CCR Information • FederalReporting.gov allows registered users to search by DUNS Number to validate CCR and D&B registration • The CCR data will include information about the Recipient Point of Contact (POC)

31. Point of Contact • The Recipient POC can perform all of the reporting and review functions of any Recipient user. In addition to: • Assigning DUNS Administrator • Removing users from your DUNS organization • FRPIN administration • Approve/Deny/Change FRPIN • More information can be found in the Recipient Point of Contact/DUNS Administrator User Guide: https://www.federalreporting.gov/federalreporting/downloads.do

32. Point of Contact, continued • An individual can serve as POC for multiple DUNS numbers. However, an individual can only serve as DUNS Administrator for one DUNS number. • The FRPIN number is linked to the DUNS number. There will only be one FRPIN for each DUNS number. If your organization has multiple grants for the same DUNS number (e.g., weatherization and CSBG), they will use the same FRPIN.

33. Screenshot taken from “FederalReporting.gov User Guide”

34. Screenshot taken from “FederalReporting.gov User Guide”

35. Screenshot taken from “FederalReporting.gov User Guide”

36. Screenshot taken from “FederalReporting.gov User Guide”

37. Screenshot taken from “FederalReporting.gov User Guide”

38. Screenshot taken from “FederalReporting.gov User Guide”

39. Screenshot taken from “FederalReporting.gov User Guide”

40. Removing a Sub Recipient • The State has two options: • Option 1: The Prime Recipient user from the State will first deactivate the incorrect report via My Reports. Then the user uploads the new Excel report with the accurate report data. • Option 2: Alternatively, the State may choose to simply make all changes online via My Reports. First, the user removes the Sub Recipient report using the Remove the Report icon . If the user needs to make any additional changes in the remaining report data, the user can make those changes online as well. Once finished, the user clicks “Submit” to submit the updated report.

41. Screenshot taken from “FederalReporting.gov User Guide”

42. Screenshot taken from “FederalReporting.gov User Guide”

43. Screenshot taken from “FederalReporting.gov User Guide”

44. Completing the Report: Draft Version • From Oct. 1-10, a User may choose to submit a Draft of the report. • The Draft Status is a temporary reporting status only which allows an organization to continue to enter data prior to actual submission. • Recipients using the Excel template may store draft versions outside the system on their personal computers.

45. Screenshot taken from “FederalReporting.gov User Guide”

46. Completing the Report: Initial Submission • By Oct. 10, Users MUST submit the report as Initial Submission. • Failure to submit the report as Initial Submission by the 10th will lead to non-compliance • What if I don’t have all the information I need by Oct. 10th? • Still submit the incomplete report by Oct. 10. THEN, during Oct. 11-21, you can access the report and make additions or changes.

47. Completing the Report: Initial Submission, continued • If you are absolutely unable to submit anything before Oct. 10, you are allowed to submit your Initial Submission report between Oct. 11-21, but you MUST include a Late Submission Justification • Beginning Oct. 22, no new Initial Submission reports will be accepted under any circumstances!

48. Screenshot taken from “FederalReporting.gov User Guide”

49. Completing the Report: Initial Submission, continued • When a User enters a Prime Recipient report, that User will provide the DUNS number, award type, and Award Number. • The User will also enter the FRPIN and submit the report. • If another individual logs into FederalReporting.gov, enters the FRPIN, and submits a report for that same award, the first report is overwritten! • THEREFORE, it is critical that Prime Recipients clearly communicate who is responsible for reporting on which awards.

50. Completing the Report: Initial Submission, continued To review: • FederalReporting.gov recognizes the difference between a new report submitted as Initial Submission (possible non-compliance) after Oct. 10 and an update to an Initial Submission report after Oct. 10 (allowed).