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Welcome to PC362: Managing Grants

This training provides an overview of the training materials and course objectives for managing grants. Participants will learn key terms, the end-to-end grants process, and roles involved.

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Welcome to PC362: Managing Grants

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  1. Welcome to PC362: Managing Grants

  2. Welcome • First Things First Please set cell phones and pagers to silent Refrain from side discussions. We all want to hear what you have to say! Feel free to ask questions. If your question is off-topic or will be discussed later in the training course, we will write it on a flip chart (parking lot) to be sure we cover it later Two breaks and a one hour lunch are planned Bathrooms / Snacks

  3. Welcome • Ice Breaker • Who are you? • Where are you from? • What are you looking for?

  4. Training Materials Overview

  5. Training Materials Overview • Participant Guide • Produced in Microsoft Word • Contains key concepts, processes, and task information required to complete a user’s role in SMART • Process flows and screenshots of the SMART system are included • This is a great reference to use after training!

  6. Training Materials Overview • Concept Slides • Used to help the Trainer facilitate the course materials • Produced in Microsoft PowerPoint • Contains key content and graphics • Generally used at the beginning or end of each Lesson

  7. Training Materials Overview • Business Process Flows • Used to present the flow of either business processes or information within SMART

  8. Training Materials Overview • Activity Guide • Produced in Microsoft Word • Contains a scenario for each activity completed in the training database • Provides data that you must enter for the exercise • Organized by classrooms and users • Take note of the user ID assigned to you

  9. Training Materials Overview • Activity Types • Demonstration – instructor only (hands off) • Walkthrough – instructor leads and participants complete exercise with instructor (hands on) • Exercise – Participants complete on their own • Challenge – Participants complete on their own

  10. Training Materials Overview • User Productivity Kits (UPKs) • An online help tool that contains user procedures for completing tasks in SMART • Used in training to perform a simulation of a SMART task or to be used during an activity as a help guide • UPKs are also available after training on the SMART Training website • UPKs are simulated to have the look and feel of SMART, but do not impact the production environment. It is a safe way to practice tasks that you perform in SMART.

  11. Training Materials Overview • Job Aids • A short document that contains key concepts or steps involved in a course • Can be content or system related • Available for all participants to use during training • Used after training for quick reference from the Training Portion of the SMART website • Referenced as often as possible during training to indicate the “handiness” of the material

  12. Training Materials Overview • Course Evaluations • Are conducted using the SurveyMonkey tool • Please complete a course evaluations for each new course that you attend • Trainers also complete a course evaluation at the end of each class

  13. Questions

  14. Course Objectives Upon completion of this course, you will be able to: • Create and manage grants • Close grants • Integrate grants with other SMART modules

  15. Lesson 1: Understanding Grants Lesson 1

  16. Lesson 1: Understanding Grants • Lesson Objectives • Define key terms • Explain the end-to-end process for grants and describe how Grant Management fits into the end-to-end process for Projects, Contracts, and Grants • List roles involved in the grants process and describe tasks performed by each role

  17. Lesson 1: Understanding Grants • Defining Key Terms for Grants Grant – Award of money from a Sponsor for a project Proposal – An “umbrella” that contains all the proposal details for one sponsor Award – Executed agreement between an institution and a sponsor Project – An organized endeavor for which costs are incurred that has a defined beginning and ending purpose for which costs need to be accumulated and reported Activity - Tasks or subcomponents associated with a project that represents a breakdown of collected costs. At least one activity must be defined for each project Customer Contract – The document related to a project that defines how the Grantee bills and recognizes revenue from a Sponsor Institution – The State of Kansas agency that receives funding from the Sponsor. Institutions may also contribute funding to a grant/project. Funds provided by the institution (agency) are in addition to grant monies from the sponsor Sponsor – An external entity or source that funds programs, research, and other projects

  18. Lesson 1: Understanding Grants • Defining Key Terms for Grants Sub-Recipient – Companies or institutions that receive funds under a primary award Professional – A project resource included in the proposal Facilities and Administrative (F&A) Costs – Overhead costs associated with the grant Cost Sharing – Component of a proposal representing the part of the project that the sponsor does not fund (Cost sharing is synonymous with the term ‘match’ or ‘matching funds’ and includes both hard-dollar and in-kind contributions) Pre-Award Spending – Money spent for a project (against a grant) prior to formal approval of the proposal Grants Budgeting – Process of capturing budget line details that support both pre-award (proposal budget) and post-award (award budget) functions CFDA (Catalog of Federal Domestic Assistance number) – This number is how the Federal government tracks it’s funding programs when issuing grant awards

  19. Lesson 1: Understanding Grants • Understanding Grants Processes End to End Projects and Grants process

  20. Lesson 1: Understanding Grants • Understanding Grants Processes Grants Integration Process

  21. Lesson 1: Understanding Grants • Understanding Grants Processes • Roles associated with the Grants Module • Agency Grants Manager • Enters, reviews, and analyzes proposals and awards and understands the integration with other SMART modules • Agency Grants Approver • Approves proposals and understands the integration with other SMART modules. Note: This role is optional and only for agencies using workflow • Agency Grants Maintainer • Maintains configurations to agency-maintained grants tables

  22. Lesson 1: Understanding Grants • Lesson Summary • In this lesson you have learned to: • Define basic Grants terms • Describe the processes and activities contained within the Grants module, including roles involved with each • Understand the end-to-end process for Grants and describe how Grant Management fits into the end-to-end process for Projects, Contracts, and Grants

  23. Lesson 2: Creating Grants Lesson 2

  24. Lesson 2: Creating Grants • Lesson Objectives • In this lesson you will learn to: • Create and submit a grant proposal with a proposal budget • Create part of a grant proposal by copying information from a previous proposal • Create an award • Define pre-award spending for a grant

  25. Lesson 2: Creating Grants • Creating Grants Enter a Grant Process

  26. Lesson 2: Creating Grants UPK – Creating Grant Proposals Activity 1 – Creating Grant Proposals

  27. Lesson 2: Creating Grants • Creating Grants Copy Existing Proposals Process

  28. Lesson 2: Creating Grants Activity 2 – Copying Existing Proposals

  29. Lesson 2: Creating Grants Activity 3 – Submitting Proposals

  30. Lesson 2: Creating Grants Activity 4 – Creating Awards Activity 5 – Creating Grants

  31. Lesson 2: Creating Grants • Lesson Summary • In this lesson you have learned to: • Create a grant proposal • Create a proposal budget • Copy proposal information from one proposal to another • Submit a completed proposal • How to create an award and define pre-award spending

  32. Lesson 3: Managing Grants Lesson 3

  33. Lesson 3: Managing Grants • Lesson Objectives • In this lesson you will learn to: • Update award information for awards profiles and budgets • Review project and activities • Activate a contract/award • Understand grant closure • Run federal grant reports

  34. Lesson 3: Managing Grants • Updating Awards • Before finalizing the project budget, you can update the award by copying the existing proposal • After finalizing the project budget, you must use the Award Modification Process to update the project budget

  35. Lesson 3: Managing Grants Activity 6 – Updating Awards

  36. Lesson 3: Managing Grants Activity 7 – Reviewing Award Projects Activity 8 – Reviewing Award Project Activities

  37. Lesson 3: Managing Grants Activity 9 – Updating Award Budgets Activity 10 – Reviewing Cost-Shared Amounts

  38. Lesson 3: Managing Grants Activity 11 – Activating Contracts

  39. Lesson 3: Managing Grants • Understanding Grant Closure • Once an award or contract reaches completion, the final step in the grants management process is to close out the award • Steps required to complete the award close out process: • Closing projects and activities in Project Costing • Closing contracts, including the billing and revenue plans in Contracts • The Grants Manager must work with the Project Manager and Contracts Manager roles to complete this

  40. Lesson 3: Managing Grants UPK – Closing Grants Activity 12 – Managing Grants

  41. Lesson 3: Managing Grants • Running Federal Grant Reports • Federal Financial Report • Combination of SF-272 and SF-269a reports • Enter Reference Award Number on the Awards page • SEFA • Enter Project Type on the Projects page • Sponsor Draw-Down Report • Enter Letter of Credit ID on the Contract Lines page to activate contract • Contains the Reference Award Number

  42. Lesson 3: Managing Grants • Lesson Summary • In this lesson you have learned to: • Update award information for award profiles and budgets • Review project and activity information for an award • Review cost-shared amounts • Understand grant closure and the activities necessary to close a grant • Run federal grant reports

  43. Closing the Day

  44. Resources Available Use the following resources • SMART Training Website • http://da.ks.gov/smart/training.html • SMART Training Team • Contact us at smarttraining@da.ks.gov • SMART materials • Review, Review, Review your SMART materials after training!!

  45. Questions

  46. Evaluation Please fill out the evaluation for today’s instructor led training session! http://www.surveymonkey.com/s/SMARTtrainingPC362

  47. Thanks for coming and participating today!

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