2010 PTFP Grantee Orientation

1. 2010 PTFP Grantee Orientation Unlocking the Mysteries of PORTS and ASAP

2. Webinar OverviewAnswers to the following questions • Who handles what on the Federal side? • Where to find information about required reports? • How to use the PTFP Online Reporting and Tracking System- PORTS? • How to use the Automated Standard Application for Payments- ASAP? • What are your questions?

3. Two Agencies Administer PTFP Grants • PTFP - Public Telecommunications Facilities Program • (Program Office) • PTFP Program Officer guides application process; handles program-related activities, PORTS, reporting and close-out • NIST - National Institute of Standards & Technology • (Grants Office) • NIST Specialist handles ASAP, financial aspects of grant; reporting, accessing funds, and close-out.

4. Your Questions • At any time during this presentation, please e-mail your questions to the webinar • At any time while completing your project: • Questions for NIST and the ASAP should be directed to your Grant Specialist listed in your award documents, item #4, with contact information. See www.asap.gov • Questions for PTFP and PORTS should be directed to your Federal Program Officer listed in your award documents, item #5, with contact information. See www.ntia.doc.gov/ptfp

5. Automated Standard Application for Payments - ASAP • Information about ASAP is included with the award package. • This is the system for electronic payment of Federal grants. • Register by October 15 so that payment requests can be handled easily and quickly.

6. ASAP #1 • Recipients should be aware that all ASAP Recipient IDs are created by the EIN/DUNS combination that is listed on their application. • You do not need to re-enroll if your organization is currently in the ASAP system and the EIN and DUNS numbers have not changed. • To keep your ASAP account active you must check in every 60 days.

7. ASAP #2 • To enroll, see Special Award Condition #14 for information. Provide your Grants Specialist with the following: • Your point of contact person; • His or her e-mail address; • EIN and DUNS Numbers; and then • Your Grants Specialist will begin the on-line enrollment for you.

8. ASAP #3 • When enrolling , you should list a Point of Contact who is available to complete the enrollment process. • Avoid listing people who are too busy or unavailable, the enrollment process requires several steps to be taken by the recipient which takes some time.

9. ASAP #4 • Recipient should make sure that the DUNS provided on their application indicates the same city that is listed on their application. To find out which city is listed for a specific DUNS, recipient can log in to www.ccr.gov and run a search. NIST requires that ASAP, CCR and Recipient’s Application/Award Documentation list the same city.

10. ASAP #5 • RECIPIENT/REQUESTOR IDs will always be the same ID in all NIST financial records. Recipients cannot use a different REQUESTOR ID –this is important to note, especially for some stations that are run or associated with a University. In the past “centralized business” offices at the Universities were allowed to act as the Requestor only; this is no longer the case for new awards.

11. ASAP #6 • If RECIPIENT has a valid/active ASAP Recipient ID that they are using for a new award, it is important to make sure that the ID is in fact linked to the appropriate ALC/REGION in www.asap.gov - NTIA is Region 1306000102. If not, NIST can set that up. Then the Recipient’s Financial Official must log in to ASAP and link their ALC/REGION.

12. ASAP #7 • NIST WILL WITHHOLD PAYMENTS AND APPROVAL OF ANY REQUESTS IF YOU ARE OUT OF COMPLIANCE OR DELINQUENT ON ANY REPORT • Financial Reports, SF-425 – Copy to PTFP • Quarterly Performance Reports • Special Award Conditions

13. Where to Find Forms • All Federal forms for grant administration are available through the Office of Management and Budget website. This is the direct link: • www.whitehouse.gov/omb/grants_forms • The forms are listed by number.

14. PTFP #1 • Construction Schedule: Due October 31 • Your first assignment is to prepare a Construction Schedule and submit it through the PTFP Online Reporting System – PORTS • You will find that the milestones for many of the reporting requirements are already listed on the Construction Schedule. • What should be on a Construction Schedule?

15. Detailed Instructions for Reportsare found at the PTFP Website • Go to www.ntia.doc.gov/ptfp • Click on

16. PTFP #2 • Submit reports and requests through PORTS • Go to www.ntia.doc.gov/ptfp/ports • PORTS can be accessed through the PTFP Main Page and vice versa • Click on “How to Use PORTS” for online information

17. PTFP #3 • Use PORTS to Submit Reports • Construction Schedules • Quarterly Performance Reports • Equipment List Amendment Requests • Special Award Conditions & Extension Requests • Project Extension Requests • Close-out Extension Requests • Close-outs • Exception: Planning Close-outs must be submitted on paper.

18. PTFP #4 • To finalize and submit reports • Fill in the appropriate blanks • Click on continue button at the bottom of the page • You will then be asked to confirm your submission • “Click to Confirm the Report” • The message appears: Report has been sent for [grant number]

19. Quarterly Performance Reports • Quarterly Reports are due 30 days after the end of the quarter—the first one for this grant is due January 30, 2011. • E-mail reminders are sent out to the PORTS contact early in the month that they are due.

20. PORTS Tip #1 • Passwords expire every 90 days. If you request a link to change your password, you must use it within a few hours; otherwise the link expires.

21. Password Reminder • A request to change your password was received from IP Address: 170.110.225.156 • on 05-Oct-09 at 11:02 AM. • Please use the link below to change your password. • https://ssl.ntia.doc.gov/ptfp/PORTS/login/index.cfm?fuseaction=resetpw_EXP&req_id=2J75216834395M0Z562S

22. PORTS TIP #2 • You may either write your narrative report directly in PORTS, or you can write the report in Word and attach it to your PORTS filing; and remember to “Click to Confirm the Report.”

23. PORTS TIP #3 Keep It Simple • Unless the Construction Schedule has been revised, check the box “Use my most recently submitted Construction Schedule.” • If no equipment has been purchased during the quarter, check the box “Use my most recently submitted Equipment List.”

24. PORTS TIP #4 • Ignore any warnings about a lack of a Security Certificate that appear when you go to PORTS. The Federal Government does not subscribe to the security services. • Be assured that the PORTS and PTFP websites are SECURE. • Click through the warning and continue to prepare your PORTS reports.

25. PORTS Grantee Contact • Make sure that the person filing the reports is the official contact in PORTS. • The PORTS official contact is not necessarily the Authorizing Official. The best person is closely involved with the project. • There may be only one PORTS contact per project. • The PORTS contact receives convenient e-mail reminders about reporting deadlines. • This task can be delegated using the PORTS system.

26. Keep in Touch with Your Program Officer • Before you submit in PORTS an equipment list amendment , extension request, or close-out.

27. PTFP Program Officers Lynn Chadwick: AZ, CO, GU, HI, ID, MT, NM, NV, UT, & WY lchadwick@ntia.doc.gov 202-482-8338 Larry Dyer: AK, CA, IL, IA, KS, MN, MO, NE, ND, OK, SD & WI ldyer@ntia.doc.gov 202-482-1762 Brian Gibbons: AL, AR, FL, GA, LA, MS, NC, SC, TN, TX, & WA bgibbons@ntia.doc.gov 202-482-6094 Walter Sheppard: CT, DE, DC, IN, KY, ME, MD, MI, NH, NJ, NY, OH, OR, PA, RI, VT, VA, & WV wsheppard@ntia.doc.gov 202-482-1949