2012 JAG Application Instructions

1. 2012 JAG Application Instructions January 2012

2. COGMS A new on-line grant management system for the State of Colorado Will include multiple state agencies’ funding opportunities JAG is the pilot grant program Application through grant closeout The new system standardizes the grant application process and is housed on a secure, web-based platform.

3. Important Notes The software includes Enterprise embedded instructions for most every screen by clicking on the [Show] and [Hide] expandable options; however, the instructions are not specific to the State of Colorado Reference COGMS Registrant & Applicant Profiles Instructions and Application/Project Creation Instructions to successfully create a Profile, as well as research, apply and manage grant applications. The system does not yet include ALL funding opportunities within Colorado State Government. Other funding opportunities will be added over the course of time. Click the SAVE button at the bottom of each COGMS screen no less than every 15 minutes to avoid system timeout and loss of unsaved information. Typing or being active in COGMS does not extend the 15 minute time out.

4. Important Notes (cont.) It is imperative that you read all the COGMS and JAG Project Application instructions. JAG funds have been substantially decreased and it will be a very competitive process. You will likely need more time with your first application in COGMS. Begin immediately. Applicants must register for the JAG solicitation by creating an Applicant Profile no later than February 23rd or the JAG Project Application cannot be submitted by the February 28th due date.

5. Definition of Common Terms Registrant: An individual or sole proprietor that creates a Username and Password. Multiple Registrants can exist under a single Applying Agency (Applicant). Profile: Username, Password and Email information created during the Registrant step. Applicant: Agency applying for a funding opportunity. Only one primary Applicant account can exist within COGMS. An Applicant account may contain multiple Registrants. Each new applying Agency must go through a State verification process to avoid duplicate entries. Please allow 5 business days for this process and ensure ample time is allowed prior to the deadline of a grant funding opportunity. A grant application may not be submitted until after an Applicant profile is verified by the State. In the event it is discovered through the State verification process that a primary Applicant (Applying Agency) account already exists, you will be notified by the State to contact the Agency directly to be manually added to the system. Any work completed during this waiting period will be saved.

6. Helpful Hints Some fields have a “hover” function where you can get information such as definitions of terms or Zip+4 website Use the menu bar on the left side of the page to navigate between sections of the project Application. Remember to click save before navigating away from any page. We have provided character limitations for the text sections of the Project Application. Spell Check is available for certain narrative sections. You might want to create a draft in a Word document and then cut and paste into the Project Application, but again, note the character limitations.

7. Where to start? https://g3.state.co.us/grantium/frontOffice.jsf It is recommended that users create their Applicant Profile by beginning with Browse Funding Opportunities to register for this 2012 JAG application. Begin this process immediately as you must register (by creating an Applicant Profile) no later than February 23rd in order to submit your Project Application by the February 28th due date.

8. Creating an Applicant Profile Applicant Profiles must be submitted by February 23, 2012 Applicant Profile validation by the state takes 5 days, do not wait until the last minute to create your profile One profile for each applicant agency Can submit more than one application under this profile You can continue working on your Project Application while validation is in process.

9. Step 1: Click Browse Funding Opportunities from the COGMS login screen.

10. Step 2: Enter Search Criteria and click Search button.

11. Step 3: Click to view Funding Opportunity Announcement

12. Step 4: Scroll down to the bottom of the Announcement and Click on Apply Now

13. Step 5: Click on the Create Profile button to create a Registrant Profile/User Account.

14. Step 6: Enter Registrant Profile/User Account information

15. Step 7: Applicant Details

16. Step 8: An Applicant Profile must now be created to move forward in the process.

17. Step 9: Complete the General Information Screen

18. General Information Screen APPLICANT AGENCY NAME: This is brought forward/pre-populated from the previous screen. DO NOT CHANGE THE APPLICANT AGENCY NAME. APPLICANT NUMBER: The COGMS automatically generates this number. APPLICANT DOING BUSINESS AS (DBA) UNDER A PARENT COMPANY: Select YES or NO (most applicants will choose NO) LEGAL ENTITY NAME: This field will pre-populate if “NO” was answered on the previous question. If you answered “YES” to the previous question, complete this field. Example: The legal name of the Applicant agency is the parent agency such as City of Lakewood if the applicant is the Lakewood Police Department or the Colorado Department of Human Services if applicant is the Division of Child Welfare. ENTITY TYPE: Pre-populated from Applicant Details screen. ENTITY SUB-TYPE: Choose from the drop-down window options.

19. General Information Screen (cont.) DUNS#+4: Enter the Applicant Agency’s Dun & Bradstreet Data Universal Numbering System (DUNS) number which is a unique 9 digit number (some agencies may have an additional 4 numbers) that identifies an organization and helps track the distribution of grant money. These are required as part of the implementation of the Federal Funding Accountability and Transparency Act of 2006 (Transparency Act) that went into effect January 1, 2009. TAX IDENTIFICATION NUMBER: Federal Employer ID Number; this is a 9 digit number used by the finance department to report to the IRS; this is not the agency’s federal tax-exempt number. REGISTERED WITH CCR: Select YES or NO. All potential grant applicants who plan to apply for federal funding from the Colorado Division of Criminal Justice must assure that their agency has registered with the Central Contractor Registration (CCR) database. This is required as part of the implementation of the Federal Funding Accountability and Transparency Act of 2006 (Transparency Act) that went into effect January 1, 2009. An application cannot be submitted unless you have a CCR number. CCR EXPIRATION DATE: If you selected Yes above (registered with CCR), enter the CCR expiration date using the provided calendar or the month/day/year method.

20. General Information Screen (cont.) IS YOUR AGENCY LOCATED IN COLORADO? Select Yes/No US CONGRESSIONAL DISTRICT: Select the US Congressional District where the legal entity is located. STATE SENATE DISTRICT: Select the State Senate District where the legal entity is located. STATE HOUSE DISTRICT: Select the State House District where the legal entity is located. COLORADO JUDICIAL DISTRICT: Select the Colorado Judicial District where the legal entity is located.

21. Step 10: On the Contact Information screen, click to enter contact information

22. Step 11: Enter contact Information

23. Contact Information (cont.) Primary Contact- the person DCJ will contact with any questions regarding this registration/Applicant Profile At this stage, we only require information regarding the Primary Contact. You can add contact information for the JAG Project’s Project Director, Financial Officer, Signature Authority (previously called the Authorized Official) and Implementing Agency (if applicable) here or wait for later screens available through the JAG Project Application.

24. Project Director This must be an individual other than the authorized official or financial officer and must be from the applicant agency. The project director is the individual who will be in direct charge of the project and must be within the organizational structure of the applicant agency. This should be a person who combines knowledge and experience in the project area with ability in administration and supervision of personnel and will be expected to devote a major portion of his/her time to the project. This person will be required to sign all quarterly reports, cash requests, and other grant forms.

25. Financial Officer This must be an individual other than the project director or authorized official and must be from the applicant agency. The financial officer is the person who will be responsible for fiscal matters relating to the project and in ultimate charge of accounting, management of funds, verification of expenditures, and grant financial reports.

26. Signature Authority This must be an individual other than the project director or financial officer. This is the individual authorized to enter into binding commitments on behalf of the applicant agency. For local units of government, this will normally be a city manager, mayor, district attorney, and/or the chair of the county commission. At the state level, this individual will be a department or division head.

27. Implementing Agency Complete when a project is being implemented by an outside agency. Example, if the city is the applicant agency but a non-profit organization is the implementing agency, provide a main contact for that non-profit agency.

28. Contact Information (cont.) Enter contact information for the Primary Contact, Project Director, Signature Authority, Financial Officer and Implementing Agency. Select the appropriate Contact Type from the drop-down menu and enter contact information. Click Save & Back to List to go back to the Contact Information screen or Save & Add Another to add an additional contact. Note: The Zip Code + 4 is required to move forward in the process.

29. Step 12: Click Next if Contact Information is correct or Click to edit Contact Information.

30. Step 13: Enter Legal Applicant address information

31. Step 14: The Submission Summary screen will summarize the Applicant Profile Steps

32. Step 15: Submission Summary Completion

33. Submission Summary Completion (cont.)

34. Step 16: Click on the Return to Registration Wizard menu option on the left to proceed.

35. Step 17: Click Next to begin the Application/Project creation step

36. Step 18: Enter an Applicant Project Name

37. JAG Project Application You are now ready to complete your JAG Project Application. There are several main content sections in the JAG application. Applicant Information Project Summary Other Continuation Applications Budget Financial Management

38. Section----Applicant Information

39. Applicant Information If you completed your Applicant Profile per COGMS instructions, much of this information will be pre-populated.

40. Applicant Information (cont.) PROJECT TITLE: Enter a brief descriptive title of the project. Use a short, but meaningful title for your project. For example, if you are going to implement a computer upgrade, you might call your project Anytown PD, Computer Upgrade. This allows for immediate recognition of the type of project, and distinguishes it from similar proposals submitted by other agencies in Colorado. PROJECT NUMBER: The COGMS will automatically generate this number. PROJECT DIRECTOR: The project director must be an employee of the applicant agency to ensure that the applicant agency is fully aware of the activities taking place with grant funds. TYPE OF FUNDING FOR THIS PROJECT: Choose NEW or CONTINUATION from the drop-down window options. It is vitally important that this selection be correct as it opens a separate section of the application for Continuation Applicants to report on past project progress. REQUESTED JAG AMOUNT: Enter the amount of JAG funding requested in this application. Continuation applicants must show a 10% reduction from prior year funding. PROJECT DURATION: The project period will be October 1, 2012 to September 30, 2013. If you anticipate an abbreviated project period (such as 6 months) you can adjust the end date accordingly. Enter the anticipated project duration dates using the month/day/year method.

41. Applicant Information (cont.) Applicant details   APPLICANT AGENCY NAME: This is normally the implementing agency for the project as well as the agency that is fiscally responsible for the funds received from DCJ. It cannot be a subcontracting agency. Examples include: Lakewood Police Department or Colorado Division of Child Welfare.   APPLICANT LEGAL NAME: The legal name of the applicant agency. For example: City of Lakewood or Colorado Department of Human Services.   DUNS Number: All potential grant applicants who plan to apply for federal funding from the Colorado Division of Criminal Justice or any other agency must make sure that their agency has a Dun & Bradstreet Data Universal Numbering System (DUNS) number. These are required as part of the implementation of the Federal Funding Accountability and Transparency Act of 2006 (Transparency Act) that went into effect January 1, 2009. See pages 12 and 13 of these instructions for further information. Your application cannot be submitted unless you have a DUNS number. Your application cannot be submitted unless you have a DUNS number.   CCR Registration: All potential grant applicants who plan to apply for federal funding from the Colorado Division of Criminal Justice must assure that their agency has registered with the Central Contractor Registration (CCR) database. This is required as part of the implementation of the Federal Funding Accountability and Transparency Act of 2006 (Transparency Act) that went into effect January 1, 2009. See pages 12 and 13 of these instructions for further information.   TAX IDENTIFICATION NUMBER: Federal Employer ID Number: This is a nine-digit number used by the finance department to report to the IRS; this is not the agency’s federal tax-exempt number.   ENTITY TYPE: Choose from the drop-down window options which Select from Pick list For Profit, Not for Profit, Public/Government.   ENTITY SUB-TYPE: Choose from the drop-down window options.   ENTITY FUNCTION: Choose all that apply from available list.  

42. Applicant Information (cont.) IMPLEMENTING AGENCY  Choose from the drop-down window option. IF implementing agency is different from applicant agency, select NO and fill in the “Implementing Agency Name” and Entity Function for the Implementing Agency.   Please note: the Implementing Agency is the agency that is responsible for the actual implementation of the project, and may be the same as the applicant agency, a component of it, or another agency entirely. For example, the applicant agency is the county, but the sheriff’s office is the implementing agency, or if the city is the applicant agency but a non-profit organization is the implementing agency. Provide the agency name and function.   SERVICE AREA FOR PROJECT- STATEWIDE: Choose YES or NO from the drop-down window options. If you choose “NO”, complete the following fields: US Congressional Districts, Colorado Judicial Districts, State Senate District, State House District, Counties, Cities and Regions where services will be delivered. This may include more areas than where the applicant agency is located.   If you choose “YES” it is a statewide project, move to “Age of Target Population”. AGE OF TARGET POPULATION: Check all that apply. Click on the “Save and Next Button” to Continue

43. On the Contact Information screen, click to enter contact information

44. Enter contact Information

45. Contact Information (cont.) You must have a minimum of three contacts for this application, the Project Director, Financial Officer and Signature Authority (previously called the Authorized Official). If there is an Implementing Agency other than the Applicant Agency, you must also provide Contact Details for the Implementing Agency. Click on “Save and Add Another” to enter additonal contacts.

46. Project Director This must be an individual other than the authorized official or financial officer and must be from the applicant agency. The project director is the individual who will be in direct charge of the project and must be within the organizational structure of the applicant agency. This should be a person who combines knowledge and experience in the project area with ability in administration and supervision of personnel and will be expected to devote a major portion of his/her time to the project. This person will be required to sign all quarterly reports, cash requests, and other grant forms.

47. Financial Officer This must be an individual other than the project director or authorized official and must be from the applicant agency. The financial officer is the person who will be responsible for fiscal matters relating to the project and in ultimate charge of accounting, management of funds, verification of expenditures, and grant financial reports.

48. Signature Authority This must be an individual other than the project director or financial officer. This is the individual authorized to enter into binding commitments on behalf of the applicant agency. For local units of government, this will normally be a city manager, mayor, district attorney, and/or the chair of the county commission. At the state level, this individual will be a department or division head.

49. Implementing Agency Complete when a project is being implemented by an outside agency. Example, if the city is the applicant agency but a non-profit organization is the implementing agency, provide a main contact for that non-profit agency.

50. Contact Information (cont.) Enter contact information for the Primary Contact, Project Director, Signature Authority, Financial Officer and Implementing Agency. Select the appropriate Contact Type from the drop-down menu and enter contact information. Click Save & Back to List to go back to the Contact Information screen or Save & Add Another to add an additional contact. Note: The Zip Code + 4 is required to move forward in the process.

51. Section---Project Summary

52. Section--- Project Summary (cont.)

53. Section---Project Summary Limit of 1000 characters Provide a description of the proposed project which will be used for the memo to the Governor and for reporting purposes to the Bureau of Justice Assistance for funded projects. Include a brief description of how your project will address the 2012 JAG goals. Also include target population, estimated number to be served annually and cost per person (if applicable). It is important to use this section to “hook” the JAG Board readers; be clear, succinct but truly show the issue or problem you are wanting impact.

54. Project Summary (cont.) Prior JAG funding for this project: Choose YES or NO from the drop-down window options. If “Yes”, complete the table that appears listing each grant year this project was funded with JAG monies (the year the grant began), the amount of federal funds awarded, and the grant number. It is imperative you mark this correctly as it opens a portion of the application for continuation applications.

55. Problem Statement Limit of 5000 characters All projects must demonstrate a capability to improve the administration of justice and/or impact the reduction of crime or delinquency. Applicants must provide enough detail within this application for a reader without previous experience or knowledge of this project to fully understand what the project is, what it will be doing, and how it will impact the described problem.

56. Problem Statement (cont.) Describe the problem you intend to address with this application. As appropriate, use local or state data to describe the nature of the problem. This section should include the following: A description of the problem in terms of causes and consequences. Articulate why this problem should be addressed. Use published literature to support your description where appropriate. The extent and nature of the problem in your target population and/or community. Use data to support your description. A description of what makes you uniquely qualified to impact this problem.

57. Project Description Limit of 6500 characters How will this project address one or both of the goals of the JAG program? Describe your proposed strategy(ies) for addressing the problem stated in the problem statement section. You should clearly link your strategy to the specified problem description.

58. Project Description (cont.) The Project Description should include the following: A description of each specific strategy for or service model(s) you will be implementing including relevant research on program effectiveness. A discussion of the evidence that supports each strategy relative to the stated problem. Provide relevant research as appropriate. A discussion of your experience implementing each strategy and related success. A discussion of how you will implement the approach, including, as appropriate, ensuring fidelity to the selected program model. For each strategy indicate the number of clients served, types of services and cost per client of providing direct services.

59. Additional Questions EVIDENCE-BASED RESEARCH: Note if research will be conducted as part of this project. Select YES or NO from the drop-down window options. And answer applicable questions. LAW ENFORCEMENT SPECIFIC PROJECTS: Choose YES or NO from the drop-down window options. If “Yes”, answer the questions that appear. Law Enforcement applicants must supply information regarding the total number of active officers currently on staff, the average # of officers deployed per shift, note if patrol vehicles are taken home by officers, and # of vehicles taken home by officers. DIRECT SERVICE APPLICATIONS: Choose YES or NO from the drop-down window options. If “Yes”, answer the questions that appear. Applicants who intend to provide direct services must project the number of clients (adults and/or juveniles) to be served using grant funds as well as establish an estimated cost per client, providing the methodology used to determine this estimate.

60. Goals and Objectives

61. Project Goals and Objectives These are the elements against which your project will be evaluated and which you will use to report quarterly and final progress. Be sure to review the mandatory performance measures located in Appendix A since you will be responsible to report to those that may applicable to your proposed project.

62. Goals Please write one or more goals you will focus on through this project. Goals are broad statements (i.e., written in general terms) that convey a project's overall intent to change, reduce, or eliminate the problem described. For this application, the goal is not in and of itself measurable. Progress made relative to the goal should be reflected in data related to specified objectives and their related outcomes and measurement.

63. Objectives Describe in words what your program will achieve in relation to each goal. The specified objectives under each goal should be logically related to that goal. Objectives may be client-based (number served; changes in knowledge, behavior; reduced system involvement), environmental (larger changes at the community level), product-based (development of a specific product), or system improvement (specific changes to system to improve functioning) Each objective should be measurable. This should be reflected in the corresponding statements.

64. Outcomes Outcomes are the change or benefit the project is expecting to produce in the target population and can include specific items of data to be use to assess a projects status towards reaching its objectives. Write a measurable outcome(s) for each objective. Include at least one outcome reflecting the number of clients to be served (if client-based). Outcome statements should include: The specific type of change or improvement that will occur The number or percent of individuals impacted (where appropriate) The expected magnitude, on average, of the expected change If client based, include outcomes reflecting the number of clients to be served

65. Measurement & Timeframe Measurement is a description of what data will be collected to measure the change. Please describe the specific measurement tool(s) you will use to collect date for each outcome. If you do not have a tool please state TBD (To Be Determined). Timeframe: The month in which the objective will be completed.

66. Quality Assurance Plan Limit of 5000 characters Describe your approach for evaluating your project in response to your stated objectives, outcomes and measurement. Include in this section, at a minimum, information about the following: Using your identified measurement tools, explain your plan for collecting data on each specified outcome and managing the data once collected. How will you analyze collected data and use the data to change/improve your program? What is your approach to obtaining consent from participants and maintaining confidentiality (if client- or community-based outcomes)? How will you confirm whether your project was successful in making progress toward achieving your goal?

67. Project Data Attachments

68. Project Data Attachments If your project has personnel in the budget category, you must attach your organizational chart in this section. You are only allowed one attachment per application.

69. Section--- Other

70. Section--- Other COLLABORATION: Limit of 3000 characters This section must elaborate on partners and relationships specifically with other agencies and organizations impacted by the proposed project. There must be evidence of a planning process that supports the proposal. JAG applications should be for projects that address priority needs that have been identified and agreed upon by a representative group in the community. Groups, partnerships and agencies involved and/or impacted must be listed by name and the role that they will play in this collaboration. Project applications for funding have been denied by the JAG Board when key agencies or systems that will be impacted have not been included in the planning process.

71. Collaboration (cont.) Applicants are reminded to use, enhance, or expand upon already existing planning groups or to bring those groups together, rather than create a new entity. Representation and involvement in the planning process by members of the target population is crucial. The planning group membership must mirror the diversity of the population to be served. Applicants need describe any collaborative efforts/planning that have already occurred. Many communities have completed or are in the process of completing a criminal justice needs analysis and strategic plan. One example is the strategic planning associated with Homeland Security. If your community has done so, it is important to show how this project factors into the larger criminal justice planning that has occurred. Your proposed project should be one piece of an overall planning process and the planning process must be appropriate to the proposed project. For example, a computer system upgrade for a sheriff’s office would require different participants in the planning process than community-wide crime prevention that could involve law enforcement, schools, and many other agencies.

72. Future Funding What steps will be taken to sustain this project after these federal funds are no longer available?

73. Section--- Continuation Applicants

74. Section--- Continuation Applicants The section is to be completed by continuation project applicants only. If this is a continuation project and this section has not appeared in the on-line application, go back to Applicant Information Section on the Menu Bar on the left side of screen. In the Project Information Section, select Continuation under Type of Funding for this Project.

75. Continuation Applicants (cont.) Continuation Project Summary: Provide a brief synopsis of what this project accomplished with its previous grant award(s). Project changes: Describe any significant project changes (programmatic or budgetary) in this proposal from the previously funded project. A significant change could involve: serving a different number or type of clients; adding a new component such as training or type of service; or changing the focus of enforcement, prevention, intervention, or other efforts. In an effort to keep costs down and make the best use of JAG funds, not all project changes that involve an increase in the requested amount will be funded. Generally, the JAG Board does not approve significantly expanded projects after the first year of funding.

76. Continuation Projects (cont.) Continuation Quality Assurance Plan: Summarize the extent to which each of the project's goals and/or objectives were met, with supporting data included. If a specific objective was not achieved, or only partially achieved, provide an explanation. Explain the effectiveness and impact of the project to date and whether modifications are being made to the current goals, objectives and evaluation plan. This section can highlight information contained in past quarterly reports. Projects applying for a third or more year of funding should provide a cumulative evaluation of past progress for the previous years of funding, emphasizing the impact made on the stated problem. DCJ is also interested in information that is not/was not part of the original evaluation design. For instance, unintended results, lessons learned, and challenges overcome. This information is not often part of the formal reporting process, but is very valuable in designing and evaluating future projects. It is also beneficial to share this information with other agencies.

77. Section---Budget Personnel Supplies and Operating Travel Equipment Consultant & Professional Services Other Indirect Costs

78. Hints for Budget Section Budget must be completed entirely and each item listed should be accompanied by a description, which provides justification for the budget items and details the basis for determining the cost of each item. The budget must cover the entire project duration. In figuring the budget, work with WHOLE DOLLAR AMOUNTS ONLY. When necessary, round to the next highest whole dollar amount. Click on to add personnel or items in other categories (supplies & operating, equipment, etc.)

79. Personnel

80. Personnel This budget category should be used when employees are positions within the applicant agency and the implementing agency is a division (under the same unit of government) of the applicant agency. The Personnel Budget should take into account overtime, time needed to acquire new staff, and changing demands for personnel during the course of the project. If the implementing agency is contracted by the applicant agency (i.e., non-profit organization), these costs should be included in Consultant/Professional Services.

81. Supplies & Operating Add expendable or non-durable items within this category by major type [e.g., office supplies, software (regardless of cost), training materials, research forms, telephone, tuition, postage, etc.,] and show the basis for computation: “X” dollars per month for office supplies, “Y” dollars per person for training tuition, telephone-base charge plus long distance at “Z” dollars per month Includes tuition, registration, vehicle gas, leases, etc. Out-of-state training costs must be justified in terms of availability of comparable training in state. Large items should be listed and justified (e.g., unusual supply items, software, special printing, etc.)

82. Supplies & Operating (cont.) Items with a unit cost less than $5,000 are considered supplies and should be listed in this category. Items costing $5,000 or more should be listed under Equipment. If software is being purchased, regardless of the price, it belongs in the Supplies and Operating category. If custom development of software is contracted out, it is subject to prior approval by OAJJA and should be shown in the Professional Services Budget. All purchases should be made through competitive bid, state or local award, or established purchasing procedures.

83. Travel Add travel expenses for project personnel by purpose (e.g., to attend training sessions, to transport clients, etc.) and show basis for computation. Show airfare, ground transportation, automobile, lodging and meals individually. Indicate if the travel is in state or out-of-state. Out-of-state travel must be justified. Where a jurisdiction has an established travel policy, those rates may be used. Otherwise, state travel rates are the maximum allowed.

84. Equipment Add each item separately, by unit cost. This category should include all items with a unit cost of $5,000 or more and useful life of more than one year. Items not meeting these criteria should be included in the Supplies and Operating category. Equipment must be justified as necessary and not available currently. Equipment purchases are subject to prior approval from DCJ, separate from approval to fund the project.

85. Consultant & Professional Services Application must contain a detailed budget and budget narrative for anything listed under Consultant and Professional Services. List each consultant, contractor, or type of service with proposed fee (by eight-hour day or hourly rate). If the applicant agency is contracting with an outside agency to conduct the day-to-day operations of the project, the total cost should be in Consultant/Professional Services. Professional services should be procured competitively. Sole source contracts must be justified and are always subject to prior approval from DCJ, separate from approval to fund the project.

86. Other Items in this category include rent, reproduction, telephone, janitorial or security services, and investigative or confidential funds. For example, provide the square footage and the cost per square foot for rent, or provide a monthly rental cost and how many months of rent.

87. Other (cont.) Projects can use up to 10% of the total federal request for administrative costs. This includes any administrative costs incurred by the applicant agency and any contracted services. You must clearly identify the administrative costs as a line item in the this section. If applicants are using their federally-approved indirect rate (which must also be at or under 10% of the total project costs), those amounts should be reflected in the Indirect Costs line item in the budget. To determine allowable administrative, divide the total program cost by 9. Example: If applying for a program that costs $95,000 the formula would be $95,000/9= $10,555 in administrative costs. $95,000 + $10,555= $105,555 total application request.

88. Indirect Costs Projects can use up to 10% of the total federal request for indirect costs. This includes any indirect or administrative costs incurred by the applicant agency and any contracted services. You must clearly identify the these costs as a line item in the this section. Projects cannot have both Indirect and Administrative costs of they total more than 10% of the total project cost. To determine allowable indirect costs, divide the total program cost by 9. Example: If applying for a program that costs $95,000 the formula would be $95,000/9= $10,555 in indirect costs. $95,000 + $10,555= $105,555 total application request.

89. Section---Financial Management It is the applicant’s responsibility to verify the agency’s ability to administer funds and comply with federal and state accountability requirements. Be sure to thoroughly read the Certified Assurances and Special Provisions of this application. Pursuant to the regulations referenced in the Certified Assurances, the grantee must establish and maintain an accounting system and financial records to accurately account for awarded funds. You must answer each question in this Section and provide the information requested outside of COGMS.

90. Almost done Once you have completed the JAG project application, you are now ready to review the application for accuracy and completeness prior to submission. The COGMS will also be checking for accuracy and will not allow submission until all required information is complete.

91. The Submission Summary screen will summarize the Application Steps

92. Quick Note

93. Submitting a JAG Project Application Click on the Section where information is missing. There are several items to look for if you are seeing “Please Complete” and cannot seem to figure out the problem. For example, any field marked with an * must be completed. Second, make sure the Amount Requested under Applicant Information Screen matches the total project Amount in the Budget Total Request in the Budget Section.

94. Submission Summary

95. How to Make a Copy of Your Project Application and Submit to DCJ The Submit Button will remain Grey until all sections are completed correctly. Once all Sections are complete, you can export the project application to PDF to review. Once you have reviewed the project application, close the PDF file. Click on “Export to PDF” to generate a PDF Copy for your records. Click on Submit   To return to the Submission Summary screen, click on “Summary” in the left menu bar. You are now ready to submit to DCJ, click on the “Submit” button. You will receive an e-mail confirmation that your project application has been received.

96. Submitting your JAG Project Application

97. Congratulations You have now successfully submitted your first application in COGMS!!!

98. How to create a JAG Project Application after logging out from Application Profile Step.

99. Finding JAG Project Application (cont.)

100. Finding JAG Project Application (cont.)

101. Returning to a partially completed JAG Project Application Log into COGMS using your User ID and Password. Go to Submissions in the menu bar on the left. A list of your JAG Project application names will appear (if more than one). Click on to open your application. Use the menu bar on the left to select the section of the project application which needs further information.

102. Returning to a partially completed JAG Project Application (cont.)

103. Returning to a partially completed JAG Project Application (cont.)

104. Submitting Multiple JAG Projects- Same Applicant Agency

105. Browse Funding Opportunities

106. Announcement

107. Applicant Details

108. Complete Applicant Profile

109. Create a Project

110. Create a Project

111. Once you are at this screen, follow Applicant Information Instructions.

112. Submitting Multiple JAG Projects- Different Applicant Agency

113. Browse Funding Opportunities

114. Announcement

115. Applicant Details

116. Complete Applicant Profile

117. General Information

118. Questions about COGMS? If you experience problems or have questions about how to use the new COGMS system, contact Kenya Lyons at 303-239-4475, Bruce Langsdon 303-239-4567, Danica Brown at 303-239-4416, Anna Lopez at 303-239-5705 or Meg Williams at 303-239-5717.

119. Questions about JAG Project Application OAJJA has created a Frequently Asked Questions (FAQ) document to assist in answering questions that applicants might have regarding application content. To access the FAQ document and responses to questions go to: http://dcj.state.co.us/oajja/AAFs/Funding%20Announcements.html. Please check this document frequently as this will be updated as questions are addressed by DCJ. Should applicants have additional questions, all questions must be submitted in writing by fax or e-mail by February 6, 2012. Answers to these new questions will be posted by February 10, 2012. By fax: 303.239.4491 attention Kenya Lyons By email: Kenya.lyons@cdps.state.co.us