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Grants 101Jessica Sanders, MPPAGrants Management Specialist
Ardena Githara, MNMGrants Management Specialist
Division of Grants Management Operations (DGMO)Office of Federal Assistance Management (OFAM)
Session Topics
• Identify the key players and their roles and responsibilities• Provide an overview of the HRSA award process from pre-
award; award, post-award, through to award closeout
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Key Players/ Roles & Responsibilities
• Recipient • Project/Program Official • Grants Management Staff• Payment Management System and Staff
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Recipient – Players/ Roles & Responsibilities
• Authorizing Organization Representative (AOR)• Authorized to act on behalf of the organization
to do business with the federal government• Responsible for registering in systems (SAM.gov;
Grants.gov; EHB)• Assures compliance with Federal laws,
regulations, certifications, and award terms • Business Official
• Accesses grant funds for project needs, Interacts with Payment Management System
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Recipient – Players/ Roles & Responsibilities (Cont.)
• Program Director (PD)• Responsible for project performance, daily
operations • Works closely with recipient organizational
officials to ensure compliance with the financial and administrative aspect of the award
• Financial Reporting Administrator (FRA)• Confirms award expenditures are consistent
with projects goals and objectives• Responsible for financial reporting on federal
awards
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Key Players/ Roles & Responsibilities
• Project/Program Official (PO)• Responsible for developing and defining
overall programmatic objectives• Monitor performance and provide technical
assistance• Provides recommendations to grants
management staff on disposition of recipient requests
• Consults with the GMS on complex or questionable matters needing resolution for the recipient or for a group of recipients
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Key Players/ Roles & Responsibilities (Cont.)
• Grants Management Officer (GMO)• Responsible for business management and other
non-programmatic aspects• Evaluating grant applications for administrative
content and compliance with statutes, regulations, and guidelines
• Providing consultations and technical assistance to applicants and recipients
• Interprets grants policy and award administration• The only official authorized to obligate HRSA’s
funds, change the funding, duration or other terms and conditions
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Key Players/ Roles & Responsibilities (Cont.)
• Grants Management Specialist (GMS)• Assigned responsibility for management of a
portfolio of grants• Primary contact for fiscal, grants management
policy and administrative compliance aspects• Negotiates, issues awards and make
recommendations on continued federal support
• Receives and acts on recipients prior approval requests,
• Monitors policy compliance and fiscal reporting
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Key Players/ Roles & Responsibilities (Cont.)
• Payment Management System (PMS)• Overview of PMS Session Thursday, May 31
• 10 am & 1 pm
• Payment Management System (PMS) Liaison Accountant• Responsible for performing the cash management process of
recipients accounts
• HRSA Grants Management Specialist• Use PMS reports to review recipient grant funds • Interact with the PMS Liaison Accountant on an as needed basis to address
any recipients payment issues and resolve any account matters so that reconciliation and final account closure
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Who Should You Contact?
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Office of Federal Assistance Management (OFAM)
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Division of Grants Management Operations (DGMO)
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Grants Management Process
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Grants Management Process – Planning and Announcement
• Program Official: • Develop Bureau focused
grant programs to meet the HRSA mission; Prepare NOFO
• Grants Management: • Review NOFO
• Shared: • Identify Timing/Resources• Provide Technical Assistance • Applicant:
• Review NOFO; Participate in Technical Assistance
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Grants Management Process – Application Evaluation and Negotiation • Division of Independent Review
• Conduct Review Meetings and issue Summary Statements
• Program Official: • Attend Review meetings and
provide clarification on program requirements if needed. Recommend program specific terms
• Grants Management: • Attend Review meetings; provide
clarification on fiscal and administrative requirements and record Reviewers budget notes. Negotiate Award start date, revised budget/items and terms of award.
• Shared: • Review applications to certify
eligibility
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Grants Management Process – Award
• Recipient: • Review Notice of
Award; Act on Conditions of Award; Meet Reporting Requirements; Perform the project per the approved application, Expend funds appropriately; Report on progress; Submit accurate and timely reports
• Program Official: • Recommends
applications for funding, identifies potential conditions
• Grants Management: • Review applications for
administrative requirements; examines costs for allow-ability, consistent with programmatic requirements and develops the Notice of Award
Grants Management Process – Post-Award and Monitoring
• Recipient: • Manage award activities;
respond to conditions and reporting requirements; monitor grant account, assess potential project changes for prior approval requirements; consult GMS; collaborate with HRSA
• Program Official: • Monitors performance;
provide technical assistance; makes recommendations on Recipient prior approval requests
• Grants Management: • Review and in consultation
with PO render decision on Recipient requests; monitor account financial status; review financial reports; monitor response to conditions; receipt of required reports
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Monitoring – A Joint Responsibility
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Grants Management Process – Closeout
Recipient: Submit final reports, account for all expenditures
• Grants Management: • Receives, evaluates Final Reports for
adherence on fiscal/administrative requirements and terms of award. Rectifies final costs, determines final disposition amounts resulting in closing grant account.
• Shared with Program: • Review final reports to ensure
originally awarded purposes were accomplished
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It’s All About Partnership…Between:
Grants Management Specialist and Project Officer with:
Recipient’s business officials and Program Director
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Questions
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Contact Information
Jessica Sanders, MPPAGrants Management Specialist Email: [email protected]; Phone: 301-443-0736
Ardena Githara, MNMGrants Management Specialist Email: [email protected]; Phone: 301-443-4903
HIV/AIDS and Rural Health BranchWeb: https://www.hrsa.gov/about/organization/bureausTwitter: https://www.twitter.com/HRSAgovFacebook: https://www.facebook.com/HRSAgov
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