Welcome to PC362: Managing Grants. Please set cell phones and pagers to silent Refrain from side discussions. We all want to hear what you have to say!

Welcome to PC362: Managing Grants

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

First Things First

Welcome

• Who are you?

• Where are you from?

• What are you looking for?

Ice Breaker

Welcome

Training Materials Overview

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!


Participant Guide

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


Concept Slides

Used to present the flow of either business processes or

information within SMART


Business Process Flows

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


Activity Guide

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


Activity Types

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.


User Productivity Kits (UPKs)

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


Job Aids

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


Course Evaluations

Questions

Course Objectives

Create and manage grants

Close grants

Integrate grants with other SMART modules

Upon completion of this course, you will be able to:

Lesson 1

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


Defining Key Terms for GrantsGrant – 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


Defining Key Terms for GrantsSub-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


Understanding Grants ProcessesEnd to End Projects and Grants process


Understanding Grants ProcessesGrants Integration Process

Payroll

Time and Labor

T&L Data

Grants

Contracts

Payable Time

Jou

rna

ls, Lab

or / F

ring

e

Revenue, Unbilled AR

Award Data

Project Data

Commitment Control

F&

A

SHARP

General Ledger

Bud

ge

ts

Project Costing

Bud

ge

ts

Personnel Data

Billing

Revenue, AR

Billing Status Update

Bill

able

T

ran

sact

ion

s


Understanding Grants Processes

Roles associated with the Grants Module

• Agency Grants ManagerEnters, reviews, and analyzes proposals and awards and understands the

integration with other SMART modules

• Agency Grants ApproverApproves proposals and understands the integration with other SMART

modules. Note: This role is optional and only for agencies using workflow

• Agency Grants MaintainerMaintains configurations to agency-maintained grants tables


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


Lesson 2

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


Creating GrantsEnter a Grant Process


UPK – Creating Grant Proposals

Activity 1 – Creating Grant Proposals


Creating GrantsCopy Existing Proposals Process

Update grants proposal general information

Update grants proposal budget information

Copy existing proposalUpdate grants proposal

project informationUpdate grants proposal

location information

Update grants proposal facilities and

administration information

Update grants proposal resource information

Submit Proposal Proposal Created


Activity 2 – Copying Existing Proposals


Activity 3 – Submitting Proposals


Activity 4 – Creating Awards

Activity 5 – Creating Grants


Lesson Summary


• 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


Lesson 3

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


Identify required revision

Grant updated

Enter a grant

Maintain same project ID?

Update grant award and associated

contractFinalize Project Budget

Copy Existing Proposal

No

Project Budget Finalized?

Yes

Yes

Award Modification

No

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


Activity 6 – Updating Awards


Activity 7 – Reviewing Award Projects

Activity 8 – Reviewing Award Project Activities


Activity 9 – Updating Award Budgets

Activity 10 – Reviewing Cost-Shared Amounts


Activity 11 – Activating Contracts


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


UPK – Closing Grants

Activity 12 – 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

Lesson Summary


• 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


Closing the Day

Use the following resources

SMART Training Website http://da.ks.gov/smart/training.html

SMART Training Team Contact us at [email protected]

SMART materials Review, Review, Review your SMART materials after

training!!

Resources Available

http://da.ks.gov/smart/training.html

mailto:[email protected]

Questions

Evaluation

Please fill out the evaluation for today’s instructor led training session!

http://www.surveymonkey.com/s/SMARTtrainingPC362

http://www.surveymonkey.com/s/SMARTtrainingPC361

Thanks for coming and participating

today!

Documents

Welcome to PC362: Managing Grants. Please set cell phones and pagers to silent Refrain from side discussions. We all want to hear what you have to say!