brockton grants management - brockton public schools · 3/16/2016  · department of elementary...

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Brockton Grants Management

A Guide to Brockton Grants Management and Resource Development

If we teach today as we taught yesterday, we rob our children of tomorrow. John Dewey

Brockton Grants Management

Meet The BPS Development & Grants Office Crosby Administration Building

43 Crescent Street, 2nd Floor

Laurie A. Silva, Director of Development and Grants

Management Phone: 508-894-4564 Fax: 508-894-4367

Email: laurieasilva@bpsma.org

Karen Watkins-Watts, MBA, GPC, Grants Manager Phone: 508-894-4366 Fax: 508-894-4367

Email: karenwatts@bpsma.org

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Brockton Grants Management

Grant Authorization Procedures

Grants Set-up & Financial Management

MA DESE Grants Drawdown Procedure

Grant Proposal Writing, Technical Assistance and Quality Assurance

Questions & Answers

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Brockton Grants Management Grants Authorization Procedures The Grants Office is the central clearing

house and file repository for the district and oversees QA for all Brockton grants.

Submit all grant requests to the Grants Office for authorization ten working days prior to School Committee meetings.

Complete a School Committee Meeting Agenda Summary form.

The Grant Manager should attend School Committee meeting.

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Brockton Grants Management

Grants Set-Up & Financial Management

MUNIS Set-up

Grants Record Keeping & Reconciliation

Requisitions

Budget Amendments

Final Reports

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Brockton Grants Management

Grants Set-Up & Financial Management

MUNIS Set up complete and attach the grant

approval letter and the approved budget. Submit it to the Grants Accountant.

Grants Record Keeping & Reconciliation Keep accurate, detailed records and reconcile with the

MUNIS accounting system.

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Brockton Grants Management

Grants Set-Up & Financial Management

Requisitions are completed by the Grant Manager, signed by the supervising administrator, and submitted to the Office of Financial Services.

The Purchase Order (blue copy) will be sent to the Grant Manager.

Once order/services are received, the Grant Manager signs and returns the P.O. to Accounts Payable.

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Brockton Grants Management

Grants Set-Up & Financial Management Budget Amendments are required by the MA

Department of Elementary & Secondary Education (DESE) if there is: 1) a significant change in program objectives; 2) an increase or decrease in the total grant; or 3) an increase in a line of the budget that exceeds $100 or

10% of the line (whichever is greater) or exceeds $10,000.

Budget Amendments should be submitted 30 days before the desired change and must be submitted 30 days before the grant end date.

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Brockton Grants Management

Grants Set-Up & Financial Management

Final Reports for the MA Department of

Elementary & Secondary Education are due 60 days after the grant end date.

Final Reports must reconcile with the MUNIS accounting system.

Brockton Grants Management MA DESE Grants Management Payment Center

Grant Funds Drawdown Procedure

Automated grants payment system

Monthly, on-line, paper free

Monetary savings of staff time,

paper, and postage

MA DESE Grants Drawdown Procedure

The Department will disburse grants of

$5,000 or less in full

Grants over $5,000 will receive first pro-rated installment, then monthly requests thereafter.

Monthly funds requests can be made from the 20th to the end of the month (10-day window).

Brockton Grants Management

Brockton Grants Management

MA DESE Grants Drawdown Procedure

Grant Managers will input monthly Requests for Funds on MS Excel spreadsheet on Central Office Public Drive, GRANTS OFFICE Folder - Active Grants File:

1) Funds Paid/Received to Date 2) Funds Expended 3) Monthly Allocation 4) Funds Request 5) Justification Narrative (if exceeds adjusted

Monthly Allocation)

Brockton Grants Management

MA DESE Grants Drawdown Procedure Monthly Allocation = Total Grant – MTRS/No. of months

in grant period.

The “Maximum Cash Balance Allowed on Hand” should not exceed 10% of Monthly Allocation.

Include payroll and other expenses anticipated by month end.

Do not submit Request for Funds if no expenditures are anticipated by month end.

Brockton Grants Management

MA DESE Grants Drawdown Procedure

The Development & Grants Office/Financial Services

will review/OK the Grants Drawdown/Funds Requests.

Financial Services will access the DESE Grants Management Payment System and input approved funds requests from the 20th of each month to no later than month end.

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Brockton Grants Management

Grant Proposal Writing, Technical Assistance & Quality Assurance

The Development & Grants Office encourages

new grant opportunities to advance Brockton teaching and learning initiatives.

We welcome the opportunity to assist you with identifying funding sources, grant research, grant writing or review.

Provide timely notice prior to grant deadlines.

Grant Proposal Writing, Technical

Assistance & Quality Assurance Tips for Writing Winning Grants!

Plan your project! Convene your project team; • Complete/Submit BPS Grant Proposal Intent Form to Development & Grants Office • Complete BPS Grant Project Planning Worksheet

Adhere to District/School Improvement Plans.

Identify and engage collaborative partners early!

Develop an outline.

Brockton Grants Management

Grant Proposal Writing, Technical

Assistance & Quality Assurance Tips for Writing Winning Grants!

Develop an outline: Goals

S.M.A.R.T. (specific, measureable, attainable, realistic, timed)

Objectives

Target audience (who will benefit from the project)

Activities

Indicators/Measures of success

Timeline

Brockton Grants Management

Grant Proposal Writing, Technical Assistance & Quality Assurance

Tips for Writing Winning Grants!

Sources of Grant Funds (Sample list):

MA Department of Elementary & Secondary Education

US Department of Education/www.Grants.gov

National Education Association

The Foundation Center

Education Week

Grant Centers in Public Libraries

The Internet

The BPS Development & Grants Office!

Brockton Grants Management

Grant Proposal Writing, Technical

Assistance & Quality Assurance Tips for Writing Winning Grants!

Parts of the Application: Abstract or Summary

Introduction

Needs Statement

Goals and Objectives

Activities (and Timeline)

Evaluation

Sustainability and Collaborations

Budget

Appendices

Brockton Grants Management

Grant Proposal Writing, Technical Assistance & Quality Assurance

Tips for Writing Winning Grants!

Adhere to grantor guidelines exactly.

Follow 3 Cs: Be Clear, Concise and Complete.

Use simple, straight-forward language.

Use positive verb tense.

Use funder’s terminology; align your mission.

Brockton Grants Management

Grant Proposal Writing, Technical Assistance & Quality Assurance

Tips for Writing Winning Grants! Use short paragraphs (white space)

Align headings with those of the grantor.

Use bullets, tables, bold titles and headings.

Adhere to page limits and required font size or use

easy-to-read, standard font.

Proofread. Use spell check, then visual check. Check math.

Brockton Grants Management

Brockton Grants Management Grant Proposal Writing, Technical

Assistance & Quality Assurance Tips for Writing Winning Grants! Winning Grants…….

Meet Funder Requirements

Significant Need

Wide Impact

Financially Sound

Measurable, Sustainable Impact

Qualified Staff

Meet the Grant Deadline!

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Brockton Grants Management

Questions & Answers!

We are not what we know, but what we are willing to learn. Mary Catherine Bateson