grants center of excellence (coe) grantsolutions.gov hhs administration for children & families...

Grants Center of Excellence(CoE)

GrantSolutions.gov

HHS Administration for Children & Families

July 28, 2007

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Presentation

Background and Service Offerings

COE Partnership Structure

COE 2007 Focus and Pilots

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Background

&

Service Offerings

Web-accessible Discretionary Module

2007

Grants Center of Excellence

GrantSolutions.gov

CoE Evolution

SOA features for pending actions, status & notification

Funds planning with “caps”

Standards DevelopmentPPRSub-grantee Information

PilotsFFRFM to GM

FFATA Ready

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CoE Partners

Partners Award ¼ Trillion Dollars in Grants Annually

- Administration for Native Americans - Office of Head Start

- Admin. for Children Youth & Families - Office of Community Services

- Admin. for Developmental Disabilities - Office of Refugee Resettlement

- Office of Child Support Enforcement

- Administration on Aging 2004

- Office of Family Assistance 2000

- Indian Health Service 2005 - Centers for Medicare & Medicaid Services 2005

- Office of Public Health & Science 2006

- USDA Food Safety & Inspection Service 2006

- Health Resources & Services Admin. 2007

- Treasury Community Development Financial Institutions 2007

- Denali Commission 2007

- Veteran’s Administration (potential)

- Social Security Administration (potential)

- Environmental Protection Agency (potential)

________________________

________________________

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CoE Capabilities

• Leader– One of Three OMB Selected GMLOB Consortia– Special authority from OMB to enhance grants systems meet your business

need

• Primary Capability– Support Full Range of Grant Types– Support Grant Business Processes– Support Grant Financial Management Practices

• Experience – Migrated Over 50 Stovepipe Systems as of FY 2000– Began providing grants processing services to additional Agencies in 2004

• Cost effective– Full suite of business services already developed– Unique economies of scale

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CoE Services

• Comprehensive Life Cycle Processing Including continuous process improvement to all 14 GMLoB grant award processes– Information system services

– Discretionary Grants and Cooperative Agreements• Competitive and non-competitive

• Research grants

– Entitlement Grants

– Formula Grants

– Block Grants

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CoE Grant Types

Discretionary Mandatory

– Formula– Block

&Cooperative

Agreements

Entitlements

• Service• Training

• Demonstration • Research

• Other

System support for all types of grant activities:

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Grants Management Process Flow

Program planningAnnounce & PublishFind & ApplyAuthenticate & IntakeStatus update

Review & DecideCertify & GenerateProcess statusFulfill awardNotify (Electronic)

Track reportingElectronic fileRecord site visitsAutomatic date dueAudits & Adjustments

Grantor & GranteeReconcile fundsDebt collection offsetAccount for propertyArchive file

PREAWARD POST-AWARD CLOSEOUT AWARD

Shared Service FunctionsRetrieve from Push to Notify/ Update System ViewsExternal Systems External systems Track Status & Reports

GrantSolutions.gov

CoE Grant Process

ExtranetOn-line DataCollection

Grants.govFIND &APPLY

Interfaces

DiscretionaryMandatoryEntitlement

ProgramAnnouncement

OtherExternalSystem

Interfaces

SecureSign In

Accounting/Payment

Interfaces

Enterprise-Wide

Reporting

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CoE Services (cont.)

• On-Line Data Collection (OLDC) system for post award reporting saves partners thousands of hours

• Integrated Funds Control– Commitment accounting– Execution of funding obligations within

available funds– Audit tracking

• Disaster Recovery and Continuity of Operations in place at Secondary Sites.

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Additional CoE Benefits

• Reducing IT reporting and justification for Grants Management Systems– OMB Exhibit 300

– Continuity-of-Operations Plans (COOP)

• Compliance and automated interfaces with Grants.gov

• Compliance with OMB Presidential Management Initiatives

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CoE Technical Environment

Has an up-to-date Security Plan Complies with OMB and NIST security policies

Maintains Continuity of Operations-COOP Tests regularly on established backup site

Concluded recent audits with success A-123 internal controls audit Chief Financial Officer financial controls audit

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Grants Center of Excellence

Partnership Structure

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CoE Partnership• Culture of partnership• Proven experience supporting agencies with many

processes similar to yours• Currently partner with 9 Agencies serving over 80 programs

with thousands of internal users & external clients• Partners may elect to be managing partners by providing a full

time person to the project management team. This provides daily direct influence on all change management and business services.

• Enhancements– Continuous process improvement– Partner specific requests

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CoE Costs

• The development costs of the current mature system have already been paid

– Extensive operational capability for the 14 GMLoB award processes already developed

– Often no additional development required to provide a partner with all required services

• New functionality Development Costs– Development supporting the 14 GMLoB grant processes is

shared among the agencies– Unique agency requirements can be accommodated at market

prices

• O&M Costs are proportionately shared based upon each partner’s number of grant actions

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Driving Costs Down

GrantSolutions.gov: a critical component in future cost reductions

$0

$50

$100

$150

$200

$250

FY 06 FY 07(+HRSA)

+10,000 +10,000

Grant Actions

DiscretionaryMandatory

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Grants Center of Excellence

2007 Focus and Pilots

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2007 Consortia Lead Focus

• Standards for Reporting & Interfaces− Performance Progress Report (SF-PPR + 6 optional attachments)

− Financial Status Report (FFR)

− FM to GM Interfaces

− Sub-grantee Information

• Pilots− FFR (CoE & HHS Payment Mgt. System; NSF Research System)

− FM to GM Interfaces (CoE)

− Sub-grantee Information Collection (NSF pilot)

− Research Reporting (NSF Research Reporting, NIH Invention Reporting)

• FFATA (Federal Financial Accountability & Transparency Act)− Data collection identified and ready for 2008

− Sub-grantee information readiness for 2009

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CoE Consortia Lead Pilots

Grants.gov Apply

Accounting

Uniform Financial Management System

(UFMS)

Payment

Payment Management

System (PMS)

Departmental Reporting

Congressional Liaison Office (CLO) & HHS

Departmental Reporting System (TAGGS)

www.taggs.hhs.gov

Grants.gov Find

GrantSolutions.gov

FMLoB – GMLoB Interfaces

FFR Pilot

PPR Pilot

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GrantSolutions.Gov 2007 Overview

On-Line DataCollection (OLDC)

(forms data management)

Services(interface protocols)

FIND & APPLY; Notification &

information reports;Funds control ;

Payment

ProgramAnnouncement(summary & fullannouncement)

Grants.gov

GATESClient-server(Pre-award)

(Award management)

(Post-award)

MANDATORY GRANT PROGRAMS(HHS only in 2007)

EXTRANET to grantees

E-mail Notification

Routing & Status

EXTRANET to grantees

Grantee Report Results

E-authentication

Discretionary Award Module(Pre-award, Award & Post-award

Management)

EXTRANET to grantees(OPHS only in 2007)

Secure Sign In

Accounting&

PaymentsystemsExternal

ReportingHHS, Congress

Govt-wideClient-server

External system

Web

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“Thank You!”

Grants Center of Excellence Team