Grant Management User Group

(G-MUG)

September 25, 2017

SAC East 225

Agenda

TOPIC TIME LEAD

Introductions/ Announcements 10:00–10:05am Carrie Mulcaire

IEPI-PRT Mini-Grant for Integrated

Grant Development

10:05-10:20am Carrie M.

Upcoming Grant Compliance Training 10:20-10:25am Carrie M.

Short-Term Restricted Fund Form 10:25-10:35am Sarah Doub

BSO Update 10:35-10:45am Graciano Mendoza

Research on Auxiliary 10:45–10:55am Carrie M.

Discussion, News, and Upcoming Events 11:00–11:30am Terrence Willett

* Involving HR Early in Process in Grant Preparation & Other HR Topics (Angela Hoyt) – postponed to Nov 13th

Introductions / Announcements

Introduce Doreen O’Donovan, Grants Analyst

Introductions (30 seconds each):

─ Name

─ Grants You Work on

─ Your Favorite Vacation Destination

10:00 – 10:05 am

IEPI-PRT Mini-Grant for Integrated

Grant Development

10:05 – 10:20 am

Background to IEPI-PRT

Partnership Resource Team (PRT) visited Cabrillo in late Fall 2017

College leadership developed a workplan plan on integrated

planning, decision making, and grants development.

First stage of focused on integrated program planning – ‘E-lumen

software project’ – Terrence Willett

Second stage of work plan – focus on grant integration &

mitigating negative impacts;

Objectives of IEPI-PRT Mini-Grant

Integrate grants development with strategic planning

and budgeting

Mitigate grant externalities

Problem Statement

1. There is initiative fatigue at the college and throughout state that is

commonly associated with grant/categorical funded initiatives;

2. Need to strengthen the connection between our college initiatives and

grant development in order to be more strategic in grant pursuit;

3. Need for a better understanding of the impacts of a grant on campus

resources and the necessity to mitigate the negative impacts

(‘externalities’); consider sustainability of the proposed initiative on the

campus;

4. The Grant Review and Approval process overseen by the Grants Office

lacks some visibility and awareness among faculty and staff;

Problem Statement

5. Need for maintaining up-to-date knowledge on grant compliance and

efficient grant management;

6. Lack of a process and limited communication for integrating grant

development with resource requests; at the same time, there is a

challenge in matching timing of government grants (which are less

flexible) with the timing of grant need.

7. Need to have a common understanding of all of the major

gaps/impacts of grants on administrative, instruction and student

services components.

Key Activities of Mini-Grant

1. Identifying the major issues/gaps/problem areas for all stages of grants

development and management – both pre-award to implementation & close-out.

2. Research and visit 3-4 model California community colleges in order to better

understand how they integrate grants development into strategic planning:

─ a small team of key stakeholders (5-6 people) for a day to meet with their peers;

─ review and discuss: 1) their policies, processes, and procedures 2) their tools and

infrastructure and 3) how they operate / communicate strategically in grant development

and program/strategic planning.

3. Create and maintain a master list of all categorical and grant-funded projects/

initiatives that include key details & summary info, target population, allowables,

and outcomes to be used strategically for multiple purposes.

4. Create a master calendar of budget and reporting cycles for various funds for

coordination and planning purposes.

Key Activities cont.

5. Deploy training / professional development in:

a. Grants management & compliance: 1) meeting federal grant compliance requirements, 2)

learning best practices in grant management, 3) spending down grant budget effectively,

etc.

b. Fiscal topics (BSO to be lead): 1) Understanding Colleague/ Datatel reports, 2) preparing

BSO fiscal paperwork, and 3) preparation for an audit.

6. Explore the purchase of Colleague module extension (‘Colleague Project Accounting’) to

mitigate grant impacts such as time consuming grant fiscal monitoring activities. Software

benefits:

─ time savings in generating fiscals reports

─ time savings & efficiency in tracking grant expenditures and revenues

─ evaluation of cross-year fiscal data;

─ If software is purchased, development of an implementation plan for using software

(licensing, time to develop, and training).

Key Activities cont.

7. Develop a matrix of what state and federal grants fund; provide this

information to campus stakeholders so that they can better connect their

program plans and budgets to anticipated grant opportunities.

8. Develop a strategy for disseminating grant outcomes for various audiences

on campus;

9. Assess and revise new grant proposal review process according to findings;

particularly focused on how it connect more closely with program planning

and resource requests.

─ Consider how to accommodate additional departmental workloads in

the grant budget and the workplan.

Next Steps

7. Review this scope with Faculty Senate, Cabinet, IE Committee

(for second review) and CPC;

8. Start work in November / December 2017

Comments?

Upcoming Grant Compliance Training

10:20 – 10:25 am

~ Carrie Mulcaire

Federal Grant Compliance Training in FY17-18

What: Federal Grant Compliance Training

─ Review the Education Department General Administrative

Regulations (EDGAR) & Uniform Grants Guidance

─ Discuss policies and procedures, time and effort requirements,

inventory management, common audit findings, etc.

Who: An Attorney from Brustein & Manasevit

Founded in 1980, extensive experience in federal education and

workforce law.

When: Late Fall 2017 / Early 2018

10:20 – 10:25 am

Short-Term Restricted Fund Form

10:25 – 10:35 am

~ Sarah Doub

BSO Update

10:35 – 10:45 am

~ Graciano Mendoza

Research on Auxiliary

10:45 – 10:55 am

~ Carrie Mulcaire

Discussion, News, and Upcoming

Events

10:55am – 11:30 am

~ Terrence Willett

Discussion

What are the most pressing issues facing management

of your grant(s)/ categorical funding?

10:55 – 11:30 am

Upcoming Events

Next G-MUG Meeting – November 13, 2017, 10am-

11:30am

Federal Grant Compliance Training - Late Fall 2017

Questions?

Feedback? http://cabrillo.edu/services/grants/

Building 2551