welcome as we’re waiting for the session to start, please write one challenge you’re facing...
TRANSCRIPT
Managing Subgrantees
WelcomeAs were waiting for the session to start, please write one challenge youre facing related to subgrantee monitoring on the post-it notes on the table. Bring your post-it to the front of the room and post it in the spot provided.Managing SubgranteesNorth Central National Service ConventionAugust 20, 2013
This session is designed to share essential information about managing AmeriCorps subgrantees. Come learn more about successful support and monitoring strategies. Core competencies will be outlined as a means for commissions to guide continuous improvement for subgrantees. Commission staff will take away practical resources and tools to add to your management tool box. Note: Because CNCS staff will be presenting Financial Management for AmeriCorps Programs and National Service Criminal History Checks at this Symposium, these subjects will not be covered in this session.
However, both are important compliance/monitoring areas and as such, the CNCS Knowledge Network has extensive materials on both financial management/monitoring and criminal history check requirements.
2IntroductionKristin Honz, Program Officer, Iowa Commission on Volunteer Service [email protected]
Jeanine Yard, Program Officer, Michigan Commission on National [email protected]
Introduction activity Distribute quotes to participants. Ask each one to read the quote to him/herself and relate it to managing subgrants. Ask each individual to find a partner and share. Repeat. Ask participants to introduce their partner. Ask for any quotes the group wants to highlight. * This will only be done if the group is small enough and time allows. If the group is too large, we will ask participants to introduce themselves, where they are from, how long they have been in their role, and their favorite resource.3DevelopmentGrant ReviewCommission RoleApplication ProcessKHMove right on to next screen4DevelopmentOutreachIdentification of potential applicantsTechnical assistance/support
Role in trying to ensure that capable organizations apply for programs ( targeted outreach?)Helping strengthen capacity prior to applicationRecommending strategic partnerships that maximize potential
Outreach-informational & technical assistanceGroup Individual/one-on-oneTimelineProvide technical assistance/materials as part of the application/RFP process5Grant ReviewStaff ReviewPeer Review
Tiered processStaff reviewbased on written applicationUse review sheet based on CNCS requirementsFocused on Theory of ChangeMember Experience training, etc.Capacity of organizationStaffing Organizations history of compliance, if current granteePeer reviewMade up of commissioners and others with grant writing/reading expertise Kristen and J both provide examples of recruiting reviewers.Training for peer reviewersbased on written applicationUse review sheet based on CNCS requirementsFocused on community needs/plansDepending on grant reviewer knowledge, may include PMForms recommendation to the full commission
6Commission RoleCommittee RoleFull commission Role
Program development committee Kristen provide exampleTakes recommendation from GRCAlso factors in staff input related to program performanceAdequate staffingMember training/supportQuality member experienceReportingFinancial managementTimeliness of reportingCooperation/collaborative workContinuous improvement effortsPD committee makes recommendation to the full commission with the full complement of inputDetermines rankings for eGrants7TrackingProcessFormsRisk Based Monitoring SystemKH8TrackingAttendanceEngagementReportingCNCS Requirements
Track attendance at PD trainingsConfirm reading of weekly communiqusTrack reporting timelinesTrack cncs requirementsTrack enrollment and retentionAddressing any prior year compliance issues9ProcessReceive attendance sheetsIndividual POs complete risk formsConsensus
Because we work as a team and we want to look widely across our portfolio to ensure somewhat of a bell curve of performance, we meet together to come to consensus.Notify programs shortly before or at the start of the grant.10FormsParticipation/Attendance LogsReports on DeadlinesRisk Assessment Tool
For us, risk assessment is directly tied to the level and amount of support/guidance we provide. Generally this means more contact with the programs.Provide copies of handouts11Core CompetenciesOnline SurveysIdentification of TrendsNeeds AssessmentJY12Core CompetenciesSelf-AssessmentAmeriCorps Staff Assessments
Provide a copy of rubric13Online SurveysTrendsInformal MonitoringFormal Monitoring Site Visits/Desk ReviewsNational Trends
Meet on a regular basis to discuss and identify trends that we feel are impacting our programs or have the potential to impact them. We develop appropriate technical assistance/guidance for them to ensure continued improvement and compliance.Monitor trends in application submissions
15Core CompetenciesSchedulingVenuesTrainingKHWith the loss of PDAT and inclusion funding, we have reduced and modified training offeringsImpact is yet to be determined, but we simply do not have the capacity to provide the same level and number of trainings as we did in the pastRequire programs to budget specific amount (in federal share) for trainingWithhold the 1% allowable admin to allow us additional technical assistance resourcesBudget for statewide eventsMoving to regional service projects16Core CompetenciesInform trainingTool for goal settingEvaluation
Always done an assessment, now weve started to focus the assessment on core competenciesUse to inform trainingInform organizational professional developmentMI uses as a tool for goal setting with both program directors and edsMI also uses to evaluate progress at site visit/year end17SchedulingProgram Start FallSpring
We look at this as an opportunity to share knowledge and for PDs to network and share best practices.But, we also look as an opportunity for informal monitoring and to touch base/have office hours with programs.New pd orientationPd retreatFall nonprofit conferenceSpring trainingReplaced fall and spring with monthly training webinars
EDAdding a spring call related to public policy and state service planOrg leader meeting in fall with PDs
MembersFall: member benefitsSpring-AmeriCorps week and Life After AmeriCorpsFall AmeriCorps member CelebrationSpring service projectsLeaderCorps year long
Site SupervisorsOpen some pd trainingsParticipate in one ss call with new programs as part of our monitoring/support18VenuesConference call/webinarRegional conferenceState conferenceStatewide celebrations
Provide an example of each19Shared TrainingCNCS TrainingsASC or other State Commission trainingsOther
20Core CompetenciesShared TrainingEmail CommuniquesTechnical AssistanceJYImportant to plan versus react21Core CompetenciesSelf-AssessmentResources
Check in on progress towards goals from the self-assessment (program directors and eds)Use to evaluate progress at site visit/year end
22Email/Written CommuniqusHighlight RequirementsContinuous Improvement AreasReminders
CoalitionsAlumni ChaptersNational Service Cross-Stream EffortsSocial MediaNetworking StrategiesJYAgenda items that focus on varied approach during PD meetings24CoalitionsRegional AC groups made up of Program Directors and members
Examples: Lansing AC Network, West Michigan AmeriCorps collaborativeLeaderCorps leadership25Alumni ChaptersTrainingService Projects
National Service Cross-StreamDays of ServiceTrainingRecruitmentMentoring
*example Dubuque National Service Council27Pre-GrantDuring YearCloseoutMonitoringKH*Share monitoring guide and site visit interview form
28Pre-GrantMember Service AgreementsPoliciesMember Evaluation FormsBackground Check ProcessTraining CalendarSite AgreementsMember Position Descriptions
Member Service Agreements Start/End DateMinimum Hourly RequirementsLiving Allowance PaymentEducation Award AmountDisciplinary PolicyExit for Cause/Compelling Personal CircumstancesGrievance PolicyBackground CheckPublicity ReleaseNondiscrimination Information*New policies on fundraising and nonduplication*provisions30PoliciesNational Criminal History Check ConsiderationDisasterMember Service Projects
Member Evaluation FormsRequired CNCS QuestionsMember SignatureSupervisor Signature
What to accept if the member leaves early and they cannot be contacted32Background Check ProcessDocumenting compliance
*Share copy of eligibility checklist33During the YearSite VisitsDesk ReviewsProgress ReportingTimesheet Monitoring
JY34Site VisitsDetermine riskComponents of review
Desk ReviewsComponents of review
Progress ReportingMonitoring tools
OnCorpsTracking forms37Timesheet MonitoringWhen and how?
OnCorpsHow often?Who does it?38CloseoutKH39CloseoutMember Wrap-UpResidual Supplies/EquipmentNarrativeFinancial
*closeout all grantees on an annual basis*ensure that member activities are complete collect any reports*required residual supplies/equipment forms*final FFR*Audit*any other additional financial reports or documents*closeout certification
We issue:-interim closeout letter until we receive audit covering entire grant period-we remind them of the document retention requirements at the time of closeout40ActivityReview ScenarioIdentify monitoring tool activity that could have helped prevent or mitigate this situationChanges to the current monitoring that could assist with this type of situationIntroductionKristin Honz, Program Officer, Iowa Commission on Volunteer Service [email protected] Yard, Program Officer, Michigan Commission on National [email protected]