![Page 1: Utah’s Financial Management Process Cheryl Brown, CPM - CDBG Program Manager State of Utah, Housing & Community Development Division](https://reader036.vdocuments.site/reader036/viewer/2022062314/56649e9f5503460f94ba1faf/html5/thumbnails/1.jpg)
Utah’s Financial Management ProcessCheryl Brown, CPM - CDBG Program ManagerState of Utah, Housing & Community Development Division
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WebGrants – Dulles Technology Partners - VA• 2006 – RFP for Software Developer• Grants Management System Needs:• Online Application • Contracting• Awards & Appropriations• Online Environmental Reviews• Payments & IDIS Reporting • Grant Close Out
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WebGrants – Dulles Technology Partners - VA
• 2006 – RFP for Software Developer• Grants Management System Needs:• Online Application • Contracting• Awards & Appropriations• Online Environmental Reviews• Payments & IDIS Reporting • Grant Close Out
![Page 4: Utah’s Financial Management Process Cheryl Brown, CPM - CDBG Program Manager State of Utah, Housing & Community Development Division](https://reader036.vdocuments.site/reader036/viewer/2022062314/56649e9f5503460f94ba1faf/html5/thumbnails/4.jpg)
Online Application
(Grantee View) Applicants apply
online
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Online Application - Budget
The application budget
auto-populates the State Contract
Attachments A & B (General Provisions and Program General Condtions) are updated annually and loaded into WebGrants
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Online Application - Budget
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Online Application – IDIS InfoDUN’S number information is
collected and auto populates FFATA form in contract
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Online Application – DUN’s #
The FFATA form is populated by the data
entered in the application and is
in our State Contract
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ContractingGrantees view and print their state contract.
After a grant is awarded, funds
are appropriated
IDIS Activities are set up
Amendments are created using a template.
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Contracting
State staff enter the data that populates
the amendment document. Grantees print/sign/return for
processing.
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Awards & Appropriations
Annual Awards are set up by the Finance Director(separation of duties)
Allocation is divided into State Admin/Admin/Program Grant
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Awards & Appropriations
Initial grant award was $100,000
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Awards & Appropriations
With each Amendment, a new version of the
appropriation is created to leave an audit trail
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Awards & AppropriationsState staff can view
the versions and who last edited them
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Awards & Appropriations
With each amendment to the grant, the Budget and Scope of Work can be versioned to
accurately track changes to the project.
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Management Tools
E-mail alerts can be set up as reminders
Notes regarding project that only
State staff can see.
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Management Tools – Alerts
No more post-it notes all over my desk!
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Payments & IDIS ReportingAfter the activity is set up in IDIS, it is
recorded in WebGrants
The data in the HUD Activity
Report is used for the PER
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Payments & IDIS Reporting
CDBG staff receive e-mail alerts when
claims are submitted
Grantee electronically sign their claims. No more paper!
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Payments & IDIS Reporting
Grantees can view the status of each Request for Funds (Claim)
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Payments & IDIS Reporting
We are able to track how quickly the claims are processed from the day they are
submitted to when they are paid.
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Payments & IDIS Reporting
We can easily see the amount of unexpended funds
in each award and grant
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Grant Close Out Grantees submit a
Close Out record for each HUD Activity for their grant
State staff receive an e-mail alert when a Close Out is submitted and then the data is recorded in IDIS
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Summary
•WebGrants has:Created efficiencies in all grant processesReduced accounting errorsImproved processing times for contractingImproved processing times for paymentsReduced IDIS flagsReduced administrative costsImproved coordination between program staff
and accounting staff
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Questions?
Cheryl Brown, CPMState of Utah – Department of Workforce ServicesHousing & Community Development Division1385 South State – 4th FloorSalt Lake City, UT 84115
(801) [email protected]