Grants 101Jessica Sanders, MPPAGrants Management Specialist

Ardena Githara, MNMGrants Management Specialist

Division of Grants Management Operations (DGMO)Office of Federal Assistance Management (OFAM)

Session Topics

• Identify the key players and their roles and responsibilities• Provide an overview of the HRSA award process from pre-

award; award, post-award, through to award closeout

2

Key Players/ Roles & Responsibilities

• Recipient • Project/Program Official • Grants Management Staff• Payment Management System and Staff

3

Recipient – Players/ Roles & Responsibilities

• Authorizing Organization Representative (AOR)• Authorized to act on behalf of the organization

to do business with the federal government• Responsible for registering in systems (SAM.gov;

Grants.gov; EHB)• Assures compliance with Federal laws,

regulations, certifications, and award terms • Business Official

• Accesses grant funds for project needs, Interacts with Payment Management System

4

Recipient – Players/ Roles & Responsibilities (Cont.)

• Program Director (PD)• Responsible for project performance, daily

operations • Works closely with recipient organizational

officials to ensure compliance with the financial and administrative aspect of the award

• Financial Reporting Administrator (FRA)• Confirms award expenditures are consistent

with projects goals and objectives• Responsible for financial reporting on federal

awards

5

Key Players/ Roles & Responsibilities

• Project/Program Official (PO)• Responsible for developing and defining

overall programmatic objectives• Monitor performance and provide technical

assistance• Provides recommendations to grants

management staff on disposition of recipient requests

• Consults with the GMS on complex or questionable matters needing resolution for the recipient or for a group of recipients

6

Key Players/ Roles & Responsibilities (Cont.)

• Grants Management Officer (GMO)• Responsible for business management and other

non-programmatic aspects• Evaluating grant applications for administrative

content and compliance with statutes, regulations, and guidelines

• Providing consultations and technical assistance to applicants and recipients

• Interprets grants policy and award administration• The only official authorized to obligate HRSA’s

funds, change the funding, duration or other terms and conditions

7

Key Players/ Roles & Responsibilities (Cont.)

• Grants Management Specialist (GMS)• Assigned responsibility for management of a

portfolio of grants• Primary contact for fiscal, grants management

policy and administrative compliance aspects• Negotiates, issues awards and make

recommendations on continued federal support

• Receives and acts on recipients prior approval requests,

• Monitors policy compliance and fiscal reporting

8

Key Players/ Roles & Responsibilities (Cont.)

• Payment Management System (PMS)• Overview of PMS Session Thursday, May 31

• 10 am & 1 pm

• Payment Management System (PMS) Liaison Accountant• Responsible for performing the cash management process of

recipients accounts

• HRSA Grants Management Specialist• Use PMS reports to review recipient grant funds • Interact with the PMS Liaison Accountant on an as needed basis to address

any recipients payment issues and resolve any account matters so that reconciliation and final account closure

9

Who Should You Contact?

10

Office of Federal Assistance Management (OFAM)

11

Division of Grants Management Operations (DGMO)

12

Grants Management Process

13

Grants Management Process – Planning and Announcement

• Program Official: • Develop Bureau focused

grant programs to meet the HRSA mission; Prepare NOFO

• Grants Management: • Review NOFO

• Shared: • Identify Timing/Resources• Provide Technical Assistance • Applicant:

• Review NOFO; Participate in Technical Assistance

14

Grants Management Process – Application Evaluation and Negotiation • Division of Independent Review

• Conduct Review Meetings and issue Summary Statements

• Program Official: • Attend Review meetings and

provide clarification on program requirements if needed. Recommend program specific terms

• Grants Management: • Attend Review meetings; provide

clarification on fiscal and administrative requirements and record Reviewers budget notes. Negotiate Award start date, revised budget/items and terms of award.

• Shared: • Review applications to certify

eligibility

15

Grants Management Process – Award

• Recipient: • Review Notice of

Award; Act on Conditions of Award; Meet Reporting Requirements; Perform the project per the approved application, Expend funds appropriately; Report on progress; Submit accurate and timely reports

• Program Official: • Recommends

applications for funding, identifies potential conditions

• Grants Management: • Review applications for

administrative requirements; examines costs for allow-ability, consistent with programmatic requirements and develops the Notice of Award

Grants Management Process – Post-Award and Monitoring

• Recipient: • Manage award activities;

respond to conditions and reporting requirements; monitor grant account, assess potential project changes for prior approval requirements; consult GMS; collaborate with HRSA

• Program Official: • Monitors performance;

provide technical assistance; makes recommendations on Recipient prior approval requests

• Grants Management: • Review and in consultation

with PO render decision on Recipient requests; monitor account financial status; review financial reports; monitor response to conditions; receipt of required reports

17

Monitoring – A Joint Responsibility

18

Grants Management Process – Closeout

Recipient: Submit final reports, account for all expenditures

• Grants Management: • Receives, evaluates Final Reports for

adherence on fiscal/administrative requirements and terms of award. Rectifies final costs, determines final disposition amounts resulting in closing grant account.

• Shared with Program: • Review final reports to ensure

originally awarded purposes were accomplished

19

It’s All About Partnership…Between:

Grants Management Specialist and Project Officer with:

Recipient’s business officials and Program Director

20

Questions

21

Contact Information

Jessica Sanders, MPPAGrants Management Specialist Email: jsanders@hrsa.gov; Phone: 301-443-0736

Ardena Githara, MNMGrants Management Specialist Email: agithara@hrsa.gov; Phone: 301-443-4903

HIV/AIDS and Rural Health BranchWeb: https://www.hrsa.gov/about/organization/bureausTwitter: https://www.twitter.com/HRSAgovFacebook: https://www.facebook.com/HRSAgov

22

Connect with HRSA

To learn more about our agency, visit

https://www.HRSA.gov

Sign up for the HRSA eNews

FOLLOW US:

23