ESTABLISHING A GRANTS OFFICE THE BASICS Eric Brenner

ESTABLISHING A GRANTS OFFICE: THE BASICS Eric Brenner ericbrenner@starpower. net FFIS Federal Grants Training October 13, 2016

Why? Increase federal funding Letters of support Institutional expertise Goal alignment Grants Office Compliance Bridge to locals, nonprofits Liaison with DC Training

Three Essential Components Point-of. Contact System (POC) Annual Report Website

Points of Contact (POCs) Governor initiates process Identified by cabinet or agency head Most knowledgeable about grants Compiles list of current grants Regular meetings with outside speakers

Major responsibilities of POCs Collect federal funds data ID grant opportunities Coordinate application process Respond to locals, nonprofits, constituents

Expanding the State POC Network IHEs National Foundations/Foundation Center Local POCs • Local governments • Community colleges • Public libraries • School districts • Foundations • Volunteer centers

The Annual Report Preparation Data Collection Budget office compiles master spreadsheet Grants office distributes to POCs add descriptions, how money is used, and how distributed Grants office prepares analysis and comparisons Releases in hard copy and/or online

Maryland’s annual report 16. 741 FY 2014 DNA BACKLOG REDUCTION Program Description: The goal of this project is to reduce forensic DNA sample turnaround time, increase throughput of the DNA laboratory, and reduce the DNA casework backlog within the Forensic Biology Section. MSP-FSD eliminated its DNA database backlog in 2007. This was accomplished by the outsourcing of database samples to a vendor laboratory followed by data review and entry into CODIS by MSP-FSD staff. The focus of this grant is to eliminate the current casework backlog, to improve on current casework procedures, and to ensure that the lab is compliant with national and international quality assurance standards. FY 14 (exp) FY 15 (approp) FY 16 (est) $0 $ 50, 000 $ 297, 703

Website Tendency can be to hoard information Success requires sharing widely Keep it fresh Chock-full of information Useful information broadly targeted POC contact info FAQs for the public One-stop shopping

Digging Deeper: Grants office basics Source of authority • Executive order • Statute Source of funding • Cost allocation • General fund Scope • Grants • Contracts Size and structure • Governor’s office • Budget office • Build a customer base through training Staff skills • Knowledge of state government • Knowledge of federal grants management DC connections • State offices in DC • District offices of members of Congress • Formula reauthorization

Digging Deeper: Finding grant opportunities Federal grants • Grants. gov • Annual report must identify Federal research • NSF annual summary State grants • Governor’s grants office can replicate grants. gov Local grants • Governor’s grants office partners with counties, local governments Foundation grants • Rare for states to get • Partnering with nonprofits Other sources • FFIS • USAspending. gov • Pew report on flow of federal funds to states

Digging Deeper: Managing grants Audits • Single audit: # of findings versus $ attached to them • Trends over time and comparisons with other states • Federal Audit Clearinghouse website Expenditure monitoring • Federal “draw-down” reports Spending the full award

Digging Deeper: Training and technical assistance Annual conference Webinars

Digging Deeper: Performance measures # of grants won # of POC meetings # of new audit findings $ received by state # of trainings % of $ tied to audit findings # of training participants Grants that support governor’s agenda $ received statewide

12 parting thoughts There are considerable benefits to a grants office Early results should be positive; later can be a challenge A strong POC network will increase scope and strength As the benefits of an office become more obvious , its scope expands Measure federal funds to get a baseline Implement peer learning Maintain an open and comprehensive website Focus on success, not failure Always point constituents in the right direction Don’t always chase the money Keep increasing the circle of grants people View the grants office as statewide service for a wide range of constituents