Grants Development Management Overview April 2018 Objective Provide

Grants Development & Management Overview April 2018

Objective Ø Provide insight on the Grant Life Cycle Ø Define the key players in this process Ø Identify roles and responsibilities

LSC Grant Life Cycle Development Management Compliance Accounting

Key Players in the Grant Process RDA Resource Development & Administration • Assist faculty and staff in obtaining and managing grant funding • Ensure compliance with legislation, federal requirements, and funders’ terms & conditions GA Grants Accounting • Provide post-award financial and accounting support to grant program team • Assist with budget, monitoring and financial reporting Grant Program team • Manage the grant by defining and implementing project activities, originating purchases and allowable expenses, and documenting all transactions as needed • Ensure adherence to goals, objectives, timeline and regulations applicable to the grants

Resource Development and Administration Elizabeth Thompson Executive Director Patricia Mayo-Bravo Department Assistant II David Grebe Grant Writer Charis Keenum Grant Writer Pamela Wyatt Director Grant Mgmt & Compl Cynthia Drummond Director Grant Development America Lopez Grant Writer Victoria Waters Grant Writer Laura Wittel Grant Writer Alisa Mc. Lendon Prof. Analyst I Resource Development and Administration reports to Rand Key, CEO SO & UP April Odell Prof. Analyst I

Grants Accounting Stephanie Wright Executive Director Accounting Linda Anderson Manager Grants Accounting Edith Torrez Professional Analyst Jody Moe Sr. Accountant Gloria Boley Accountant III Teresa Wheeler Accountant III Accounting reports to Lorena N. Faccini, AVC Financial Reporting & Operations

Grant Program Team The structure of the Grant Program Team may vary from one SO department or campus to others because: • each grant/grantor has unique staff requirements • campuses and SO departments have their own staffing strategies These are just some examples of how some Grant Program teams are structured in LSC: Program Director Program Manager Grant Operations Manager / DOM Program Manager/DOM Grant Operations Manager / DOM

Grant Program Team (cont. ) Program Director Program Manager • The term Program Director is a generic term, also known as Project Director. • The corresponding LSC positions that could play this role include Vice President, AVC, Executive Director, and Dean. • The term Program Manager is a generic term, also known as Project Manager. • The corresponding LSC positions that could play this role include Project Manager, Program Coordinator, DOM, Executive Director, Dean, and Faculty. NOTE: The terms “Program/Project Director” and “Program/Project Manager” may be defined by the RFP (Request for Proposal). In such cases, the job duties associated to these positions may be outlined in the grant proposal. Program Director Program Manager Grant Operations Manager /DOM

Grant Program Team (cont. ) Program Director Grant Operations Manager /DOM • The term Grant Operations Manager/DOM is a generic term. It refers to the person designated by the Program Director or Program Manager to perform this role. • The corresponding LSC positions that could play this role include Administrative staff (such as Business Manager, Coordinator, Specialist, and others). • The tasks performed by this position support administration of a grant budget and can be classified as direct costs, indirect costs, or not specifically budgeted. NOTE: There may be other levels of the organization that are part of the Grant Program team. Program Manager Grant Operations Manager /DOM

RDA Responsibilities Obtain approval/signatures to develop grant programs as per LSC policies Submit completed grant programs to the funders and execute LSC approval process Work collaboratively with all stakeholders to develop grant budgets that support the program design and meet RFP requirements Provide technical advise to the grant program team regarding rules, regulations and requirements as per grant RFP and other documents Pre – Award / Grant Development Transform data, research, and program team discussion into a proposal that meets grantor’s specifications Facilitate the development of grant program evaluation plans in conjunction with the grant program team, as per RFP guidelines Work with the grant program team, RDA Compliance and all affected departments to design and submit continuation funding proposals Provide support and technical guidance on LSC policies and procedures for grant partnerships Inform the grant program team of costs-share requirements, and document/obtain approvals of costshare sources when applicable Facilitate the screening and identification of qualified external evaluators based on RFP guidelines and LSC policies and procedures Provide technical support to the grant program team with the development of all components of the grant application and supplemental documents Work with the grant program team in the draft of letters of support for designated partners when applicable Retain pre-award grant documents and applicable notes in Service. Now for LSC records

RDA Responsibilities Post – Award / Compliance Obtain approval/signatures on all post -award grant documents through execution of LSC approval process Serve as primary point of contact for grant documents, negotiations and correspondence with grant funders and auditors In conjunction with Grants Accounting, monitor LSC subrecipients to ensure proper documentation of transactions and follow up of rules and regulations Ensure compliance of post-award documents with applicable rules and regulations as well as LSC policies and procedures Collect and submit audit documents prepared by the grant program team Work with the grant program team, RDA Development and all affected departments to design and submit continuation funding proposals Conduct mock interviews to prepare the grant program team for external audit meetings Summarize the approved grant proposal, grant contract, and applicable rules into Deliverables Worksheets that support and facilitate grant orientation and grant management Communicate to Grants Accounting the approved grant budget and relevant information to establish the grant budget in i. Star Make formal applications for amendments, including no-cost extensions, budget revisions, and modification of terms of award Conduct internal checks to ensure grant programs adhere to grant management requirements (ie. : desk reviews, time & effort checks, etc. ) Administer LSC IRB*applications and ensure LSC IRB has the required representation and maintains appropriate records *IRB: Institutional Review Board Provide technical assistance to the grant program team to review regulations, answer questions, and resolve issues related to their grants Retain post-award grant documents and applicable notes in Service. Now for LSC records

Grants Accounting Responsibilities Set up the grant program, activities and budget in i. Star to support funder’s reporting requirements and budget control Support the grant program team on day-today financial operations and transactions Verify the grant budget is available Assist the grant program team with recommendations and support to manage complex financial issues Prepare, process, maintain and submit financial reports including close-out reports Prepare audit and CAFR (Comprehensive Annual Financial Report) schedules Provide technical assistance for access and use of i. Star, including the generation of reports, queries and reconciliations Perform financial revisions and audits, and make corrections as applicable Provide orientation and training to the grant program team Draw down funds from the funding agencies Initiate and process budget transfers Ensure expenditures are compliant with rules, regulations, LSC policies, and grant terms & conditions Create and submit financial reports to all stakeholders Generate billing and notify Treasury of the application of cash receipts Maintain cost allocation plans and LSC indirect cost rate. Allocate direct and indirect costs Work with the grant program team to ensure proper maintenance of equipment records Initiate and process journal entries to reallocate costs

Grant Program Team Responsibilities Ensure program is integrated with other departmental activities as appropriate Ensure adherence to program goals, objectives, timelines, and applicable rules and regulations Serve as hiring manager of Program Manager (PM) position, supervise PM and locate office space for the program Act as Program Manager in the absence of that position or select an Interim Program Manager Program Director Ensure compliance with health and safety regulations, including accessibility rules Participate in partnerships activities Approve expense reports Communicate with all stakeholders on status of deliverables In conjunction with RDA, provide support to Program Manager with continuation funding proposals and close-out reports Work with RDA/GA teams and provide support to Program Manager to troubleshoot issues during the grant life and close-out of the program Maintain conflict of interest forms on file Ensure there is no conflict of interest and human subjects are treated in compliance with regulations Ensure intellectual property is honored and proprietary information is secured Approve Purchasing Card (Pcard) purchases and reconciliations Close-out the grant (Purchasing, Accounts Payable, HR, Payroll, etc. ) Participate and collaborate with HR, Procurement, Grants Accounting, RDA, Business Services, Financial Aid and other departments to meet dayto-day operational needs of the program

Grant Program Team Responsibilities Program Manager Attend new program’s orientation meetings Assume overall responsibility for implementation of grant activities Serve as hiring manager and supervisor of the grant program team as per LSC policies Authorize Memorandum of Additional Assignment (MOAA) and e. Pars, and retain these records Communicate grant activities to all key personnel and stakeholders Monitor and approve expenditures Ensure cost-share is correctly implemented and documented Prepare, keep record and submit all required programmatic reports Complete or approve, retain and submit accurate Time and Effort reports Provide audit documentation as requested by RDA/GA, participate in audit meetings, and provide answers to audit observations Document and maintain records of program implementation and grant activities, including eligibility documentation Collect data and conduct evaluation and/or coordinate the work of external evaluators Apply for LSC IRB* approval annually, if applicable *IRB: Institutional Review Board Process or delegate the creation of purchase requisitions Ensure protection of human subjects throughout the grant program Work with RDA/GA teams to troubleshoot issues during the grant life and close-out of the program Facilitate and coordinate grant activities with sub-recipients Maintain equipment inventory and ensure equipment is tagged in compliance with LSC policies and grant requirements

Grant Program Team Responsibilities Obtain vendor’s signature on contracts and Memorandums of Understanding (MOU) that do not require a bid Work with Program Director/Program Manager to close-out budgets and prepare continuation funding documents Upon direction of Program Director/Program Manager, create Memorandum of Additional Assignment (MOAA) and e. Pars Complete procurement requirements for purchases Maintain professional consulting forms and document payments made to vendors/contractors Prepare journal entries Coordinate financial activities (contract, invoicing, etc. ) with subrecipients Grant Operations Manager / DOM Create requisitions in i. Star Maintain equipment inventory and documentation Provide audit documentation as requested by RDA/GA Participate in audit meetings and provide answers to audit observations

Other Departments involved in the Grant process § Individual grants may require the involvement of other departments during the development and/or implementation of a grant. § Some examples include – but are not limited to – the following departments: Advising Chancellor’s Office Disability Services Facilities Human Resources LSC Foundation Marketing Office of General Counsel Procurement Internal Audit Accounts Payable Fixed Assets

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