Grants Management Updates Agenda Office of Grants Management

Grants Management Updates

Agenda § Office of Grants Management § Allocation Process § 2016 -2017 Preliminary Allocations § Program Specific Guidance § Title I Schoolwide Consolidated Funding § On Rollover and Carryover § Next Steps Louisiana Believes 2

Office of Grants Management

Grants Management Programs • School Improvement Grants - SIG 1003(g) • Title II Math & Science Partnership - MSP • Education Excellence Fund – EEF • High Cost Services • 21 st Century Louisiana Believes 4

Grants Management Functions • Calculate Entitlement/Formula Allocations • Prepare and process Competitive and Other Allocations for BESE approval • Generate Grant Award Notifications (GANs) • Upload allocations into e. GMS • Conduct fiscal review and approval in e. GMS • Conduct Final Review in e. GMS • Update unexpended balances in GAP Louisiana Believes 5

Contact Us Program Questions SIG - John Hanley – john. hanley@la. gov MSP/EEF/HCS/21 st Century - Kenya Jenkins – kenya. pierce@la. gov Grants Management Help Desk Phone: 225 -342 -6266 Email: randy. littleton@la. gov Louisiana Believes 6

Allocation Process

Allocation Trends Louisiana’s Title Allocations Program Estimate 2015 Actual 2016 Preliminary Title I, Part A Title I, Part C Title II, Part A Title IV, 21 st Century Title X $284, 164, 949 $ 2, 442, 927 $ 52, 094, 533 $ 3, 019, 553 $ 22, 316, 104 $ 1, 248, 853 $289, 759, 328 $ 2, 442, 927 $ 51, 419, 318 $ 3, 083, 048 $ 21, 974, 838 $ 1, 333, 511 Louisiana Believes 2017 $294, 973, 031 $ 2, 198, 634 $ 49, 333, 336 $ 3, 312, 248 $ 18, 835, 473 $ 1, 624, 670 8

Title I • USED calculates allocations across the nation by county for Basic, Targeted, Concentration, and EFIG using census data • The state allocation represents a roll-up of all Parish Allocations • Formula captures 1% admin, ~2% for Type 2 Charters, and 0 -4% for School Improvement 1003(a) • Economically Disadvantaged counts are only used in the event of a Type 5 Charter – the Parish Allocation amount is prorated among entities based on counts Louisiana Believes 9

Title II • State allocation is received • Admin and Set Aside are taken off the top • Eisenhower amount and Class Size Reduction amount have been established since 2002 • The remaining is split 20% population and 80% poverty • Total student count is determined using statewide student population to calculate a PPA • A Population Amount is calculated for each district • Economically Disadvantaged total student count statewide is used to calculate the PPA amount for the poverty amount • A Poverty Amount is calculated for each district using the PPA and each district’s Economically Disadvantaged count Louisiana Believes 10

Allocation Cycle • Preliminary Allocations • • • Calculations completed and internally approved Preliminary GANs are published Preliminary allocation amounts are loaded into e. GMS Original Application completed Amendments may be completed • Final Allocations • • • Calculations completed and internally approved Final GANs are published Final allocation amounts are loaded into e. GMS Amendment completed Additional amendments may be completed Louisiana Believes 11

End of the Year Reporting • 6/30 PER determines Rollover – actual expenditures • 9/30 PER determines Carryover – actual expenditures and obligations Louisiana Believes 12

2015 -2016 Grant Close Out Activities Why is the 6/30 PER important? • NCLB Programs – To determine available 2015 -2016 funds to roll into 2016 -2017 NCLB Consolidated Application What are the submission timelines and end dates? • Final claims for 2015 -2016 should be submitted by July 15, 2016. • PERs should be submitted once final claims are submitted. • All PERs should be submitted by July 22, 2016. Louisiana Believes 13

2015 -2016 Grant Close Out Activities Why is the 9/30 PER important • Title I – To determine 2015 -2016 excess funds for release or waiver What are the submission timelines and end dates? • 9/30 PERs should be completed by 10/22 • PERs should include all expenditures and obligations as of 9/30 • Waivers should be requested by 12/1 • Excess funds will be released at final allocation time Louisiana Believes 14

2014 -2015 Title I - Excess Funds • Title I requires that 85% of funds be expended or obligated in the first 15 months of the allocation • Any amount over 15% unobligated as carryover is identified as excess funds • LEAs are allowed 1 waiver for excess funds in a three-year period • LEAs that are not eligible for a waiver will have their excess funds released and reallocated Louisiana Believes 15

16 -17 Preliminary Allocations

2016 -2017 Preliminary Allocations What should I be doing now? • Review where you are on expenditures with 15 -16 grants • Submit budget revisions for 15 -16 grants if needed • Confirm that all purchases and services are on track to make the necessary invoice and expenditure dates for 15 -16 grants • Budget for 2016 -2017 based on 90% of your 2015 -2016 federal formula grant final allocations • Conduct needs assessments to identify school and district needs – Collaborate with School Staff – Collaborate with Academic Staff – Collaborate with Professional Development Staff Louisiana Believes 17

2016 -2017 Preliminary Allocations What needs to happen in e. GMS? • Review access and security settings • Contact information will need to be reviewed and saved/entered • Assurances will need to be accepted • Key Planning Decisions need to be completed • Applications will need to be created Louisiana Believes 18

Check and Double Check! • Overall • All calculations included in descriptions are correct • All items have a dollar amount inserted • There are no placeholders in the budget • Code 100 • List job titles • Use “up to” or “approximate” to prevent needing revisions • Code 200 • Code 100 should have benefits with matching EIC • Tuition • Code 300 • Contractor is an individual or entity external to the district • Contractors with benefits or travel • Code 500 • Web-based licenses • Code 600 • Licenses • Examples of supplies to be purchased. Louisiana Believes 19

Notification Emails • Accept with Comments • Reject Louisiana Believes 20

Program Specific Guidance

Program Specific Guidance • Updated to align to Uniform Grant Guidance • Will be updated to align to ESSA Available at: http: //www. louisianabelieves. com/docs/defaultsource/teacher-toolbox-resources/program-specific -guidance-for-leas. pdf? sfvrsn=2 In the District Support Toolbox: http: //www. louisianabelieves. com/resources/classr oom-support-toolbox/district-support-toolbox Louisiana Believes 22

Sole Source Oversight • In order for a subrecipient to use federal funds to purchase an item as sole source, the SEA must agree that the item in question is indeed a sole source item and the aggregate purchase must be over $3, 000 (CFR Section 200. 320). Louisiana Believes 23

Sole Source Oversight CFR 200. 320(f) states that noncompetitive procurements (sole source) may only be used when one or more of the following circumstances apply: (f) Procurement by noncompetitive proposals is procurement through solicitation of a proposal from only one source and may be used only when one or more of the following circumstances apply: (1) The item is available only from a single source; (2) The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation; (3) The Federal awarding agency or pass-through entity expressly authorizes noncompetitive proposals in response to a written request from the non-Federal entity; or (4) After solicitation of a number of sources, competition is determined inadequate. Louisiana Believes 24

Sole Source Review Process Louisiana Believes 25

Sole Source Review Process Note that the request must include : 1) Fiscal and program documentation from the subrecipient which shows that the subrecipient is requesting the purchase of a product/services that may be considered sole source (as defined by CFR 200. 320[f]). 2) Documentation from the subrecipient or the vendor which demonstrates that the product/service is only available from a particular vendor. Louisiana Believes 26

Title I Schoolwide Consolidated Funding

Title I Schoolwide Consolidated Funding What does this mean? • Consolidating funds in a schoolwide program means that a school treats the funds it is consolidating like they are a single “pool” of funds. In other words, the funds from the contributing programs in the school lose their individual identity and the school has one flexible pool of funds • The school uses funds from this consolidated schoolwide pool to support any activity of the schoolwide program without regard to which program contributed the specific funds used for a particular activity. Louisiana Believes 28

Title I Schoolwide Consolidated Funding Cohort LEA Volunteers • Any district willing to exercise maximum flexibility • One year of planning • Implement during the 2016 -2017 school year • LDOE’s fiscal and program teams will assist • Washington attorneys will support/train as well Louisiana Believes 29

On Rollover and Carryover

2014 -2015 Title I Part A Object Code Budgeted Amount Projected Roll Over 100 – Salaries $162, 075, 799 25% = $40, 518, 950 200 – Benefits $61, 688, 414 25% = $15, 422, 103 300 – Purchase Professional/Technical Services $17, 930, 192 10% = $1, 793, 019 $2, 659, 799 10% = $265, 980 500 – Other Purchased Services $16, 585, 386 10% = $1, 658, 539 600 – Supplies $54, 477, 092 10% = $5, 447, 709 700 – Property $553, 860 10% = $55, 386 800 – Other objects $140, 930 10% = $14, 093 900 – Indirect Costs $23, 550, 281 10% = $2, 355, 028 $339, 661, 753 $67, 530, 807 400 – Purchased Property Services Grand Totals 2014 -2015 Rollover into 2015 -2016 application = $50, 037, 083 2013 -2014 Carryover into 2015 -2016 application = $194, 157 Louisiana Believes 31

2014 -2015 Title II Part A Object Code Budgeted Amount Projected Roll Over 100 – Salaries $29, 943, 041 25% = $7, 485, 760 200 – Benefits $12, 366, 125 25% = $3, 091, 531 $8, 405, 392 10% = $840, 539 $20, 583 10% = $2, 058 500 – Other Purchased Services $6, 385, 691 10% = $638, 569 600 – Supplies $2, 119, 079 10% = $211, 908 800 – Other objects $2, 726, 590 10% = $272, 659 900 – Indirect Costs $4, 541, 381 10% = $454, 138 $66, 507, 882 $12, 997, 163 300 – Purchase Professional/Technical Services 400 – Purchased Property Services Grand Totals 2014 -2015 Rollover into 2015 -2016 application = $20, 015, 811 2013 -2014 Carryover into 2015 -2016 application = $897, 582 Louisiana Believes 32

2015 -2016 Title I Part A Object Code Budgeted Amount Projected Roll Over 100 – Salaries $153, 899, 242 25% = $38, 474, 810 200 – Benefits $58, 311, 563 25% = $14, 577, 891 300 – Purchase Professional/Technical Services $13, 397, 021 10% = $1, 339, 702 $2, 335, 812 10% = $233, 581 500 – Other Purchased Services $17, 082, 820 10% = $1, 708, 282 600 – Supplies $34, 762, 486 10% = $3, 476, 248 700 – Property $255, 173 10% = $25, 517 800 – Other objects $139, 587 10% = $13, 959 900 – Indirect Costs $20, 484, 891 10% = $2, 048, 489 $300, 668, 595 $61, 898, 480 400 – Purchased Property Services Grand Totals Ideal 2015 -2016 Roll Over into 2016 -2017 = $55, 690, 815 Louisiana Believes 33

Title I as of 4/4/2016 Louisiana Believes 34

2015 -2016 Title II Part A Object Code Budgeted Amount Projected Roll Over 100 – Salaries $28, 008, 787 25% = $7, 002, 197 200 – Benefits $12, 905, 278 25% = $3, 226, 319 $7, 696, 087 10% = $769, 609 $35, 600 10% = $3, 560 500 – Other Purchased Services $5, 878, 121 10% = $587, 812 600 – Supplies $1, 455, 017 10% = $145, 502 800 – Other objects $2, 590, 191 10% = $259, 019 900 – Indirect Costs $4, 430, 630 10% = $443, 063 $62, 999, 711 $12, 437, 080 300 – Purchase Professional/Technical Services 400 – Purchased Property Services Grand Totals Ideal 2015 -2016 Roll Over into 2016 -2017 = $9, 798, 981 Louisiana Believes 35

Title II as of 4/4/2016 Louisiana Believes 36

Next Steps

Next Steps: 1. Create and submit amendments for final supplemental allocations by March 31, 2016. 2. Review expenditures to determine remaining balances and submit revisions if needed on grants that end on June 30, 2016 or September 30, 2016. 3. Confirm that all staff that work with closeout activities for grants are on the same page. 4. Confirm who is doing what in e. GMS to prepare for all applications to be in e. GMS for next year. (Note: An application will have to be created to view the approved GAN. ) 5. Complete budget planning for next year. Louisiana Believes 38

Contact Information Sheila Guidry, Executive Director 225 -342 -3900 sheila. guidry@la. gov Louisiana Believes 39