Teamwork divides the task and doubles the success

“Teamwork divides the task and doubles the success” Technical Assistance Workshop October 4, 2006 1

Technical Assistance Workshop Welcome from the President Dr. Castell Bryant 2

The Title III Staff Mrs. Linda Francis 3

Technical Assistance Workshop October 4, 2006 Jeanine Dawson, Payroll 4

Technical Assistance Workshop October 4, 2006 Lorraine Harris, Property 5

Technical Assistance Workshop October 4, 2006 Linda Francis, Travel /Administration 6

Technical Assistance Workshop October 4, 2006 Delores Glover, Development and Training 7

Technical Assistance Workshop October 4, 2006 Carlotta Mitchell, Monitoring 8

Technical Assistance Workshop October 4, 2006 Michael Rice, Monitoring 9

Technical Assistance Workshop October 4, 2006 Latosha Adams, Budgets 10

Technical Assistance Workshop October 4, 2006 Princess Brigham, Budgets 11

Introduction of the new director Mrs. Linda Francis 12

Perry Herrington, Executive Director 13

PROGRAM COORDINATION and AUDIT READINESS (Operating in a Climate of Change) Perry L. Herrington, Executive Director 14

TITLE III: PRESENT AND FUTURE PLANS Per Mr. Larry Oxendine, Director, Institutional Development and Undergraduate Education Service (IDUES)/TRIO Programs • Substantial progress does not equal large carryover balances in accounts. • Carryover balances do not document substantial progress. • Ten or more activities document non-substantial progress – must decrease the number of activities; activities must be prioritized based on institutional priorities – all Title III activities must demonstrate at least one of the following: – Access to quality (curriculum) – Graduation rate (over a six year period) – Retention • Must put emphasis on programmatic activities and reduce personnel costs. – Title III funding is based on programmatic issues Title III is not a funding source for personnel Grantees must accomplish measurable objectives. 15

Mr. Oxendine’s charge to IDUES’ Program Officers • DOE Program Officers are required to certify that institutions have made “substantial progress” each year. This certification is required in the allocation process for the next funding period. • IDUES site visits will be focused on compliance, documentation of substantial progress, and finances (how was the grant used to strengthen the institution – quantitative documentation required) • Do not certify institutions for the next funding period if institutional activities do not meet the “progress” standards. Result – loss of future funding. 16

LUNCH IS SERVED 17

WHERE ARE WE HEADED? • – – • • – – • Program Accountability and Compliance Programmatic Fiscal Program Evaluation (External and Internal) Issues in the Department of Education Reauthorization of The Higher Education Act of 1965 Show the impact of the dollars • Documentation • Getting out the word on Title III programs Becoming a “Change Agent” 18

DEADLINES DATES • – – • • – – Title III Funding for 2006 -2007 (Fifth and Final year of present Award) (09/25/06) Phase II Submission • Undergraduate Program-$6, 586, 410 • Graduate Program-$4, 261, 012 Reduction of Activities and Personnel Title III Phase I Submission for 2007 -08 (12/15/06) A more defined listing of graduates entering Graduate school will be required. The Department of Education will be monitoring “Cost per Graduate” as a barometer of institutional success. Title III Annual Report (12/31/06) Title III 2007 -2012 New Application Submission (02/20/07) Reduction of Activities and Personnel (35%/65% split) Reduction of Activities to 9 -10 activities for the Undergraduate Program Reduction of Activities to 7 -8 activities for the Graduate Program Planned Retreat for Activity Directors and Staff members to work on Objectives and Baseline data 19

Personnel/Payroll Ms. Jeanine Dawson, Program Assistant 20

Personnel Ø Ø (ALL) paperwork must be submitted 14 days prior to start date Personnel will not begin work until such appointments have been approved by the University and all appointments must be within the funded period of the Grant New OPS personnel must have sign-up packet attached to the OPS contract Please include working department number on all contracts 21

Personnel Ø Certification for staff (USPS, A&P, Faculty and Graduate Assistants) are due on Thursday by 9: 30 AM the week prior to payday week. All Employees must turn in time sheets or leave forms. Ø Certification for OPS staff and students are due the Monday by 9: 30 AM the week prior to payday week 22

Personnel Ø Certifications must have same hours that were submitted to University Payroll. Ø Certification must be signed by the Activity Director or someone with signing authority. Ø Any certification that is received in the office after the deadline will receive a late letter which will reflect on the end of the year evaluation. 23

PERSONNEL HIRE FLOW CHART Activity Director Dean’s Office Graduate Studies – (Graduate Assistant) Title III Programs Sponsored Programs Academic Affairs Budget (Faculty/Graduate Assistants) Academic Affairs Payroll President’s Office Payroll input in University System 24

INVENTORY Ms. Lorraine Harris Program Assistant 25

Inventory Ø Accountability for Federal Equipment Ø Annual Inventory Ø Responsibility of Activity Directors Ø Site Visits Ø Title III policies and procedures / Required documents Ø Web database 26

TRAVEL AND ADMINISTRATIVE SUPPORT Mrs. Linda Francis Administrative Assistant 27

Travel Ø Ø Ø Ø 1. Send TAR to the Title III (Harris) on old form 2. Please include: Project /Account number and Written Objective (in current proposal). 3. TAR will then route through Title III for director’s signature. 4. After TAR is complete; it will then be forwarded to Sponsored Research. 5. Please submit reimbursements to Title III for director’s signature. New changes in Per diem & Mileage Allowances ***International travel to present papers is NOT ALLOWED*** 28

Training/Development Delores Glover Grants Specialist 29

Training v Activity Directors Ø Title III Objectives Preparation/Training Ø Balancing Institutional and U. S. Department of Education Goals and Objectives. 30

Development Ø Maximizing Opportunities (Title III). 31

Monitoring Ms. Carlotta Mitchell Mr. Michael Rice Monitoring Coordinators 32

Purpose of the Monitoring Review Ø To evaluate the progress of the program in order to assist the unit in achieving its stated performance objectives within the allotted time frame; Ø To provide technical assistance or a source for technical assistance, if needed; Ø To evaluate the fiscal operation Ø To evaluate inventory purchases and control Ø To make recommendations for the improvement of the program. 33

How to have a Productive Site Visit Ø Revise objectives Turn in any proposed revisions to your objectives by the deadline. Be sure that all objectives are measurable. Baseline data must submitted in an Excel spreadsheet Ø Prepare documentation Prepare a notebook or folder to keep the documents that relate to each particular objective. At the top right hand side of the document put the activity number and the objective number that it relates to. Have copies ready that I can take back to the office. 34

How to have a Productive Site Visit Ø Have all personnel files (faculty, students, etc. ) available for review. 35

Data Collection for Monitoring Ø Establish baseline data in Excel format. Ø Look at your proposal. Ø Determine starting point. Ø Create e-data file and submit. Ø Continue to collect data throughout the funding cycle. Ø Submit as required. 36

Budgets / Requisitions Ms. Latosha Adams Senior Accountant 37

Requisitions ü ü ü Step 1: Prepare orders on a FAMU REQUISITION/CHANGE ORDER form. Step 2: Make sure that the following items are complete on the REQUISITION form: Ø Ø Ø Department (Activity Name) Account Number (Title III Project Number) Date Initiated by, and Phone Number Approved by (Activity Director’s Signature Only, unless another individual is given signing authority) Vendor, Address, Phone Number, and FEID No. Requisition Number Building and Room Number Description of the Items Ordered with the TOTAL Contact person and Phone Number. Objective ( in current proposal) written in comment section (VERY IMPORTANT) 38

Requisitions Ø Step 3: Make sure you attach all necessary attachments to the back of the requisition, such as quotes, memos, etc. Ø Step 4: Once the requisitions are complete, ALL requisitions are submitted to the Title III Office (Room 211 Jackson Davis). Ø Step 5: The requisition is then routed through the Title III Office for approval and signatures, then entered into the ERP System by Princess Brigham (412 -5509). The requisition will be returned if proper documentation is not attached (i. e. written objective on requisition, incorrect project #’s, FED ID #’s, etc. ). Once the requisition has been returned, the corrections must be made and then resubmitted to the Title III Office (211 Jackson-Davis). 39

Requisitions Ø Step 6: Once the requisitions are in the ERP System, they are approved or denied. If approved, Purchasing will issue a P. O. #, then the P. O is dispatched to the vendor. If denied the requisition will be returned back to the department. Ø Step 7: The items are then delivered to the Department. Once the items are received, the department MUST send a copy of the invoice to the Title III Office or fax (5612563) to Latosha Adams or Princess Brigham, so the items can be RECEIVED in the ERP System. If the items are not RECEIVED in the ERP System, the requisitions Ø can’t be paid. If you have any questions or concerns about ANY TITLE III REQUISITION throughout the process, please call Latosha Adams (412 -5075) or Princess Brigham (4125509) 40

Technical Assistance Workshop Questions? Closing Remarks Mr. Perry Herrington 41