# Presentation: 717833

## Program Update

Presentation to State Energy Program Managers

- Presentation to State Energy Program Managers

- The Future RevisitedGrants.gov

## Topics

- Where We Were
- Overview of Grants.Gov
- Where We Are
- OMB Policy Changes to Grants.gov
- Where We’re Headed
- Interim Operating Strategy\Approach
- States’ Experience:
- Solicitation: GeoPowering the West

## “Where We Were” – Overview of Grants.gov

- This overview will revisit the answers to the following questions:
- What is the Grants.gov Initiative?
- Why is Grants.gov important?
- What functionality does Grants.gov provide?
- What type of support is available?
- Who benefits from Grants.gov?

## The Grants.gov Program.....

- Is a cross-agency E-Government initiative, spanning 900 grants programs and $350 billion in annual awards
- Will produce a simple, unified “storefront” for all customers of Federal grants to electronically:
- Find grant opportunities
- Apply for grants
- Manage grants
- Is an E-Government initiative, covering all 26 federal grant- making agencies and was managed by the Department of Health and Human Services, but is now being directed by the Office of Management and Budget (OMB)

## Grants.gov is important because it addresses inefficiencies in the current grants environment

*The current grants environment represents a *
*"Many-to-Many" Model, which is costly for applicants and agencies.*

## Grants.gov centralizes access to grant information and applications

*Grants.gov acts as a “Trusted Broker”, which *
*benefits both applicants and agencies.*

## Grants.gov is expected to provide robust functionality....

- For Grantors
- Announce available grant opportunities
- Post related application packages
- Retrieve application packages
- Assign tracking numbers
- For the Grant Community
- Search for available grant opportunities and related application packages
- Download application packages
- Complete application packages offline
- Submit completed application packages
- Track the status of submitted applications

## Grants.gov provides the following support to users:

- Online user support
- Online Tutorial
- Guided Simulation (Early 2004)
- Context-Sensitive Help
- Frequent Questions
- User Guide
- Quick Reference
- Personalized support
- Toll-Free Phone Number
- Concerns raised during the “GeoPowering the West” pilot included long delays (up to 10 minutes) in talking to a knowledgeable Help Desk expert
- E-mail

## Grants.gov is expected to deliver value to grant applicants by providing:

- Single source to find Federal government-wide competitive grant opportunities
- Helping the grant community learn more about available opportunities in a standardized manner, saving time and money
- Secure and reliable source for apply for Federal grants, simplifying the grant application process and reducing paperwork
- Avoiding the need to learn multiple agency or program-specific application processes/ systems

**Notes:**
Objectives:
Participants will...
Understand the benefits to applicants and recipients – the Grant Community.
Recognize that the grant is the “customer”.. 

Instructional Flow:
Projector On.
PCs off.
Present bullets.
Solicit questions and comments

## Grants.gov benefits Federal agencies in a number of ways...

- Establishes a common “face” for agency grant opportunity announcements
- Avoids cost of having to build separate agency-specific grant application systems
- Provides opportunity to use common off-the-shelf grants management software as legacy systems are replaced
- Enables consolidation and use of best practices within agencies

**Notes:**
Objectives:
Participants will...
Learn the benefits to agencies.
Identify specific benefits for their own agencies.
Recognize the relationship between the benefits and the goals. 

Instructional Flow:
Projector On.
PCs off.
Present bullets.
Solicit questions and comments

## Phase II & III - Grants.gov

- In December 2003, Federal agencies expected the following Grants.gov activity:
- February 2004 – 2006: Development of Phase II and III
- Front office Grants.gov program will continue to:
- Integrate and refine the FIND and APPLY applications
- Define data standards for reporting
- Deploy reporting functionality
- Define data standards for mandatory grant applications
- Define version 2 of core data standards

## Grants.gov Program

- The Grants.gov Program had been focused primarily on the Grant Community “front office” view and was being implemented in three phases. Under this plan, each Federal agency was maintaining its own “back office” system.

**Notes:**
ID --Organization and/applicant obtains a unique identifier (DUNS Number) and registers with a credential provider.  

## “Where We Are” – OMB Policy Changes to Grants.gov

- OMB issued policy on January 5, 2004. The policy:
- Established the Task Force
- Created the requirement for a single “back office” solution that incorporates “Report and Closeout” development from the Grants.gov “front office”
- All back office development now directed and managed by OMB Task Force, including development of back office for three business segments:
- Human Resources
- Financial
- Grants

## Back Office Request for Information (RFI)

- RFI posted on FedBizOps on April 15, 2004 to identify requirements and systems from systems that produce grants management software (*see Attachment 1*)
- To find:
- Click on “Find Business Opportunities”
- Search “Line of Business Opportunity Development”
- Reference # RFI-04-001
- Responses and input encouraged and due by May 17, 2004
- EERE responded to the RFI by providing WINSAGA data requirements to the OMB Task Force on May 4, 2004

## Back Office Business Case Development and Decision

- Task Force will:
- Analyze RFI responses in June 2004
- Define “architecture” needs based on input
- Complete final Business Case Analysis (BCA) for OMB Review by August 30, 2004
- The OMB Task Force will review both Government Off-the-Shelf (GOTS) and Commercial Off-the-Shelf (COTS) applications in its review
- GOTS solutions to be considered include Fast Track (NSF), NIH, and Departments of Education and Justice systems
- Final decisions by OMB expected to occur in the September-October 2004 time frame. Impacts to all Federal agencies, including DOE, are pending OMB’s decision.

- OMB Task Force Timeline

## Implications

- Implications:
- All Federal agencies will transition to a single “back office” system
- Pending completion of Business Case Analysis (BCA) and OMB’s decisions, IIPS will continue to be DOE’s back office system
- Pending completion of BCA and OMB’s decisions, WINSAGA will continue to be EERE’s primary system for performing grants management of formula grants
- OMB has established a policy team that is developing guidelines on the mandatory use of Grants.gov and the back office system for formula grant recipients. The policy issues are being discussed at the Grants.gov stakeholder meeting “Mandatory Grant System” on May 12, 2004.

## DOE’s Response

- We requested further study of issue considering implications for current systems
- OMB responded that schedule would remain as is
- We gathered information/issues from States
- Provided OMB with WINSAGA data requirements for consideration in the Business Case
- Staying in communication with OMB Task Force members and attending Grants.gov stakeholder meetings
- Establishing an improved Web site where all presentation and supporting materials can be easily accessed by status. EERE will provide status with the Web site in the very near future.

## “Where We’re Headed” – Interim Operating Strategy

- Encourage States’ registration into Grants.gov, Credential Provider, and CCR
- As of April 30, 2004:
- Weatherization - 23 of 51 states have registered (includes DC)
- State Energy Program - 29 of 56 states have registered (includes DC and territories)
- Continue using IIPS and WINSAGA for grants management until OMB decisions are rendered

## “Where We’re Headed” – Interim Operating Strategy (cont.)

- Continue scheduled communication and updates to States, ROs, and programs (June 2004, Sept. 2004) – *Agenda items encouraged*
- Provide States’ experience from the GeoPowering the West pilot solicitation to Grants.gov for resolution
- Complete PureEdge forms for States’ formula grants programs

## “Where We’re Headed” – Interim Operating Strategy (cont.)

- Continue work with OMB Task Force on EERE requirements, comments, needs, etc.
- Recommend targeting an additional solicitation(s) at FY04/FY05 to continue transition to Grants.gov
- Advise States upon completing the new Web site
- EERE will advise States of OMB’s decisions on other Grants.gov related information as it becomes available

## States’ ExperienceSolicitation: GeoPowering the West

## Agenda

- Timeline on the pilot Funding Opportunity Announcement (FOA)
- WebCast (December guidance)
- Results
- Lessons Learned
- Conclusions
- Action Items
- Q & A

## 11/2003 – EERE volunteered to participate in the Grants.gov Pilot
Geothermal Outreach Funding Opportunity Announcement (FOA) was selected as the Pilot due to minimal number of applications that were anticipated

- Geothermal Outreach Funding Opportunity Announcement (FOA) was selected as the Pilot due to minimal number of applications that were anticipated

- Timeline and History

## 12/01/2003 – FOA issued
Posted on both Grants.gov and IIPS (along with Amendments)
Applications were to be submitted through Grants.gov only and not through IIPS
Restricted to States in the Denver and Seattle regions due to technical area 
Closing date of 3/15/2004
Questions were received via IIPS

- Posted on both Grants.gov and IIPS (along with Amendments)
- Applications were to be submitted through Grants.gov only and not through IIPS
- Restricted to States in the Denver and Seattle regions due to technical area
- Closing date of 3/15/2004
- Questions were received via IIPS

- Timeline and History (Cont.)

## 12/04/2003 - Amendment 001 issued 
Further clarified which states were eligible to apply under the FOA
3/03/2004 - Amendment 002 issued 
Extended the FOA through 4/07/2004
Updated the “Application and Submission” section of the FOA due to technical requirements

- Further clarified which states were eligible to apply under the FOA
- 3/03/2004 - Amendment 002 issued
- Extended the FOA through 4/07/2004
- Updated the “Application and Submission” section of the FOA due to technical requirements

- Timeline and History (Cont.)

## 3/2004 - 4/2004 -  Received several questions  from the States regarding use of Grants.gov
Several states encountered problems  
Resolution of problems were coordinated between Golden Field Office (GO), HQ Grants.gov POC, and Grants.gov staff

- Several states encountered problems
- Resolution of problems were coordinated between Golden Field Office (GO), HQ Grants.gov POC, and Grants.gov staff

- Timeline and History (cont.)

## 4/07/2004 - Amendment 003 issued
Extended the FOA through 4/13/2004
Allowed submission of applications through IIPS 
Due to numerous problems encountered in Grants.gov
Due to fact that several States had not yet completed registration requirements in Grants.gov

- Extended the FOA through 4/13/2004
- Allowed submission of applications through IIPS
- Due to numerous problems encountered in Grants.gov
- Due to fact that several States had not yet completed registration requirements in Grants.gov

- Timeline and History (cont.)

## 4/19/2004 thru 4/27/2004 – Compiled comments received from states
Developed questionnaire to obtain specific feedback
5/2004 – Will send a letter to the States thanking them for their participation in the Grants.gov pilot

- Developed questionnaire to obtain specific feedback
- 5/2004 – Will send a letter to the States thanking them for their participation in the Grants.gov pilot

- Timeline and History (cont.)

## WebCast was held on:
November 12, 2003:  RO staff only plus HQ 
November 13:  ARO states plus ARO and HQ 
November 17:  PRO and BRO states plus PRO, BRO and HQ  
December 2: CRO states plus CRO and HQ 
December 3: DRO states plus DRO and HQ 
December 4: SRO states plus SRO and HQ 
WebCast consisted of the following:
Find and Apply features of Grants.gov
Lessons Learned in Pilot Testing
Future of WINSAGA
Instructions on using Grants.gov
IIPS Registration process

- WebCast was held on:
- November 12, 2003:  RO staff only plus HQ
- November 13:  ARO states plus ARO and HQ
- November 17:  PRO and BRO states plus PRO, BRO and HQ
- December 2: CRO states plus CRO and HQ
- December 3: DRO states plus DRO and HQ
- December 4: SRO states plus SRO and HQ
- WebCast consisted of the following:
- Find and Apply features of Grants.gov
- Lessons Learned in Pilot Testing
- Future of WINSAGA
- Instructions on using Grants.gov
- IIPS Registration process

## Received a total of 23 Applications: 
Denver Regional Office (DRO) - 11, Seattle Regional Office - 11, Non-state - 1
12 Applications received via Grants.gov
11 Applications received via IIPS
Due to late registration and/or problems with Grants.gov

- Denver Regional Office (DRO) - 11, Seattle Regional Office - 11, Non-state - 1
- 12 Applications received via Grants.gov
- 11 Applications received via IIPS
- Due to late registration and/or problems with Grants.gov

- Results

## E-Find went smoothly
WebCast was too far in advance of the Pilot
Unclear registration instructions on Grants.gov
Instructions on Grants.gov were out of sequence 
Registration process took longer than Applicants expected
Mixed feelings regarding Customer Service
Importance of E-Business Point of Contact selection/role/coordination required was not adequately stressed

- WebCast was too far in advance of the Pilot
- Unclear registration instructions on Grants.gov
- Instructions on Grants.gov were out of sequence
- Registration process took longer than Applicants expected
- Mixed feelings regarding Customer Service
- Importance of E-Business Point of Contact selection/role/coordination required was not adequately stressed

- Lessons Learned

## Use of Trading Partner Identification Number (TPIN) and Marketing Partner Identification Number (MPIN) was not clear
Hard time determining NAICS and SIC code for entry on CCR
System requirements were not highly visible (Windows 95 will not work)
DUNS number did not always work
Majority of problems were encountered with the CCR
Downloading the PureEdge Viewer was not recognized as a step in the process

- Hard time determining NAICS and SIC code for entry on CCR
- System requirements were not highly visible (Windows 95 will not work)
- DUNS number did not always work
- Majority of problems were encountered with the CCR
- Downloading the PureEdge Viewer was not recognized as a step in the process

- Lessons Learned (cont.)

## Need easy-to-understand instructions in sequential order stressing that steps must be taken in order and the coordination efforts required
Need to provide a realistic amount of time required for each step, along with the total amount of time required prior to submitting an application
Need easy-to-understand standard NAICS and SIC codes for financial assistance Applicants 

- Need to provide a realistic amount of time required for each step, along with the total amount of time required prior to submitting an application
- Need easy-to-understand standard NAICS and SIC codes for financial assistance Applicants

- Conclusions

## E-Point of Contact name should be at top of worksheet and role stressed
MPIN and TPIN should be stressed
Need to provide system requirements up front
Need downloading PureEdge Viewer as a step
Need to spread the word regarding Grants.gov

- MPIN and TPIN should be stressed
- Need to provide system requirements up front
- Need downloading PureEdge Viewer as a step
- Need to spread the word regarding Grants.gov

- Conclusions (cont.)

## Registration Process Timeline

- STEP 1:  Access the Grants.gov Web site
- STEP 2:  Download and install the PureEdge Viewer - 15 to 30 	minutes
- STEP 3:  Request/Utilize DUNS number - 1 day
- STEP 4:  Complete Worksheet / Register with CCR / Obtain 	Confirmation - 13 days
- STEP 5:  Register with Credential Provider - 30 minutes
- STEP 6:  Register with Grants.gov - 30 minutes
- STEP 7:  Assignment of user privileges by E-Business POC - 30 	minutes
- Estimated time for all steps is 15 days
- See “Instructions” in Attachment 2

## HQ Action Items

- Create easier-to-understand Grants.gov instructions
- Will work to add and simplify the instructions in the Appendix to the FOA template
- Continue training and communication with States and field activities on Grants.gov
- Provide feedback to Grants.gov and OMB Task Force
- Coordinate the development of a Grants.gov test FOA on Grants.gov for potential Applicants
- Spread the Word regarding Grants.gov

## Spread the Word

- Implement the new States Energy Program Web site
- Utilize pop-up buttons
- _http://www.go.doe.gov/business.html_
- Utilize transmittal letters
- Utilize email signatures
- Bring this information to the forefront in IIPS –
- _http://e-center.doe.gov_

## Questions & Answers