# Presentation: 722546

## HUD’s eGrants Update for Grantees

- August 10, 2004
- Office of the Assistant Secretary for Administration/OCIO

## Agenda

- Introductions
- Grants.gov/Find and Apply Primer
- Federal Initiatives and Mandates
- Government-wide Streamlining Efforts
- GM Line of Business Working Group
- HUD eGrants Program
- eGrants Vision, Goal, and Objectives
- GM Segment Architecture Update
- Next Steps

## Introductions

- Barbara Dorf – Program Sponsor
- Rita Yorkshire – Program Analyst
- Tammy Borkowski – Program Manager
- Martha Glum – Enterprise Architect

## Slide 4

## What is Grants.gov?

-    A single, unified storefront for all customers of federal funds to electronically find funding opportunities and electronically apply for funds.

## Grants.gov Statistics

- Officially opened for business - October 1, 2003
- As of July 2004
- 3,000 grants have been posted to the site
- 26 Federal Agencies have posted funding opportunities
- 16 Federal Agencies have posted electronic applications covering 115 programs
- Week of July 5
-  1,209,442 hits per week
- 547,943 applicant notification emails sent per week
- HUD posted its first electronic application  on May 12, 2004 - Housing Counseling Training

## HUD’s Grants.gov Statistics

- Received its first electronic application May 22, 2004.
- Housing Counseling Training NOFA received 18 applications electronically by the deadline.
- Grants.gov support was able to handle all transmission questions posed by applicants.

## Grants.gov/Find and Apply Primer

## Slide 9

**Notes:**
Grants.gov allows organizations to electronically find and apply for competitive grant opportunities from all Federal grant making agencies.  It is the SINGLE access point for over 900 grant programs offered by the 26 Federal grant-making agencies.

## Slide 10

**Notes:**
For you as a grantee, once you have accessed the grants.gov site you want to click on Get Started.  This page outlines the steps you need to follow.

## Slide 11

**Notes:**
Your organization will need to be registered with Central Contractor Registry (CCR) before you can submit a grant application through Grants.gov. When your organization registers with the CCR, you will be required to designate an E-Business Point of Contact*. This individual will become the sole authority of the organization with the capability of designating, or revoking, an individual’s ability to submit grant applications on behalf of their organization through Grants.gov.

## Slide 12

## Slide 13

**Notes:**
To make the process easier, we suggest that you download CCR's Registration Worksheet and complete it prior to registering. You will need Adobe Reader to view this registration worksheet. 
Be sure to complete the Marketing Partner ID ( MPIN) and Electronic Business Primary Point of Contact fields during the CCR registration process. These are mandatory fields that are required when submitting grant applications through Grants.gov. 

## Slide 14

**Notes:**
You must have a DUNS Number to Register with the Credential Provider

**Notes:**
Enter the username and password from registering with the Credential Provider. You will then be asked to provide identifying information and your organization‘s DUNS number. After you have completed the registration process, Grants.gov will notify the E-Business Point of Contact (POC) for assignment of user privileges. 

## Slide 17

**Notes:**
To perform a full text search for a grant, complete the "Full Text Search" field and click the "Search" button. Access Search Tips for helpful search strategies. 
You can also perform a search by completing one or more of the additional fields and clicking the "Start Search" button at the bottom of the screen. Once you find an opportunity for which you wish to apply, you will need to record the Funding Opportunity number or CFDA number and enter it manually on the Download Application Packages screen in the Apply for Grants section of this site.

**Notes:**
Once you have completed grants.gov registration process, now you are ready to Apply for grants. 

## Slide 20

**Notes:**
Step 1 in Apply for grants is to download the application package.

**Notes:**
I want to point out the Sentence in RED you must have the PurEdge Viewer installed.

**Notes:**
Once you have clicked on download instructions, you will see the screen, which gives you the opportunity number, agency, opening date and closing date. If you have not registered to receive grant notification, this page provides a place to put your  email address.

## Slide 23

**Notes:**
You have clicked on the download instructions, you will see a FILE Download box, you can open the opportunity or save it.

**Notes:**
You have now opened the instructions.  This file will contain the Federal Register Notice for the opportunity, and other forms that you the grantee need when applying for funding.

## Slide 25

**Notes:**
Now you have your Instructions downloaded, now you want the Application.

## Slide 26

## Slide 28

## Slide 29

## Slide 30

## Slide 31

## Grants.gov/Apply Tips

- Be sure you have permission to install the PurEdge Viewer **(for large organizations ask IT administrator to push PurEdge to your computer)**
- Register Early – Do not wait until the NOFA is published.
- Submit your application when the Customer Support Line is open.
- Make sure your AOR signing the application has the authority to make a legally binding agreement for your organization.

## Grants.gov/Apply Tips

- Zip attached files and send as a single attachment.
- Allow time for application to upload and transmit to Grants.gov.
- Timely receipt is when the application is received by Grants.gov.

## Federal Initiatives and Mandates

## Government-wide Streamlining Actions – 

- May 11, 2004 Federal Register Notice Eliminates Certifications for Drug-Free Workplace and Debarment and Suspension
- Debarment and Suspension Working Group is developing a single regulation to replace each agency’s separate full text plus any additions, clarifications or exceptions in the agency implementation regulations; reducing the CFR by approximately 750 pages.

## Streamlining Actions-R&R

- A cross-agency work group completed the SF 424 (R&R) –Research and Related data set.
- The SF 424 (R&R), after full agency review and comment, will become the common Federal form for research and related grant applications, replacing agency specific forms.

## Interagency Actions – Grants Management Line of Business

- In March 2004, OMB formed the Grants Management Line of Business (GMLoB) Task Force as part of government-wide business consolidation efforts.
- The GMLoB vision is a government-wide framework to support end-to-end grants management activities.

## GMLoB Goals

- Use Best Practice business processes and standard data models.
- Leverage and maximize existing agency and industry capabilities to support market segment lines of business in Grants Management.
- Achieve or enhance cost savings in enhancement or acquisition, implementation and operation of grants management systems.

## GMLoB Progress

- Issued RFI for agency and industry best practice responses.
- Reviewed responses and prepared white paper with recommendations to OMB.
- Draft White Paper developed July 2004 identifying common grants management processes.

##      GRANTS MANAGEMENT PROCESS FLOW

| 0) Pre Programming |
| --- |
|  Develop project/solicitation
 Response back
 Appeal step on allocation of non-competitive  money 
 Clearance process
 Establish milestone for completion of grant
 Information collection clearance
 Create forms |
| 1) Program Announcement |
|  Distribute solicitations
 Support applicant during proposal development
 Establish submission process
 Create / publish announcement |
| 2&4) Find & Apply  |
|  Search / find & target opportunity
 Form partnerships
 Get business & technical assistance from grantor
 Develop proposal & contents (E –submission) |
| 3&5) Authenticate & Intake  |
|  Create / validate users
 Receive applications / proposals and unsolicited proposals
 Apply business rules & assure administrative compliance
 Authenticate submissions
 Identify appropriate programs for consideration
 Acknowledge receipt of proposal 
 Send submission updates |
| 6) Status & Update  |
|  Access to status review |

**13**

**10**

**7**

**9**

- PRE-AWARD

| 7) Conduct Review & Decision |
| --- |
|  Coordinate
 Plan
 Conduct reviews (Admin, Budget, Policy, Merit, and           Business Reviews)
 Make award decision and provide review output
 Notify Congress
  Merit/peer review panelist support services |
| 8) In Process Status Review and Support |
|  Access to status review |
| 9) Award Fulfillment |
|  Commit funds
 Obligate funds
 Disburse funds
 Funds control
 Congressional notification 
 Public announcement |
| 10) Receive Notification |
|  Setup financial obligations and tracking |

| 11) Award Management & Oversight |
| --- |
| Conduct site visits & one-on-one interactions with project director
Financial compliance review
Review program & reports 
Risk assessment (portfolio management)
Audit tracking 
Amendments / modifications 
Conduct annual consultation
Grant administration
Administrative actions
Recapture and reallocate funds
Monitoring use of program income |
| 12) Reports  |
|  Prepare reports in a timely manner
 Focus messages on appropriate goals for sponsor
 Program unique reports |

| 13) Grantor Close-out |
| --- |
|  Distribution & archiving of grant reports
 Link to financial management processes
 Financial reconciliation 
 Enterprise Management Information Reporting
 Recapture property owed to the government
 Report inventions/copyrights
 Identify best practices; share with others |
| 14) Grantee Close-out  |
|  Submission of final reports  
 Financial reconciliation   |

**14**

**3,5**

**2,4**

**6**

**12**

**11**

**8**

- AWARD

- POST-AWARD

- CLOSE-OUT

**     ****GRANTS MANAGEMENT PROCESS FLOW**

**Process Flow Legend**

- Highly Generic

- Generic With Flexible Business Rules

- Fully Tailored

## GMLoB White Paper

- 12 month planning phase
- Introduced concept of Service Centers for discrete business processes (Pre-Award, Award, Post-Award, Audit).
- Functionality becomes available in FY 06 –07 as Service Centers come online.
- Agencies adopt increasing functionality over a 4 year period.
- Change Management Costs incurred once for each Service Center
- Savings Accrued through increased operational efficiencies and cost avoidance.

## HUD eGrants Program

## HUD eGrants Vision

-    A HUD-wide solution to support end-to-end grants management activities that will result in maximized services provided within communities, business partner collaboration, and agency financial and technical integrity, consistent with Federal Grants Management Line of Business solution.

## HUD eGrants Goal

-    Leverage technology to empower our business partners, program offices, and the Department as a whole to increase housing and development services to quantitatively improve communities.

## HUD eGrants Objectives

- Provide HUD business partners with integrated, Federal information they can use to leverage housing and development services in communities.
- Improve data collection and analysis capabilities within the Department to better target community needs.

## Grants Management Lifecycle Phases

- OMB Grants Management Line of Business (draft)

- HUD Grants Management Lifecycle

**2.0 Process Application**

**2.1 **
**Intake**

**2.2 Evaluate**

**1.0 Establish Program**

**3.0 Award**

**4.0 Administer**

**5.0 Monitor Execution**

**6.0 Closeout**

**Pre-Award**

**Award**

**Post-Award**

**Closeout**

- 

- 

- 

- 

- 

## Business Model Observations

- Limited process differences exist between Formula and Discretionary Grants.
- Define standardized requirements for amending existing grant agreements.
- OMB Performance Metrics requirements will impact performance monitoring activities.

## Business Model Observations (cont’d)

- Office-specific business processes are additional processes, not alternatives to the common process flow.
- Processes requiring additional implementation flexibility have been identified throughout the GM lifecycle.

## Analysis Statistics

- At the lowest level of detail, more than 85% of the business processes are not office-specific.
- Of that 85%, more than 70% are common to the overall grants process (i.e. not specific to discretionary or formula grants).
- 80% of the office-specific business processes occur in the first three phases of the GM lifecycle.
- Less than 25% of the business rules are office-specific.
- Approximately 10% of the office-specific business rules apply to more than one business process.

## Next Steps for Applicants/Grantees

- Install PurEdge Viewer
- Complete Grants.gov registration process
- Inform business partners about Grants.gov and electronic submissions
- Submit 2005 applications via Grants.gov