NGMA’s Annual Grants Training
April 18-20, 2017 • Crystal Gateway, Arlington, VA
Breakout Sessions by Title
It’s 2017. Do you know if the current audit is considered an A-133 audit or a Subpart F audit under the uniform guidance? Are there 12 or 14 elements of compliance testing? Were your awards received before Dec. 26, 2014 or after? What about multi-year awards and the two-fiscal year grace period for procurement? Which audit guidance would apply? A-133? Subpart F? Both? Seriously. Did we just say both? Careful attention must be paid to dates, compliance testing, exceptions and thresholds. In this session, you’ll learn how to prepare, for both auditors and auditees. Are you ready for a single audit mash-up?
Federal regulations require that Pass Through Entities (PTEs) have a written procurement process, and follow standard federal contracting practices. In this session you will learn about various contract types and their pros and cons. The session will cover fixed-price, time and materials, cost plus, and blended contracts. PTE’s will also learn how to plan and run a compliant procurement, and under which circumstances a competitive procurement is, or is not required. Federal grants administrators will learn what they should be looking for in their grantees’ procurement systems.
This program is for the beginner or intermediate grantee which will provide grantees with information on ways to address and describe how their organization meets the internal control criteria and of the Uniform Guidance and potential risk factors in a proposal. The presentation provides attendees with tips on how the organization describes its correction factor for potential risks while performing the work of the grant and affectively communicating the corrections.
This presentation covers recent developments in civil False Claims Acts (FCAs) lawsuits brought against grantees and sub recipients. It focuses on the civil FCA amendments which brought grantees and sub recipients within their jurisdiction. Additionally, this presentation provides an overview of the theories of FCA liability which grantees and subrecipients are exposed to, as well as defenses available to them. Lastly, this presentation suggests practical FCA avoidance/compliance considerations for grantees and subrecipients.
Back by popular demand! This closing session will give you the opportunity to understand the intricacies of grants management from an expert practitioner’s perspective. We invite you to do just as the session suggests and ‘Ask a Grants Expert’. Are you still confounded with applying new/revised requirements of 2 CFR 200? Do you understand the Federal audit requirements and resolution process? Are you wondering how to resolve grantee compliance issues or a better understanding of the suspension and debarment process? Come ready to ask these and other burning questions of our panel of grants experts and learn from the experiences of fellow grants professionals.
Real Strategies to Help Grants and Finance Understand Each Other
It’s just a purchase order. But when Finance sends it back to the Grants Office for the third time, war erupts. Why can’t Finance make things easier? Why can’t Grant staff fill out a form? Who’s right? Everybody, of course! In bridging the Grants/Finance language barrier, we will work through more than a dozen practical, tested ways to bridge that language (and personality) divide to help you all get it right the first time!
Certification for Grant Professionals – All About CGMS!
Come hear an overview of the Certified Grants Management Specialist (CGMS) Certification. The CGMS credential is extremely important in validating the knowledge of grant professionals, especially as it relates to the full lifecycle of grants management. In this session, participants will understand the inception of the credential, the application process, exam registration and testing process. Participants will also explore how the Grants Management Body of Knowledge (GMBoK) training can aid and assist in the CGMS exam readiness.
You are working hard pursuing the Certified Grants Management Specialist (CGMS) credential or you have been conferred as a Certified Grants Management Specialist – Now What? Whether you are pursing this credential, have newly attained this credential, or have been credentialed for a number of years, this informative session will shed light on ways this credential can position you in your organization, inform you of the important ethical and professional guidelines associated with the credential, review important recertification requirements, review the standards related to obtaining CPEs/CEUs and the requirements for maintaining documentation, and review and discuss case studies of ethical dilemmas for CGMS holders. You will walk away with a better understanding of what the CGMS credential really means to the Grants Management industry.
The OMB’s Uniform Grant Guidance (UGG) requires risk assessments at every level of the federal grant process. This session will provide participants with the requirements from the UGG, the benefits of implementing a grantee risk assessment process and best practices related to grant risk assessments. Practical examples will be presented including the U.S. Department of Education’s risk assessments process and state government and local grant risk assessment models.
The focus on data and risk management in the grants community may have you wondering where to begin. In many cases, it starts with a risk matrix. Participants will consider common quantitative and qualitative criteria that they can use in their own matrices, pre- and post-award, to control, monitor, and evaluate their grant programs and awards. The session will also discuss how a risk matrix serves as a starting point for dashboards and decision tools.
This presentation will focus on the current enforcement environment for Federal grantees. In recent years, there has been a significant increase in scrutiny of Federal grants and grantees by agency Offices of Inspectors General and the Department of Justice in an attempt to combat fraud, waste and abuse. This environment has created increased legal risks for all grantees, including non-profit organizations. This program will cover the key areas that these enforcement authorities are investigating.
Leverage your existing data, whether it resides in Excel, Access, an enterprise system/database, or external data source. Gain access to the data that matters for greater strategic decision making. Visualize and track social outcomes and impacts. Understand the steps to consolidate and make better use of your data. Leverage the availability of third party data, such as educational, census and other external sources of data from a centralized location.
Data visualization provides an effective format for grants managers to monitor and report risk efficiently through scorecards, charts, and dashboards. This session explores guidelines for interpreting data visualizations, considerations for how to select the right visual format to capture your risks, and recommendations for deciding whether to build your own visuals or use business intelligence software systems. Examples include quantitative and qualitative data visualization scenarios.
Creating the Structure that Works for You
Indirect cost rates seem complicated but that does not have to be the case. In this session we will discuss the pros, cons, and how-to’s of the de minimis vs. the NICRA. This participant engaged session includes real-world examples of four different indirect cost structures to show impacts on prime grantees, subawards, and passthrough organizations. Discussion involves how to negotiate with auditors and preparing justification for cognizant Federal bodies.
Many organizations must engage in the process of negotiating federal indirect rates. Nonprofits face unique challenges in preparing, submitting and negotiating indirect rates. As we go through this process, many of us often wonder if we’ve done everything we can do within the constraints of federal regulations in order to maximize our institution’s negotiated indirect rate and resulting indirect cost recovery. In this session, we will discuss strategies that may be employed to maximize indirect cost recovery, both in the preparation of your indirect rate proposal as well as during the subsequent rate negotiation and budgeting of indirect costs on grants and contracts. Participants will be encouraged to share their experiences concerning the indirect rate process. We will also discuss the impact that the new Uniform Guidance will have on preparing and negotiating indirect rates and what participants are doing to prepare for these changes.
or Improved with Federal Funds
For federally-funded nonprofits, documenting and managing federal interest in their real and personal property is critical to avoiding disputes upon disposition of that property. Failure to fully understand the impact of a federal interest in your nonprofit’s property can expose your organization to sizable liability. This session will discuss what a “federal interest” is, how it is created, its importance to nonprofits, and the legal and practical implications of federal interests in recipients’ property.
This training session will familiarize the attendee with the requirements of the Grants Oversight and New Efficiency (GONE) Act while walking them through the federal grant closeout process (both administrative and financial). By the end of this session attendees will gain specific insight on the status of federal agency and recipient compliance to the GONE Act. You will be able to identify specific grant closeout requirements within the OMB Uniform Guidance, 2 CFR 200, and you will be able to identify specific grant closeout functions and activities (both administrative and financial) that will be required in order to comply with the GONE Act.
This presentation is geared towards grantor (both primary & passthrough) and grantee organizations, especially to the program and fiscal users who have to report on the grant performance. The session will highlight complexities of setting the performance expectations (as a grantor) and difficulties of reporting it through different means (spreadsheets, emails, age old document templates…). It also calls out the underlying risk management needs of federal grants and also highlight the common pitfalls of the program & fiscal users. We would also recommend a performance tracking framework and demonstrate it through an EGMS system. Best practices, lessons learned, and advice for other grant-receiving and grant-making organizations will be provided in this practical session.
Consultants can play a valuable role in grant-funded programs. However, the concept can easily be misused by unscrupulous individuals as a way to disperse funds for improper and perhaps illegal purposes. From “no-show” to “low-show” jobs, improper related-party transactions, and individuals literally awarding themselves consulting contracts, there are numerous permutations of the same theme: some grant consultants are nothing more than a fraud scheme camouflaged as an official looking transaction. It is therefore imperative that grantees and grantors understand the fraud risks associated with consulting arrangements.
How about an idea out of left field? Team up with Internal Audit Department to hit all the bases during your Single Audit. Single Audits can be daunting, intimidating, and stressful; but, with Internal Audit on your side, you increase your chances for a positive experience! Participants will learn techniques to leverage the experience and knowledge of their in-house auditors and discover how one Texas state agency improved their score to be at the top of their game!
The new risk and integrity assessment requirements contained in 2 CFR Part 200 have federal grant recipients fired up! Learn more about one of the hottest grant management topics as you discover how expanded requirements seek to limit the risk of waste, fraud and abuse while driving accountability to the highest levels of organizations. See how new federal tracking can harm your grant-seeking for many years to come if you are not prepared.
Federal grants management is a complex environment of different management systems. Several Federal agencies have joined together forming an innovative shared services platform to achieve collaborative efficiency. GrantSolutions, a Government-funded and operated shared service, demonstrates how Federal agencies are using this approach to streamline their grants management. Learn how shared services provide the highest value to grantors and grantees by improving data accuracy and reducing administrative burdens and redundancies resulting in more grants funds available.
The first year of auditing under the UG is now complete! Looking at the year’s results, some common or otherwise significant findings and observations have been noted. During this session, presenters will discuss what has been noted in the field and discuss recommendations and ideas with the audience for how to prevent them going forward.
With respect to financial assistance awards, OMB has moved from voluntary disclosures of fraud and fraud-like matters to mandatory reporting. With the promulgation of the UGG, mandatory reporting of certain events and circumstances is now required under 2 C.F.R. 200.113. As of January 2016, mandatory reporting expanded further with FAPIIS, this time with a great amount of detail on when and what to report. Understanding the scope of these requirements is critical.
How can applicants, recipients, and Federal grants managers keep grants healthy? Preventive medicine for grants! Federal officials with extensive grants management and legal experience in Federal agencies large and small, including NIH, NOAA, NIST, and others share lessons learned, experiences, observations, cases, and more to help inoculate your team from problems you could encounter in the grants lifecycle. Your grants health care team, Grants Manager Debbie Chen from the National Institutes of Health and Grants Attorney Jana Patterson from the U.S. Department of Commerce, will help you learn how to keep your grants healthy by highlighting best practices, as well as showing you how to avoid both traditional and trending trouble areas.
Following the project management methodology mitigates project risk, controls spending, and increases the likelihood of project success. This presentation will outline the fundamentals of Project Management and explore the benefits of incorporating Project Management principles in grant administration. Attendees will learn how to apply general Project Management techniques to manage grants more efficiently. The presenters will share best practices that the grant professional can apply in their day-to-day work.
Do you know the difference between FAPIIS (Federal Awardee Performance and Integrity Information System), PPIRS (Past Performance Information Retrieval System) and CPARS (Contractor Performance Assessment Reporting System)? In this session you will learn how federal grant making agencies uses these databases and the impact of past performance to the grant recipient community. Don’t strike out by missing this session. Hit a home run and learn about the guidance describing federal awarding agency and recipient responsibilities associated with FAPIIS.
Get educated on OIG interaction with grantees and HHS, and the resources available to learn more about how OIG enforces grant law, regulation, terms and conditions through examples of its publications. Become more prepared for any interaction with an I.G., and get acquainted with some of its team. This session offers a uncommon chance to meet and confer with a range of experts from the Federal government that have worked on various HHS grant programs on behalf of the HHS OIG. The audience will be encouraged to ask their own questions, and to learn more about HHS OIG, as the largest Inspector General’s office in the Federal Government dedicated to combating fraud, waste and abuse and to improving the efficiency of HHS programs. This session will explain HHS OIG’s responsibility and oversight of grants through audits, evaluations, and investigations.
This session will address the requirements that apply to grantees who have elected to make subawards, and thereby become Passthrough Entities (PTEs). We will address all aspects of the PTE-Subrecipient relationship, from risk assessments conducted prior to award through structuring the subaward agreement and monitoring subrecipient activities under the agreement, and on to close out of the subaward relationship.
2CRF 200 requires grantor agencies to monitor grantees more closely requiring more monitoring visits. This presentation will discuss some of the problems and observations made during various “visits” from the grantee point view. We will cover various types of monitoring and will including what to expect before, during, and after the visit and some changes made on an organizational level as a result of the visits.
Since the UGG, indirect costs seem even more complex. When can new grantees can request a “de minimus” 10 percent flat rate? Why can some agencies still have more than one indirect cost rate if one rate must be accepted by other federal agencies? What are best practices for getting indirect costs covered – without getting hit with disallowances or worse, audit findings? This presentation will review the changes in the way indirect costs are treated in federal grants including, how to determine allowable indirect costs and gain awareness of the general process for charging indirect costs.
During the past few years we have seen several legislative, regulatory, and legal changes in the grants arena which have significant implications for the administration of grant funds, for grantors, grantees, and subrecipients. In an attempt to assure greater efficiency and effectiveness in the allocation and utilization of public sector resources, Congress, federal agencies, the Supreme Court, and advocates have all intervened to present and support measures to move closer to these goals. These initiatives have laid the foundation for a different profile of the essential grants administrator in the 21st century and beyond. This presentation will look at some of the legislative, regulatory, and legal changes and rulings that have created this new set of demands on grantors and grantees alike in the administration of grant funds. It will also identify some of the changes and paradigm shifts that are imposed on the operational and managerial environments of grantors, grantees, and subrecipients, including contractors and auditors.
Building a successful grant organization can be a challenge when you are part of a large or decentralized organization. If you are trying to implement standardized best practices across such an organization, does the phrase “herding cats” ring a bell? We will explore using a roundtable setting to increase compliance by improving communication and promoting the sharing of best practices. Keys to success: whom to include, tone, setting, agenda, and format.
Time and Effort (T&E) reporting has always been a challenge for grant recipients. We will discuss the new Uniform Guidance 2 CFR 200.430(i) pertaining to the Standards for Documentation of Personnel Expenses to ascertain if there are any new options. This session will provide an example where an organization was penalized for a non-compliant timekeeping system. Most importantly, we will go over a sample timekeeping policy and procedure to include specialized forms.
Billions of dollars in grants are made at the federal, state and local levels. Leadership at agencies that provide these grants often lack visibility into the performance of the grants and are unable to comply with auditing requirements. Learn how performance tracking through grants management systems can assist in compliance, transparency and better grants management.
Recipients and subrecipients are required and expected – based on Uniform Guidance and audit requirements – to have internal monitoring programs, execute subrecipient monitoring procedures, and also have adequate processes in place to prevent and detect fraud, waste, and abuse. Designing and implementing such programs can be both time and resource intensive. During this session, presenters will discuss the mechanics behind cost-effective monitoring programs that they have designed, implemented, and executed upon. Session participants will be asked to actively participate in the session by evaluating the costs and benefits of various monitoring approaches and performing an assessment to determine which type of monitoring may be most appropriate for their organizations.
Time and effort documentation findings are consistently the top finding among single audits and program monitoring. The time and effort documentation rules under the Uniform Grants Guidance (2 CFR 200.430(i)) are significantly different than its OMB Circular predecessors. What do the new rules mean and how do they apply to your agency? What flexibilities exist under the new rules that could pass an auditor’s review? This session will review the prior OMB circular rules, the changes under the UGG rules and provide practical advice on how agencies can navigate this complex rule and be compliant. The session will also provide examples of how agencies can track time and effort under the UGG.
UGG is in effect, knowing and understanding you true cost is important. What’s the difference of indirect cost and direct cost? How do you calculate your indirect cost to assure your maximum reimbursement? Does it really matter now with the 10% de-minus? We’ll work a case study on indirect costs, different methods of calculating it, what it means to grants and how it can affect the sustainability of your organization and impact you can achieve.
As federal requirements grow in quantity and complexity, organizations that receive federal grant funding will soon need to reevaluate existing grant management processes in order to adhere to new expectations.
Representatives from Federal and State grant making agencies will discuss how they cut down silos and collaborated to on making grant making processes less risky. Techniques discussed will include data exchange, communication, and dashboards.
How do you move an organization and its grantees from “just enough” monitoring and evaluation (M&E) aimed at keeping ‘The Man’ off their backs to an appreciation of the value of M&E to THEIR organization and its continuous improvement? This session will discuss how CDC and its Program and Performance Evaluation Office (PPEO) used the right mix of sticks (standards and expectations) and carrots (practical tools, guidance, and coaching) to ensure that new solicitations were clear and compelling, and with a firm identification of successful outcomes.