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Orienta9on and  Grant   Management  Webinar  for  2013   Second  Chance  Act  Grantees  

© 2013  Council  of  State  Governments  Jus9ce  Center  

Agenda I.  Welcome  and  Congratula9ons:   §  Gwendolyn  Dilworth,  Program  Manager,  OJJDP  

II.  Introduc9on to  the  Na9onal  Reentry  Resource   Center  (NRRC):   §  Leah  Kane,  Deputy  Program  Director,  CSG  Jus9ce  Center   §  Josh  Weber,  Director  of  Juvenile  Jus9ce  Program,  CSG   Jus9ce  Center  

III.  Post-­‐Award Grant  Management  and  Federal   Compliance:   §  Gwendolyn  Dilworth,  Program  Manager,  OJJDP  

•  Authorized by  the  passage  of  the   Second  Chance  Act  in  April  2008   •  Launched  by  the  Council  of  State   Governments  in  October  2009   •  Administered  in  partnership  with   the  Bureau  of  Jus9ce  Assistance,   U.S.  Department  of  Jus9ce  

Na9onal Reentry  Resource  Center:   Objec9ves   •  Provide  a  one-­‐stop,  interac9ve  source  of   current,  user-­‐friendly  reentry  informa9on.   •  Iden9fy,  document,  and  promote  evidence-­‐ based  prac9ces.   •  Advance  the  reentry  field  through  training,   distance  learning,  and  knowledge   development.     •  Deliver  individualized,  targeted  technical   assistance  to  the  Second  Chance  Act  grantees.  

Technical Assistance  Ac9vi9es   •  •  •  •  •  • 

Bi-­‐monthly phone  calls   Peer-­‐to-­‐peer  learning  opportuni9es     Webinars   Training  from  experts  in  the  field   Resource  sharing     Site  visits  

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Youth Program  Page  


Distance Learning  



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SCA Juvenile  Grantees  (FY09-­‐FY13)  

2013 Second  Chance  Programs   •  State  and  Local  Reentry  Demonstra9on-­‐ Planning  Projects   •  State  and  Local  Reentry  Demonstra9on-­‐ Implementa9on  Projects   •  State  and  Local  Reentry  Co-­‐Occurring   Substance  Abuse  and  Mental  Health  Disorders   Projects  

FY13 SCA  Juvenile  Grantees   •  4  Demonstra9on-­‐Planning  Grants   •  10  Demonstra9on-­‐Implementa9on  Grants   •  5  Co-­‐Occurring  Substance  Abuse  and  Mental   Health  Disorders  Grants  

NRRC Technical  Assistance  Providers   •  Elizabeth  Seigle,  Policy  Analyst              212-­‐482-­‐2320  (main);  646-­‐383-­‐5763  (direct)   •  Nastassia  Walsh,  Policy  Analyst              240-­‐482-­‐8581  (direct)   •  Ka2  Habert,  Deputy  Director,  Substance  Abuse              240-­‐482-­‐8576  (direct)   •  Sarah  Wurzburg,  Policy  Analyst,  Substance  Abuse              


Technical Assistance  Timeline   •  Early  December:  All  grantees  will  receive  P&I   Guide  and  invita9ons  to  P&I  Guide  Webinar   •  December  19:  P&I  Guide  Webinar   •  December-­‐January  2014:  Grantees  complete   P&I  Guide   •  February  2014:  Grantee  calls  with  TA  Provider   to  review  completed  P&I  Guide   •  March  2014:  Begin  scheduling  NRRC  site  visits   •  May  2014:  Poten9al  SCA  Conference    

Working for youth justice and safety

Keys to Effective Grant Management of Your OJJDP Second Chance Act Award Presenter: Gwen Dilworth Juvenile Justice System Improvement Division OJJDP

Session Purpose sď łâ€Ż

Participants will gain vital insight on the performance expectations of SCA award recipients and learn how active communication between OJJDP program managers and grantees supports achievement of goals and objectives.

Session Goals sď łâ€Ż

Establish among new and previously funded grantees a common understanding of grant requirements and resources available to enhance project performance.

Session Goals (cont’d.) s 

Encourage timely and regular communication as an essential tool toward successful project planning, implementation, and sustainability.

Session Goals (cont’d.) s  Illustrate

interventions for addressing situations participants may encounter as grantees.

The Grant Life Cycle

Programmatic/ Financial

Technical Assistance

Monitoring Activities

Financial To Access Grant Funds‌

- Program work plan and Budget must be cleared by OJJDP and OCFO. - Special Conditions prohibiting spending draw downs must be removed by OJP. - Administrative issues (e.g., audits, missing reports or information) must be resolved.

Financial (cont’d.) OJJDP and OCFO perform financial monitoring to: - Review FFR’s and rate of expenditures against the approved budget and program plan. - Ensure compliance with financial guidelines and general accounting practices. - Ensure grant expenditures are allowable.

Monitoring Activities Grant Monitoring Responsibilities include‌ - Ensuring that programs are implemented in a manner consistent with the approved task plan. - Providing guidance on OJP grant program requirements, general federal regulations, and basic administrative and financial reporting requirements.

Grant Monitoring Requirements: - Periodic desk review (EPDR) of grant activities, financial matters, and files via telephone and e-mail. - Possible site visit to assess overall progress, review program and financial issues, identify TA needs, and visit other program sites.

Grant Monitoring “When will my grant be monitored?” ü  Monitoring

frequency depends on the type of monitoring necessary based on Grant Assessment Tool and other factors based on need or complexity of the grant.

Technical Assistance Program Managers are your “go-to� person for issues regarding your award. They will: - Provide technical and programmatic direction. - Assist in defining operational or programmatic options. - Present solutions to challenging issues.

Technical Assistance (cont’d.) s  s 



OCFO provides TA through regional trainings and monitoring site visits. GMS training is available on-line at CSR, Inc. provides training on data collections and performance measures: NTTAC program development and operational trainings:

Grant Close Out Tips s 

90 days after the project period end date, submit final progress (CAPR), DCTAT and financial reports (SF 269).


Draw down all funds or deobligate (return) remaining funds to OJP.

Grant Close Out Tips (cont’d.) s 

A no-cost extension (NCE) may be requested, if a need exists to continue program activities.


NCE request must be received 45 days prior to the project end date.

Common Situations s  s 

s  s 

Call or E-mail the PM for assistance. Include your name, grant award number, telephone number, and short description of the problem in your message. Be familiar with the award instructions, Special Conditions, and OJP Financial Guide. Only the grant POC, FPOC, or Authorized Representative should contact the PM.

Handouts Available

Thank You!

(877) 332-­‐1719    

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