Grant Management

After a grant is approved and executed by DCA, the Application Administrator will receive a notice on his/her Task List – Grant Executed, with the grant number directly underneath.

To access the grant, click the grant number hyperlink, which will bring you to the Grant Menu. To find a grant if it is not on your Task List, use Quick Links.

Grant Management Responsibilities

· Assign Grant Contacts

· Submit Progress Reports

· Submit Financial Status Reports

· Request Revisions and/or Amendments (optional)

Grant Contacts

The Application Administrator is the only application contact who is automatically transferred to the resulting grant, with the title of Grant Administrator. The Grant Administrator is responsible for giving additional staff members (Agency Contacts) access to the grant. The Grant Administrator can assign additional Grant Administrators, and can delete his/her own name from the list of Grant Contacts, if desired (refer to the DCA SAGE Agency Security Levels Chart).

Adding Grant Contacts

At the Grant Menu—

· Click Grantee Contact Information under Contacts

This will bring you to the Give People Access to this Grant screen

· Select one of your Agency Contacts from the pull down list in the Name field

· In the Contact Type field, select whether this person will be a Main Contact or a Staff Member from the pull down list

Main Contacts see the grant on their Task Lists

· Select the appropriate Level of Access from the pull down list (refer to the DCA SAGE Agency Security Levels Chart, if necessary)

· Click Grant This User Access

Editing Grant Contacts

At the Grant Menu—

· Click Grantee Contact Information under Contacts

This will bring you to the Give People Access to this Grant screen

· Select the name of the person you want to edit

· Click Edit

· From the pull down list(s), select a new—

– Level of Access

and/or

– Contact Type

· Click Save

Deleting Grant Contacts

At the Grant Menu—

· Click Grantee Contact Information under Contacts

This will bring you to the Give People Access to this Grant screen

· Select the name of the person you want to delete

· Click Delete

The Grant Contact has not been deleted from the Agency Contact list, just excluded from this grant

Using a Consultant to Manage the Grant

Add a Consultant to the Grant Contact list by following the instructions in Consultants.

DO NOT ADD CONSULTANTS AS AGENCY PERSONNEL.

Progress Reports

If you managed DCA grants previously, you may have submitted Monitoring and Fiscal reports together. In DCA SAGE, these are two separate reports. To create a Progress Report, you must have a Security Level of Grant Administrator, Grant Report Writer, or Financial Officer.

DCA SAGE has several types of Progress Reports—

· Objectives Monitoring Reports

· Quarterly Report Forms

· Quarterly Reports with Attachments

A few Grant Programs have Progress Reports that are a combination of the types listed above, for example, an Objectives Monitoring Report with an upload requirement.

Initiate a Progress Report

The initial steps are the same for any type of Progress Report.

At the Grant Menu—

· Select a Progress Report from the pull down list (by date)

· Click Create

The Report Menu will be displayed

Follow the directions for your type of Progress Report, below – Objectives Monitoring Report or Quarterly Report.

Objectives Monitoring Report

At the Report Menu¾

· Only select Yes if this is your Final report - otherwise, leave the selection as No (the default is No)

One or several Objectives (as defined in your grant application) will be listed

· Click an Objective hyperlink

This will bring you to a Monitoring Report screen

· Enter the Percent Complete of the Objective

· Enter text describing the progress of this Objective in the Objective Notes text box

· Click Save

· Return to the Report Menu

· Repeat this procedure until you have recorded the status of all your Objectives (if you have more than one)

· Submit the Progress Report

Quarterly Report Form

Some Progress Reports contain online forms with fields to be completed and submitted by the grantee.

At the Report Menu¾

· Only select Yes if this is your Final report - otherwise, leave the selection as No (the default is No)

· Click the Report Name hyperlink

If your program has several Components, each will be listed as a hyperlink to an individual Progress Report.

· Enter the appropriate information into the fields

· Click Save

· Return to the Report Menu

· Repeat this procedure until you have completed a report for each of your Components (if your program has more than one)

· Submit the Progress Report

Quarterly Report with Attachments

· Only select Yes if this is your Final report - otherwise, leave the selection as No (the default is No)

· Click the Report Name hyperlink

If your program has several Components, each will be listed as a hyperlink to an individual Progress Report.

You will be brought to a Report form that will require that you to mail, hand deliver, and/or upload documents or enter information directly into the form

Your Grant Manager may provide or suggest documents to complete and submit as attachments (if applicable)

· For each required attachment, select how you will forward the attachment to DCA by clicking its radio button

· Click Save

· Return to the Report Menu

· Repeat this procedure until you have completed a report for each of your Components (if your program has more than one)

· Submit the Progress Report

Uploading an Attachment

· Click the Browse button

· Find the appropriate document in your computer system

· Double-click on the document name (or highlight the document name and click Open)

· Click Save

· Repeat the Browse and Save procedure for each document you want to upload

Submit the Progress Report

· Return to the Report Menu

· Click Submit

Progress Report Modifications Required

After your Progress Report is submitted, DCA may determine that your report needs changes before it can be approved. If this occurs, the report will appear on your Task List and in the Grant Menu under Grant: Related Items list with the status of Progress Report Modifications Required.

Modifying a Progress Report

· Click on the Progress Report hyperlink in the Task List

You will be brought to the Report Menu

The reason(s) that your Progress Report needs modifications will be shown at the bottom of the page in a Modifications Required box

· Click on the appropriate Objective or Report Name

· Correct the issue(s) described in the Modifications Required box

· Contact your Grant Manager, if necessary, to clarify the required modifications

Submit the Modified Progress Report

· Return to the Report Menu

· Click Submit

Financial Status Reports

Financial Status Reports (FSRs) can only be submitted by Agency Contacts with Grant Security Levels of Grant Administrator or Financial Officer.

The Grant Contract will specify which kind of FSRs apply to your grant.

FSR Type	Description
Advance	Advances are disbursements of funds from DCA to grantees for project costs—in “advance” of the expenses being incurred. An Advance often represents a specific percentage of the total grant. DCA Grant Managers usually submit Advances, but sometimes grantees themselves submit Advance requests.
Expense Report	An Expense Report is used to— · Document project expenditures · Request reimbursement for project expenses · Report on match (other) funds that have been expended on a project
Draw	Draws are specified percentages of a grant dispersed periodically on a pre-determined timetable. An agency whose Grant Contract includes a Drawdown Schedule will use Draws to obtain funds. Currently, only Balanced Housing uses Draws.

IMPORTANT

You cannot initiate a Financial Status Report (Advance, Expense Report, or Draw) for a grant if the grant has another Report, Revision, or Amendment pending. To see if you have any outstanding Reports, check the Grant: Related Items list on the right side of the Grant Menu.

Advance

Contact your DCA Grant Manager before submitting an Advance Request. In some DCA programs, the Grant Manager processes an initial Advance for the grantee.

If the Request an Advance selection is not available on your Grant Menu, your grant does not include Advances.

Requesting an Advance

At the Start Menu—

· Under Grant Executed, click the grant number

You will be taken to the Grant Menu

· Under Financial Status Reports, click on Request an Advance

This will take you to the Financial Status Report/Payment Request form

· Click Edit

· Select a name (the person to contact if DCA has any questions about this FSR) from the Main Contact pull down list

· In the Payee Reference field, enter brief information to allow your accounting department to apply the funds correctly when you receive the payment from DCA (this text will appear on the check from Treasury)

· Type the reason for your Advance request in the Comments to the Review Team from the Grantee text box

· Enter the dollar amount you are requesting in the Requested Advance field (must not exceed the Available Advance amount)

· Click Save

· Print a Voucher (see Printing a Voucher)

· Click Submit

· Mail the Voucher to the address at the top of the Voucher

Expense Reports

Creating an Expense Report

At the Grant Menu, under Financial Status Reports—

· Select a grant component from the Expense Reports drop down list

· Click Create

You will be brought to the Expense Summary page

Expense Summary

· Click Edit

· Select a name (the person to contact if DCA has any questions about this FSR) from the Main Contact pull down list

· Select Yes or No to indicate whether this is your Final Report (“final” FSR cannot be submitted unless your agency has spent all of the cash-on-hand)

· Enter the dates for the Current Report Period - must be within the grant term

(use four digits for the year)

· You may enter the text in the Comments to the Review Team from the Grantee field (optional)

· Click Save

· Click the Expense Detail tab

Expense Detail

· Add an Expense Item for each expenditure (the selections in the pull down lists will be from the budget you created in your application)

– Select a Budget Category from the pull down list

– Select an Item from the pull down list

– Select a Budget Column from the pull down list (if you are reporting expenditures of funds from other sources, select here)

– Enter the Date that the expense was incurred (must be within the Current Report Period)

– Enter details of the expense in the Description text box, if desired

– Enter the dollar amount of the expense in the Amount Requested field

– Click Save

· Continue filling out Add an Expense Item forms for each expense you incurred in the Current Report Period making sure to Save each one

All the expenses you entered will be listed and totaled at the bottom of the screen

· Return to the Expense Summary page

· Print a Voucher (see Printing a Voucher)

· Click Submit

· Mail the signed Voucher and any required attachments or receipts to the address at the top of the Voucher

Draw

If you have been awarded a grant with a defined drawdown schedule, you will use Draw Requests to collect the appropriate drawdown amounts.

Requesting a Draw

At the Grant Menu—

· Scroll down to Financial Status Reports and click on Request a Draw

This will take you to the Financial Status Report/Payment Request – Draw Request screen

· Click the Edit button

· Select a name (the person to contact if DCA has any questions about this FSR) from the Main Contact pull down list

· You may enter the text in the Comments to the Review Team from the Grantee field (optional)

· Enter the amount of your Draw Request (must equal the Allowable Draw amount)

· Click Save

· Print a Voucher (see Printing a Voucher)

· Click Submit

· Mail the signed Voucher and any required attachments or receipts to the address at the top of the Voucher

Printing a Financial Status Report Voucher

At the Financial Status Report/Payment Request screen—

· Click View PDF

An Adobe Acrobat window will open, displaying the Voucher (and Expense Report, if applicable)

· Click the Print icon to print the Voucher

· Close the Adobe Acrobat window

· Send the Voucher and any required attachments to the address on the Voucher

Financial Status Report Modifications Required

If your Financial Status Report (Advance, Expense Report, or Draw) needs to be changed before it can be accepted by DCA, the Grant Main Contacts will receive a notice on their Task Lists, “FSRs – Modifications Required.”

· Click the Grant Number – FSR hyperlink

You will be brought to the Financial Status Report/Payment Request page

Notes explaining how the FSR needs to be modified will be displayed in a box at the top of the page

· Correct the FSR appropriately

· If you don’t understand how to modify the FSR, contact your DCA Grant Manager

· Click Submit

Grant Revisions and Amendments

After a grant is awarded, your project needs may change. If this happens, you may request a Revision or Amendment to your grant.

Use a Revision rather than an Amendment whenever possible. Revisions are processed faster, because they are not subject to the extensive review process of an Amendment.

A Revision or Amendment may not be submitted if you have a pending Amendment, Revision, or Financial Status Report for this grant.

Amendment or Revision?

Use a Revision if you want to—

· Change the Program end date

· Change the Budget (when the Budget Appropriations have changed, but the Total Grant Amount has not changed)

Use an Amendment if you want to—

· Change the Program start and/or end date

· Change the Title/Description

· Change the Objectives

· Change the Scope of Services

· Change the Work Plan - Narrative Forms

· Change the Budget

· Change the Components/Service Areas

Grant Revision

You may request a Grant Revision (after a grant has been executed) if—

· You need a time extension on the project

· The total grant amount remains the same, but you want to change budget items or allocations

At the Grant Menu—

· Click the Revise Grant button in the upper right of the screen

The View/Edit Grant Information page will be displayed

· Select one or both of the choices in the Purpose of Revision box

– Change General Info – Term

– Change Budget

· Enter explanatory text in the Justification text box

· Click the Save Selections button

Changing the Grant Term

If you selected Change General Info – Term in the Purpose of Revision box—

· Click the General Information tab

· Click Edit

· Enter the new date in the Term End Date field

· Click Save

Changing the Budget

The total budget amount must remain the same. The revision can change budget appropriations, only.

If you selected Change Budget in the Purpose of Revision box—

· Click the Budget tab

You will be brought to the Budget Overview

· Click on the green, underlined Project Component hyperlink (that applies to the budget items you want to change)

This will bring you to the Budget Detail

To change budget items—

· Select the budget items you want to change

· Enter the new amounts in the fields

· Click Save

To delete budget items—

· Select the budget items you want to delete

· Click Delete

To add budget items—

· Click the Add Budget Item tab

· Select the appropriate Budget Category for the budget item from the pull down list

· Enter a short description for the budget item

· Provide a more detailed description for the budget item

· Enter the amount you are requesting from DCA for this budget item in the State/Federal or Requested Funds field (whichever is in your form)

· Enter any matching funds in the Other field (if available)

· Click Save

· Repeat until you have added each of your budget items, remembering to Save each form

IMPORTANT: In a Revision, the Grand Total in the Grant Budget must equal the Grand Total in the Previous Grant Budget Detail.

Submitting the Revision

Click Submit Revisions

Grant Amendment

You may request a Grant Amendment (after a grant has been executed) if you want to change the—

· Start and/or end date

· Title/Description

· Objectives

· Scope of Services

· Work Plan - Narrative Forms

· Budget

· Component/Service Areas

At the Grant Menu—

· Click the Amend Grant button in the upper right of the screen

The View/Edit Grant Information page will be displayed

· Select one or several of the choices in the Purpose of Revision box

· Enter explanatory text in the Justification text box

· Click the Save Selections button

· Click each tab corresponding to your selections in the Purpose of Revision box

· Change, add, or delete the appropriate items (see details for each type of Grant Amendment)

You cannot save changes in the bottom section of the Amendment screen unless you have checked the Purpose of Amendment box in the top section, explained it, and Saved Selections.

Change Grant Term

· Click on the General Info tab

· Click Edit

· Change the date(s) in the Term Begin Date and/or Term End Date fields

· Click Save

Change Grant Title

· Click on the General Info tab

· Click Edit

· Change the Grant Title

· Click Save

Change Project Objectives

· Click on the Work Plan tab

· Click on the Objectives tab

To add an Objective, in the Add Objective form

· Give the objective a unique, sequential Number

· Enter a Short Description (name) for the objective

· Type in a more Detailed Description

· Enter the Methods that will be used to accomplish this objective

· Evaluation is optional, but you can enter information that describes how you will gauge whether the objective was successful

· Select the Program Component that applies to this objective from the pull down list

· Click Save

The system will present another blank Objectives form. Enter as many objectives as your project requires.

To edit an Objective

· Select the desired objective from the Current Objectives

· Click Edit

· Make your changes

· Click Save

To delete an Objective

· Select the appropriate objective from the list

· Click Delete

Change Scope of Services

· Click on the Work Plan tab

· Click on the Scope of Services tab

To edit the current Scope of Services

· Select the Scope of Service you want to change

· Click the Edit button

· Change the text in Scope of Service text box

· Click Save

To delete the current Scope of Services

· Select the Scope of Service you want to change

· Click Delete

To create a Scope of Services

· Enter your information in the Add Scope of Services text box

· Click Save

Change Budget

· Click the Budget tab

You will be brought to the Budget Overview

· Click on the green, underlined Project Component hyperlink (some projects have more than one Component, pick the one that applies to the budget items you want to change)

This will bring you to the Budget Detail

To change budget items—

· Select the budget items you want to change

· Enter the new amounts in the fields

· Click Save

To delete budget items—

· Select the budget items you want to delete

· Click Delete

To add budget items—

· Click the Add Budget Item tab

· Select the appropriate Budget Category for the budget item from the pull down list

· Enter a short description for the budget item

· Provide a more detailed description for the budget item

· Enter the amount you are requesting from DCA for this budget item in the State/Federal or Requested Funds field (whichever is in your form)

· Enter any matching funds in the Other field (if available)

· Click Save

· Repeat until you have added each of the new budget items, remembering to Save each form

Change Component

· Click the Components/Service Areas tab

To add a Component, at the Program Components tab, in the Add a program component to this grant form—

· Select a Program Type from the Program Type/Subtype drop down list

· Enter a Name for the component (the remainder of the fields are optional)

· Click Save

To change a Component, in the Current grant program components box—

· Select the appropriate Program Component from the list

· Click Edit

· Change the information

· Click Save

To delete a Component, in the Current grant program components box—

· Select the appropriate Program Component from the list

· Click Delete

Submitting the Amendment

· Click Submit Amended Grant

Grant Revision-Amendment Modifications Required

If your Grant Revision or Grant Amendment needs to be modified before it can be accepted by DCA, the Grant Main Contacts will receive notices on their Task Lists, Grants – Grant Revision Modifications Required or Grants – Grant Amendment Modifications Required.

· Click the Grant Number hyperlink

This will take you to the Grant Menu

· Click on View Revisions or View Amendment

You will be taken to the View/Edit Grant Information page

The changes you need to make in your Grant Revision or Grant Amendment will be displayed at the bottom of the Purpose of Revision box

· Correct the Revision or Amendment appropriately

· If you don’t understand how to make the modifications, contact your DCA Grant Manager

· Click Submit Revisions or Submit Amendment

Cancel Revisions or Amendments

If you decide to cancel your request for a Grant Revision or Grant Amendment (either before you have submitted it or when you receive a Modifications Required notice), at the Grant Menu—

· Click View Revisions or View Amendment

· Click Cancel Revisions or Cancel Amendment

Revision/Amendment Mistakes or Omissions

You cannot make changes to your Revision or Amendment once you click Submit. If you realize that you have made a mistake or omitted something, contact your Grant Manager and ask him or her to enter a Comment on the section you want to change and return the Revision or Amendment to you with Modifications Required. Then, you can make your corrections and re-submit the Revision or Amendment.

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