GMS External Training GMS Overview for Financial Points of Contact (FPOC) OCFO Financial Sponsored by Management Training The Office of Audit, Assessment, and Management Seminar (FMTS) Grants Management Division
Session Agenda • What is GMS? • GMS Structure • POCs vs. FPOCs • How to: – Manage users – Submit a Financial Status Report (FSR) – View Correspondence • Grant Closeout • Resources • Questions & Answers / Information Sharing
What is GMS? A web-based application that OJP uses to support the administration of grants through the entire grants lifecycle. Solicitation Closeout Application GMS Monitoring Review Award
What is GMS? GMS has two interfaces ; an external user interface for applicants and grantees, and an internal user interface for OJP grant managers, program managers and other staff.
GMS Structure Grantee FPOC Grantee GMS POC Modules GMS Modules
POC vs. FPOC Point of Contact (POC) Financial Point of Contact (FPOC) The Applicant; the account holder that Person in the grantee organization completes grant activities in GMS responsible for financial administration of the grant funds Account created at the time of FPOC must be designated for grantee application to be able to accept award Submits GANs, Progress Reports, Submits Financial Status Reports Closeout package, etc. Should communicate regularly with Should communicate regularly with Grant Manager, both within GMS and POC to receive any relevant updates outside GMS from Grant Manager
U.S Department of Justice Office of Justice Programs How To: Manage Users
U.S Department of Justice Office of Justice Programs 1. How to request the FPOC role for an existing grant
Joe Smith
FPOC Approval Email: Date: Thu, 18 Oct 2007 11:17:37 -0400 (EDT) From: gmssupport@ojp.doj.test To: samuelr@mercurydev.ojp.usdoj.gov Subject: Award has been assigned on 10/18/2007 Your designation as Financial Point of Contact (FPOC) has been approved by your organization for the following award(s): 2006-DJ-BX-0441, 2006-DD-BX- 0441. FPOC Denial Email: Date: Thu, 18 Oct 2007 10:12:00 -0400 (EDT) From: gmssupport@ojp.doj.test To: samuelr@mercurydev.ojp.usdoj.gov Subject: Registration has been denied on 10/18/2007 Your FPOC Registration Request has been denied by the grantee organization for the following award(s): 2006-DJ-BX-1045.
U.S Department of Justice Office of Justice Programs 1. How to create an FPOC (as POC)
Profile information Associated Awards
GMS Email Received by FPOC Date: Wed, 17 Oct 2007 14:17:45 -0400 (EDT) From: gmssupport@ojp.doj.test To: samuelr@mercurydev.ojp.usdoj.gov Subject: Action Required - Complete Registration You have been designated as the Financial Point of Contact (FPOC) for the following award(s): 2000-WF-VX-0010, 2001-WF-BX-0031, 2002-WF-BX-0050, 2002-CW-BX-0003, 2003-WF-BX-0204, 2004- WF-AX-0052, 2004-WE-AX-0051, 2004-CW-AX-0017, 2005-WF-AX- 0030, 2006-WF-AX-0047, 2007-WF-AX-0006. The FPOC will be responsible for the financial administration of the award, such as submission of quarterly Financial Reports (the SF-269) and for requests for payment of funds (i.e., drawdown) from the award. Your account validation code is: BRWyp6SL3H. Please go to https://grants.ojp.usdoj.gov/gmsexternal/noSessionReq/fpocAcctValid ation.st to complete your registration as contact for SF269. Information concerning access to the payment system will be sent to you separately at a later date.
U.S Department of Justice Office of Justice Programs How To: Submit a Financial Status Report
U.S Department of Justice Office of Justice Programs How To: View Correspondence
U.S Department of Justice Office of Justice Programs Grant Closeout
Closeout Basics Closeout is an important final point of grants accountability, one which ensures that recipients have met all programmatic, reporting, and financial requirements. • Standard vs. Administrative Closeout • Standard Closeout Timeframes: 90 days 120 days 180 days after grant end date after grant end date after grant end date Grant Manager works with Program Office OCFO completes Grantee to submit all submits closeout closeout closeout documents and packages to OCFO completes all closeout Control Desk requirements.
FPOC’s role in Closeout Submit Final Financial Status Report Complete Financial Reconciliation (in collaboration with OCFO)
GMS Closeout Requirements Final Progress Report submitted and approved Final FFR submitted Financial Reconciliation completed Special Condition Compliance completed Programmatic Requirements Certification
U.S Department of Justice Office of Justice Programs Resources
GMS Video Tutorial www.ojp.usdoj.gov/gmscbt
U.S Department of Justice Office of Justice Programs Additional Troubleshooting Support: GMS Help Desk 888-549-9901 (option 3) GMS.Helpdesk@usdoj.gov Tier 2 Support GMSTier2Support@ojp.usdoj.gov
Security Reminders • Refer to Department order on Use and Monitoring of Department Computers and Computer Systems (NIST 800-53).
U.S Department of Justice Office of Justice Programs Questions & Answers
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