Reminders & Frequently Asked Questions: FY18 CSBG Application - PowerPoint PPT Presentation

Reminders & Frequently Asked Questions: FY18 CSBG Application Submissions This module was created by Lux Consulting Group, Inc. in the performance of the U.S. Department of Health and Human Services, Administration for Children and Families, Office of Community Services, Community Services Block Grant Number contract number HHSP233201100175A 1

Webinar Instructions • Participants will be in listening mode only throughout the webinar. • If you experience connection issues, please call: Desmond Jones at 301-585-1261 ext. 321. • Today’s webinar will be recorded and posted on the CSBG Tribal Training & TA Online Resource Center. • During the webinar you may type in your questions via the Questions Pod on the right of your screen. • Access downloadable and online resources on the bottom of your screen. 2

Agenda • Introductions • CSBG FY18 Application Overview • Reminders • Frequently Asked Questions • Questions 3

Introductions Nicole Oxendine, Director CSBG Tribal Training & Technical Assistance Program Monique Alcantara, Management & Program Analyst Division of Community Assistance (DCA) Office of Community Services (OCS) 4

CSBG FY18 Application Overview 5

Application Timeline • August 1: OLDC Access Forms for new/renewed administrative access (ONLY for renewing grantees). • September 1: Deadline for FY18 Tribal Plan & application o New applicants must email all CSBG Tribal Plan and application materials. o Current grantees in year two of an accepted two- year plan must submit an updated SF-424M and FY17 Annual Report . 6

Prospective Grantees: Complete CSBG FY18 Application • In order to meet the September 1 st deadline, prospective applicants must have the following documents prepared in advance: o EIN and DUNS numbers for the Letter of Transmittal o Complete CSBG Application and Tribal Plan o Dually-signed State concurrence on population & poverty data 7

Current Grantees: Complete CSBG FY18 Application • In order to meet the September 1 st deadline, current grantees must have the following documents prepared in advance: o Successful OLDC access and Role Assignments o Complete SF-424M form o Complete CSBG Application and Tribal Plan (unless a two-year plan was submitted and accepted in FY17, then only an Annual Report) 8

Complete CSBG Application & Tribal Plan CSBG Action Transmittal 2017-04: Application for FY 2018 Funds for Tribes and Tribal Organizations instructs that the following must be included in the CSBG Tribal Plan: • Fiscal Year/Years to be • Program Narrative covered by the Tribal Plan • State or Federal Recognition • Letter of Transmittal • Signed CSBG Assurances • Evidence of Public • Signed Federal Certifications Hearing/Inspection • Annual Report for FY • Tribal Resolution 2017CSBG Activities 9

Fiscal Years Covered by the Tribal Plan • The plan must indicate whether a one or two year period is covered. • If the plan covers a two-year period, all elements of the plan must cover a two-year period: o Public hearing notifications o Program narrative and assurances o Tribal resolutions o Certifications 10

Letter of Transmittal • Cover letter to the Director, Office of Community Services. • Include: o Tribal CSBG Program Contact Person o Tribal CSBG Official who is to receive the CSBG Grant Award • Include the complete mailing address, e-mail address, and telephone and fax numbers. • If there is a delegation of authority made by the CEO of the Tribe/Tribal Organization to certify the plan on their behalf, make reference to delegation of authority. • New applicants – include EIN and DUNS numbers 11

Evidence of Public Review • Evidence that the Tribe or Tribal Organization CSBG Plan was made available for public review and comment. • This should include: o Public Hearing Announcement: How, when, & where. o Public Hearing Minutes o Public Hearing Sign-in Sheets o Public Comments/Feedback 12

Tribal Resolution • Only needed for organizations representing more than one Tribe. Must be current and up to date . • Gives a Tribal organization, by resolution, authority to seek funding for identified Tribes. • Include copies of signed and dated resolutions in your Application and Plan. 13

Program Narrative • Program Narrative should include: o An outline of the mission and responsibility to administer the Tribe’s CSBG funding o A statement of goals and objectives o Specific types of activities to carry out both programmatic and administrative assurances o Information about areas and categories of individuals to be served o The criteria and method used for the distribution of funds 14

State or Federal Recognition • Include documentation verifying State or Federal recognition of the Tribe or Tribal organization. • If a Tribe is NOT Federally recognized, it must have State recognition. 15

Statement of CSBG Assurances • Includes programmatic, administrative, financial and federal certifications. • An application includes specific programmatic, administrative, and financial assurances certified by the Chief Executive Officer (CEO) of the Tribe or Tribal Organization. • Assurances must show original signature and be signed by the CEO. • If the CEO has delegated this responsibility, a written confirmation signed by the CEO must be included in the letter of transmittal. • Indicate the date of the last audit undertaken and the period for which the audit covers. 16

Federal Certifications • Include the following required signed certifications: o Lobbying o Drug–Free Workplace o Debarment o Environmental Tobacco Smoke 17

Annual Report • Grantees must submit an Annual Report each year. • An Annual Report should contain: o How funds were spent on the direct delivery of local services o Information on the number of population & characteristics of clients served o How the grantee met its goals and objectives. o Information on the types of projects supported by CSBG funds o Accomplishments of projects and activities o Information on the activities related to the required assurances supported by FY17 CSBG funds 18

New Applicants • New Applicants do NOT have access to the OLDC system to process their application. • Make sure you have correct contact information for OCS Tribal Program Specialist. • New applicants must submit the CSBG Tribal application and plan (including the EIN and DUNS numbers) by email and mail to CSBG Tribal Program Specialist. 19

Address • Email: Sara Lee, CSBG Tribal Program Specialist Sara.lee@acf.hhs.gov • Mail: Office of Community Services Division of Community Assistance Administration for Children and Families U.S. Department of Health and Human Services 330 C Street, SW, 5 th Floor Mail Room 5425 Washington, DC 20201 20

Current Grantees • View, A Guide to the OLDC System & CSBG Application Submission webinar. • Establish role assignments through the OLDC Access form. • Ensure successful access to the OLDC system. • Current grantees must have a completed SF- 424M form, available through the OLDC system. 21

Current Grantees: OLDC Access Form • August 1 st submission date for OLDC Access Forms. • Each person must have their own OLDC account and have CSBG assigned to that account. • Each Tribe should have at least one grant administrator assigned. Authorized Official and Data Entry Person are optional. 22

Current Grantees: OLDC Credentials • All administrators should have received their username and passwords via email. • Contact OCS Sr. Records Specialist, Niki Frazier at nikita.frazier@acf.hhs.gov to request OLDC access for new/renewed OLDC accounts. • Contact OLDC Helpdesk at 1-866-577-0771 or email them at app_support@acf.hhs.gov. 23

Logging In to OLDC • Secure Sign-In (SSI) is no longer be used to launch OLDC. • All users will access the Online Data Collection (OLDC) system via GrantSolutions (https://www.grantsolutions.gov). • Current CSBG Grantees with access to OLDC will continue to use their current OLDC login credentials in GrantSolutions . 24

The SF-424M • On October 1, 2013, ACF directed its program offices, including OCS, to require all mandatory grantees to submit applications electronically. (See 78 FR 60285-60286, October 1, 2013.) OCS requires Tribal grantees to use the OLDC system to submit data on the Application for Federal Assistance SF-424 Mandatory (SF- 424M). • A Tribe or Tribal Organization must submit an electronic application (SF-424M) to receive CSBG funds. If a grantee submitted a two-year application for FY 2017 and 2018, the grantee is still required to submit a SF-424M along with an annual report. 25

Submitting the SF-424M • From the enhanced Home page, click the Report Entry Form tab on the left. • From the Form Selection screen, complete each field: 1. Program Name: Community Services Block Grant 2. Grantee Name: Your Tribe 3. Report Name: Mandatory SF-424M 4. Report Period: 10/01/2017 – 09/30/2018 5. Select Action: New/Edit/Revise Report 26

Submitting the SF-424M • If submitting a new one-year plan, select “ Plan ”, “ Annual ” and “ Initial ”. • If submitting a new two-year plan, select “ Plan ”, “ Other ”, “ Initial ”. • If submitting for the second year of a two-year plan, select “ Plan ”, “ Other ” and “ Update ”. 27