The Florida Division of Cultural Affairs presents 2014-2015 Grantee Management Webinar June 2014
What’s in today’s presentation: • How to convert your proposal and budget into a Scope of Work and Deliverables • Expenditure logs and the payment process • Tips and considerations throughout • Your questions
Grants Management Timeline • By June 13, 2014: Grantees submit Contract Details Form • June 16 – 30, 2014: Grantees receive contract by e-mail and print/sign/return grant contract by mail • July 1, 2014: Grant Period Begins; Payment 1 Available • October 1, 2014: Payment 2 Available • January 1, 2015: Payment 3 Available • April 1, 2015: Payment 4 Available (minus 10%) • 10% reimbursed with final Expenditure Log • June 30, 2015: Grant Period Ends
Contract Details Form • Explains specifically how grant funds will be spent for the entire grant period. • This will be a part of your Grant Award Agreement/Contract. • There are 3 parts: Budget, Scope of Work, and Deliverables. • All grant funds in your budget must be associated with a Deliverable and be reflected in the Scope of Work.
Contract Details Form • The form can be found by logging into the online grants system at http://www.florida-arts.org/dcagrants. Click on My Proposals, then Manage Grant, and finally Edit Contract Details to access the form and instructions.
Contract Details Form
Contract Details Form • Step 1: Budget • The Budget will be pre-populated based upon what you submitted in your grant proposal. • If you need to amend your budget because of changes in programming or to simplify your Deliverables, you must do that with this form. • Any changes must still reflect the programs or project in your initial proposal. • Tips • For most grantees, the budget will be divided into four equal payments. Plan your budget line items accordingly. • A simplified budget with fewer grant award line items will be easier to manage throughout the grant period. • Be specific! Your budget cannot contain vague categories like “other” or “miscellaneous.” We need to know who is being paid or what is being purchased.
Contract Details Form • Budget example:
Contract Details Form • Budget example:
Contract Details Form • Budget example: Consider how you will break it down into your 4 quarters $25,000 Divided by 4 = $6250 Quarter 1 July 1 to Sept 30 1.1 Executive and Artistic Director $1000 8.1 Website & Social Media Development $1500 8.3 Radio Spots $1750 8.4 Direct Mail Brochure Design $1000 $6250 Quarter 2 Oct 1 to Dec 31 1.1 Executive and Artistic Director $1000 4.1 15 Performing Artists $3000 8.3 Radio Spots $2000 $6250 Quarter 3 Jan 1 to March 31 1.1 Executive and Artistic Director $1000 4.1 15 Performing Artists $3625 8.3 Radio Spots $1625 $6250 Quarter 4 April 1 to June 30 1.1 Executive and Artistic Director $1000 4.1 15 Performing Artists $3625 8.3 Radio Spots $1625 $6250
Contract Details Form
Contract Details Form • Step 2: Scope of Work • The Scope of Work is a description of what grant funds will be spent on during the grant period. • It summarizes how all state funds (and only state funds) will be spent. • It must reflect your budget . • Examples: • Provides Radio Radar Theatre with funding for salaries for the Box Office Staff and General Manager for “Death of A Salesman,” “Other Desert Cities,” “Venus in Fur,” “The Light in the Piazza,” “Table Manners,” “The Mountaintop,” and the 12th Orlando Cabaret Festival and “Hair.” • Provides the Oakridge Park Music Foundation with funding for salaries of the Executive & Artistic Director; fees for artist events for the classical guitarist Pepe Romero concert and master class, Brubeck Brothers Quartet concert and master class, Alan Baylock Jazz Orchestra concert and master class, and John Pizzarelli concert; funding for Website and Social Media Development (website upgrades), Radio Spots, and Direct-Mail Brochure Design and Printing.
Contract Details Form • Step 2: Scope of Work Tips and Suggestions: • The Scope of Work is more broad than the individual Deliverables. For example: • The Scope can list “artist fees for a Performing Arts Series” while the Deliverables will need to name the performances in that series. • The Scope can list positions paid with state funds while the Deliverables must include the duties/activities of those positions. • The Scope of Work can be written before or after the individual Deliverables. • Remember: All of your Deliverables will need to be found within your Scope of Work.
Contract Details Form
Contract Details Form • Step 3: Deliverables • The Deliverables are the services identified in the Scope of Work that correspond to each payment. • The Deliverables have to be tied to each quarterly payment and directly connect with the budget line-items/categories. • For personnel salary or wages, include a brief description of duties/activities that will be funded by the grant.
Contract Details Form • Step 4 Deliverables Examples: • Fees for Website and Social Media Development, Radio Spots, and Direct Mail Brochure Design and Printing for marketing and advertising the events. • Salary for General Manager to produce the play and make sure that the set is built, casting, oversees budgeting, and that costumes are made in a timely manner for the production of Table Manners/Mountaintop. • Fees for actors to act in the play “We Don’t Have Any Money.” • Salary for the Executive & Artistic Director to manage the Summer Concert Series & Summer Young Musicians Master Classes. • Salaries for the Box Office Staff that sell the tickets for the play and box office reconciliations, oversee crowd control and are safety captains. • Fees for royalties for Mad Hatter Theatre's Main Stage show “I Love a Piano” • Fees for studio art material for after school programs focusing on the exhibit "New Vision of the Florida Landscape.” • Fees for the Brubeck Brothers Quartet concert and master class, Alan Baylock Jazz Orchestra concert and master class, and John Pizzarelli concert.
Example: Radio Radar Theatre Scope of Work and Deliverables Provides Radio Radar Theatre with funding for salaries for the Box Office Staff and General Manager for “Death of A Salesman,” “Other Desert Cities,” “Venus in Fur,” “The Light in the Piazza,” “Table Manners,” “The Mountaintop,” and the 12th Orlando Cabaret Festival and “Hair.” • Deliverable 1: Salaries for the Box Office Staff that sell the tickets for the play and box office reconciliations, oversee crowd control and are safety captains and salary for the General Manager to produce the play and make sure that the set is built, casting, budgeting, costumes are made in a timely manner for the productions of “Death of A Salesman” and “Other Desert Cities.” • Deliverable 2: Salaries for the Box Office Staff that sell the tickets for the play and box office reconciliations, oversee crowd control and are safety captains and salary for the General Manager to produce the play and make sure that the set is built, casting, budgeting, costumes are made in a timely manner for the production for the productions of “Table Manners” and “The Mountaintop.” • Deliverable 3: Salaries for the Box Office Staff that sell the tickets for the play and box office reconciliations, oversee crowd control and are safety captains and salary for the General Manager to produce the play and make sure that the set is built, casting, budgeting, costumes are made in a timely manner for the productions of “Venus in Fur” and “The Light in the Piazza.” • Deliverable 4: Salaries for the Box Office Staff that sell the tickets for the play and box office reconciliations, oversee crowd control and are safety captains and salary for the General Manager to produce the play and make sure that the set is built, casting, budgeting, costumes are made in a timely manner for the productions of the 12 th Orlando Cabaret Festival and “Hair.”
Example: Oakridge Park Music Foundation Scope of Work and Deliverables Provides the Oakridge Park Music Foundation with funding for salaries of the Executive & Artistic Director; fees for artist events for the classical guitarist Pepe Romero concert and master class, Brubeck Brothers Quartet concert and master class, Alan Baylock Jazz Orchestra concert and master class, and John Pizzarelli concert; funding for Website and Social Media Development (website upgrades), Radio Spots, and Direct-Mail Brochure Design and Printing • Deliverable 1: Salary for the Executive & Artistic Director to manage the Summer Concert Series & Summer Young Musicians Master Classes. Fees for Pepe Romero concert & Young Musicians Master Classes. • Deliverable 2: Salary for the Executive & Artistic Director to manage the Summer Concert Series & Summer Young Musicians Master Classes. Fees for the Brubeck Brothers Quartet concert and master class, Alan Baylock Jazz Orchestra concert and master class, and John Pizzarelli concert. Fees for Website and Social Media Development and Radio Spots and Direct Mail Brochure Design and Printing for marketing and advertising the events.
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