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WELCOME Tuesday, February 9 th , 2016 2:00 3:30PM Eastern Time - PowerPoint PPT Presentation

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BUREAU OF JUSTICE ASSISTANCE Orientation Webinar for BJA Drug Court Grantees WELCOME Tuesday, February 9 th , 2016 2:00 3:30PM Eastern Time Performance Measurement Tool (PMT) 1 BUREAU OF JUSTICE ASSISTANCE Orientation Webinar for BJA Drug

  1. BUREAU OF JUSTICE ASSISTANCE Orientation Webinar for BJA Drug Court Grantees WELCOME Tuesday, February 9 th , 2016 2:00 – 3:30PM Eastern Time Performance Measurement Tool (PMT) 1

  2. BUREAU OF JUSTICE ASSISTANCE Orientation Webinar for BJA Drug Court Grantees Tim Jeffries Policy Advisor for Substance Abuse and Mental Health Drug Court Discretionary Grant Program Bureau of Justice Assistance Timothy.jeffries@usdoj.gov Office 202 616 7385 Performance Measurement Tool (PMT) 2

  3. BUREAU OF JUSTICE ASSISTANCE Orientation Webinar for BJA Drug Court Grantees Agenda Welcome Tim Jeffries BJA Drug Court Grant Program Overview Tim Jeffries Introducing BJA ’ s Program Managers Tracy Lee-Williams, Mark Kline, Kerri Vitalo-Logan, Gemee Joyce, Virginia Hernandez Grant Expectations: Tracy Lee-Williams Michael Williams PMT Data Reports Elizabeth Wain BJA ’ s Training and Technical Assistance Providers Overview Tim Jeffries American University Caroline Cooper, Center for Court Innovation Aaron Arnold, Dennis Reilly Tribal Law and Policy Institute Jerry Gardner, Lauren Van Schilfgaarde National Drug Court Institute Carolyn Hardin Resource Page Information Tim Jeffries Questions and Summary Tim Jeffries/Caroline Cooper Performance Measurement Tool (PMT) 3

  4. BUREAU OF JUSTICE ASSISTANCE Orientation Webinar for BJA Drug Court Grantees  Mission and Goal of BJA to Reduce Crime and Promote Public Safety  Who we are within DOJ/OJP/BJA (Programs, Policy and Planning)  BJA’s Strategic Plan https://www.bja.gov/About/BJAStrategicPlan.pdf Performance Measurement Tool (PMT) 4

  5. BUREAU OF JUSTICE ASSISTANCE Orientation Webinar for BJA Drug Court Grantees  Goals of the Adult Drug Court Discretionary Grant Program  Federal Consortium of Partners  BJA’s Annual Drug Court Grantstat Protocol  Resources and Technical Assistance Collaborative Performance Measurement Tool (PMT) 5

  6. Orientation Webinar for New Drug Court Grantees BJA’s Drug Court Team Tracy Lee-Williams Kerri Vitalo-Logan Gemee Joyce Mark Kline Virginia Hernandez

  7. OJP Grants Management 101

  9. Grant Payment Request System (GPRS) GPRS is the method for requesting payment of award funds. It is an online system that allows you to view your active award balances and history of draw downs to date. You can access GPRS at https://grants.ojp.usdoj.gov/gprs. Some benefits of the GPRS: • Ability to view and print a transaction history for an award • Summary of award information • Hold amount • Ability to cancel pending payment request • Secure individual login

  11. Reporting Requirements

  14. The Funding Resource Center http://ojp.gov/funding

  15. Tracy Lee-Williams Kerri Vitalo-Logan State Policy Advisor State Policy Advisor 202/514-1499 (office) 202/353-9074 (office) 202/598-7442 (cell) 202/598-7407 (cell) Email: Tracy.Lee-Williams@usdoj.gov Email: Kerri.Vitalo-Logan@usdoj.gov Mark C. Kline Gemee Joyce State Policy Advisor State Policy Advisor 202/514-9537(office) 202/514-6134 (office) 202/598-1718 (cell) 202/598-9442 (cell) Email: Mark.Kline3@usdoj.gov Email: Gemee.Joyce@usdoj.gov Virginia Hernandez State Policy Advisor 202/616-5910 (office) 202/598-7508 (cell) Email: Virginia.Hernandez@usdoj.gov

  16. BJA’s Drug Court Webinar Grants Financial Management Presented by: Michael Williams

  17. O ffice of the C hief F inancial O fficer Financial Management Systems must be able to record and report on the:  Receipt;  Obligation; and  Expenditures of grant funds

  18. O ffice of the C hief F inancial O fficer To Calculate Match: Award Amount = Adjusted % of Federal share Project Cost x Recipient’s = Required Adjusted Project Cost Share Match Ex: Federal Amount = $75,000 75/25 Match $75,000 = $100,000 Adjusted Project Cost 75% $100,000 X 25% = $25,000 Required Match

  19. Four Basic Types of Questioned Costs : 1) Expenditures Adequately Supported - Proper Documentation 2) Costs Specifically Not Allowed - Necessary, Reasonable, Allocable 3) Costs Not Authorized - Not Included in Approved Budget 4) Costs Deemed Excessive - Prudent Person Test

  20. AUDIT REQUIREMENTS  2 CFR Subpart F applies to all non-Federal entities  Thresholds $750K or more expended during the FY - Single Audit required  Audit Report - due nine (9) months after end of FY  Submit online to Federal Audit Clearinghouse (FAC)  $15,000 or more in questioned costs must be included in the Single Audit report

  21. Financial Guide Electronic Access for the OJP Financial Guide via Internet http://www.ojp.usdoj.gov/financialguide

  22. Performance Measurement Tool (PMT) Training for Drug Court Grantee Reporting Presented by: Elizabeth “Liz” Wain Performance Measurement Tool (PMT)

  23. PMT Reporting Schedule — Drug Court PMT Upload to Type of Data Required Reporting Period Due Date GMS? January 1 – March 31 Program Performance Measures April 30 No Program Performance Measures YES April 1 – June 30 July 30 & Narrative July 30 July 1 – September 30 Program Performance Measures October 30 No Program Performance Measures YES October 1 – December 31 January 30 & Narrative January 30 Performance Measurement Tool (PMT) 23

  24. PMT Reporting Schedule  Quarterly:  Grantees are required to enter data for program performance measures in the PMT every 3 months.  They have 30 days after the end of the reporting period to enter the data.  They are encouraged to create a report for their records after each quarter’s data entry.  Semiannually:  Drug Court grantees are required to answer the narrative questions for the previous 6 months of activity. They then must submit a GMS Report from the PMT to BJA as an attachment to the Progress Report through the GMS .  Closeout:  Grantees are required to answer the narrative questions for the previous months of activity since their last PMT report submission to the GMS.  Grantee are required to answer the Court and Criminal Involvement questions for the entire grant period . They then must submit a PMT Final Report to BJA as an attachment to the Final Progress Report through the GMS . Performance Measurement Tool (PMT) 24

  25. PMT Step by Step Step 1: Log In Step 2: Profile Step 3: Information and Resources Step 4: Federal Awards Step 5: General Award Information a. Operational (Answer "Yes" to Question #1: Was there grant activity?) b. Not Operational (Answer "No" to Question #1) Step 6: Data Entry a. Performance Measures b. Narrative Step 7: Create a Report a. User Feedback Form b. GMS Report Performance Measurement Tool (PMT) 25

  26. Data Entry — Performance Measures  General Award Information  Completion and Judicial − Grant Activity? Yes/No Interaction − Successful − Is this your last time reporting in Completion/Graduation the PMT before closing out your − Program Length grant? − Unsuccessful Exits  Program Characteristics  Alcohol and Substance  Participant-Level Measures Involvement (i.e., Drug and Alcohol − Screening and Program Intake Testing) by Race and Ethnicity  Court and Criminal Involvement − Risk/Needs Assessment − Post-Program Criminal [NOTE: Please report for new participants only.] Involvement − Number of Drug Court [NOTE: These questions are to be answered at the close of your Participants Receiving Services grant.] by Race and Ethnicity  7 Narrative Questions Performance Measurement Tool (PMT) 26

  27. Create a Report After you complete data entry in the PMT, and create a report: You may ‘Add Comments’ to the GMS Report OR in your response to the 7 Narrative questions in the PMT Final Report, to further explain the data reported during the reporting period. • ‘Export to PDF’ . • Save to your computer. • Upload the file as an attachment to progress reports in the GMS in January, July, and at the close of the award. Performance Measurement Tool (PMT) 27

  28. Data Analysis and Reporting Program-Level Key Measures Graduation Positive In-Program Screened Eligible Admitted Rate Alcohol/Drug Test Recidivism Location N N % N % N % N % N % Urban (N=93) 15,477 9,912 64% 6,539 66% 3,190 51% 5,316 20% 1,003 7% Suburban (N=39) 4,760 4,128 87 1,495 36 785 55 2,998 15 165 5 Rural (N=46) 2,607 1,793 69 1,071 60 580 48 1,103 19 242 9 Tribal (N=8) 321 167 52 109 65 23 39 80 24 17 12 Overall 23,165 16,000 69% 9,214 58% 4,578 51% 9,497 18% 1,427 7% BJA Drug Court Program Performance Reports  Drug Court Implementation https://www.bja.gov/Publications/DrugCtImplementation_PPR_09-12.pdf  Drug Court Enhancement https://www.bja.gov/Publications/DrugCtEnhancement_PPR_09-12.pdf Performance Measurement Tool (PMT) 28

  29. Resources  PMT Web Site: https://www.bjaperformancetools.org − Webinar trainings, performance measure grids/questionnaires, user guides, FAQs, and helpful links  PMT Help Desk: − Monday – Friday 8:30 a.m. – 5:30 p.m. EST − Toll-free number: 1-888-252-6867 − E-mail: bjapmt@csrincorporated.com Performance Measurement Tool (PMT) 29

  30. BUREAU OF JUSTICE ASSISTANCE Orientation Webinar for BJA Drug Court Grantees BJA’s Training and Technical Assistance Providers Performance Measurement Tool (PMT) 30

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