Module 1: Getting Started – ARP Grant Recipient Orientation

Congratulations on receiving your American Rescue Plan (ARP) grant award!

This orientation video, originally recorded on Sept. 27, 2021, is designed to introduce new ARP grant recipients to resources available to support their success, and the systems they will use to file reports and draw down funds. Pertinent sections include:

22:54: Get to Know Your DPO Program Specialist, Grants Management Specialist and Payment Management System Liaison Accountant
34:06: Grant Solution overview, user account forms and accessing the official Notice of Award
37:04: Payment Management System overview, creating an account, connecting your bank account, and drawing down funds

Speaker 1 (00:00:00):
Good morning. Good afternoon. Depending on, on where you'recalling in from, my name is Ronde play. I am the regional director for both theEastern and Western region training and technical assistance centers for theadministration for native Americans. Before the meeting gets started, I'd liketo go over a few housekeeping items. This webinar is being recorded and will beavailable in about two weeks on the Ana resource webpage. All participants willremain muted until we get to the question and answer say, however, if you'relike me, you may need to type your question into the chat right away. So youdon't forget it by the end of the presentation that happens to me all the time.It's really also please periodically monitored the chat so that you candownload those supplemental materials. I really appreciate everybody saying hiright now. That's wonderful. It's glad to, to see all of you. We have a hundredand close to almost 200 folks on the call. So we are certainly happy to talk toyou all so that we begin our meeting in a good way. I am pleased to introduce JimSt. Arnold.
Speaker 1 (00:01:35):
Jim is a member elder and past tribal council, me memberand chairman of, of the key win Abe Indian community lake superior band ofOjibwe in Northern Michigan. He is a student of the Anishnabe language, and hehas spent many, many years in cross program collaborations and coordinations onpolicy impacting native Americans. And within HHS, oops, sorry. I got my twobios messed up. So excuse me for that. He worked for, he is retired and heworked for the great lakes, Indian fish and wildlife commission, where he was aemployed as a program director and grant writer for the 29 years. But now he isrelaxing in Tucson. Jim, I shall turn it over to you,
Speaker 2 (00:02:41):
To me and Ronde and, and Ana for, or request me to, forhonoring me with this request condition. My English name is Jim Arnold, but myname is Naik. I'm from the Cub Indian community in, in upper Michigan. I'm amember of the Wolf plant I've been asked to, to the opening prayer. I wanna sayagain, and thank you to Ronde candy car and me and everyone that asked me to dothis. I'm going to say it in English. And then, and then again in my language,and I want to apologize ahead of time to all this fluent speaker is out there.If I'm stumbling along as Ronda pointed out, I am still a student of thislanguage. So I want to say creator, we thank you for everything you've givenus. Thank you for today in this road that you've got, you've put us on, wethank you, grandfather, grandmother for watching over our family's and puttingthose spirits and elders on our path to teach and guide us. We ask grandfather,grandmother that you help us keep our spirits wise and our people in our mindsand hearts as we work together in the coming days, we ask that you give astrength and clarity as we work towards completing the task before us. We thankyou creator for listening into our words on looking into our hearts and missyou. Thank you. You're welcome.
Speaker 1 (00:05:17):
Thank you, Jim. We appreciate you starting us off and itgood way. Now it is my honor to introduce Ms. Michelle SW, who will deliver afew opening remarks on behalf of the administration for native Americans, butfirst a little bit about Ms. SW. She is the acting commiss for theadministration for native Americans and under the authority of the nativeAmerican programs act, Michelle oversees Ana's discretionary funding programsto American Indians, Alaska natives, native Hawaiians, and Pacific Islanders.She serves as an advocate for native Americans and coordinates activitieswithin the us department of health and human service. Also known as HHS todevelop policies programs, and that's affecting native Americans as actingcommissioner. Michelle also serves in a dual role as the ACF deputy assistantsecretary for native American affairs affirming the government to governmentrelationship between ACF and Indian tribes. In addition, her role as actingcommissioner and acting deputy assistant secretary, she serves as the executivedirector of the interdepartmental departmental council for native Americanaffairs. Michelle provides coordination across HHS and supports a and aleadership and the council in cross programming collaborations, coordination onpolicy impacting native Americans within HHS. Michelle, I'll turn it over toyou
Speaker 3 (00:07:12):
Now. Ronel sagos gonna go again. Wa Adam wa like Jim, I ama learner of my HAWC language. So I introduce myself and let you know that I ama member of this night plan and I as Ronda, I'm a member of the St. RegisMohawk tribe, and also a French Canadian descent. So for, for, I just wannatake a moment as we start out today to recognize those of us and those of youwho have lost someone as a result of COVID 19 or loss them during COVID 19, Iwould like to take a moment to acknowledge this loss. These losses are alwaysdevastating, but because the pandemic has impacted so much of our day to daylives, the losses and the potential they have to has native language declineare impacting our communities more keenly and seeing even more urgent,especially when those, that journey on are some of our most fluent or even forsome communities.
Speaker 3 (00:08:33):
The last fluent speakers it is for this reason that theSenate committee on Indian affairs sought to resources to support nativelanguages in the American rescue plan with many programs shut down or operatingat diminished capacity. We knew that a competitive process for these awardswould mean that some communities that could really use this dedicated fundingwould not be able to access it. So we worked with the Senate committee to li toeliminate the requirement for competition for this emergency funding. And thenwe turned to you through tribal consultation sessions to get input onalternatives, to competition for how we could award this funding. I can't thankthe staff at Ana enough who helped outreach for the meetings, reviewed theinput. We, we received develop the application and then worked with our federalpartners, such as our lawyers, the grant policy folks, the grant managementprofessionals, to complete all of the necessary steps to get this cleared atthe department and through the office of management and budget at the whitehouse, they put in a tremendous number of hours towards this effort.
Speaker 3 (00:09:55):
And, and then in addition reviewing all the applicationsthat we did receive. And so I just wanna publicly thank them for all of thework. And we'll hear from one of our federal partners who helped us get thisdone, I believe right after me. So, but I also wanna thank all of you that havecalled and today, those that applied and are about to be using these very importantresources in a variety of ways. I just wanna note that we have, we will beserving 234 federally and state recognized tribes, our four native HawaiianPacific indigenous communities with this funding. And it will go to 32 states,including Hawaii plus three Pacific territories. And we will reach over 130different native languages, which is the most that Ana has been able to reachat one time. So there are a number of unique things about this funding inaddition to it being non-competitive. And you're gonna hear a lot about that aspart of this orientation. So without a further ado, thank you, you so much forjoining this call. We are really looking forward to partnering with you as youbegin to implement your projects to support native languages. And I'm gonnaturn it back to Rondo.
Speaker 1 (00:11:30):
Thank you, Michelle. Thank you for your opening remarks.My next honor is to introduce actress Sandra Webb. She is the associate deputysecretary of the ACS, a C F office of grants management. In this role, sheoversees 200 federal and contract staff who performed the grants management andfinancial administration functions of six 60 billion grant portfolio, whichsupports the needs of vulnerable children and families prior to joining ACF.Dr. Webb was the acting principal, deputy director and director of grantoperations directorate for the department of justice office of communitypolicing services. She was also the deputy director for the community Dpolicing advancement directorate, where she managed the training and technicalassistance research and outreach functions. In addition, she worked as thedepartment head for the department of Homeland security, national prepareddirector, division of grants and training the Institute of museum and libraryservices. Dr. Webb earned a PhD in higher education and an MPA in governmentmanagement. She is also a graduate of the partnership for public serviceexcellence in government executive development program. Dr. Webb, thank you forjoining us and I'll turn it over to you.
Speaker 4 (00:13:23):
Thank you, Ronde. Can you hear me clearly?
Speaker 1 (00:13:27):
Yes, ma'am
Speaker 4 (00:13:28):
All right. Thank you so much. I want to really extend theappreciation of the office of grant management for the opportunity to speak toyou today. As Michelle said, we've been working in partnership with the ACFprogram offices to really assist all of the ACF grantees. Our primary functionis to assist you with your financial reporting and technical management of allaspects of your funding. So it's really a pleasure to meet you at the beginningof your award so that we can work with you to make you successful. OGM theoffice of grants management is organized into portfolios, which are alignedwith the purpose and goals of each program. So we're really pleased to be apart of such a unique historical and really a program that will have awonderful legacy going forward and, and be active in sustaining and preservingyour languages. We like to take a positive technical assistance approach tohelping grantees.
Speaker 4 (00:14:40):
As I said, we want you to be successful. And even thoughwe do sometimes deal with compliance and helping you with forms and reporting,we want you to reach out to us with your questions so that we can help guideyou if needed and save you time and effort in administering your awards. TheAmerican rescue plan has been a big program across ACF, actually in myintroduction, I'm going to have to update it. The, because as of this Thursday,which is the end of our grant year, we are on track to award almost 120 billionin both regular and rescue plan funding. These a R P awards will beadministered by the OGM portfolio known as communities strengthening, which isled by Marco Santos. I know several of the staff from community strengtheningare on today's call and will be noted and introduced as part of the trainingpresentation.
Speaker 4 (00:15:44):
Your notice of award when you receive it. If I believe youhave list your grant program specialist in the office of grants management, andI hope you will reach out and work with that person to really get all yourquestions answered. As we move forward, we look forward to working with youthrough the entire life cycle of your grant. And that goes from awarding, whichcongratulations, and to close out when you're finished. So I wanna thank a anda, our good partner to, to work hard with you. And we administer these awardsand including us in today's welcome call. So thank you, Michelle and Ron, andI'll turn it back to Mia if they is next. Thank you.
Speaker 5 (00:16:32):
Hi everyone. Let me introduce myself. I am. My name is NiaStrickland or Caria, and I am the director for the division program operationsat Ana, where I get to work with all the program specialists who Ana'sportfolio of recipients, as well as planning and executing the annual new awardprocess. So that's a little bit about me, but I wanna say good afternoon andgood morning to all of you wherever you're located, and really thank you forjoining us today to welcome you as part of this orientation for the Americanrescue plan, or also known as art, native language, green TV recipients. It'san exciting day for us to meet you all the a R P. And you're gonna, if you'renot a, a, if you're a new grant recipient for Ana, we have a lot of acronyms.So I apologize. I'll try and spell 'em all out, but as part of the learningcurve here.
Speaker 5 (00:17:32):
So as Michelle mentioned, the, the a R P awards were unprecedentedfor us, for Ana to make so many awards in a non-competitive way to our Eleligible entities. And from the time the law was signed, Ana was given 180 daysto make these awards. So that was kind of like at warp feed for us. This is onetime funding. So this is like I was saying, this is one time funding, and thefunds are available to the recipients until expended. Some of you asked for oneyear projects, and some of you asked for up to three years, so this will bemanaged different. You got all of your money is, is awarded up front. So youwon't have to do any non-competing continuations. And so, but a lot of this isalso unprecedented. So we are gonna work hand in hand with office grantsmanagement to figure out some of our processes and procedures, but we wouldreally wanted to get you up to speed today, since it is your first time gettingsome Ana funding.
Speaker 5 (00:18:37):
And like I said, going into this, we did, we had no ideahow many new grants would be made. And then as it turned out, we made ahundred, 210 awards. So like I said, my role here at Ana is to work with theprogram specialist who will then work closely with all of you. But at thistime, Ana is working to finalize the program specialist assignments. It's justbeen a very busy month trying to get a R P awarded as well as making the finalawards for our competitive grant awards. So once your program specialist hasbeen assigned, you will receive an introductory email with their contactinformation. So in your notice of award, please note that Roia Curry is, maynot be your program specialist while she may serve some grantees. We did haveto put a name in the notice of awards.
Speaker 5 (00:19:31):
So there will be contact information at the end of thispresentation on how to reach us, should you need to reach us? And rememberthere, I only have 12 program specialists at this time and 210 of you, plus 185of our current grantees, not to mention our new awardees. So we are a workingdiligent to make the assignments as best as possible, and as soon as possible.So today we're gonna give you an overview of who we are at Ana, the variousteam responsibilities and roles. We'll give you our folks, an introduct, anopportunities to tongue tied here, we'll do team introductions, and then I'llturn it over to one of my program specialists who will finish out the training,going over grant solutions, the payment management system, a reportingoverview, some other important events that are gonna come up. And then at theend of the program, we'll open it up for Q and a getting to know Ana, as youknow, we are the administration for native Americans.
Speaker 5 (00:20:40):
And our mission is to promote the social and selfsufficiency for native Americans, by providing funding for community basedprojects, as well as training and technical assistance. And our vision at Anais we wanna know and see that our native communities are thriving. You'vealready seen the leadership at Ana. Michelle Silva is the acting commissioner.And if we can go to the next slide, we do have a deputy director. Her name ishope McDonald loan tree, and this is a larger overview of all of ACF. So as yousaw from Dr. Webb, she is with the office of grants management, and that islocated within the office of administration. They are the upper left handcorner. You can see an arrow that points to where OGM falls into theorganizational chart of ACF. And then on the right, you'll see that a and a alsofalls under the deputy assistant secretary for native American affairs.
Speaker 5 (00:21:43):
So our commissioner also wears two hats. One is the, forAna, as well as serves as a deputy assistant secretary for native Americanaffairs across all of ACF to help coordinate the departments or the, ouragencies work with all the tribes and native Americans that we serve. And asyou heard from Dr. Webb, we now have 120 billion in an assistance that weprovide to support vulnerable children and families. And these are the variousprogram offices within ACF, the administration for children, youth, andfamilies, the office of early childhood development under which the office ofchildcare and head start follow. Then the office of child support enforcement,the office of community services, which has a lot of block grant programs. Theoffice of family assistance has like tan, temporary assistance for needyfamilies, as well as other programs. We also have the office of refugeeresettlement, as you may have heard unaccompanied children falls under thatoffice.
Speaker 5 (00:22:49):
And we also have an office on track trafficking in persons.So you'll work with a variety of people in managing your grant award. So wejust wanted to go over sort of like, who do you turn to for what, within mydivision, the DPO division of program operations you'll find the pro programspecialist. So they really do have a very one-on-one relationship with each ofthe grantees. And so they may be your first line of contact. If you have anyquestions about the programmatic parts of your grant award, they can alsoassist in pointing you in the right direction for other or resources that youmight need. But their primary responsibility is to monitor your, the, yourprogress and review your program reports and both your programmatic and yourfinancial reports, so that we can make sure everything's on track. You can alsoturn to us, should you need train some technical assistance?
Speaker 5 (00:23:50):
And I'll talk about that a little bit more. Then we aresupported in a collaborative way with the grants management specialists. I liketo say, they're the ones responsible for making sure that I are dotted and theteam are crossed. So they monitor and oversee the financial managementactivities of your grand award. They are more of a liaison between the paymentmanagement system as well. So should you have budgetary questions or needassistance with some of revisions in your report? They can also support you aswell. So it's a, it's a, just like we want checks and balances within theadministration of a grant award. There's also checks and balances at thefederal level. So the program office is, is responsible for making sure thefunding is doing the, the projects as it was awarded in terms of making surethat the goals and objectives are being met, whereas grants, management's moreresponsible for making sure all the reports have been submitted and the moneyis being drawn down and, and managed effectively.
Speaker 5 (00:25:05):
And then the third wheel is the payment managementliaison. So you, so the payment management system is where your financialpeople will go to draw down the funds, as well as to where you will submit thefinancial reports. So we don't have any connection to your accounts. All ofthat is managed by your payment management liaison accountant, and we'llprovide contact information in a little bit more context about what paymentmanagement system is, but those are the various roles within the grant, withinthe agency level of who you will contact for what your needs might be. So, likeI said, I am the director for the program, operations DPO at a and a, and I'mserved. I get to work with the program specialist who will be helping supportyou. And so, I don't know if we can quickly go through these, but Roia, can youget on and say, hello, go ahead.
Speaker 5 (00:26:11):
Hi, you see, so Roia is the senior program specialist, andthen she primarily supports grantees in the Pacific. And Jill Kane is our nextprogram specialist. She primarily supports grantees in Alaska. Can you say hi,Jill? Hi everyone. Thanks Jill. And then Marella is working with grantees inthe Eastern region, and you'll see her a little later, but I'll give her anopportunity to say hello. Hello. They're acting a little shy. Maria Boyd doesnot have a portfolio yet. She's our newest member of the team and Maria, canyou say hello? Good afternoon, everybody. I suspect she will be gettinggrantees in the Western region. And then I have young burn who negotiated andworked really hard with a lot of you. And she serves the Alaska region. Soyoung. Do you
Speaker 6 (00:27:10):
Wanna say hello? Hi, everybody. And Kate Gordon, that may,her name may also sound familiar if she negotiated your award. Kate serves theWestern region. Do you wanna say hi, Kate? I'm not sure if she's on. So I willmove on to Ty raki who also helps support Pacific region grantees. Hi, Ty, areyou available? Yes, ma'am hello, good afternoon. Or good morning. Welcome allnew recipients. I'm Ty broski, and I hope to
Speaker 5 (00:27:49):
Be able to serve you. Thank you, Ty. Also serving theWestern region Sierra Wilber.
Speaker 7 (00:27:57):
Hi, everyone. Welcome to a I'm some of emails in the feel,feel free to reach out if you need anything, but welcome.
Speaker 5 (00:28:10):
I will say if you are a current Ana grantee, I am tryingto assign you to the same program specialist. So you may already kind of knowwho your specialist is. If you're already an Ana grantee and then moving on toBrandon co Harley, are you available to say hi, he also serves the Easternregion.
Speaker 8 (00:28:33):
Good morning and good afternoon, everybody. My name is PAKota. Harley. Very gracious to be here and get to know you all. As you all, allare receiving the a R P funding and congratulations on your new
Speaker 5 (00:28:44):
Award. Thanks Coda. And two other new members of the teamis Mia. Beverly, do you wanna say hi Mia. She will be serving Western grantees.
Speaker 9 (00:28:57):
Hello, everyone. So nice to virtually meet you all. I lookforward to working with perhaps some of you in the future and be,
Speaker 5 (00:29:09):
Oh, no, I looks like we inadvertently left off anothermember. Let me go to Brian then. I'll I'll I'll back up a little bit. Brian, hoCruz is also a new member of the DPO team.
Speaker 10 (00:29:26):
Everybody. Brian, congrats on your new awards. And I'malso looking forward to getting to know a few of you coming months.
Speaker 5 (00:29:35):
So welcome. Sincere apologies on, on my oversight. I, weleft off Kayana gates. Oh, I, I missed I, I skipped over you. I apologize.Kayana. Do you wanna say hello?
Speaker 11 (00:29:51):
Sure. No worries. Yeah. Hi everybody. I am Kayana. I dothe Eastern region.
Speaker 5 (00:29:57):
Yes. And I think Kate was able to join us. Kate, did youwanna
Speaker 11 (00:30:02):
Say hi? Hi Mia. I'm so sorry. I had to jump off becausethe help desk finally called me and they needed to remote enter into mycomputer, but hi everybody. Congratulations on your awards. It was greatworking with some of you on revising your applications and getting everythingfinalized. I'm so excited to see how your projects go. I work with Westernregion grantees. So congratulations again, and thanks for attending today.
Speaker 5 (00:30:30):
Thank you, Kate. And so that's who we are as Dr. Webbmentioned earlier, we are a Ana is under the, a community strengthening grantsportfolio where we are work collaboratively with our OGM partners. And thedirector for our portfolio is Marco Santos. I don't know Marco, are you here? Ithink he was, but he had to go to another meeting at the same time. This isSandra. Yes. Like I said, we're like three days before the end of the fiscalyear. So it is quite busy in the grants world right now. So I don't know if ourGMO 10 Chappelle is available to say hello. That's how busy we are. So let me seeif any of the OGM specialists and these specialists are assigned to your grantaward. So you'll see exactly which one has been assigned to you through theoffice of grants management, Ruth Hopkins, senior grant specialist.
Speaker 5 (00:31:40):
And then we are also served by DM Angela Forbes. And thenfinally, Lauren Wyat completes our OGM team. So even though I have three, Imean, 12 program specialists, you can see there's only three OGM specialists.So you'll, you'll need to be patient with us. And we're doing our best to serveyou in the mini grand of the grantees that we are serving as well. So, butthese are your primary contacts for the office of grants management. Well, Anaand I think I just referenced earlier as announcing and mentioning thespecialist. We talked about who's in the Eastern region, who's in the Westernregion. So this is a map. So you can see exactly where, what, whatever stateyour organization is located in is the, what region you'll be served by. So youcan see Eastern region goes from North Dakota down to Texas and everything
Speaker 5 (00:32:39):
East I'm east of that to the Atlantic ocean, and thenMontana down to New Mexico and everything west of those, that line to thePacific ocean is our Western region. And then we have training and technicalassistance center just for the state of Alaska and as well as one that servesHawaii, Guam, America Samoa, and the Northern Marianna islands. So it looks alittle cut off here, but you can further contact information on this slide aswell as on the Ana website. And it'll also be at the end of this presentation.Now I am going to turn it over to Marela Richardson. One of our programspecialists that you've just met, she's also known as Marela sunshineRichardson. She's a member of the Lumbee tribe of North Carolina and firstgeneration Italian American. She, she hails originally from the Philadelphia, Pennsylvania.Marella got her bachelor's of arts in American Indian studies from theuniversity of North Carolina at Kimbro in 2010. And she is currently pursuingher master's of public affairs, public administration. And I'm sorry, at theuniversity of Delaware, Marella has dedicated her career to working with andfor Indian country. So Marella take it away.
Speaker 12 (00:34:07):
Thank you, man. At this time, we'll go over a fewresources that you will need to utilize as you develop your project. Grantsolutions is a grant management module that supports Ana throughout the, thefull life cycle of a grant from the notice of funding opportunity also calledNOFO to the closeout. The office of grants management OGM creates grantee useraccounts to access grant solutions. During the processing of grant award.Typically two grant solutions accounts are assigned one for the authorizedrepresentative listed on the SF 4 24, and one for the principal investigatorproject director, P I P D. If at any time during your project changes need tobe made to use our accounts, contact your program specialist, who will helpinitiate the process for you. The form that you see on the screen will need tobe filled out, signed and returned to the grant solutions, help desk forprocessing.
Speaker 12 (00:35:22):
Once processed, you should have add access to your grantfile and any other grant file that uses the grant solution system. It usuallytakes a day or so. You'll have to follow up with the grant solutions, help deskdirectly. If you have issues accessing grant solutions or your specific Anaaccount, the form on the proceeding slide needs to be filled out, signed byyour supervisor and returned to the grant to grant solutions, as indicated onthe instruction page. You'll also wanna make sure you copy your programspecialist so that they're aware of the changes taking place. Once submitted.You should have access in a day or two to add users as well. Please contactyour program specialist. When you first log onto grant solutions, the mainscreen for viewing and managing your award, your active of award is the mygrants list page. If your tribe or organization has more than one ACF award,then you will need to select the Ana award before getting to this page.
Speaker 12 (00:36:32):
My grants contains basic information on your grant, aswell as two documents and activities. You can find your most recent notice ofgrant award or NGA on this screen, by clicking on the view NGA link, if abudget modification where amendment is processed, the NGA will be replaced withthe new version. All previously issued NGAs can be found under the historylink. The payment management system also called PMs is a part of program supportcenter for HHS and is responsible for all payment related activity. From thetime of award through the closeout of an Ana grant, PMs makes payments tograntees manages cash flows and reports disbursement data to Ana and OGM PMs.Also processes requests for reviews, the FFR four 20 report and ensures thatgrantees do not have an excess of cash on hand. Most tribes and organizationsthat have grants with HHS already have PFS accounts.
Speaker 12 (00:37:56):
However, for those new grant recipients, you will need tocreate a new user account. You will go through this process on the next slide.Please note that you'll have another contact person as Mia previously sharedoutside of OGM and your program specialist. When dealing with PMs to establisha PMs user account, this slide goes through the steps to establish an accountif you're new to PMs. So the first step that you'll take is you'll go to thelink, which will be available for your access on the handouts as well. Andyou'll click new user you've request a new P request access to PMs. And thenfrom there you'll select to create a new account. You'll have to enter andconfirm your email address, click register, I'm sorry. Click to request emailverification code. And the verification code will be sent to you of via emailselect a security question and enter the answer.
Speaker 12 (00:39:00):
Enter the cap showed click submit a screen screenshot ofPMX access form access form is displayed on the next slide for your reference.When you go through the process of cl creating your PMs access request form,you'll need to know the following information you'll need enter the followinginformation, your organization's name, and either the organization's E pin orpan requesters contact information. Then you'll have the type of access beingrequested. The levels you will select from can include grantee inquiry, accountmaintenance, payment requests, ad, or update banking for the federal financialreport FFR and the federal cash transaction report. You'll have the options forviewer view, payer and certifier request or supervisor information such asname, title, email, address, and phone number. And then you'll submit you'llcertify and submit. It usually takes a day or two for access to be granted whenestablishing a new account in order for, for your tribal organization toreceive direct deposit from PMs, you must complete the SF 1199 a form in orderto add or change bank account in PMs.
Speaker 12 (00:40:32):
Here are some tips to ensure accuracy when filling out theform box one, a the name entered must match the organization name on the NGAbox. One C what? I'm sorry. Box one B, leave this box blank. The form will berejected. If a name is entered in this box, box one C the organization'staxpayer ID number must be entered in this field. Section one PE certificationsignatures must be included on this form. These are some of the common errors whenfilling out this form, correction corrections in the depositor's account numberin box one, a the form will be rejected. If alterations such as strike throughsor crossouts appear on the original form to avoid this error, please complete anew form. If corrections are made, if you are looking for your PMs liaison,you'll be able to do so by filling out the form that's listed in the link forgeneral questions about PMs, you can call 1-877-614-FIVE 5 3 4, or email themPMs support, PCs dot HHS dot go APR reporting.
Speaker 12 (00:42:09):
Ana has worked very hard to streamline the, to stream linereporting for APR recipients to make administrative, to make the administrativeburden as light as possible. The APR report progress report and the APR postproject report only ask essential information Ana needs for reporting toCongress. There are two types of reports that are required throughout thecourse of your war. Programmatic and financial on the left side of the screenare the financial reports that will be due during the grant. There is aquarterly report, a semi-annual report, a closeout and a closeout report thatis, that will be due on the right side of the screen. You will see the progressreports that will be due. Program reports are due semi-annual throughout theproject period with a post-project report due 90 days a after the end of theproject, Ana highly recommends that you complete your post-project report inthe last week of the project, so that it's ready to submit when the projectends in order to successfully close out a project, all financial and progressreports must be submitted along with a couple of other forms, but those formswill be discussed and covered.
Speaker 12 (00:43:32):
During the post award training post award training is amandatory and free training for all recipients to attend. There will be avirtual post award training in each of the four regions training dates will bedetermined by each region and communicated with grantees via email. Post awardtraining is mail for at least one program staff, usually the project directorand one finance person. Usually the program accounts in submitting the financialreports. However, since training will be held virtually more staff may attendif desire. This could also be beneficial so that you, you have someoneavailable to serve as a backup, should an emergency occur annual events, theannual grantee meeting like its name implies that it'll be held every year.Every other year. The ACE, this meeting will be held with all ACF grantees andit usually will happen in the late winter. The native language summit will takeplace November 18th through 19th, 2021.
Speaker 12 (00:44:44):
This meeting will be held virtually. So no travel isrequired. And although this meeting is up optional for a a R P recipients, itis highly recommended for American rescue plan recipients to attend the nativelanguage summit provides a place for language programs funded through Ana, thebureau of Indian affairs department of education, office of programs to gatherand network. This is a unique experience that solely focuses on native languageprograms and the communities they serve. The annual grantee meeting will takeplace March 22nd through the 24th, 2022, this meeting will be held virtually.So no travel is fired. Although this meeting is optional for American rescueplan recipients, it is highly recommended for a R P recipients to attend. Theannual grantee meeting is an opportunity for grant recipients and federal staffwho work in native communities to exchange it, provide feedback to one another,learn about how to better manage your grant award and learn about otherresources.
Speaker 12 (00:46:01):
This is a chance to network with other Ana recipients andsee how other Ana recipients are using their projects to help their communitiesthrive on this page. You'll see a list of contact information that has beendiscussed over the course of this orientation. This includes the Ana help desk,which some of you have already contacted with questions in regards to yourgrand award. You'll also see our Eastern TTA center, the Western region TTAcenter, the Alaska region TTA center, the Pacific TT region TTA center, as wellas the native language community, which was previously mentioned. You can lookat that website, the last website listed on the bottom, right, for resourcesthat might be beneficial to your project. Thank you for your time attention atthis time, I'm going to ask Ms. Candy. If there are any questions that havebeen brought up in the chat box to be addressed.
Speaker 13 (00:47:05):
Oli, if you have any questions, if you can please go aheadand type them into the chat. We have been asked answering some of them asthey've been coming in, but I wanna touch on and maybe get some clarificationfrom the presenters on a couple of questions that have been asked. One of thequestions was with regard to the project director's name that was on the NGA,who do they need to contact to change the project director and maybe rose, canyou answer that please? Yes.
Speaker 14 (00:47:44):
Can, I'm sorry. Mardella I can't recall if we're sharing aFAQ document today, but if in your application you mentioned the projectdirector or the authorized representative and the NGA doesn't match up with theinformation that was provided in the application. Then go ahead and send me anemail, but you should still complete the grant, the recipient user requestform. You would not need to submit an amendment. So just the recipient userrequest form with the names and the emails for the changes. If in yourapplication, sorry, if there's a change that's different from what was in theapplication, then an amendment would need to be submitted. Not sure if thatanswers the question.
Speaker 13 (00:48:55):
I think so. And to do an amendment that would be throughyour grant solutions account, there is a link in there called managingamendments, and it's a very simple change to do a project director change. Basically,you just submit a resume for the new project director, fill out a form, andpretty much that says simple as it gets for Ana amendments, and you submitthat, and then you, once it is approved, you will receive a new notice of grantaward indicating that change. All right, we have a lot of questions that peopleare sending in with regard to the PowerPoint for today. So if you go to yourchat there and just scroll up, if you don't see it immediately, there are quitea few handouts PDF handouts that are in the chat that you can just click anddownload. Another question that we have is with regard to the grantee reports,there's some confusion. Some of the individuals have been asking thatindicating that there were two versions of the reports that they received.Marela maybe you could answer that question with regard to reporting foreveryone. Sure. So with regard to reporting,
Speaker 12 (00:50:27):
So we are still finalizing the reporting format and howthe report, the progress report will be submitted as it was shared during theslide presentation, our goal is to make this as user friendly and to reduce theadministrative burden on the project staff. So we are finalizing thosedecisions with the format, for which it will be submitted if you currently havean a and a award, and you are used to doing a report through the onlinereporting system, the O L D C, we will not be utilizing that reporting functionfor the American rescue plan reports again, to help facilitate making theadministrative burden as to, to help alleviate the administrative burden onprogress staff. I'll also ask Mia if she would like to say anything else as thedirector regarding the reporting.
Speaker 5 (00:51:28):
So, yes, as I mentioned earlier, we're still working outsome of these processes and procedures. We did streamline the a R P reporting.It is not, we have an ongoing progress report form that's built into thesystem. We wanted to reduce the reporting burden for a R P recipient. And so wecame up with a different and more streamlined reporting form. So there will bea six month reporting for the, I don't know, it's called a R P progress report.And then there will be at the end of your project, a post project report. So ifthere is a error in the N G I apologize, but there should be similar reports,but one is for semi-annual ongoing progress of your grant. And then there's thepost-project report. So it was just kinda like a final report and all intervalreport are due within 30 days, I should say, interim reports are due within 30days of, of the end of the reporting period and final reports or thatpost-project report, which is gonna be considered a final report will be due 90days after the end of your project. And those are just some grant policies interms of timing, but we will be making sure we give you a there's a chart thatshould be in your NGA about the frequency of the reporting and when the reportsare due.
Speaker 13 (00:53:02):
Thanks, Mia. So it looks like we're also getting questionsstill about the recording also, and the recording needs to be made compliantwith closed captioning. So that typically takes about one week to two weeks inbusiness time. So once that is made compliant, this recording will be availableon Ana's website. Let's go to another question. Are indirect cost allowablewith a funds?
Speaker 5 (00:53:37):
I'll answer that question. Yes, but it should have beenpart of your budget that you negotiated, but they are allowable costs.
Speaker 13 (00:53:46):
Okay, great. And one of the attendees ask if we have subgrantees, can they attend the native language summit or annual grantee meeting?It sounds like a wonderful opportunity for these programs,
Speaker 5 (00:54:03):
And yes, please have your sub grantees or communitypartners attend because we're virtual, there's no cost to travel normal, or wedon't have any space constraints except how many lines we make available. Sothere's less restrictions on who can attend these events. We want 'em to beassociated with an Ana grant award, but, but yes, you're in ojas case, there'ssort of a different, unique circumstances. I know you guys are doing some partof your grant, so yes, they can attend.
Speaker 13 (00:54:40):
And we do have some reminders from Ana staff. If you're,if you have any questions and your emailing Ana or the office of grantsmanagement, please try to include your grant number in the subject line thatjust helps them, you know, find you amongst the 230 plus our recipients. We gota question with regard to the, the standard form. Four 20 fives are duesemiannually, and how should they be submitted?
Speaker 5 (00:55:17):
Great question. All financial reports that doesn't change.They are submitted through the payment management system.
Speaker 13 (00:55:27):
All right, thank you. And we also had a question if theyalready have a PMs account, do they need to go through that account set up thatMarela went through or are they fine with their existing account?
Speaker 5 (00:55:46):
I think she did reference if you already have an AR anyother grant through pay management system, your accounts already set up, you'lljust need to make sure the award is associated with, with your account.
Speaker 12 (00:56:01):
So you can contact the PMs helpline with that emailaddress and phone number I referenced, and they should be able to help you withconnecting your account, your grant award.
Speaker 13 (00:56:14):
All right. We have a question. I already, I have a grantin grant solutions already, but I do not see this grant as of yet. Should I beseeing it by now?
Speaker 12 (00:56:28):
You should see it there. I would suggest that you contactthe grant solutions help desk and make sure that they align both your a R Paward and your user account. If you were not listed, the NGA were not includedon the, for SF 4 24 in the grant application, then there just may need to be aconnection made there, and you can also contact the office of grants managementas well as if you need help con connecting your grant award in OGA in grantsolutions.
Speaker 13 (00:57:08):
Thanks. Marela we received another question. The reportingdeadlines that were sent to us stated that the SF 4 25 due was due quarterly.And you stated that it was semi-annually. Can you please clarify?
Speaker 5 (00:57:25):
It should be semi-annual I'm gonna have to take anotherlook at that NGA. Well, it is the, is the cash transaction reports due quarterquarterly still. Thank you, Jill. Yes. You're welcome. Thank you, Jill. So it'sconfusing that they're both called the 4 2 5 report, but they're due atdifferent times. So the program office sets when we need a FFR. And so we'vemade those six months, but the cash transaction report, we, we can't set thoseas timelines. The payment management system says, says timelines. So they'redue every quarter for your federal cash transactions. And so, yes, going backto this slide, those are the report. Those are the dates of that. The reportsare due and the reporting period is gonna be, say, like, it says due January30th, but it'll be the cash report from September to December. Thank you. Imean, September does December. Yeah. I said that, right. Okay. There'sactually, now that I'm thinking about it, a cash transaction, since these are,we normally don't award by September 1st. So you will need your first CAfederal cash transaction report will actually be due October 30th for the monthof September. We forgot to mention that.
Speaker 13 (00:59:00):
All right, it looks like we are running down on thequestions that no new questions are up. Oh, somebody just pop up one regardingthe indirect cost rate, the award document lists the award total in other, andin direct cost only even though our budget submitted included in directs, itsays funds may be spent in accordance with the budget approved by Ana. So do weassume the budget we submitted is approved if not otherwise noted on the awarddocument?
Speaker 5 (00:59:37):
Yes. So again, I think OGM had about a week to processthese awards. And so they put rather than breaking it up based on the revisedbudgets. And we were also continuing to receive revised budgets while they weretrying to process these awards. So it was easiest and most expeditious to putevery thing in the other, but the language in the NGA says, it's your budget asapproved by Ana is the one that you submitted. So that is the budget you shouldbe using. And once you get your program specialist, if you're not sure you can,we can actually you'll see it in your, as a grant file in grant solutions, whatyour final budget is. Cause we, we upload all the revised documents to yourgrant file. And I saw someone with a hand raise. I don't know if his hand isstill raised Stewart. COUM TWA. If you wanna unmute your
Speaker 15 (01:00:44):
Thank you, my chat thing isn't working. So I can't, Ican't type does this grant award have any implications with the loominggovernment shutdown and potential staff within your organiz that will be out ofwork or not reporting.
Speaker 5 (01:01:11):
That's a great question for our grantees who receive theirfunding before the end of the fiscal year, you have money to continueoperating. So the shutdown will not impact your grant award. And then I thinksome essential services will continue such as payment management system. So youshould still be able to draw down. However, if we're shut down as a federalagency, you will not be able to contact us, or we can't respond to you any yearover year questions until such time is Congress appropriates the funds thatkeep us operating.
Speaker 15 (01:01:51):
And then my other question, I know you've have yourtimelines here and your reporting dates, but a lot of tribes are still copingwith the COVID pandemic and aren't fully operational as for instance, my tribe,the Hopi tribe. Is there any consideration into your timelines to the COVIDpandemic as far as reporting is going concerned?
Speaker 5 (01:02:20):
So I believe the current O B flexibility for granteesexpires at the end of this month. And I'm not aware, but OMB might be extendingthe grantee flexibility when that document comes out, we'll share it witheveryone and then we'll know what the flexibility are. But in terms of the,what I've learned in terms of the payment management system, those quarterlyreports did not, they were unable to provide flexibility in filing thefinancial reports. So I, I don't know about that one at this time.
Speaker 15 (01:03:04):
Okay. That's those are only the two questions I have.Thank you.
Speaker 5 (01:03:08):
And the, what I wanna also mention about the financialreports is if there are overdue, there are times where the payment managementwill restrict the draw down the funds until those reports are submitted. So ifthat happens, please let us know, and we can work with you
Speaker 15 (01:03:30):
For, for the Hopi tribe. It's different because you haveto have tribal council approval for any funding that is over 60,000. And Ibelieve everybody got 83 plus or 80 plus we still need to go before council toapprove these funds. So we're in the process of working on it. So I'm justtrying to cover your, your deadlines as I heard today. Thank you.
Speaker 5 (01:04:00):
Thanks for letting us know that.
Speaker 13 (01:04:04):
And we did just wanna remind everyone that there will be programaccess to the PMs information on reporting information on using grantsolutions. We'll all be included in your upcoming post award training, and wewill, it will be a virtual training and we'll email you when those trainingsoccur. We have another question for a two year project since funds are alldistributed in year one, our cash transaction and FFR reports still requiredduring year two. So
Speaker 5 (01:04:47):
The cash reports are due will still be due as, as you'reutilizing the funds. So yes, if you're still spending money in year two, youneed to report that you're spending money in year two.
Speaker 13 (01:05:02):
So we also got a question with regard to what's thedifference between the cash transaction report and the 4 25. So the cashtransaction report is a, a very simple online report where basically you justreport what you spent and the 4 25 is the SF 4 25 report that you do.Semi-annually ask for just a little bit more information. If you had anindirect, you would report on that on the bottom of the form, but it's just toask for a little bit more financial information, but typically it's, it is apaper form that you can fill out. The cash transaction report is just asubmission of what you spent for the period, but we will go over all of thatwith you in depth in our upcoming post award training. So not to worry aboutfilling those out and also just to put in a public service announcement forquestions, with regard to reports and reporting, once you, or once those datescome up, you can always reach out to the training and technical assistancecenters. We can help you with any kind of amendments or reports that you needto re prepare during the course of implementing your project.
Speaker 13 (01:06:37):
So we also have a question here. What about operationaldelays due to COVID? We are having school closures happening in our area.
Speaker 5 (01:06:49):
Again, we understand the impacts of COVID. It's gonna bedifferent for each grantee. Some may be working in schools, some may not beworking in schools. So again, once we get more our information about if thereare continued flexibility, we'll provide that to all the recipients. But justonce again, once you're assigned a program specialist, keep them up to date onsome of the challenges you're having. You can also in the interim contact yourregional training and technical assistance center and see if they have anyguidance for you. And then we do offer an opportunity to say you're delayed inyour activities as part of the progress report. And then you can just provideus with an explanation as to why you're delayed. Again, if you need additionaltime, the end of your projects again, if maybe you put a one year project, somehave put a two year project or three year, if at the end of your projectperiod, you need additional time. That's considered a no cost extension for anextended amount of time to complete well to finish your, an incompleteactivities. So there is an option for that as well at the end of your project.
Speaker 13 (01:08:09):
Thank you, Mia. It looks like we are, again, running downwith questions. If every, anyone has any last minute questions they'd like topose to the panel. If you could go ahead and type them in,
Speaker 12 (01:08:26):
And while we're reading, I just wanna reiterate thinkingNPO for sharing it in the chat box. If the shut, if shutdown does occur andimpact ACF, and therefore Ana, you can still contact your local or yourregional training and technical assistance center for support, even though youmay not be able to contact your direct program specialist.
Speaker 5 (01:08:48):
I just also wanted to reiterate the resource at the bottomright link. It's the WW Ana ncc.org. That is a special training and technicalassistance center that Ana stood up to support a cohort of language granteesthat we had a cooperative agreement with. It's N LCC stands for nativelanguage, community coordination, demonst, and over the course, we've beenworking with them since 2016. So there has been an abundance of resourcesgenerated or consolidated and listed there on the N LCC website, how to, how todo a master apprent program, how to develop language curriculum, how in otherkinds of webinars that we, we really wanna make sure you're aware of and makesure your staff is aware of. Because if you have a question about nativelanguage, there's free resources there for you. So for, for assistance withyour project, you should to contact your regional training and technicalassistant center. But if you're just looking for resources, webinars on how todo specific things related to your project, best practices, you can go to the,that N LCC website and download those resources and feel free to share andutilize and make sure your partners know about it too. We really hope it's abenefit to you.
Speaker 13 (01:10:24):
Well, we're getting a lot of thank yous for thepresentation today, and it looks like that is it for our questions?
Speaker 5 (01:10:34):
Sure. Let me put in the chat, the lcc.org, that is thelink. And again, this is being recorded and shared outs in a few weeks. Once weget it, what's called 5 0 8 compliance to, for those who may be hearing orvisually and prepared this so that they can also benefit from thispresentation. So thank you all. Thank you. Marella. Thank you Ronel and allthose who helped on the backend to get this program together, and we lookforward to working with you all take care.
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Training Videos

Module 1: Getting Started – ARP Grant Recipient Orientation

Module 3: Due Semi-Annually (and Annually) – Financial Financial Report (FFR) (a.k.a. FSR)

Module 4: GrantSolutions Overview

Module 5: Budget Revision Amendments

Module 6: No Cost Extension Amendments

Module 7: Change in Key Personnel Amendments

Module 8: HHS Cost Principles and 45 CFR Part 75

Module 9: Semi-Annual ARP Progress Report

Module 10: Final ARP Post-Project Progress Report

Module 1: Getting Started – ARP Grant Recipient Orientation

Congratulations on receiving your American Rescue Plan (ARP) grant award!

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