Grant Administration

Recipient Administration of grant programs involves:

  • Budgets
  • Project / Application Approvals
  • Grant Life Cycle Management 
  • Fund Management
  • Timelines and Deadlines

Tempest-GEMS simplifies the complexity of these tasks. Furthermore, we customize. We can customize the suite of tools related to state-wide (territory-wide) administration. This is called “modifiable-off-the-shelf” or MOTS” software. Key elements of Recipient Grant Administration include:

  • Dashboards
  • Workflows
  • Reports

Dashboards

Dashboards provide summary data giving teams information at a glance. In the best of cases, they tell stories…

Here we see that:

  • A bit more than 1/2 of what we’ve estimated has been funded by federal grants.
  • About 1/2 of what we’ve had funded (obligated) has been disbursed to sub-recipients
  • And about 1/2 of that amount has been fully documented with invoices and proofs-of-payment.

In this story, we see grants stepping through the grant life cycle.

  • Grants start as applications or drafts or proposals (“Submitted”)
  • Through Tempest-GEMS, they are submitted for approval and funding.  (“Pending”)
  • Grants are then approved or obligated or funded (“Obligated”)

Not shown are the later stages as grants undergo scope changes, appeals, and close out. 

Workflows

Grant Initiation 

Grants start as applications. Some programs call them proposals, or projects, or other industry-specific terms. The concept is the same. The project(s) are:

  • Project scope and objectives are Described
  • Costs are estimated
  • Reimbursement budgets are prepared
  • Eligibility, authority, or relevance is documented

In Tempest-GEMS, each grant program (for example: HUD CDBG, FEMA HMGP, FEMA PA) has a tailored application form or a multi-page application wizard. 

Requests

In Tempest-GEMS, a Request is made by the sub-recipient. Formalizing the process of asking for a change in status or an step through the grant life-cycle.

WorkFlows

Processing of Requests is done through Workflow. Tempest-GEMS sends notification email informing of a pending Request. 

Authorized members of the grant administration team may extend all grant due dates (end-of-performance date) based on criteria or rules. 

The Reimbursement process is a rich series of steps with numerous checks-and-balances. The basic flow is:

  • Review Request 
    • Perform one (or more) document validations
      • Are the documents what they say they are?
      • Do the documents meet checklists for completeness and compliance?
      • Do contracts meet procurement standards?
    • Perform one (or more) financial validations
      • Are the invoices accurate? 
      • Is the data entry accurate?
      • Are the invoices supported by contracts?
      • Is there proof of payment?
      • Is force account information complete?
        • Is force account information supported with payroll data?
    • Send to the Reimbursement Approval Queue
  • Reimbursement Approval
    • Another team confirms and prepares reimbursement 
    • Sends to Payment Queue
  • Payment Approval
    • Tempest-GEMS can either
      • send digital information electronically to another system
      • create a payment request report (paper/PDF)
  • Disbursement Queue
    • With confirmation that payment went to sub-recipient, authorized Tempest-GEMS users pushes the notification and funding through Tempest-GEMS – thereby adjusting balances that the sub-recipients see. 

Reports

Numerous reports exist to assist with administrating grant programs. Common reports include:

  • View into all grant (applications, proposals)
  • Aging Reports
  • Progress Reports
  • Data Entry Analysis – who is entering what
  • Applicant summaries

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