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					Preparing for
American Recovery and
Reinvestment Act (ARRA)
Funding Opportunities
Advice from Successful Minnesota Applicants
Office of the Chancellor
July 21, 2009




                           The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
Welcome and Introductions
               Elizabeth Biel
          Office of the Chancellor
 Healthcare Education Industry Partnership




                The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
Presenter Panel
                          In alphabetical order:

                        Steve Frantz,
          Veterans Re-entry Education Program Grant
                     Steve.Frantz@so.mnscu.edu

                      Heather McGannon,
                Dept. of Labor Laboratory Grant
                   Heather.McGannon@saintpaul.edu

                          Gail O’Kane,
MN Training Partnership for a Sustainable Energy Economy Grant
                      gail.okane@so.mnscu.edu

                       Becky Thofson
         Long-term Care Skilled Worker Pipeline Grant
                             bthofson@wfdi.ws

                          The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
Overview of Meeting

Panel Presentations & Discussion:
  – Technical Proposal Development & Project
    Management
  – Budget Development & Fiscal Management
  – Grant Submission Logistics
  – Other Suggestion and/or Questions




                     The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
Technical Proposal Development
              And
    Program Management
    Preparing for ARRA Funding Opportunities
                 Presenter Panel




                  The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
A. Developing the Scope of Work I
Steve Frantz, Veterans Re-entry Education Program:

     – Build the case carefully
          • RELEVANT and ACCURATE data
          • Be careful of alternate interpretations

Becky Thofson, Long Term Care Skilled Worker Pipeline:

     – Have specific and compelling need to address
     – Must justify why federal $$’s are needed
     – Tie each piece of the project throughout the
       application.
     – Identify goals for each piece of the project

                                   The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
A. Developing the Scope of Work II
Gail O’Kane Minnesota Training Partnership for a Sustainable Energy Economy:

     – Read the solicitation carefully
           • Does RFP emphasize training or capacity-building? Who
             are eligible partners/applicants? How broad a region can
             be served?
     – Build on existing strengths/partnerships

Heather McGannon, US Department of Labor Laboratory Grant:

     – Describe and link grant deliverables (products) and
       outcomes (numbers served)
     – Remember this is your primary communication tool with your
       funder
     – Create a matrix when developing the scope
     – Develop the scope like you are going to manage the project
                                         The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
B. Partnerships I
Heather McGannon, US Department of Labor Laboratory Grant:

     –    Identify the needs and wants of each stakeholder early
     –    Develop a communication plan or system
     –    Develop a contractual or memo of understanding with each
          grant partner based on their outcomes


Becky Thofson, Long Term Care Skilled Worker Pipeline:

     –    Be very specific on roles to avoid misunderstandings and/or
          over-committing the partnership
     –    Be sure every partner group listed includes a letter of
          support or commitment
     –    Each goal has partner identified responsible for that goal


                                   The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
B. Partnerships II
Gail O’Kane, Minnesota Training Partnership for a Sustainable Energy Economy:

     – Identify point person at each partner organization
     – Make sure that leadership is “on board”
     – Establish communication tools early – e.g., list-serves,
       Google groups, phone conferences
     – Workforce partners critical to developing plan,
       implementing case management (students should be
       considered as “clients”)

Steve Frantz, Veterans Re-entry Education Program:

     – Real partnerships with previous foundations


                                   The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
C. Workplans & Timelines I
Gail O’Kane, Minnesota Training Partnership for a Sustainable Energy Economy:

     – DOL - Extensive training for grant management
       may delay startup by as much as one quarter

Heather McGannon, US Department of Labor Laboratory Grant:

     – Use meeting template
     – Communicate work plan and timeline frequently
     – Utilize task group to complete most of the work,
       segment your projects




                                   The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
C. Workplans & Timelines II
Steve Frantz, Veterans Re-entry Education Program:

     – Use a sequential Workplan template that moves
       from goals to objectives to activities to timelines
       to responsibilities and resources.
Becky Thofson, Long Term Care Skilled Worker Pipeline:

     – Be sure to address each goal outlined in the
       Scope of Work by also identifying the projected
       outcomes
     – Timelines must be realistic because they become
       tied to the funding and the outcome expectations


                                   The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
D. Projecting Outcomes I
Heather McGannon, US Department of Labor Laboratory Grant:

     – Create a sign-off form for stakeholders to sign
       reflecting the products/outcomes they are
       committed to producing
     – Be realistic!
Becky Thofson, Long Term Care Skilled Worker Pipeline:

     – Try to be realistic – not too conservative and not
       too optimistic
     – Outcomes become the basis for your budget
     – Cost per placement is an important outcome for
       Department of Labor

                                   The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
D. Projecting Outcomes II
Steve Frantz, Veterans Re-entry Education Program:

     – SMART outcomes from SMART objectives

Gail O’Kane, Minnesota Training Partnership for a Sustainable Energy Economy:

     – DOL “outcomes” may not fully capture your
       definition of success – plan for separate data
       tracking/evaluation




                                 The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
E. Sources of Labor Market
Information I
Becky Thofson, Long Term Care Skilled Worker Pipeline:

     – Most important source of information: Local
       business quotes, letters, data, etc.
     – DEED can provide more data than you know
       what to ask for! Ask your local LMI Analyst.
     – Modeling resources

Heather McGannon, US Department of Labor Laboratory Grant:

     – DOL Stats
     – WorkForce 1
     – Industry related/professional associations

                                   The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
E. Sources of Labor Market
Information II

Gail O’Kane, Minnesota Training Partnership for a Sustainable Energy Economy:

     – DEED regional labor market analysts
     – Green Jobs reports:
          www.stimulus.project.mnscu.edu & www.mngreenjobs.com


Labor Market Information Links:
     MN Department of Employment & Economic Development LMI
     http://www.deed.state.mn.us/lmi/Home.htm
     US Department of Labor, Bureau of Labor & Statistics
     http://www.bls.gov/
     US Department of Health & Human Services, Healthcare Resources & Services
        Administration
     http://www.hrsa.gov/


                                      The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
F. Grant Administration/Prog. Mgt. I
Steve Frantz, Veterans Re-entry Education Program:

     – Project director should be at least 10% for
       accountability
     – Don’t forget a project evaluator

Gail O’Kane, Minnesota Training Partnership for a Sustainable Energy Economy:

     – Typical DOL grant has 1.0 FTE or more devoted to
       grant management




                                   The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
F. Grant Administration/Prog. Mgt. II
Heather McGannon, US Department of Labor Laboratory Grant:

     – Communication openly, honestly and frequently
       with your Federal Program Officer
     – Document every grant related decision
Becky Thofson, Long Term Care Skilled Worker Pipeline:

     – The application will state the allowable amount
       for administration
     – For project administration – reporting, required
       meetings
     – Grantee meetings

                                   The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
G. Other I
Gail O’Kane, Minnesota Training Partnership for a Sustainable Energy Economy:

     – DOL is strict about procurement – can’t pre-
       specify contractors in grant proposal
          • But if you specify equipment in proposal, it can save
            you time

Becky Thofson, Long Term Care Skilled Worker Pipeline:

     – Complete a rough budget first!
     – Again, anything in the proposal must be
       supported and referenced throughout the
       application
     – Sustainability after the grant ends is important
                                   The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
G. Other II
Steve Frantz, Veterans Re-entry Education Program:

     – Subcontracts vs Subgrants




                                   The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
  Budget Development
          And
  Fiscal Management
Preparing for ARRA Funding Opportunities
             Presenter Panel




              The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
A. Overview of Budget Categories I
Becky Thofson, Long Term Care Skilled Worker Pipeline:

     – This section should be done first!
     – Must demonstrate why equipment is needed to
       complete the Scope of Work
     – Any purchase over $5,000 needs approval from
       Project Officer and Grant Officer

Steve Frantz, Veterans Re-entry Education Program:

     – Determine line item and budget flexibility (10%?
       Of what?)



                                   The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
A. Overview of Budget Categories II
Heather McGannon, US Department of Labor Laboratory Grant:

     – Review DOL definitions for each budget category in the RFP
       and connect with the contact person listed in the RFP if you
       have any specific questions.
     – Definitions are not the same for each grant application.

Gail O’Kane, Minnesota Training Partnership for a Sustainable Energy Economy:

     – “Equipment” is anything with a per-item cost greater than
       $5,000 – anything less is a “supply”
     – Flexible about moving $ across years but not across line
       items (esp. strict about salary/fringe)
     – In 424A form – any contracts/intra-agency spending should
       appear in “contractual” line item



                                   The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
B. Indirect vs. Administrative Costs I
Steve Frantz, Veterans Re-entry Education Program:

     – Federal often 8% unless negotiated
     – The higher the admin/indirect the less for the
       project

Becky Thofson, Long Term Care Skilled Worker Pipeline:

     – Indirect costs are those that are required but not
       directly spelled out (i.e. accounting, overhead,
       etc.)
     – Administrative costs are costs related to running
       the grant

                                   The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
B. Indirect vs. Administrative Costs II
Gail O’Kane, Minnesota Training Partnership for a Sustainable Energy Economy:

     – System does not have a negotiated rate – some
       institutions do (David.Day@csu.mnscu.edu)

Heather McGannon, US Department of Labor Laboratory Grant:

     – Institutions that do not have an IDCR will need to
       work with their FPO to complete this process
       before the last year of the grant
     – Budget 5% if you do not have an IDCR
     – Community Based Job Training grants are
       currently limited to 5%

                                   The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
C. Don’t Underestimate Costs I
Gail O’Kane, Minnesota Training Partnership for a Sustainable Energy Economy:

     – Build in sufficient staff resources for student
       tracking and grant management
     – Plan for “outreach” (marketing programs)

Heather McGannon, US Department of Labor Laboratory Grant:

     – Everything costs more than you think!
     – You are budgeting for 2 to 5 years from today.




                                   The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
C. Don’t Underestimate Costs II
Steve Frantz, Veterans Re-entry Education Program:

     – Plan vs. Reality: Things change

Becky Thofson, Long Term Care Skilled Worker Pipeline:

     – Be realistic because cost per placement is
       important to DOL (consider how they are
       measured)




                                   The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
D. Other I
Heather McGannon, US Department of Labor Laboratory Grant:

     – Allow for some flexibility in the budget, you only
       get to ask once
     – Many grants do not start the actual work until
       year 2. Then people ask for one year no cost
       extensions, you may want to plan to this
       scenario.
Becky Thofson, Long Term Care Skilled Worker Pipeline:

     – Consider the funding source – partner with the
       WorkForce Center system
     – Once awarded, be sure your Project Officer
       knows you and gain his/her trust
                                   The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
D. Other II
Steve Frantz, Veterans Re-entry Education Program

     – Be aware of reporting requirements
     – Budget narrative can be more important than the
       project narrative




                                   The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
Grant Submission Logistics

 Preparing for ARRA Funding Opportunities
              Presenter Panel




               The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
Grant Submission


A. DUNS Numbers
B. Grants.gov
C. Online Submission Issues
D. Letters of Support
E. Other




                  The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
    Other Suggestions
          and/or
        Questions

Preparing for ARRA Funding Opportunities
             Presenter Panel




              The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
Thank You…

General info/health care initiatives
Elizabeth Biel
elizabeth.biel@so.mnscu.edu
507-467-3330


Green initiatives
Gail O’Kane
gail.okane@so.mnscu.edu
651-282-5514

                  The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.

				
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