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2009 PTFP Grantee Orientation

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2009 PTFP Grantee Orientation Powered By Docstoc
					2010 PTFP Grantee Orientation

     Unlocking the Mysteries of
         PORTS and ASAP
        Webinar Overview
 Answers to the following questions
• Who handles what on the Federal side?
• Where to find information about required
  reports?
• How to use the PTFP Online Reporting and
  Tracking System- PORTS?
• How to use the Automated Standard
  Application for Payments- ASAP?
• What are your questions?
Two Agencies Administer PTFP Grants
• PTFP - Public             • NIST - National
  Telecommunications          Institute of Standards
  Facilities Program          & Technology
• (Program Office)          • (Grants Office)
• PTFP Program Officer      • NIST Specialist handles
  guides application          ASAP, financial aspects
  process; handles            of grant; reporting,
  program-related             accessing funds, and
  activities, PORTS,          close-out.
  reporting and close-out
                Your Questions
• At any time during this presentation, please
  e-mail your questions to the webinar
  – At any time while completing your project:
     • Questions for NIST and the ASAP should be directed to
       your Grant Specialist listed in your award documents,
       item #4, with contact information. See www.asap.gov

     • Questions for PTFP and PORTS should be directed to
       your Federal Program Officer listed in your award
       documents, item #5, with contact information. See
       www.ntia.doc.gov/ptfp
 Automated Standard Application for
         Payments - ASAP
• Information about ASAP is included with the
  award package.
• This is the system for electronic payment of
  Federal grants.
• Register by October 15 so that payment
  requests can be handled easily and quickly.
                   ASAP #1
• Recipients should be aware that all ASAP
  Recipient IDs are created by the EIN/DUNS
  combination that is listed on their application.
• You do not need to re-enroll if your
  organization is currently in the ASAP system
  and the EIN and DUNS numbers have not
  changed.
• To keep your ASAP account active you must
  check in every 60 days.
                   ASAP #2
• To enroll, see Special Award Condition #14 for
  information. Provide your Grants Specialist
  with the following:
  – Your point of contact person;
  – His or her e-mail address;
  – EIN and DUNS Numbers; and then
• Your Grants Specialist will begin the on-line
  enrollment for you.
                  ASAP #3
• When enrolling , you should list a Point of
  Contact who is available to complete the
  enrollment process.
• Avoid listing people who are too busy or
  unavailable, the enrollment process requires
  several steps to be taken by the recipient
  which takes some time.
                   ASAP #4
• Recipient should make sure that the DUNS
  provided on their application indicates the
  same city that is listed on their application. To
  find out which city is listed for a specific
  DUNS, recipient can log in to www.ccr.gov and
  run a search. NIST requires that ASAP, CCR
  and Recipient’s Application/Award
  Documentation list the same city.
                   ASAP #5
• RECIPIENT/REQUESTOR IDs will always be the
  same ID in all NIST financial records.
  Recipients cannot use a different REQUESTOR
  ID –this is important to note, especially for
  some stations that are run or associated with
  a University. In the past “centralized business”
  offices at the Universities were allowed to act
  as the Requestor only; this is no longer the
  case for new awards.
                  ASAP #6
• If RECIPIENT has a valid/active ASAP Recipient
  ID that they are using for a new award, it is
  important to make sure that the ID is in fact
  linked to the appropriate ALC/REGION in
  www.asap.gov - NTIA is Region 1306000102.
  If not, NIST can set that up. Then the
  Recipient’s Financial Official must log in to
  ASAP and link their ALC/REGION.
                ASAP #7

• NIST WILL WITHHOLD PAYMENTS AND
  APPROVAL OF ANY REQUESTS IF YOU ARE OUT
  OF COMPLIANCE OR DELINQUENT ON ANY
  REPORT
• Financial Reports, SF-425 – Copy to PTFP
• Quarterly Performance Reports
• Special Award Conditions
          Where to Find Forms
• All Federal forms for grant administration are
  available through the Office of Management
  and Budget website. This is the direct link:
• www.whitehouse.gov/omb/grants_forms

• The forms are listed by number.
                    PTFP #1
• Construction Schedule: Due October 31
  – Your first assignment is to prepare a Construction
    Schedule and submit it through the PTFP Online
    Reporting System – PORTS
  – You will find that the milestones for many of the
    reporting requirements are already listed on the
    Construction Schedule.
  – What should be on a Construction Schedule?
   Detailed Instructions for Reports
    are found at the PTFP Website
• Go to www.ntia.doc.gov/ptfp
• Click on
                 PTFP #2
• Submit reports and requests through PORTS
• Go to www.ntia.doc.gov/ptfp/ports
• PORTS can be accessed through the PTFP
  Main Page and vice versa
• Click on “How to Use PORTS” for online
  information
                      PTFP #3
• Use PORTS to Submit Reports
  –   Construction Schedules
  –   Quarterly Performance Reports
  –   Equipment List Amendment Requests
  –   Special Award Conditions & Extension Requests
  –   Project Extension Requests
  –   Close-out Extension Requests
  –   Close-outs
  –   Exception: Planning Close-outs must be submitted on
      paper.
                    PTFP #4
• To finalize and submit reports

  – Fill in the appropriate blanks
  – Click on continue button at the bottom of the
    page
  – You will then be asked to confirm your submission
  – “Click to Confirm the Report”
  – The message appears:
  Report has been sent for [grant number]
  Quarterly Performance Reports
• Quarterly Reports are due 30 days after the
  end of the quarter—the first one for this grant
  is due January 30, 2011.

• E-mail reminders are sent out to the PORTS
  contact early in the month that they are due.
               PORTS Tip #1


• Passwords expire every 90 days. If you
  request a link to change your password, you
  must use it within a few hours; otherwise the
  link expires.
          Password Reminder

• A request to change your password was
  received from IP Address: 170.110.225.156
• on 05-Oct-09 at 11:02 AM.
• Please use the link below to change your
  password.
• https://ssl.ntia.doc.gov/ptfp/PORTS/login/ind
  ex.cfm?fuseaction=resetpw_EXP&req_id=2J75
  216834395M0Z562S
               PORTS TIP #2

• You may either write your narrative report
  directly in PORTS, or you can write the report
  in Word and attach it to your PORTS filing;
  and remember to “Click to Confirm the
  Report.”
             PORTS TIP #3
Keep It Simple
– Unless the Construction Schedule has been
  revised, check the box “Use my most recently
  submitted Construction Schedule.”
– If no equipment has been purchased during the
  quarter, check the box “Use my most recently
  submitted Equipment List.”
               PORTS TIP #4
• Ignore any warnings about a lack of a Security
  Certificate that appear when you go to PORTS.
  The Federal Government does not subscribe
  to the security services.
• Be assured that the PORTS and PTFP websites
  are SECURE.
• Click through the warning and continue to
  prepare your PORTS reports.
         PORTS Grantee Contact
• Make sure that the person filing the reports is the
  official contact in PORTS.
• The PORTS official contact is not necessarily the
  Authorizing Official. The best person is closely
  involved with the project.
• There may be only one PORTS contact per
  project.
• The PORTS contact receives convenient e-mail
  reminders about reporting deadlines.
• This task can be delegated using the PORTS
  system.
            Keep in Touch with
           Your Program Officer

• Before you submit in PORTS an equipment list
  amendment , extension request, or close-out.
             PTFP Program Officers
Lynn Chadwick:      AZ, CO, GU, HI, ID, MT, NM, NV, UT, & WY
   lchadwick@ntia.doc.gov 202-482-8338

Larry Dyer:    AK, CA, IL, IA, KS, MN, MO, NE, ND, OK, SD & WI
   ldyer@ntia.doc.gov 202-482-1762

Brian Gibbons:     AL, AR, FL, GA, LA, MS, NC, SC, TN, TX, & WA
   bgibbons@ntia.doc.gov 202-482-6094

Walter Sheppard:          CT, DE, DC, IN, KY, ME, MD, MI, NH, NJ, NY,
OH, OR, PA, RI, VT, VA, & WV
  wsheppard@ntia.doc.gov 202-482-1949

				
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