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					            Brockton Grants Management
     A Guide to Brockton Grants
     Management and Resource
     Development


     If we teach today as
     we taught yesterday,
     we rob our children of
     tomorrow. John Dewey

7/13/2011                                1
   Brockton Grants Management
Meet The Brockton Grants Office
Crosby Administration Building
43 Crescent Street, 2nd Floor
Phone: 508-894-4366 Fax: 508-894-4367
Email: karenwatts@bpsma.org




Susan Dukess, Ed.D., Deputy Superintendent
Karen Watts, M.B.A., Grants Administrator
Dianne Metta, Grants Secretary 508-580-7535
            Brockton Grants Management
    Grant Authorization Procedures
    Grants Set-up & Financial Management
    MA DOE Grants Drawdown Procedure
    Grant Proposal Writing, Technical
       Assistance and Quality Assurance

    Questions & Answers

7/13/2011                                   3
    Brockton Grants Management
      Grants Authorization Procedures

           The Grants Office is the central clearing
            house and file repository for the district and
            oversees QA for all Brockton grants.

           Submit all grant requests to the Grants
            Office for authorization ten working days
            prior to School Committee meetings.

           Complete a School Committee Meeting
            Agenda Summary form.

           The Grant Manager should attend School
            Committee meeting.
7/13/2011                                                    4
            Brockton Grants Management
            Grants Set-Up & Financial Management

                 MUNIS Set-up

                 Grants Record Keeping & Reconciliation

                 Requisitions

                 Budget Amendments

                 Final Reports



7/13/2011                                                  5
            Brockton Grants Management
            Grants Set-Up & Financial Management

               MUNIS Set up complete and attach the grant
                approval letter and the approved budget. Submit it
                to the Grants Accountant.


               Grants Record Keeping & Reconciliation Keep
                accurate, detailed records and reconcile with the
                MUNIS accounting system.




7/13/2011                                                            6
            Brockton Grants Management
            Grants Set-Up & Financial Management

               Requisitions are completed by the Grant Manager,
                signed by the supervising administrator, and
                submitted to the Office of Financial Services.

               The Purchase Order (blue copy) will be sent to the
                Grant Manager.

               Once order/services are received, the Grant
                Manager signs and returns the P.O. to Accounts
                Payable.




7/13/2011                                                            7
            Brockton Grants Management
       Grants Set-Up & Financial Management

           Budget Amendments are required by the MA
            Department of Education if there is:

             1) a significant change in program objectives;

             2) an increase or decrease in the total grant; or

             3) an increase in a line of the budget that exceeds $100 or
               10% of the line (whichever is greater) or exceeds
               $10,000.

           Budget Amendments should be submitted 30 days
            before the desired change and must be submitted
            30 days before the grant end date.
7/13/2011                                                                  8
            Brockton Grants Management
            Grants Set-Up & Financial Management


               Final Reports for the MA Department of Education
                are due 60 days after the grant end date.


               Final Reports must reconcile with the MUNIS
                accounting system.




7/13/2011                                                          9
Brockton Grants Management
MA DOE Grants Drawdown Procedure

   “New” process to automate grant payment
    requests

   Monthly, on-line, paper free system

   Eliminates quarterly, 2-page Requests for
    Funds Form (RF1)

   Monetary savings of staff time,
    paper, and postage
    Brockton Grants Management
MA DOE Grants Drawdown Procedure

   The Department will disburse grants of
     $5,000 or less in full

   Grants over $5,000 will receive first pro-rated
    installment, then monthly requests thereafter.

   Monthly funds requests can be made from the
    20th to the end of the month (10-day window).
    Brockton Grants Management
MA DOE Grants Drawdown Procedure

   Grant Managers will input Requests for Funds on MS
    Excel spreadsheet on Central Office P: Public Drive no
    later than the 15th of each month:

    1) Funds Paid/Received to Date

    2) Funds Expended

    3) Monthly Allocation

    4) Funds Request

    5) Justification Narrative (if exceeds adjusted
      Monthly Allocation)
    Brockton Grants Management
MA DOE Grants Drawdown Procedure

   Monthly Allocation = Total Grant – MTRS/No. of months
    in grant period.


   The “Maximum Cash Balance Allowed on Hand” should
    not exceed 10% of Monthly Allocation.

   Include payroll and other expenses anticipated by
    month end.

   Do not submit Funds for Request if no expenditures are
    anticipated by month end.
Brockton Grants Management
MA DOE Grants Drawdown Procedure

   The Grants Office/Financial Services will review/OK
    the Grants Drawdown/Funds Requests.


   Data Entry Staff will access the DOE system and input
    approved requests from the 20th of each month to
    no later than month end.
            Brockton Grants Management
    Grant Proposal Writing, Technical
      Assistance & Quality Assurance

       The Grants Office encourages new grant
        opportunities to advance Brockton teaching and
        learning initiatives.


       We welcome the opportunity to assist you with
        identifying funding sources, grant research, grant
        writing or review.


       Provide timely notice prior to grant deadlines.

7/13/2011                                                    15
       Brockton Grants Management
    Grant Proposal Writing, Technical
     Assistance & Quality Assurance
    Tips for Writing Winning Grants!
   Plan your project! Convene your project team;
     See Project/Proposal Worksheet.

   Adhere to District/School Improvement
     Plans.

   Identify and engage collaborative
    partners early!

   Develop an outline.
Brockton Grants Management
Grant Proposal Writing, Technical
 Assistance & Quality Assurance
Tips for Writing Winning Grants!
  Develop an outline:
     Goals
     Objectives
     Target audience (who will benefit from the
      project)
     Activities
     Indicators/Measures of success
     Timeline
    Brockton Grants Management
    Grant Proposal Writing, Technical
     Assistance & Quality Assurance

Tips for Writing Winning Grants!
   Sources of Grant Funds (Sample list):
     MA Department of Education
     US Department of Education and www.Grants.gov
     National Education Association
     The Foundation Center
     Education Week
     Grant Centers in Public Libraries
     The Internet
     The Grants Office!
Brockton Grants Management
Grant Proposal Writing, Technical
 Assistance & Quality Assurance
Tips for Writing Winning Grants!
  Parts of the Application:
       Abstract or Summary
       Introduction
       Needs Statement
       Goals and Objectives
       Activities (and Timeline)
       Evaluation
       Sustainability and Collaborations
       Budget
       Appendices
Brockton Grants Management
Grant Proposal Writing, Technical
Assistance & Quality Assurance

Tips for Writing Winning Grants!
 Adhere to grantor guidelines exactly.
 Follow 3 Cs: Be Clear, Concise and Complete.
 Use simple, straight-forward language.
 Use positive verb tense.
 Use funder’s terminology; align your mission.
Brockton Grants Management
Grant Proposal Writing, Technical
Assistance & Quality Assurance

Tips for Writing Winning Grants!
 Use short paragraphs (white space)
 Align headings with those of the grantor.
 Use bullets, tables, bold titles and headings.
 Adhere to page limits and required font size or use
  easy-to-read, standard font.

 Proofread.   Use spell check, then visual check. Check
  math.
  Brockton Grants Management
Grant Proposal Writing, Technical
  Assistance & Quality Assurance
 Tips for Writing Winning Grants!
   Winning Grants…….
     Meet Funder Requirements
     Significant Need
     Wide Impact
     Financially Sound
     Measurable, Sustainable Impact
     Qualified Staff
     Meet the Grant Deadline!
            Brockton Grants Management
              Questions & Answers!




    We are not what we know, but what we are willing
    to learn. Mary Catherine Bateson

7/13/2011                                              23

				
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