Office of Juvenile Justice and Delinquency Prevention

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2 Office of Juvenile Justice and Delinquency Prevention Juvenile Justice System Enhancement Strategy: Planning and Implementation Fiscal Year 2012 Solicitation Recommended Egrants Agency Registration Date: April 20, 2012 Recommended Egrants User Registration Date: April 20, 2012 Mandatory CCR Registration Deadline: June 15, 2012 Mandatory Egrants Application Deadline: June 15, 2012 Office Specific Dates: Due to the competitive nature of these grants, PCCD Program Staff will not be able to answer questions about how an applicant should respond to any particular section of the application. PCCD Program Staff may only field questions to clarify the funding announcement. All questions must be sent by to Wendy Poston at In order for all potential applicants to benefit from this process, answers will be available to all parties who register to receive them through the process. Applicants may register any time after April 5, 2012 by providing an address to Ms. Poston at the link above. Registration will remain open until 4:00 p.m. June 11, Answers will be sent by to registered individuals on a regular basis through close of business on June 13, Questions concerning the Egrants System should be made directly to the Egrants Help Desk by phoning either (717) or (800)

3 PENNSYLVANIA COMMISSION ON CRIME AND DELINQUENCY Office of Juvenile Justice and Delinquency Prevention Funding Guidelines: Juvenile Justice System Enhancement Strategy: Planning and Implementation TABLE OF CONTENTS Funding Guidelines for: (2012/2014)... 2 Funding Announcement Title:... 2 Funding Available: Justice Assistance Grant (JAG)... 2 New Application Requirements:... 2 Due Date and Other Submission Requirements for Applications:... 2 A. Preface: Project Dates: Funding Available: Program Goals and Objectives: Anticipated Impact(s): Eligibility Requirements:... 5 a. Applicants... 5 b. Program Activities... 6 c. Expenses... 6 d. Limitations... 6 e. Non-supplantation Ineligible Program Activities: No funding of ACORN, or any of its affiliates, subsidiaries or allied organizations: Performance Measures:... 7 a. Justice Assistance Grant (JAG) Data Collection Elements Agency and User Registration: Keywords: Compliance with State/Federal Information Technology Grant Conditions: Competitive Bidding/Sole Source Procurement: Equal Employment Opportunity Requirement: New Application Requirements: a. Requesting a DUNS Number b. Registering with Central Contractor Registry c. Federal Transparency Act Certification Technical Assistance (and/or questions) for Egrants: ii

4 16. Reporting Requirements: Fiscal Accountability: Time and Effort Reporting Requirements: Payments for All Grants: Competitive Application Procedures: Additional Requirements:.17 a. Required Egrants Sections.17 b. Required Signed Documents.18 c. Administrative (Submission) Information Application Checklist Additional Online Resources: Contact Person Mailing Information: 19 Appendix A Appendix "B" Appendix "C" iii

5 PENNSYLVANIA COMMISSION ON CRIME AND DELINQUENCY Office of Office of Juvenile Justice and Delinquency Prevention Funding Guidelines for: Funding Announcement Title: Juvenile Justice System Enhancement Strategy: Planning and Implementation Funding Available: Justice Assistance Grant (JAG) and JJDP Title II Funds New Application Requirements: All applicants and subrecipients intending to apply for federal funding must make certain their agency has a Dun & Bradstreet Data Universal Numbering System (DUNS) number and Central Contractor Registration (CCR). See the New Application Requirements (Federal Transparency Act) section of these guidelines for further information. Due Date and Other Submission Requirements for Applications: Scoring All applications will be competitively reviewed and scored. Applications will be scored on the basis of the applicant s adherence to the Funding Announcement Guidelines, and a timely submission in the PCCD Egrants System. Due Date All applications must be submitted electronically through PCCD s Egrants System no later than June 15, 2012 by 4:00 p.m., Eastern Time. Please note: The Egrants Help Desk is available to assist with questions until 4:00 p.m. Eastern Time. Contact the PCCD Egrants Help Desk at (717) or toll-free at (800) , option 9 and then option 6. The Egrants address is: RAeGrantsSupport@state.pa.us. Egrants Submission Applications entered in Egrants by the deadline are not considered complete unless the required original Signature Page and any other required signed documents are also received at PCCD. Successful applications will be presented for consideration at the September 2012 Commission meeting. Completeness Applications that do not meet ALL of the listed requirements in this funding announcement may be administratively rejected. Attachments Facsimiles, hard copies or ed copies will not be accepted. Quarterly Reports will also require online submission. A subgrant award, based on the timely submission and successful review of the application, will be made at the Commission meeting. Corrections If an application is returned by PCCD for corrections, the final application (including all corrections and required documents) must be returned to and approved by PCCD in order for the application to be awarded. 2

6 PENNSYLVANIA COMMISSION ON CRIME AND DELINQUENCY Office of Office of Juvenile Justice and Delinquency Prevention A. Preface: The Pennsylvania Commission on Crime and Delinquency (PCCD) is now accepting applications to support the Juvenile Justice System Enhancement Strategy: Planning and Implementation. Balanced and restorative justice continues to be the foundation upon which our juvenile justice system is built, and Pennsylvania s Juvenile Justice System Enhancement Strategy (JJSES) is designed to enhance our collective capacity to achieve our balanced and restorative justice goals by providing our system with a research-based foundation. As a national leader in juvenile justice, Pennsylvania has a long history of working to improve its juvenile justice system through sustained leadership, strong partnerships at both the state and local levels, and cooperation with both public and private sector service providers. In June 2010, with the five-year commitment of the MacArthur Foundation drawing to a close, the Executive Committee of the Pennsylvania Council of Chief Juvenile Probation Officers and Juvenile Court Judges Commission (JCJC) staff agreed, at their annual strategic planning meeting, that a new Juvenile Justice System Enhancement Strategy (JJSES) was needed. Models for Change, under the MacArthur Foundation, accelerated our previous efforts at reform and improvement at both the state and local levels, and supported various evidence-based practices, such as the introduction of screening and assessment instruments, based on the latest research in the field of juvenile justice. A number of juvenile probation departments began working toward implementing a valid and reliable risk/needs assessment instrument, developing a case plan to address the identified risks and needs, and providing targeted evidence-based interventions. This funding opportunity is offered in order to support county juvenile probation offices in the Commonwealth of Pennsylvania in adopting the principles of the JJSES so we can better achieve our mission of Balanced and Restorative Justice. The JJSES Statement of Purpose is: We dedicate ourselves to working in partnership to enhance the capacity of Pennsylvania s juvenile justice system to achieve its balanced and restorative justice mission by: employing evidence-based practices, with fidelity, at every stage of the juvenile justice process; collecting and analyzing the data necessary to measure the results of these efforts; and, with this knowledge, striving to continuously improve the quality of our decisions, services and programs. 3

7 1. Project Dates: Contingent upon availability of funds, applications being recommended for approval at the September 2012 Commission meeting will be 24-month projects and have a start date of October 1, 2012 and an end date of September 30, Funding Available: A total of up to $1.5 million in federal funds is being announced to support this initiative. PCCD expects to fund up to 40 two-year grants with budgets not to exceed $50,000. Matching funds are not a requirement of this funding opportunity but a sustainability plan must be included as part of the strategic plan to be submitted. Award Letters will be mailed as soon as possible after the applications are approved and will also be available in Egrants. PCCD is not liable for costs incurred prior to the official start date of the award. 3. Program Goals and Objectives: The goal of the Juvenile Justice System Enhancement Strategy is to build the capacity of the juvenile justice system to better achieve its balanced and restorative justice mission through quality implementation of evidence-based practices and programs and to achieve the following results: Support counties in adopting evidence-based practices to best achieve the mission of balanced and restorative justice. Employing evidence-based practices, with fidelity, at every stage of the juvenile justice process. Collecting and analyzing the data necessary to measure the results. Striving to continuously improve the quality of our decisions, services and programs. Increase the capacities of the juvenile probation departments to develop organizational readiness as well as cost analysis. Support stakeholder engagement for the JJSES. Provide training and technical assistance to counties to complete the stages of the JJSES framework. Support the implementation of Motivational Interviewing, booster trainings, and observation. (Counties should include providers, detention staff and other partners as appropriate in these trainings). Support competency development programs for those counties utilizing the Youth Level Service/Case Management Inventory (YLS/CMI). Implement strategies to support better family engagement. Support the development of quality assurance practices at appropriate stages and/or activities of the JJSES continuum. Enhance data collection and outcomes development. 4

8 We are hoping the JJSES Monograph will be finalized and available the week of April 9, 2012 to provide information and additional guidance as a supplement to this funding announcement. 4. Anticipated Impact(s): Reduce crime and delinquency; Reduce recidivism; Reduce the use of secure detention and out-of-home placements; Reduce Disproportionate Minority Contact where it exists; Increase probation completion rates and decrease probation violation rates; and Promote delinquency prevention as the most cost-effective approach. 5. Eligibility Requirements: a. Applicants This funding is open to any juvenile probation department in the Commonwealth of Pennsylvania. All counties are encouraged to apply for these funds. County juvenile probation departments and juvenile courts must be able to demonstrate a long-term commitment to the JJSES implementation process and must provide support letters from the Juvenile Court Administrative Judge and Chief Juvenile Probation Officer endorsing the JJSES Statement of Purpose. All applicants must submit a strategic plan that explains their current status in relation to each of the four stages of the JJSES and a strategy on how they will implement the JJSES moving forward. If certain areas of a particular stage have been completed, describe how they were addressed. If applying for costs related to stages 3 and 4, counties must explain how they will address, or have addressed, elements of the first two stages. The strategic plan will need to contain a sustainability plan. Counties should involve other county juvenile justice stakeholders in the planning process such as children and youth agencies, human services departments, service providers, detention administrators, prosecutors, defense attorneys and victim services. Counties not currently using the Youth Level of Service (YLS) must commit to administering the YLS and participate in the Phase IV training on the YLS when it is offered in order to be eligible for funds. All applicants requesting funds to support Motivational Interviewing (MI) must agree to participate in an evaluation of MI funded through PCCD. All applicants must agree to send a team to the JJSES regional planning sessions that are scheduled for April and May. Applicants must agree to accept technical assistance from the Resource Center for Evidence-Based Prevention and Intervention Programs and Practices as necessary. The Resource Center will be developing capacity to provide training and technical assistance to counties on some of the components of the JJSES. 5

9 Please Note: If multiple counties would like to jointly apply for funds to support training such as Motivational Interviewing, one county would be required to serve as the applicant. Also, the Chief Juvenile Probation Officer and Juvenile Court Judge from each of the counties involved must submit letters of endorsement to move forward with the JJSES. As noted above, counties must be using the YLS or commit to using the YLS in order to be eligible for funds. b. Program Activities Counties are eligible for the following, but are not limited to: Costs related to the administration of the YLS; Costs related to hiring a facilitator for organizational readiness/systems; change assessment and strategic planning regarding the JJSES; Costs related to data analysis; Motivational Interviewing training; MAYSI Screening; Cognitive Behavioral Programming; Competency Development Programming; Graduated Responses; Other Costs related to Stages 1-4; and Quality assurance activity development c. Expenses Eligible expenses are costs associated with the implementation of the stages of the JJSES framework. This could include, but is not limited to: trainings on evidence-based practices, Motivational Interviewing, travel costs if justified, consultant costs related to system change/organizational readiness, and costs related to implementation of a competency development program. d. Limitations Funding can be used for trainings, travel to training/meetings, supplies required by the program or training, costs related to the implementation of a competency development program, and costs related to the implementation of Motivational Interviewing (MI). All other costs must be justified and be directly related to the project. e. Non-supplantation Funding must not be used to supplant/replace state, federal or local funds that would otherwise be available to provide for program-related services. PCCD funding is to be used in addition to other funds that are made available for services. This supplantation clause applies to state and local public agencies only. 6. Ineligible Program Activities: The following items are not eligible for funding within any JAG purpose area and may result in an administrative rejection of the application: JAG funds may not be used directly or indirectly for security enhancements or equipment for nongovernmental entities not engaged in criminal justice or public safety. Nor, may JAG funds be used directly or indirectly to provide for any of the following fixed assets or contracted matters unless BJA certifies that 6

10 extraordinary and exigent circumstances exist, making them essential to the maintenance of public safety and good order: o Vehicles (excluding police cruisers), vessels (excluding police boats), or aircraft (excluding police helicopters). o Luxury items. o Real estate. o Construction projects (other than penal or correctional institutions). o Any similar matters. 7. No funding of ACORN, or any of its affiliates, subsidiaries or allied organizations: Pursuant to section 163 of the Continuing Appropriations Resolution, 2010, subgrantees, subcontractors or any other subrecipient of federal funds may not award or obligate funds to the Association of Community Organizations for Reform Now (ACORN), or any of its affiliates, subsidiaries or allied organizations. More information can be found on PCCD s website at arding_acorn/17370 including the memorandum from the Federal Office of Management and Budget and a list of ACORN s affiliates, subsidiaries and allied organizations. 8. Performance Measures: Under this Funding Announcement, successful applicants are required to submit Quarterly Progress Reports to PCCD via the Egrants System. Subgrant recipients under this Funding Announcement will be required to accept and report on performance measures selected by the staff of the PCCD Office of Juvenile Justice and Delinquency Prevention. Subgrant recipients may want to develop additional performance measures that are specifically related to the activities outlined in their application and may track and report all measures on a quarterly basis through the PCCD Egrants System. The proposed project must be able to report on the pre-selected performance measures. Projects must report quarterly on these established performance measures via the Egrants System. Mandated performance measures will be developed and required upon request for the submission of the application. Specific data will be required for each activity area of the initiative. Applicants must collect outcome data and performance measures; adhere to quarterly reporting requirements; cooperate with technical assistance to include regular contacts, site visits, conference calls, and the fidelity verification process with the MI trainers and state partners. a. Justice Assistance Grant (JAG) Data Collection Elements Under this Funding Announcement, successful applicants are required to comply with all reporting, data collection and evaluation requirements, as prescribed by law and detailed by the Bureau of Justice Assistance (BJA) in program guidance for the Justice Assistance Grant (JAG) Program. 7

11 BJA developed specific JAG Programmatic Measures that must be tracked and reported on for all applications awarded as part of this announcement. The programmatic performance measures are customized dependent upon the activity type(s) within each purpose area(s) supported under the awarded application. Applicants are not required to report on all JAG Programmatic Measures only those that apply to your application. The full list of programmatic measures and other supporting documentation is available on the BJA website ( Successful applicants will be required to report on the JAG Programmatic Measures through the BJA Performance Measurement Tool (PMT) at the end of each calendar quarter. Training for the PMT will be made available through BJA; refer to the BJA Website for additional information. PCCD will establish the award for successful applicants in the PMT, identifying which activities apply to your award. Within 20 days of the end of each calendar quarter, you will be required to access the PMT, enter the required performance measurement information, and submit the report for review and approval. The PMT only pertains to BJA JAG data collection requirements. Any other reporting requirements associated with this Funding Announcement are identified elsewhere in this document; refer to those sections for details. 9. Agency and User Registration: Your agency must be registered in Egrants in order to submit an application through PCCD s Egrants System. If your agency has never submitted a Concept Paper or a Grant Application through PCCD s Egrants System, you will not be able to do so until your agency registration is complete. To register your agency in Egrants, complete the Egrants Agency Registration Request Form, which can be found online within the PCCD Egrants Help Center under Egrants Quick Start Guides. Once your agency is registered in Egrants, individuals that will enter information in Egrants, or be a contact for the proposed Application, must also register to use Egrants. When creating a new Grant Application, the Project Director, Financial Officer and Primary Contact identified on the Main Summary page must be registered Egrants users. At least two of the three contacts must be different users, and while the Project Director or the Financial Officer can also be the Primary Contact, the Project Director cannot also be the Financial Officer nor can the Financial Officer also be the Project Director. These users must also have security access to the specific Grant ID number in order to access it. If the individual s name does not appear in the dropdown list as a selection for the Project Director, Financial Officer or Primary Contact, then the individual is not a registered user with security access to the project. The individual must register in Egrants to obtain a user ID and password and/or obtain appropriate security to the specific grant. Refer to the PCCD Egrants On-line Registration Quick Start Guide, PCCD Egrants Security Roles Quick Start Guide, and PCCD Egrants User Registration Request Form for help with registering and obtaining the required security. An explanation of the duties of the Project Director, Financial Officer, and Primary Contact can be found in the Egrants Help Center Glossary. 8

12 Additionally, please note: The Commonwealth will make payments to grant recipients through ACH. When your Application is submitted to PCCD, your agency must submit or must have already submitted its ACH information using the Pennsylvania Electronic Payment Program (PEPP) Enrollment Form to the Commonwealth s Payable Service Center, Vendor Data Management Unit at (717) (Fax) or by mail to the Office of Comptroller Operations, Bureau of Payable Services, Payable Service Center, Vendor Data Management Unit, 555 Walnut Street 9 th Floor, Harrisburg, PA The PEPP Enrollment Form/EFT Payment Enrollment Form may be found on PCCD s website at under Grant Opportunities>Application Information and Forms>Standard Forms. 10.Keywords: You are required to select Keywords from the dropdown menu in Egrants. It is located on the Main Summary screen, when entering your application. Keywords: Juvenile Justice System Enhancement Strategy, Competency Development, Balanced and Restorative Justice, Motivational Interviewing, Youth Level of Service. You may also pick other keywords that apply to your specific Grant Application. 11.Compliance with State/Federal Information Technology Grant Conditions: PCCD is required to include mandated subgrant conditions for Information Technology (IT) Grants. These conditions are required in order to ensure that technology projects funded by PCCD are compatible with state and federal IT standards and requirements. Technology Condition Federal Information: To support public safety and justice information sharing, the federal Office of Justice Programs (OJP) requires (sub) grantees to use the National Information Exchange Model (NIEM) specifications and guidelines ( for this (PCCD-supported) grant. Subgrantees shall publish and make available without restrictions all schemas (extensions, constraints, proxy) generated as a result of this (sub) grant to the component registry as specified in the NIEM Implementation Guidelines. Further information is available at PCCD will use the following checklist for determining when to apply this special condition: The grant seeks to develop new justice or public safety information sharing. The proposed information exchange is between more than one justice organizations, now or in the foreseeable future. If yes to both, the special conditions must be applied. Applications requesting technology development, enhancements or acquisition will be jointly reviewed with PCCD s Information Technology Planning and Services Unit. 9

13 12.Competitive Bidding/Sole Source Procurement: All procurement transactions shall be conducted in a manner that provides maximum open and free competition. Competitive bidding procedures must be used if the projected costs for products or services (items of a similar nature) exceed $10,000. Procurement standards for use by grant recipients are described in PCCD s Applicant s Manual on page 16 at Sole Source purchases or contracts are discouraged, but if such a request is made, the prospective applicant must identify the request as a Sole Source and provide a substantial justification for the Sole Source request along with their funding request. (See PCCD s Applicant s Manual, page 18, for Sole Source Procurement Justification Approval Criteria at 13.Equal Employment Opportunity Requirement: Pursuant to U.S. Department of Justice regulations, (unless the applying organization is exempt as listed below), each applicant agency receiving a federal award of $25,000 or more and having 50 or more employees is required to maintain an Equal Employment Opportunity Plan (EEOP) on file for review by the federal Office for Civil Rights upon request. The applying organization is required to complete the applicable section of the EEOP Certification Form. Complete Section A to claim exemption if the applying organization is a Non-Profit Organization, or your grant request is less than $25,000, or if the applying organization has less than 50 employees. Note: Completion of Section B requires that your organization have a current EEOP on file that is available for review upon request. The EEOP Certification Form may be found on PCCD s website under Grant Opportunities > Application Information and Forms > Standard Forms > Equal Employment Opportunity Plan (EEOP) Certification. This form is available in PDF format only. You must print and sign this form. This section is complete when you mail the signed EEOP Certification Form along with the signed original signature page (page 2) of the subgrant application to PCCD. Alternatively, you may attach the signed form to this section in Egrants. 14.New Application Requirements: The implementation of the Federal Funding Accountability and Transparency Act of 2006 (Transparency Act), as posted for comment in the Federal Register ( requires a single searchable website, accessible by the public without cost, for each federal award of $25,000 or more over the life of any subaward. In order to satisfy this requirement, applicants and subgrant recipients are required to: 1) Have a DUNS number and 2) Maintain a current registration in the CCR. Please note: The Office of Management and Budget (OMB) may make changes to these requirements. If so, we will post them to our website, as we learn of them. Your agency should verify whether or not it has a DUNS number and a current registration in CCR. If your agency does not have a DUNS number, and/or is not currently registered in CCR, it is imperative for you to begin these processes 10

14 immediately due to the time required to complete them, in addition to preparing your Egrants application. As of now, without a DUNS number and a current registration in CCR, PCCD will not be able to accept an application or make an award of federal funds to an entity. a. Requesting a DUNS Number To obtain a DUNS number, online, go to the DUNS registration website at DE393A CE or call the special Dun & Bradstreet hotline at 1 (866) You will receive a DUNS number at the conclusion of your phone call. There is no cost associated with obtaining a DUNS number. Your DUNS number is required as part of registration with CCR. b. Registering with Central Contractor Registry Before registering with CCR, it is suggested that you review the CCR handbook and the Frequently Asked Questions, which are available on the CCR website at Please note: Pull together all the information you will need before beginning the registration process. This could take you several weeks. Once you are ready to begin the online registration, allow minutes to complete it. To register with CCR, go to Click on Start New Registration on the left Navigation bar. Complete the registration as explained. If your questions/concerns are still unanswered, please contact: CCR Assistance Center at (888) or (269) When you have completed the online CCR registration, please allow ten business days to receive your valid registration. c. Federal Transparency Act Certification As part of the application process, applicants will need to certify in the Federal Transparency Act Certification Section that their agency now has and will maintain CCR Registration. As part of that certification, include the date your agency s current CCR Registration expires. This date can be found at in your agency s CCR Trading Partner Profile under the Current Registration Status. Please note: If your agency is contracting with a subrecipient(s) for $25,000 or more, the subrecipient will also need a valid DUNS number and CCR registration. Applicants are required to certify on behalf of the subrecipient that their agency has and will maintain registration with CCR. If you have not previously provided your agency s DUNS number to PCCD, you will be prompted to add the DUNS number and the DUNS number of a recipient agency, if applicable, when you are working on the Main Summary page in Egrants. 11

15 15.Technical Assistance (and/or questions) for Egrants: The Egrants Help Center contains a vast array of technical assistance materials. Within the Egrants Help Center, there are online tutorials, step-by-step guides called Quick Start Guides, Frequently Asked Question lists, and a glossary. If you cannot find what you are looking for in the Egrants Help Center, please contact the PCCD Egrants Help Desk at (717) or toll-free at (800) , option 9 and then option 6. Hours of operation for the Help Desk are 8:00 a.m. to 4:00 p.m. daily. 16.Reporting Requirements: Programmatic and Fiscal Reports are due quarterly and must be submitted through the Egrants System. All Program Reports are due 20 days after the end of each required reporting period. Since awarded projects under this Announcement will begin on October 1, 2012, the Program Report due dates for the first 12 months of funding will be January 20, April 20, July 20, and October 20, Fiscal Accountability: PCCD stresses the importance of being accountable for all grant funds. The following procedures have been or will be implemented across all of PCCD's funding streams to ensure fiscal accountability with PCCD's grant funds. Financial Back-up: In reviewing grantee expenditure reports, it is important for PCCD to verify that expenditures are consistent with approved budget categories, are eligible for reimbursement and that grantees are maintaining supporting documentation. PCCD has implemented a process where grantees are notified that they are required to submit the financial back-up for some or all of the categories that are included in their Egrants cumulative fiscal report (fiscal report). Grantees may be required to provide this back-up periodically or for each of their fiscal reports. Again, PCCD will notify grantees when they are required to submit this type of financial back-up. Fiscal Report Attachments: An Egrants enhancement has been completed that allows grantees to attach documents to their fiscal report. Preferably, all requested financial back-up will be attached to the fiscal report using this feature. Line Item Detail: PCCD is modifying the fiscal report to allow grantees to include line item expenditure detail, instead of the category detail that is currently in place. When this Egrants enhancement is completed, grantees will be required to populate the fiscal report consistent with the line items included in their approved budget. On-site Monitoring: PCCD will be completing on-site fiscal monitoring of grants across the funding streams (state and federal). 12

16 Grantee Risk Classification: PCCD will utilize a risk classification system to structure the use of agency resources with those that may be most in need of additional assistance. 18.Time and Effort Reporting: Time and effort reports (timesheets) are required for all personnel funded with PCCD grant dollars regardless of the funding stream. Below are the minimum standards and recommended best practices for time and effort reporting. We realize that there are a number of different systems that can be used to satisfy these requirements and we encourage you to PCCD's Grants Management with any questions you may have regarding time and effort reporting requirements. Minimum standards for employees working on multiple activities or cost objectives: Must be an after-the-fact determination of the employee s actual effort. Using a budget estimate instead of reporting the actual time the employee spent working on the project does not qualify as support for charges to awards. Must account for total activity for which employees are compensated and which is required in fulfillment of their obligations to the organization. For example, if the employee spends 20% of their time on the PCCD grant project, 20% on a different grant project and 60% of their time on agency activities; time and effort for all three areas must be included on the report. Must be signed by the employee and a supervisor with first-hand knowledge of the activities performed by the employee. Signature on the timesheets is affirmation that the report is an accurate accounting of the actual time the employee spent on the project. Must be prepared at least monthly to correspond to one or more pay periods. Volunteer time and personnel costs being used as match must be accounted for in the same manner as personnel being charged to the grant. Minimum standard for employees working solely on a single activity or cost objective: Must be an after-the-fact certification that the employee worked 100 percent of their time on the grant project Must be prepared no less frequently than every 6 months Must be signed by the employee and supervisory official having first-hand knowledge of the work performed Applies to full-time and part-time employees ARRA projects must also maintain timesheets 13

17 Recommended Best Practices: Employees record time on a daily basis Project codes/names are provided to the employee in advance * The above standards are based on the Office of Management and Budget federal cost principles OMB circular A-87 (2 CFR 225) as it relates to Governmental Units and OMB Circular A-122 (2 CFR 230) as it relates to Nonprofit Organizations and the Office of Justice Programs Financial Guide. The following sample forms are available on the Applicant's Manual and Related Documents page of our website. Example of a completed timesheet An Excel timesheet template that you may modify to suit your needs A sample time certification for employees working 100% of their time on a grantfunded project. (ARRA projects cannot use time certifications as their only documentation of time and effort) 19.Payments for All Grants: Payments will not be released until all applicable special conditions on a subgrant award have been satisfied. All payments will be made on a reimbursement basis. The schedule and amount of payments will be determined based on information received on the required quarterly (or interim, if applicable) fiscal reports and the required periodic program reports. Your agency may submit interim fiscal reports on a monthly basis if necessary. Non-submission or late submission of the required reports will result in payment delays. 20. Competitive Application Procedures: I. Applicant Overview (25 points) This section establishes the applicant s ability to undertake this project and is worth 25 points in the overall application score. The goal of this section is to determine the Organizational Readiness of your agency. Implementing the JJSES framework and the principles of evidence-based practices requires juvenile justice organizations to modify their way of doing business. The organizational climate must be ready for the change and there has to be a long-term commitment to the process not only from the juvenile probation departments and courts, but also from other juvenile justice related partners. This section will require attachments. Please address the following sections: 1. Describe the Probation Department s capacity to complete the work as described in the funding announcement. Please include your use of Risk/Needs Assessment Instrument, case planning tool, data collection processes, stakeholder support you may already have and from whom, etc. 14

18 2. Describe the Probation Department s history working with state and local agencies, as well as, service providers. 3. Provide an overview of the Probation Department s experience with developing capacity to support a long-term commitment to the strategy which requires buy-in from stakeholders, change in organizational approaches to probation work, and also describe the readiness of your organization. 4. Give an overview of the assessments or measuring tools currently being used by your agency. (For example: Youth Level of Service (YLS), MAYSI, case planning tools, Detention Risk Assessment Instrument, etc.) 5. Identify staff that will be monitoring the project and identify the milestones for the project. Provide information on the amount of staff time that will be committed to the project, as well as a description of each person s qualifications and anticipated role in the project. Supervisors buy-in to the process is essential to success so also provide a commitment of their ongoing participation. 6. Identify those activities in each stage that your agency is currently using. (For example: The YLS, Detention Risk Assessment Intruments, and MAYSI are currently being used, stakeholder meetings are currently being held, etc.) II. Proposed Approach (35 points) This section establishes that the applicant has reviewed the required activities and is committed to developing a plan to successfully implement each stage of the process. It is also worth 35 points in the overall application score. Each applicant will need to develop an approach to best fit the Organizational Readiness of the department. (For those departments applying for a Competency Development Program, please provide the information in Appendix B and if applying for Motivational Interviewing, please provide information in Appendix C.) Please address the following items in Section A: Clearly explain what stage(s) or activities within each stage your county has completed and describe how your county will complete the activities to fulfill each stage. Counties should try to complete the activities of each stage to the extent possible before requesting funds to support activities for the next stage. Describe how your department has or will complete the activities under Stage One: Readiness. Describe how your department has or will complete the activities under Stage Two: Initiation. Describe how your department has or will complete the activities under Stage Three: Behavior Change. Describe how your department has or will complete the activities under Stage Four: Refinement. (Note: It is expected that some departments have already implemented activities that fit under some of the stages and that some may not have any of the activities implemented.) If applicable, describe how the YLS or Motivational Interviewing will be implemented. 15

19 Providers and other stakeholders will be part of the JJSES process and can be part of the implementation plan. Please identify those providers your county uses that may be part of this implementation and other stakeholders. Section B-Competency Development: (Please refer to Appendix B ) Give an overview of how the YLS is currently being used. Describe the program implementation plan for each proposed activity to be addressed; i.e., by existing staff to be trained in delivery of the service or through a contractual arrangement with an outside agency. If applying to expand, describe the expansion plan, including data to demonstrate that the current program is achieving its intended outcomes and therefore merits expansion. Clearly identify the following, include demographic detail: o o Target Population: Describe how the YLS was used to identify the population of youth to be served and the specific dynamic risk areas to be addressed. Number of Youth Served: Estimate the number of youth (depending on selected program, estimate the number of families) you anticipate serving in each year of the two-year project period of this grant; provide projected number to be served. Section C-Motivational Interviewing (MI): Funding for MI is available to any county applying for funding. (Please refer to Appendix C ) Successful implementation of MI requires not only training of all staff in the concepts and techniques, but also requires ongoing and structured support, feedback, and opportunities to practice the skills necessary to effectively become proficient in the process. Describe the implementation plan, quality assurance process, and sustainability plan: This plan should include a long-term commitment to JJSES, support and involvement of juvenile justice stakeholders, and a description of the plan to integrate the process in the daily operations of the department. Provide a description of your department and include the numbers of officers and stakeholders who would need to participate in the training process. Describe the availability of MI training resources in your area. Discuss any barriers you may encounter. Reminder: If counties would like to work together to apply for training such as motivational interviewing, one county would have to serve as the applicant. Also, the Chief Juvenile Probation Officer and Juvenile Court Judge from each of the counties involved must submit letters of endorsement to move forward with the JJSES. III. Budget Detail and Budget Narrative (20 points) These sections establish each item to be supported with grant funds and provide justification for each of those items. Applicants will be chosen based on the costeffectiveness and quality of their proposal. 16

20 This funding announcement is designed for a 24-month project period and the applicant should provide a comprehensive budget for each year. Note: This section of the application is broken into two parts in the Egrants System, and must be entered as such. However, it will be scored as one section, and is worth a combined 20 points in the overall application score. Please address the following items in the appropriate section: Budget Detail Section: This section is what the funds will be used for and how they were calculated. Include a comprehensive budget one complete budget for each of the two years for which funding is being requested. Provide the detailed calculations of how the costs were determined in the appropriate space in Egrants. Provide a clear breakdown of all costs. Budget Narrative Section: This section covers why each of the items requested is necessary to successfully implement the project. Clearly describe how the expenditure will contribute to the implementation of the project. The narrative section should contain more explanation than calculation, which should be entered in the Budget Detail Section. IV. Outcome/Anticipated Results (20 points) This section establishes that the applicant has a clear understanding of the intent of the project and has a reasonable method to measure the success and impact. This section is worth 20 points in the overall application score. Please address the following items in this section: Describe data that your department is currently collecting to track outcomes of services. How is data collected in your department? Discuss how the effects of the project will be assessed and how the overall impact of the project will be gauged. Describe the process measures that will be used to monitor the implementation of the project. Establish intermediate outcomes that will be used to measure the success of the project and how they will be tracked (what data will be collected and what target values will be used). 21. Additional Requirements: a. Required Egrants Sections In addition to the budget and programmatic sections identified above, the following standard sections must be completed in Egrants: Approval Checklists; Federal Funding Announcement Certifications; Federal Transparency Act Certification 2006-FFATA; Fiscal Accountability; Main Summary Information; Recipient Agency Budget; and Required Attachments. 17

21 b. Required Signed Documents Letters from Chief Probation Officers and Juvenile Court Judges for any county applying and the same for any multi-county project; Signature Page (Must be submitted to PCCD on or before the closing date of this funding announcement); and EEOP Certification. c. Administrative (Submission) Information Applicants should note that all costs must be integral to the project or program being proposed. Please note: any items not related directly to the project or program will not be allowed. Funding for second year of the project or program is contingent upon successful implementation in the preceding year. Every criminal justice entity that is participating in this project must submit Uniform Crime Report (UCR) data to the Pennsylvania State Police. If a required entity is not submitting UCR data, they may be ineligible for funding. 22.Application Checklist: A checklist showing all of the documents that must be submitted as part of the Grant Application can be found in Appendix A. 23.Additional Online Resources: For further information on accessing and utilizing the Egrants System, Applicants and other interested parties may reference the Egrants Quick Start Guides for External Users that can be found on the Egrants website within the Egrants Help Center. Help Text is available in the top right corner of many of the Egrants screens by clicking on the Help button. The Funding Announcement can be found by logging into the Egrants System and searching under the Funding Announcement tab for Juvenile Justice System Enhancement Strategy: Planning and Implementation. In addition, the Funding Announcement and guidelines can be obtained through the PCCD website under Grant Opportunities>Funding>Current Open Funding Opportunities. All applicants can access the PCCD Applicant s Manual through the PCCD website at under Grant Opportunities>Application Information and Forms>Applicant s Manual and Related Documents. Please address any technical problems you may have with the website or online forms to the PCCD Web Master. 24.Contact Person: Due to the competitive nature of these grants, PCCD Program Staff will not be able to answer questions about how an applicant should respond to any particular section of the application. PCCD Program Staff may only field questions to clarify the funding announcement. All questions must be sent by to Wendy Poston at wposton@pa.gov. In order for all potential applicants to benefit from this process, 18

22 answers will be available to all parties who register to receive them through the process. Applicants may register any time after April 5, 2012 by providing an address to Ms. Poston at the link above. Registration will remain open until 4:00 p.m. June 11, Answers will be sent by to registered individuals on a regular basis through close of business on June 13, Questions concerning the Egrants System should be made directly to the Egrants Help Desk by phoning either (717) or (800) Mailing Information: The application must be entered into Egrants no later than Friday, June 15, 2012, by 4:00 p.m., Eastern Time. The original Signature Page and any additional required information that could not be submitted electronically must be received or postmarked by Friday, June 15, 2012 and either mailed or sent via express delivery services to: Via U.S. Mail: PA Commission on Crime and Delinquency Attention: Grants Management P.O. Box 1167 Harrisburg, PA Via Express Delivery Services: 3101 North Front Street Harrisburg, PA ** * Please note: PCCD considers the United States Postal Service date stamp as the official postmark. Applicant postage meters or stamps administered by the applicant will not be considered the official postmark. ** Since staff is not available at this location on Saturday and Sunday, applications should not be sent by Express Mail or courier service on Friday. Use U.S. Mail when mailing over a weekend, as long as the document is postmarked Friday, June 15, The Pennsylvania Commission on Crime and Delinquency is an equal opportunity employer. 19

23 Appendix A Application Checklist Does your request fall within the stated grant request period? (Section 1) Does your proposal meet the grant s program goals? (Section 3) Does your proposal meet the grant eligibility requirements? (Section 5) Is your agency registered in Egrants? (Section 9) Are appropriate users (Program Director, Financial Director, and Primary Contact) for your agency registered in Egrants? (Section 9) Have you entered Keywords in Egrants that are provided in these guidelines? (Section 10) Have you submitted substantial justification if you are requesting a Sole Source procurement? (Section 12) Have you completed the EEOP Certification Form and submitted the original form to PCCD? (Section 13) (if appropriate) Does your agency have a DUNS number? (Section 14:a) Is your agency registered with Central Contractor Registration (CCR)? (Section 14: b) If your agency is contracting with a subrecipient for $25,000 or more, have you certified on behalf of the subrecipient that their agency has and will maintain CCR Registration in Egrants? (Section 14:c) Have you certified in the Federal Transparency Certification section of Egrants that your agency now has and will maintain CCR Registration? (Section 14:c) In addition to the budget and programmatic sections, have you completed all the standard sections in Egrants and changed each of the sections statuses to Complete? (Section 19:a) Have you submitted the original Signature Page for this Application to PCCD? (Section 19:b) Are you set to meet the mandatory deadline for submitting your application in Egrants? (Section 23) 20