Atlanta ADO Workshop. Communicating with the FAA Financial Focus. Federal Aviation Administration. Presented to: Annual South Carolina Conference.

Transcription

1 Federal Aviation Atlanta ADO Workshop Communicating with the FAA Financial Focus Presented to: Annual South Carolina Conference By: John R. Marshall, PE Date: February 9, 2017

2 1. Intro Agenda 2. Communication Overview 3. Exercise 1 4. Snail Mail 5. Telephone 6. Meetings Exercise 2 7. Forms and Submissions ATL ADO FY 2017 Calendar Grant Application Checklist Pre-App and Application Exercise 3 Quarterly Report Close -Out Checklist Close-Out Report 2

3 Communication Snail Mail Telephone Meetings Forms and Submissions 3

4 Tips Give me a break! Use a meaningful subject line with your 3 digit ID Subject: SMS CIP and 2018 Pre-app instead of Subject: CIP and Pre-App If you change your address please tell me Use meaningful attachment names PYG_AIP12_FY16_3 rd qtr_report.doc instead of doc.doc RE: RE: RE: If you change the subject, please change the subject line Take Away: Small simple changes really help 4

5 EXERCISE 1 Find the missing pre-applications 5

6 EXERCISE SOLUTION 8 Pre-apps 6

7 Snail Mail Not Always the Best Choice Mail goes through the mail room not direct Sometimes slows delivery Mail is touched many times Sometimes gets lost Sometimes paper-clipped pages get separated ADO ADDRESS : 1701 Columbia Avenue, ADO Suite 220 College Park, GA

8 Meetings Help Solve the Puzzle A meeting with the ADO program manager, airport sponsor and consultant held at least once a year is very beneficial to everyone Discuss the current upcoming project, available funding and how project fits in the CIP Suggested timing for this meeting is prior to the start of grant season or earlier - January or earlier 8

9 Meetings A Good Idea Does your airport or your consultant schedule a planning meeting with your ADO program manager each year? 9

10 Exercise 2 This dog is a mix a result of a meeting and cooperation! Guess the two breeds 10

11 Exercise 2 - Solution Black Labrador Bassett Hound 11

12 Forms and Submissions FY 2017 Calendar Grant Application Checklist Pre-App and Application (SF424) Quarterly Report Close Out checklist Close-Out Report Land Release Checklist Invoice Summary Annual Report SF 425, SF 270, SF 271 Risk Assessment An E-Copy of all Forms and Calendar will be sent next week 12

13 NEW Atlanta ADO Calendar 13

14 AIP GRANT APPLICATION CHECKLIST ARP SOP 6.00 A-2 through A-6 14

15 SAMPLE APPLICATION ARP SOP 6.0 A-7 through A-16 15

16 Grant Application Application Checklist Updated SF 424 (based on bids) Bid Tabs/ Negotiated Agreement Final Project Schedule SOW / Fee Schedule Environmental Finding Engineering Agreements Note: Must also provide updated documents included in the pre-application. FAA Order C, Chapter 10, paragraph 1010, 1011, 1012, Chapter 14, paragraph 1422 a 16

17 COMMON MISTAKES 17

18 TOP 10 REASONS TO AVOID MISTAKES 10. Slows down processing 9. Creates more work 8. Costs more money to fix 7. Grants get put on hold 6. Contractors get restless 5. Anxiety goes up 4. Sponsors get irritable 3. Consultants get cranky 2. Congressional briefs requested 1. EVERYONE LOSES!! 18

19 HOW TO AVOID MISTAKES Use Your Tools SOP 6.00, Appendix A as guide to complete SF-424 form. AIP Handbook and SOP 6.00 to ensure all documents have been (or will be) submitted to the ADO. Use web links to obtain most current forms. Use Your Resources FAA Team SCAC Team Consultant 19

20 Exercise 3 Write a short poem or jingle about paperwork 4 lines 20

21 Exercise 3 Paperwork, I m sad to say Is not my favorite thing But since it pays my many bills Its worth the grief it brings Really worth the effort 21

22 Quarterly Report Everyone s favorite Due 10 days after the end of the quarter Common Errors Unsigned Incorrect grant FY left blank Incomplete Especially text items LATE (often weeks) Cash on hand item 22

23 Quarterly Report 23

24 Close Out Check List No SOP Checklist for now Each close-out is different Ask your Program Manager what to include in the close-out Request an edelphi balance before you start!!!!!!!! 24

25 Close Out Report Minimum No loose papers should read like a report Narrative tell the story May but be brief, but include details regarding unplanned changes Provide the basic information Grant amount, total federal, share, amendments and cost, etc. DBE: What was the goal? Was the goal met? If not, explain why the goal was missed. If a good faith was authorized/required provide the documentation Final SF 271 or equivalent Before and After Photos Financial records depends on the grant ask how much to include You will get a close-out letter when the project is closed 25

26 Thank You! 26

27 Drawing for Valuable Prizes 27