Managing Your Grant Projects Online - TDEM's Grant Management System
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1 Managing Your Grant s Online - TDEM's Grant Management System John Lecheler May 15,2018 Texas Department of Public Safety
2 TDEM s Grant Management System User friendly web based tool Supports Public Assistance Grant Program Fire Management Assistance Grants Hazard Mitigation Grant Program Pre-disaster Mitigation Grants Emergency Management Performance Grant (starting 2019) Texas Department of Public Safety
3 TDEM s Grant Management System (GMS) EMGrantsPro software from MB3, Inc. Used by 16 other states In use by TDEM since March 2015 Application & Obligation through Closeout Texas Department of Public Safety
4 TDEM s Grant Management System TDEM Currently Administers 52 Grants (PA, FMAG, HMGP, PDM, LPDM) 3,100 Entities/applicants 30,000 s $4.5B Funds Texas Department of Public Safety
5 Centralized Information FEMA Enterprise Data Warehouse EMMIE NEMIS e-grants - Data - Obligations - Reporting State Accounting System - Payments Grant Management System Applicant - Work - Expenditures - Changes - Reporting Texas Department of Public Safety
6 Lifecycle Application Obligation Closed Grant Grant Management System (GMS) Management Enter Expenditures Request Reimbursement Submit Quarterly Reports Request Time Extension Request Scope / Cost Change Submit Appeal Request Advance of Funds Close Monitor and Report Status Texas Department of Public Safety
7 GMS Structure
8 GMS Structure Applicant Grant Account PA 1791 Grant Account PA 4223 Grant Account HM 1791 Texas Department of Public Safety
9 Applicant Level Applicant Grant Account PA 1791 Grant Account PA 4223 Grant Account HM 1791 Applicant Summary Request Assistance Apply for Grant Update applicant data Texas Department of Public Safety
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12 Basic GMS Process Applicant TDEM Submit Request Review Approve Execute Complete Form Attach Documents Texas Department of Public Safety
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15 Request for Assistance Applicant Request Forms Apply for Grant Data Update Request Texas Department of Public Safety
16 Grant Account Level Applicant Grant Account PA 1791 Grant Account PA 4223 Grant Account HM 1791 Account Summary Request Assistance Withdraw Assistance Closeout Account Closeout Appeal Quarterly Report Texas Department of Public Safety
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21 Request for Assistance Account Request Forms Small Closeout Account Closeout Withdraw Assistance Appeal Closeout Texas Department of Public Safety
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27 Basic GMS Process Applicant TDEM Submit Request Review Approve Execute Complete Form Attach Documents Texas Department of Public Safety
28 Quarterly Reports Texas Department of Public Safety
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33 Quarterly Report Form Texas Department of Public Safety
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35 Level Applicant Grant Account PA 1791 Grant Account PA 4223 Grant Account HM 1791 Summary Reimbursement Request Time Extension Appeal Advance of Funds Scope Modification / Cost Change Add Document Texas Department of Public Safety
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40 Reimbursement Request Request Forms Scope Modification / Cost Change Closeout Appeal Time Extension Advance of Funds Texas Department of Public Safety
41 Basic GMS Process Applicant TDEM Submit Request Review Approve Execute Complete Form Attach Documents Texas Department of Public Safety
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43 Contacts Texas Department of Public Safety
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47 GMS Support Job Aids Texas Department of Public Safety
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49 Benefits of GMS On-line access to grants and projects Ability to submit requests and documents directly to the state for review and approval. Faster processing of requests and payments Processing efficiencies and transparency Single location for information and documents Better visibility of performance periods Real-time reporting Texas Department of Public Safety
50 GMS Access Texas Department of Public Safety
51 GMS Access 1. Register: Texas Department of Public Safety
52 Registration Form Texas Department of Public Safety
53 GMS Access 1. Register: 2. Authorization: Designation of Subrecipient Agent form 3. User account setup 4. User receives notification with login information Texas Department of Public Safety
54 What Next? January September 2018 Roll out of GMS to all applicants in Texas Register users in GMS Online Training Use GMS to manage grants October 2018 Applicants submit Q4 Quarterly Reports through GMS.
55 Questions?
56 Contacts John Lecheler Section Administrator, Grant Management Systems Administration Recovery Mitigation and Standards Texas Division of Emergency Management Texas Homeland Security Texas Department of Public Safety (512) (o) Pam Lawhon Coordinator, Grant Management Systems Administration Recovery Mitigation and Standards Texas Division of Emergency Management Texas Homeland Security Texas Department of Public Safety (o) Texas Department of Public Safety
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