The SCAN Foundation Grants Administration Guide

The SCAN Foundation Grants Administration Guide The SCAN Foundation 3800 Kilroy Airport Way, Suite 400, Long Beach, CA 90806 Phone: (888) 569-7226 www.thescanfoundation.org

INDEX I. Reporting Guidelines II. Grant Adjustments III. Project Oversight IV. Public Relations Appendices: A CyberGrants Log-In B Program Report Questions C Sample Scope of Work Status Report D Sample Expenditure Report Revised 1/31/2011 2

The SCAN Foundation (TSF) requests that all grantees, project directors, and other administrative and financial officers responsible for the management of grant funding, familiarize themselves with the following procedures for project administration. I. Reporting Guidelines CyberGrants, a web-based grants management system, provides complete grant management abilities and facilitates consistent grant reporting for the Foundation. The reporting system in CyberGrants consists of four parts: A web-based report consisting of a set of questions for grantees to answer within preformatted fields (Appendix B). Completion of the preformatted Scope of Work (SOW) Status Report, which is based on the grantee s approved SOW (Appendix C). Completion of the preformatted Expenditure Report, which is based on the grantee s approved budget (Appendix D). Inclusion of any additional attachments pertaining to the project, such as white papers, brochures, press releases, media stories and other products of the grant. A. All grantee reports are due as specified in the reporting schedule of the Grant Agreement. B. Approximately two (2) weeks prior to a report due date, the grantee will receive a system-generated email reminder of the approaching deadline. C. CyberGrants log-in page for report completion (see Appendix A for Sample Login Page) can be accessed through either of the following ways: Utilizing the following link log onto CG using the grantee established username and password. http://www.cybergrants.com/thescanfoundation/grantee_portal Access The SCAN Foundation website at www.thescanfoundation.org. Go to Grants & RFP section, and click on Current Grantee Log-in. Log onto CG using the grantee established username and password. Projects that were entered via CG through the solicited application process must continue to utilize the Invitation Code for all report submissions. Grantees should contact their assigned program officer if they need the invitation code. Log on utilizing the following link: http://www.cybergrants.com/thescanfoundation/my_application Revised 1/31/2011 3

1. Program Reporting Grantees are required to submit Program Reports as specified in the reporting section of the Grant Agreement. (See Appendix B for the list of Program Report questions that require completion for each program report.) Interim Program Reports Interim Program Reports should discuss all grant activities, results, and other pertinent information for the reporting period. This report includes the preformatted SOW Status Report. (See Appendix C for Sample SOW Status Report.) Maximum length Approximately 4 pages Supplementary materials developed as part of the project should be attached to current report. Evaluation Report The Evaluation Report should include a discussion of all grant related activities and results throughout the entire grant period, including a focus on the evaluation of project outcomes. The Evaluation Report is due 30 days post project end date. (See Appendix B for a list of the Evaluation Report, post-project questions.) Maximum length Approximately 11 pages 2. Financial Reporting Grantees are required to submit Expenditure Reports, as specified in the reporting section of the Grant Agreement, which should include all itemized expenses for the current reporting period. Expenditure Reports Expenditure Reports must be submitted on the TSF Expenditure Report form (see Attachment D) and must reconcile the grant expenditures for each period against the approved budget. Final Expenditure Report Final Expenditure Reports must be submitted on TSF Expenditure Report form (see Attachment D) and must reconcile the grant expenditures for the entire grant period against the approved budget. Budget Overages Should the total project expenditures exceed the total project budget, the Final Expenditure Report should include all expenditures associated with the grant. Grantee s funding/payments will not increase as a result of overages. Unspent Funds All funds (including interest accrued) not expended during the grant period (or any authorized extension of the grant period) must be returned to TSF within sixty (60) days after the end of the project termination date. Revised 1/31/2011 4

II. Grant Adjustments Requests for programmatic changes to a current Grant Agreement will require communication with the assigned Program Officer. A. Adjustments requiting Amendments - Amendments to the Grant Agreement are necessary under the following circumstances: A revision to the Scope of Work (pdf is not acceptable) An extension to the project period (must be requested within 30 days of project end date) When requesting a revision that requires an Amendment, the following items should be submitted via email to the assigned Program Officer for approval: Memo to request the budget adjustment and the reason for it. Revised budget highlighting the changes requested. Revised Scope of Work B. Adjustments NOT requiring an Amendment Adjustments to any line item within 10% and up to $1,000 can be made by the grantee without TSF approval. Adjustments to any line item over 10% and up to $1,000 must be requested via email to the assigned Program Officer and include a revised budget (pdf is not acceptable). The Program Officer s email approval will be considered full approval of the budget adjustment. Any change of key project personnel requires prompt email notification to the assigned Program Officer. Additionally, once a replacement has been identified, the assigned Program Officer must be notified and a biographical sketch or CV of new personnel provided. he Program Officer s email approval will be considered full approval of the budget adjustment. When project extensions are approved, the Amendment will incorporate the approved revisions, as well as revisions of the reporting and payment schedules. If an amendment to the Scope of Work reduces the work to be completed in the project, an adjustment in funding may be necessary. III. Project Oversight TSF regularly reviews grants and grantees progress towards the project goals and objectives. Although most project evaluations are based on the program and expenditure reports, onsite evaluations may be initiated at any time during the grant period, at the discretion of the assigned Program Officer or the TSF Evaluation Committee. Furthermore, grantees are encouraged to keep in regular contact with the assigned Program Officer regarding exciting project developments, progress, potential problems, revisions and advances in the project, and upcoming project-related meetings or events. Based on the project, communication may be requested for regular conference calls or email updates. Revised 1/31/2011 5

IV. Media and Communications The SCAN Foundation (TSF) communications team is available to consult with the grantee, in collaboration with the project s Program Officer, in the development and execution of a media/communications plan, which may include the dissemination of commissioned products or other public announcements. However, no press releases or media advisories shall be issued regarding grant-funded projects without the prior review and approval by the assigned Program Officer. The grantee, along with all subcontractors and consultants, shall not make, use, and shall keep its employees and agents from using TSF s name in any sales or marketing publication or advertisement without the prior written consent of TSF. Media advisories and/or press releases should be submitted to the Foundation s communications team for review and approval a minimum of one week prior to dissemination. All publications produced as a result of funded grants, including press releases, commissioned works, and publications, should include an acknowledgment of TSF that reads: Supported by a grant from The SCAN Foundation. The SCAN Foundation is dedicated to creating a society in which seniors receive medical treatment and human services that are integrated in the setting most appropriate to their needs. For more information, please visit www.thescanfoundation.org. Please ensure your subcontractors and/or consultants are aware of the publications provisions. ************************* For more information regarding The SCAN Foundation, visit www.thescanfoundation.org or contact one of the following individuals: Kali Peterson, Program Officer (Funding Priority 1 & 2) (562) 308-2867 kpeterson@thescanfoundation.org Erin Westphal, Program Officer (Funding Priority 3) (562) 308-2882 ewestphal@thescanfoundation.org Karen Scheboth, Director of Grants Administration (562) 308-2864 kscheboth@thescanfoundation.org Revised 1/31/2011 6

Log-In: Appendix A Access Report:

APPENDIX B INTERIM REPORT QUESTIONS The SCAN Foundation Definitions for Reporting: Output: is the tangible product that results from a program s activities. Outcome: is the short-term change or result that a program or initiative produces. 1. Provide a brief summary of the project for the reporting period. (1/2 page) 2. What were the overall successes for specific project outputs or outcomes during the current reporting period? (1/2 page) 3. Did the project encounter anticipated or unanticipated challenges in identified outputs or outcomes during the reporting period? If so, how were these challenges addressed? (1/2 page) 4. What, if any, proposed activities were not completed? Briefly describe the reasons they were not completed and indicate the plan for future completion of those activities. Yes No Not Applicable If yes, please discuss. (1/2 page) 5. If applicable, was there any publicity for this project during the current reporting period? Yes No Not Applicable If yes, please discuss. Exhibits may be uploaded at the end of the report. (1/2 page) 6. If applicable, are there changes in key personnel or the project plan requested at this time? Yes No Not Applicable If yes, please discuss. (1/2 page) 7. Please share any additional information regarding the project? (1 page) Please upload the following documents: Scope of Work Status Report (Required) Expenditure Report (Required) Additional Exhibits

The SCAN Foundation Definitions for Reporting: FINAL REPORT - EVALUATION QUESTIONS Output: is the tangible product that results from a program s activities. Outcome: is the short-term change or result that a program or initiative produces. 1. Provide a summary of the major accomplishments and challenges for the entire grant period. Please include how goals and objectives were reached, anticipated and unanticipated outcomes, lessons learned, etc. (4 pages) 2. In your original grant application, you were asked to describe how you would define success for this project. Did the project achieve this definition of success, why or why not? How did the outcomes of this project support identified goals and strategies of The SCAN Foundation (TSF)? What method(s) were used to evaluate this project? (4 pages) 3. What were the quantitative outputs and outcomes of the project? (e.g. number of people served, invited to speak at X conferences) (1 page) 4. If applicable, what steps were taken and goals reached to ensure sustainability for this project outlined in your original grant application? How will the project continue beyond this grant period? (1 page) 5. Please share any anecdotal evidence or stories about this project. (1 page)

APPENDIX C Sample SOW Status Report GOAL STATEMENT: Develop and implement a 6-week geriatric training program at West Coast Medical Center. OBJECTIVE 1: By June of 2010, create and implement a new 6-week geriatric training program at the site of West Coast Medical Center, located in Los Angeles, CA. ACTIVITIES/TASKS 1.1 Identify and address all logistical issues in setting up the geriatric training program. TIMELINE OUTPUTS (Tangible products that results from a program s activities or tasks) July-August 2009 Documentation of all communication made via email, phone and meetings (Please report one status statement per action item in this column: Not yet started, In Process, or Complete) Status: Complete (Please report all activities associated with the activity/task and outputs if applicable. Please provide as much detail as possible in this column) Communication completed and documented. Logistical issues have been worked out. (If the timeline has changed, please include an explanation at the bottom of the status row.) 1.2 Develop written instructions, expectations, and required assignments for student s participation in program. October 2009 Copies of announcements and hand-out materials Copies of final learning objectives and training materials Status: First Draft Complete The first draft of proposed learning objectives, expectations for patient care experience, and required Long- Term Care assignments have been completed. Project Consultants are presently reviewing for revision 1.3 Project Director to meet with Student Affairs office to add new training to academic courses. November 2009 List of faculty members available for teaching Copies of rosters and schedules

APPENDIX D PROJECT BUDGET Organization Name: The Senior Care Organization Project Title: Development of a Continuum of Senior Care Project Period*: July 1, 2009 - June 30, 2010 Proposal Expenses Requested In-Kind Expenditures Total Project Funding Support** Q1 Q2 Q3 Q4 Final Budget Personnel Salary % of Effort Total Total Total Total Total Regional Director $95,000 40% $ 38,000 $9,500 $9,500 $ 38,000 Program Associate $54,000 10% $ 5,400 $1,350 $1,350 $ 5,400 Administrative Assistant $18,600 30% $ 5,580 $1,395 $1,395 $ 5,580 $0 $0 Fringe Benefits @26% $ 12,735 $3,183 $3,183 $ 12,735 Total Personnel $ - $ 61,715 $ - $15,428 $15,428 $ 61,715 Non-Personnel Supplies/Office Expenses $ 1,296 $200 $200 $ 1,296 Communications $ 7,500 $2,500 $2,500 $ 7,500 Travel $ 10,000 $3,000 $3,000 $ 10,000 Rent $2,500.00 $0 $ 2,500 Other: Printing $1,000.00 $0 $ 1,000 Total Non-Personnel $ - $ 18,796.00 $ 3,500 $5,700 $5,700 $ 22,296 Other Costs Subcontracts Univeristy of Data Collection $ 10,000 $1,000 $1,000 $ 10,000 Consultants Senior Fellow $ 10,000 $2,000 $2,000 $ 10,000 Website Developer $ 5,000 $1,000 $1,000 $ 5,000 Equipment Purchases $ - Fiscal Sponsor's Fee (If applicable) Total Other Costs $ - $ 25,000.00 $ - $4,000 $4,000 $ 25,000.00 Subtotal Direct Costs $ 105,511 $ 3,500 $25,128 $25,128 $109,011.00 Indirect Costs @ _10_ % (Maximum of 12%) $ 10,551 $2,637 $2,637 $ 10,551 GRAND TOTAL $ - $ 116,061.88 $ 3,500 $ 27,765 $27,765 $119,561.88

* For project periods exceeding 12 months please provide multiple annual budgets ** In Kind matches are not required.