Please contact your grant monitor for additional guidance or send this question to OGMSsupport@dcjs.virginia.gov

You will have to submit a contract amendment change form with the new City Manager’s information and make sure the new person registers in OGMS.  After the contract amendment is approved and the person has registered, you can associate them with the grant. For detailed instructions contact your grant monitor.

You can only select one person as the primary contact. For CCCA/PSA grants, this individual is the project director. Other individuals can be listed under additional contacts.  

Electronic signatures will be accepted in OGMS. However, initially, the statement of grant award process will remain the same and you will receive an emailed copy of the Statement of Grant Award (SOGA) for the Project Administrator to sign and email back to DCJS.

Initially, the grant award will continue to be a manual process outside of the new system.  Once all DCJS grants transition to the new system, contracts (formerly known as award letters) will be issued in OGMS.

Yes, your County Administrator or City Manager must sign up for an OGMS account.

To delegate authority to someone other than the Project Administrator, the project administrator must submit a letter to grantsmgmt@dcjs.virginia.gov with the applicable application grant numbers(s) and the name, position, and contact information.  Please be sure to copy the grant monitor.

Usually, the Primary Contact is the person with signature authority - The Project Administrator listed on the Statement of Grant Award (SOGA) has signatory authority on the grant.  For the CCCA/PSA grants, the primary contact is the person with the day-to-day responsibility for the grant, usually the Agency director. However, your City Manager or County Administrator must register in OGMS. If they are not registered, your application will not accepted.

Yes, you will have access to view and manage the grant if you are listed as an additional contact.

For the CCCA/PSA grants, the County Administrator/City Manager is required to register in OGMS and approve the submission with an electronic signature. If they also want to sign a hardcopy, you can print the application for their signature and keep it for your files.

Correct. Electronic signatures are accepted for the grant application.

You cannot merge duplicate applications. You can cut and pasted from the duplicates and then withdrawal the applications that are not needed.

Please do not create more than one application.

One person starts the application, but other registered users can edit the application before it is submitted.

Once you submit your application, the grant monitor will review it for completeness and accuracy before accepting it as complete. If you know that you need to make corrections, use the OGMS “ask a question” function to let your monitor know you need to edit the application.

Yes, you can make edits until you submit the application.

All registered users in the Organization can see the application pages.

List all staff who are responsible for managing the grant.  These users will have the ability to complete and submit reports, contract amendments, correspondence, and view grant information.

As many as you need, the system doesn't have a limit to the additional contacts.

Yes, if you allow others access to your application multiple users can edit and view the information.

The performance statement is on the face sheet and is shared with the CJSB to demonstrate the accomplishments of the projects and supports continuation funding. For CCCA/PSA grants please include the following data elements in the following format:

Yes. However, you must now upload it as a spreadsheet or word document. You are no longer required or allowed to convert it to a PDF.

That information is submitted in the quarterly status report (Quarterly Progress Report)

The goals & objectives for the CCCA/PSA Grant are in the grant solicitation at https://www.dcjs.virginia.gov/grants/programs/fy-2022-comprehensive-community-corrections-act-pretrial-services-act

This will be covered in a future training.

This will be covered in a future training.

Today's session is for demonstration purposes only.  Instructions on how to submit claims will be posted on the OGMS Training & Resources page:  https://www.dcjs.virginia.gov/grants/ogms-training-resources

Claims require a detail list of expenditures.  This process is program specific.  Please follow up with the Program Coordinator after this session concludes for additional guidance.

Yes, the Detail of Expenditure form is asking for a line by line expense report.  You can contact your grant monitor for additional guidance.

That is an internal process decision. If the locality wants the Finance Officer to review the requests and approve before its submitted then that is their decision.  The business flow of a person entering the request and sending for the finance officer to approve no longer exists in OGMS.

When completing the Reimbursement, OGMS will auto populate amounts from the approved budget and calculate the available balance. The system will not allow you to enter expenses in a category not approved in the budget.  For specific instructions on how to enter claims visit the OGMS Training & Resources page and/or contact your grant monitor.