All questions about a specific grant program should be directed to your grant monitor.

You will be able to print documents from OGMS.

At this time,  you should use GMIS to access historical data.

You will receive notifications from your specific grant program when it’s implemented in OGMS with additional information.

Yes.

The DCJS website for OGMS training provides recorded training videos and additional materials to assist you with the system.  https://www.dcjs.virginia.gov/grants/ogms-training-resources

For the first phase of implementation, we are transitioning a select number of DCJS grants:

• CCCA/PSA-Community Corrections & Pretrial Services Expansion Grants – Start Date 1/1/2021
• PAPIS Pre-Release and Post-Incarceration Services Expansion Grants – Start Date 1/1/2021
•  VSTOP-Violence Against Women Grants – Start Date 1/1/2021
•  SASP-Sexual Assault Services Program Grants – Start Date 1/1/2021

Please contact your grant monitor for the timeline of when your specific grant program will start using OGMS. New grant solicitations/ funding opportunities are planned to start in the new system.  There may be exceptions so continue to check the DCJS website for all funding opportunities and guidelines.

Yes, eventually all grant programs will be using OGMS. Please contact your grant monitor for the timeline of when your specific grant program will start using OGMS.

https://www.dcjs.virginia.gov/grants/ogms-training-resources

Please contact your grant monitor for the timeline of when your specific grant program will start using OGMS.

All grants will be moving into OGMS but at different times. Contact your grant monitor for the timeline of your specific grant program. Any individual who assists with the grant application or management should register in the system. Training sessions are available on the website so they will be able to watch at any time.

Yes, continue using GMIS for the grant programs that have not migrated to OGMS.

Yes, you will need to resubmit your progress report in OGMS.

Initially, the statement of grant award process will remain the same. You will receive a paper copy for the Project Administrator to sign and email back to DCJS.

Yes.

The forms do not auto save so you must click save. You can save as you go without completing the required fields. However, you can’t mark the form as complete until all required fields are completed.

The "Online Help" button seen throughout the system provides instructional help depending on the screen you are on.  The Funding Opportunity "Ask a Question" button will send the question to the program coordinator.

Yes, both sessions will be available on our website.  The recordings will be available after all sessions have been completed.

Yes.

Yes they should register and DCJS needs a copy of the resolution. Please contact your grant monitor for additional guidance.

Although DCJS does include Project Administrators in most of our communications, it is the organization's responsibility to ensure all necessary people are registered in OGMS.

Yes, the grant’s Project Administrator should register in the system.

OGMS does not allow for roles to be assigned for external users. However, when completing the application you will enter the contact information for the Project Director, Project Administrator, and Finance Officer.

Email your request to ogmssupport@dcjs.virginia.gov.

Please contact your grant monitor for the timeline of when your specific grant program will start using OGMS.

Selecting one program area of interest does not limit your access to apply to other program areas. Is it only for registration purposes. 

OGMS does not allow for user defined roles for external users.

Enter ogms.dcjs.virginia.gov in your URL address bar.

Please double check the DUNS you are entering. If you still have an issue report it to ogmssupport@dcjs.virginia.gov.

Any individual using OGMS will need to register. The email address you enter will receive system alerts for things such as report deadlines, status changes and correspondence from DCJS.

If both individuals will be working on the grant, you would include both. When the current project director leaves, you will be able to remove them from the grant after it’s been awarded.

Contact ogmssupport@dcjs.virginia.gov to report the missing locality.

You can update your profile (personal information) once you have been approved.

Each person will have their own dashboard.  If you have a shared deadline, that item will show on both dashboards.  However, each dashboard is unique to the person that is logged in.

When you register, you will enter your personal information on the top form which is your business contact information. There is a separate organization form where you enter the contact information for the locality.

No.

Send your locality and this issue to the ogmssupport@dcjs.virginia.gov to get your FIPs included.

FIPS codes are numbers which uniquely identify geographic areas. The number of digits in FIPS codes vary depending on the level of geography. State-level FIPS codes have two digits, county-level FIPS codes have five digits of which the first two are the FIPS code of the state to which the county belongs. In OGMS, the county-level FIPS code will display 3 digits.

The organization is based on the Federal ID Number associated with the DCJS grant.

An employer identification number (EIN) is a nine-digit number assigned by the IRS. It's used to identify the tax accounts of employers and certain others who have no employees. The IRS uses the number to identify taxpayers who are required to file various business tax returns.

Add zeros to the end of your number to make it 9 digits.

This is your organization's Federal ID number. It is the same number you have used on face sheets when you applied for a grant in the past.

Contact your organization’s finance office.

The UEI is the organization’s DUNS.

No, users will only see the grants they are associated with so it’s important to add the necessary individuals as additional contacts.

No, everyone will need to register in OGMS.

Any individual who assists with the application and/or the management of the grant should register in OGMS. This would include Project Directors, Project Administrators, and Finance Officers. There is no limit to the number of people who can register under a single organization.

No, you will only need to register one time.  Once you are registered, you can apply for any funding opportunity that is posted.

Yes, everyone will need to register for a new account.  Once you register, the system will send you a series of emails with your new username and temporary password.

OGMS registration is open! Please note that the registration process can take 3-5 days.

The person with signing authority will complete this form in OGMS and sign electronically before submitting your application to DCJS (see below)

You will complete the application in OGMS and will not need to send a PDF. However, some funding opportunities will still require you to upload documents. Your Project Administrator will need to sign the Authority Certification.

Yes.  If a match is required those columns will be available in your budget.  Please refer to instructions in your funding opportunity or contact your program coordinator.

Yes.

You can only select one person as the primary contact.

The project administrator should be listed as the primary contact but other individuals can be listed under additional contacts.  

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

You would submit a contract amendment and register the new individual in OGMS.  Once the registration is complete and the contract amendment has been approved you will need to add the individual as an additional contact on the grant. For instructions on this process, please refer to the OGMS Training & Resources page.

The project administrator has signatory authority unless another person is designated to have signing authority.  The project administrator, or designated individual, will need to electronically sign the Authority Certification form in the application. 

There is no limit to the number of users who can register under one organization. Any grant started or submitted by one of those users will now be associated with that organization. For the user to have access to the application and grant tracking they will need to be added as an additional contact. This can be done at the application level or in grant tracking after the grant has been awarded.

No, auto fill is not available on the application forms.  However, a specific grant program can allow you the option to copy the application under future funding opportunities. 

The award will be issued to the locality.  Each locality can have multiple users register in the system to manage the award.  Each person’s role and responsibility in managing the award is determined by the locality.  The project administrator has signatory authority unless another person is assigned as a designee. 

Yes, that is correct.

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, electronic signatures will be accepted in the system. However, initially, the statement of grant award process will remain the same. You will receive an emailed copy for the Project Administrator to sign and email back to DCJS.

Yes, if a staff member is added as an additional contact they have access to edit the application.   In addition, you will have the option to associate staff members after the grant has been awarded.

Yes, you can print a copy of the submitted application however, the attachments would need to be printed separately.

Not all of the forms in the training demonstration will be part of every program / funding opportunity. Forms are specific to each funding opportunity.  Please refer to the DCJS grant program funding opportunity for guidance and instructions.

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

Refer to the DCJS grant program funding opportunity for guidance and instructions.

DCJS staff can choose to answer in private or post the response for others to view.

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.

This depends on the funding opportunity, contact your Program Coordinator for specifics.

Yes, you can edit and save the forms until you submit the application.

This would be the person with signature authority - The Project Administrator listed on the Statement of Grant Award (SOGA) has signatory authority on the grant.  The primary contact can be the Project Administrator or a designee.  To delegate authority to someone other than the Project Administrator, please send a letter with the application grant numbers(s) to grantsmgmt@dcjs.virginia.gov and copy your grant monitor.

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.

Yes, reimbursements are still done quarterly.  For reporting deadlines, please refer to the award package and/or contact your grant monitor.

The majority of grants are reimbursement only. Please contact your grant monitor for additional guidance.

Yes, moving forward DCJS plans to post all new funding opportunities in OGMS.

No, it will not go to another individual to be reviewed.

The training example did not include a budget with a match. If you have a match requirement, the columns will show up on the budget and claim forms.  Please refer to the funding opportunity for detailed instructions or contact your grant monitor.

Yes, it is new. Sometimes DJCS has to revise our procedures to maintain compliance with state and federal funders.

Yes.

You will only enter under special if your grant is funded by state special funds. Your contract will let you know what categories to use.  Please refer to the funding opportunity for specific instructions and/or contact your Program Coordinator.

Check with your grant monitor for reporting instructions.

You would include both salary and fringe.  For specific instructions on how to enter claims visit the OGMS Training & Resources page and/or contact your grant monitor.

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.

You can print blank reports in the status report preview. 

Yes, the system has a timeout session if you are inactive for 30 minutes.

No, you cannot restrict the access if they are associated with the grant.

Please confirm reporting instructions with your grant monitor.

Anyone who is associated with the grant will be able to see the report.

Your browser typically will.

It depends on the grant program. Contact your grant monitor for additional guidance.

The high level budget will show for all programs. Some grant programs may include additional forms but not all of them. The forms displayed in the training videos are example forms for demonstration purposes.

Only a few grant programs have been implemented in the system. Please contact your grant monitor for additional guidance.

If the person is associated with the grant they will have access to all management capabilities. However, closed grants will not be available unless the new person was added to the grant.

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

Yes.

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.

Yes, unless told otherwise by your grant monitor or your grant is one of the following:

• CCCA/PSA-Community Corrections & Pretrial Services Expansion Grants – Start Date 1/1/2021
• PAPIS Pre-Release and Post-Incarceration Services Expansion Grants – Start Date 1/1/2021
• VSTOP-Violence Against Women Grants – Start Date 1/1/2021
• SASP-Sexual Assault Services Program Grants – Start Date 1/1/2021.

The Grantee is the organization, which could be a locality. The grantee is the initial recipient of the funds from DCJS who signs the statement of grant award.

At this time, supporting documentation of expenditures is not required for all programs.   Any questions regarding your specific project or grant program can be sent to your grant monitor.

For additional guidance on reporting detail of expenditures, please refer to the OGMS  Training & Resources page and/or contact your Grant Monitor. 

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

Yes, the print feature will show up when you preview the claim.

The Claims process will include the financial report and request for funds that you are used to in GMIS.  A terminology crosswalk is located at https://www.dcjs.virginia.gov/grants/ogms-training-resources

Programs will be scheduling their own specific training sessions. We do not have anticipated dates at this time. Check with your grant monitor for additional information.

The frequency may depend on the specific grant program.

No, the program coordinator is the DCJS staff that coordinates the funding opportunity (grant program). Your grant monitor is the assigned person to assist you with your grants, monitor compliance, and provide training and technical assistance. Under some grant programs, these may be the same DCJS staff person.

One quarter = 3 months

No, the font entered can't be changed.

Check with your grant monitor on using the "withdraw" function before you use it. However, If you withdraw a report you would have to start a brand new one.  You would withdraw if it was invalid or not needed.

Yes, you can still submit the report.  If you anticipate submitting a late status report, you will need to reach out to your grant monitor for instructions and complete a reporting extension contract amendment.

The system will use the email address you provided during registration. The email address should be assigned to a staff person who has access to view important correspondence regarding your grant.  Alerts are system generated and will be sent to all contacts on the grant.

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

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.