OGMS CCCA/PSA FAQs

 

Primary Contact/Local Grant Approval
Is there an example letter for the County Manager to delegate grant signature authorization to our Director of Finance?
Our Project Administrator is changing next week, should the interim City Manager register and be associated with the grant or the current City Manager?
Can you select two or more individuals as primary contacts?
Will the project administrator sign hard copy documents or sign through the system? Usually city attorneys also need to see and approve the form.
Will acceptance of the award be an online process as well? Or will this be a form we will upload in the near future?
Our County Executive (Project Administrator) usually signs off on the acceptance of the SOGA agreement. So I would need our County Executive to sign up for an OGMS account?
Can the County Administrator/City Manager designate another person to sign for him or her?
Is the Primary Contact considered to be the person who actually signs the grant applications?
Grant Application
I have access as I registered to get my login access, but I am not the primary grant applicant. Can I still enter the grant and see how it progresses?
If our county administrator/city manager wants to sign hard copy, then we wouldn't fill out his name, would we? Or would we, and then attach signed copy somehow?
Once the application is filled out, you just save, then get your authorized approver to log in for that grant, then they can approve from there. No actual signatures are required?
If more than one grant is started, can they be merged?
Does only one person “start a new application?”
If you review your application and find items that need attention, do you email that person, or do we have to keep checking to see if it was approved?
Can the application title be changed prior to submission of the application?
Who can see the grant application pages?
Who would you recommend that we list as an additional grantee contact?
How many additional contacts can be added to a grant?
Can more than one person in my organization work on completing the application at the same time?
Performance Statement
What is the performance statement supposed to address?
Other
Is the programmatic Status Report the same as the current Quarterly Progress Report?
This is my first year participating in this grant process. Where do we put the data captured in PTCC? Referrals, completions, successful closure, etc. Or does that go on another report?
Goals & Objectives
Where are the goals & objectives?
Claims
If our county doesn't show the expenses of post trial and pretrial as two separate entities, but merges the two, how do we then show a split between them to report? Since in GMIS you would always show the expenses as one amount?
Will the budget still be set up so that once the grant is approved, you only report line items totaled together, (total travel or personnel pretrial and Post trial) like it is in GMIS?
You require the applicant to list all staff and benefits separately, but the claims will be grouped together?
Do we break down personnel expenses every quarter per employee instead of the total personnel spent on the grant like we did in GMIS?
Once I submitted the Request for Funds and Financial Reports in GMIS they had to be approved by my Finance Director. Will that still need to be done or is that now eliminated?
Will the claim auto populate the approved budget?
Primary Contact/Local Grant Approval

Is there an example letter for the County Manager to delegate grant signature authorization to our Director of Finance?


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

Our Project Administrator is changing next week, should the interim City Manager register and be associated with the grant or the current City Manager?


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.

Can you select two or more individuals as primary contacts?


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.  

Will the project administrator sign hard copy documents or sign through the system? Usually city attorneys also need to see and approve the form.


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.

Will acceptance of the award be an online process as well? Or will this be a form we will upload in the near future?


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.

Our County Executive (Project Administrator) usually signs off on the acceptance of the SOGA agreement. So I would need our County Executive to sign up for an OGMS account?


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

Can the County Administrator/City Manager designate another person to sign for him or her?


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.

Is the Primary Contact considered to be the person who actually signs the grant applications?


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.

Grant Application

I have access as I registered to get my login access, but I am not the primary grant applicant. Can I still enter the grant and see how it progresses?


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

If our county administrator/city manager wants to sign hard copy, then we wouldn't fill out his name, would we? Or would we, and then attach signed copy somehow?


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.

Once the application is filled out, you just save, then get your authorized approver to log in for that grant, then they can approve from there. No actual signatures are required?


Correct. Electronic signatures are accepted for the grant application.

If more than one grant is started, can they be merged?


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.

Does only one person “start a new application?”


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

If you review your application and find items that need attention, do you email that person, or do we have to keep checking to see if it was approved?


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.

Can the application title be changed prior to submission of the application?


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

Who can see the grant application pages?


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

Who would you recommend that we list as an additional grantee contact?


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.

How many additional contacts can be added to a grant?


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

Can more than one person in my organization work on completing the application at the same time?


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

Performance Statement

What is the performance statement supposed to address?


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:

Other

Is the programmatic Status Report the same as the current Quarterly Progress Report?


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.

This is my first year participating in this grant process. Where do we put the data captured in PTCC? Referrals, completions, successful closure, etc. Or does that go on another report?


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

Goals & Objectives

Where are the goals & objectives?


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

Claims

If our county doesn't show the expenses of post trial and pretrial as two separate entities, but merges the two, how do we then show a split between them to report? Since in GMIS you would always show the expenses as one amount?


This will be covered in a future training.

Will the budget still be set up so that once the grant is approved, you only report line items totaled together, (total travel or personnel pretrial and Post trial) like it is in GMIS?


This will be covered in a future training.

You require the applicant to list all staff and benefits separately, but the claims will be grouped together?


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.

Do we break down personnel expenses every quarter per employee instead of the total personnel spent on the grant like we did in GMIS?


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

Once I submitted the Request for Funds and Financial Reports in GMIS they had to be approved by my Finance Director. Will that still need to be done or is that now eliminated?


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.

Will the claim auto populate the approved budget?


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.