GMS Overview for Financial Points of Contact (FPOC) OCFO Financial - - PowerPoint PPT Presentation

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GMS Overview for Financial Points of Contact (FPOC) OCFO Financial - - PowerPoint PPT Presentation

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GMS External Training GMS Overview for Financial Points of Contact (FPOC) OCFO Financial Sponsored by Management Training The Office of Audit, Assessment, and Management Seminar (FMTS) Grants Management Division Session Agenda What is

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GMS External Training

GMS Overview for Financial Points of Contact (FPOC)

Sponsored by The Office of Audit, Assessment, and Management Grants Management Division

OCFO Financial Management Training Seminar (FMTS)

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Session Agenda

  • What is GMS?
  • GMS Structure
  • POCs vs. FPOCs
  • How to:

– Manage users – Submit a Financial Status Report (FSR) – View Correspondence

  • Grant Closeout
  • Resources
  • Questions & Answers / Information Sharing
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What is GMS?

A web-based application that OJP uses to support the administration of grants through the entire grants lifecycle.

Solicitation Application Review Award Monitoring Closeout

GMS

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What is GMS?

GMS has two interfaces; an external user interface for applicants and grantees, and an internal user interface for OJP grant managers, program managers and other staff.

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GMS Structure

Grantee POC GMS Modules

Grantee FPOC GMS Modules

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POC vs. FPOC

Financial Point of Contact (FPOC)

Person in the grantee organization responsible for financial administration

  • f the grant funds

FPOC must be designated for grantee to be able to accept award Submits Financial Status Reports Should communicate regularly with POC to receive any relevant updates from Grant Manager

Point of Contact (POC)

The Applicant; the account holder that completes grant activities in GMS Account created at the time of application Submits GANs, Progress Reports, Closeout package, etc. Should communicate regularly with Grant Manager, both within GMS and

  • utside GMS
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How To: Manage Users

U.S Department of Justice Office of Justice Programs

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  • 1. How to request the FPOC role

for an existing grant

U.S Department of Justice Office of Justice Programs

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Joe Smith

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FPOC Approval Email:

Date: Thu, 18 Oct 2007 11:17:37 -0400 (EDT) From: gmssupport@ojp.doj.test To: samuelr@mercurydev.ojp.usdoj.gov Subject: Award has been assigned on 10/18/2007 Your designation as Financial Point of Contact (FPOC) has been approved by your organization for the following award(s): 2006-DJ-BX-0441, 2006-DD-BX- 0441.

FPOC Denial Email:

Date: Thu, 18 Oct 2007 10:12:00 -0400 (EDT) From: gmssupport@ojp.doj.test To: samuelr@mercurydev.ojp.usdoj.gov Subject: Registration has been denied on 10/18/2007 Your FPOC Registration Request has been denied by the grantee organization for the following award(s): 2006-DJ-BX-1045.

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  • 1. How to create an FPOC (as

POC)

U.S Department of Justice Office of Justice Programs

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Profile information Associated Awards

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GMS Email Received by FPOC

Date: Wed, 17 Oct 2007 14:17:45 -0400 (EDT) From: gmssupport@ojp.doj.test To: samuelr@mercurydev.ojp.usdoj.gov Subject: Action Required - Complete Registration You have been designated as the Financial Point of Contact (FPOC) for the following award(s): 2000-WF-VX-0010, 2001-WF-BX-0031, 2002-WF-BX-0050, 2002-CW-BX-0003, 2003-WF-BX-0204, 2004- WF-AX-0052, 2004-WE-AX-0051, 2004-CW-AX-0017, 2005-WF-AX- 0030, 2006-WF-AX-0047, 2007-WF-AX-0006. The FPOC will be responsible for the financial administration of the award, such as submission of quarterly Financial Reports (the SF-269) and for requests for payment of funds (i.e., drawdown) from the award. Your account validation code is: BRWyp6SL3H. Please go to https://grants.ojp.usdoj.gov/gmsexternal/noSessionReq/fpocAcctValid ation.st to complete your registration as contact for SF269. Information concerning access to the payment system will be sent to you separately at a later date.

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How To: Submit a Financial Status Report

U.S Department of Justice Office of Justice Programs

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How To: View Correspondence

U.S Department of Justice Office of Justice Programs

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Grant Closeout

U.S Department of Justice Office of Justice Programs

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Closeout is an important final point of grants accountability,

  • ne which ensures that recipients have met all

programmatic, reporting, and financial requirements.

  • Standard vs. Administrative Closeout
  • Standard Closeout Timeframes:

Closeout Basics

90 days

after grant end date

120 days

after grant end date

180 days

after grant end date

Grant Manager works with Grantee to submit all closeout documents and completes all closeout requirements. Program Office submits closeout packages to OCFO Control Desk OCFO completes closeout

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FPOC’s role in Closeout

 Submit Final Financial Status Report  Complete Financial Reconciliation (in collaboration with OCFO)

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GMS Closeout Requirements

Final Progress Report submitted and approved Final FFR submitted Financial Reconciliation completed Special Condition Compliance completed Programmatic Requirements Certification

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Resources

U.S Department of Justice Office of Justice Programs

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GMS Video Tutorial

www.ojp.usdoj.gov/gmscbt

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Additional Troubleshooting Support:

GMS Help Desk 888-549-9901 (option 3) GMS.Helpdesk@usdoj.gov Tier 2 Support GMSTier2Support@ojp.usdoj.gov

U.S Department of Justice Office of Justice Programs

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Security Reminders

  • Refer to Department order on Use and

Monitoring of Department Computers and Computer Systems (NIST 800-53).

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Questions & Answers

U.S Department of Justice Office of Justice Programs