Webinar June 2014 Whats in todays presentation: How to convert - - PowerPoint PPT Presentation

2014-2015 Grantee Management Webinar

June 2014

The Florida Division of Cultural Affairs presents

What’s in today’s presentation:

• How to convert your proposal and

budget into a Scope of Work and Deliverables

• Expenditure logs and the payment

process

• Tips and considerations throughout
• Your questions

Grants Management Timeline

• By June 13, 2014: Grantees submit Contract

Details Form

• June 16 – 30, 2014: Grantees receive contract by

e-mail and print/sign/return grant contract by mail

• July 1, 2014: Grant Period Begins;

Payment 1 Available

• October 1, 2014: Payment 2 Available
• January 1, 2015: Payment 3 Available
• April 1, 2015: Payment 4 Available (minus 10%)
• 10% reimbursed with final Expenditure Log
• June 30, 2015: Grant Period Ends

Contract Details Form

• Explains specifically how grant funds will be spent

for the entire grant period.

• This will be a part of your Grant Award

Agreement/Contract.

• There are 3 parts: Budget, Scope of Work, and

Deliverables.

• All grant funds in your budget must be associated

with a Deliverable and be reflected in the Scope of Work.

Contract Details Form

• The form can be found by logging into the online grants system at

http://www.florida-arts.org/dcagrants. Click on My Proposals, then Manage Grant, and finally Edit Contract Details to access the form and instructions.

Contract Details Form

Contract Details Form

• Step 1: Budget
• The Budget will be pre-populated based upon what you submitted in your

grant proposal.

• If you need to amend your budget because of changes in programming or

to simplify your Deliverables, you must do that with this form.

• Any changes must still reflect the programs or project in your initial

proposal.

• Tips
• For most grantees, the budget will be divided into four equal payments.

Plan your budget line items accordingly.

• A simplified budget with fewer grant award line items will be easier to

manage throughout the grant period.

• Be specific! Your budget cannot contain vague categories like “other” or

“miscellaneous.” We need to know who is being paid or what is being purchased.

Contract Details Form

• Budget example:

Contract Details Form

• Budget example:

Contract Details Form

• Budget example:

Consider how you will break it down into your 4 quarters

$25,000 Divided by 4 = $6250 Quarter 1 July 1 to Sept 30

1.1 Executive and Artistic Director $1000 8.1 Website & Social Media Development $1500 8.3 Radio Spots $1750 8.4 Direct Mail Brochure Design $1000 $6250

Quarter 2 Oct 1 to Dec 31

1.1 Executive and Artistic Director $1000 4.1 15 Performing Artists $3000 8.3 Radio Spots $2000 $6250

Quarter 3 Jan 1 to March 31

1.1 Executive and Artistic Director $1000 4.1 15 Performing Artists $3625 8.3 Radio Spots $1625 $6250

Quarter 4 April 1 to June 30

1.1 Executive and Artistic Director $1000 4.1 15 Performing Artists $3625 8.3 Radio Spots $1625 $6250

Contract Details Form

Contract Details Form

• Step 2: Scope of Work
• The Scope of Work is a description of what grant funds will be spent on

during the grant period.

• It summarizes how all state funds (and only state funds) will be spent.
• It must reflect your budget.
• Examples:
• Provides Radio Radar Theatre with funding for salaries for the Box Office Staff and General

Manager for “Death of A Salesman,” “Other Desert Cities,” “Venus in Fur,” “The Light in the Piazza,” “Table Manners,” “The Mountaintop,” and the 12th Orlando Cabaret Festival and “Hair.”

• Provides the Oakridge Park Music Foundation with funding for salaries of the Executive &

Artistic Director; fees for artist events for the classical guitarist Pepe Romero concert and master class, Brubeck Brothers Quartet concert and master class, Alan Baylock Jazz Orchestra concert and master class, and John Pizzarelli concert; funding for Website and Social Media Development (website upgrades), Radio Spots, and Direct-Mail Brochure Design and Printing.

Contract Details Form

• Step 2: Scope of Work

Tips and Suggestions:

• The Scope of Work is more broad than the individual Deliverables. For

example:

• The Scope can list “artist fees for a Performing Arts Series” while the

Deliverables will need to name the performances in that series.

• The Scope can list positions paid with state funds while the

Deliverables must include the duties/activities of those positions.

• The Scope of Work can be written before or after the individual

Deliverables.

• Remember: All of your Deliverables will need to be found within your Scope
• f Work.

Contract Details Form

Contract Details Form

• Step 3: Deliverables
• The Deliverables are the services identified in the Scope of Work that

correspond to each payment.

• The Deliverables have to be tied to each quarterly payment and directly

connect with the budget line-items/categories.

• For personnel salary or wages, include a brief description of

duties/activities that will be funded by the grant.

Contract Details Form

• Step 4 Deliverables

Examples:

• Fees for Website and Social Media Development, Radio Spots, and Direct Mail Brochure

Design and Printing for marketing and advertising the events.

• Salary for General Manager to produce the play and make sure that the set is built, casting,
• versees budgeting, and that costumes are made in a timely manner for the production of

Table Manners/Mountaintop.

• Fees for actors to act in the play “We Don’t Have Any Money.”
• Salary for the Executive & Artistic Director to manage the Summer Concert Series &

Summer Young Musicians Master Classes.

• Salaries for the Box Office Staff that sell the tickets for the play and box office

reconciliations, oversee crowd control and are safety captains.

• Fees for royalties for Mad Hatter Theatre's Main Stage show “I Love a Piano”
• Fees for studio art material for after school programs focusing on the exhibit "New Vision of

the Florida Landscape.”

• Fees for the Brubeck Brothers Quartet concert and master class, Alan Baylock Jazz

Orchestra concert and master class, and John Pizzarelli concert.

Example: Radio Radar Theatre Scope of Work and Deliverables

Provides Radio Radar Theatre with funding for salaries for the Box Office Staff and General Manager for “Death of A Salesman,” “Other Desert Cities,” “Venus in Fur,” “The Light in the Piazza,” “Table Manners,” “The Mountaintop,” and the 12th Orlando Cabaret Festival and “Hair.”

• Deliverable 1: Salaries for the Box Office Staff that sell the tickets for the play and box office

reconciliations, oversee crowd control and are safety captains and salary for the General Manager to produce the play and make sure that the set is built, casting, budgeting, costumes are made in a timely manner for the productions of “Death of A Salesman” and “Other Desert Cities.”

• Deliverable 2: Salaries for the Box Office Staff that sell the tickets for the play and box office

reconciliations, oversee crowd control and are safety captains and salary for the General Manager to produce the play and make sure that the set is built, casting, budgeting, costumes are made in a timely manner for the production for the productions of “Table Manners” and “The Mountaintop.”

• Deliverable 3: Salaries for the Box Office Staff that sell the tickets for the play and box office

reconciliations, oversee crowd control and are safety captains and salary for the General Manager to produce the play and make sure that the set is built, casting, budgeting, costumes are made in a timely manner for the productions of “Venus in Fur” and “The Light in the Piazza.”

• Deliverable 4: Salaries for the Box Office Staff that sell the tickets for the play and box office

reconciliations, oversee crowd control and are safety captains and salary for the General Manager to produce the play and make sure that the set is built, casting, budgeting, costumes are made in a timely manner for the productions of the 12th Orlando Cabaret Festival and “Hair.”

Example: Oakridge Park Music Foundation Scope of Work and Deliverables

Provides the Oakridge Park Music Foundation with funding for salaries of the Executive & Artistic Director; fees for artist events for the classical guitarist Pepe Romero concert and master class, Brubeck Brothers Quartet concert and master class, Alan Baylock Jazz Orchestra concert and master class, and John Pizzarelli concert; funding for Website and Social Media Development (website upgrades), Radio Spots, and Direct-Mail Brochure Design and Printing

• Deliverable 1: Salary for the Executive & Artistic Director to manage the Summer Concert

Series & Summer Young Musicians Master Classes. Fees for Pepe Romero concert & Young Musicians Master Classes.

• Deliverable 2: Salary for the Executive & Artistic Director to manage the Summer Concert

Series & Summer Young Musicians Master Classes. Fees for the Brubeck Brothers Quartet concert and master class, Alan Baylock Jazz Orchestra concert and master class, and John Pizzarelli concert. Fees for Website and Social Media Development and Radio Spots and Direct Mail Brochure Design and Printing for marketing and advertising the events.

Contract Details Form

• Step 4: Deliverables

Tips and Suggestions:

• Be clear and concise (there is a 1000 character limit per deliverable)
• Only address how state funds will be spent during each quarter.
• Be sure to account for all state funded activities in your budget.
• Clearly delineate your individual deliverables in each payment with

punctuation.

• The quarters for each payment/deliverable are:
• July 1, 2014 – September 30, 2014
• October 1, 2014 – December 31, 2014
• January 1, 2015 – March 31, 2015
• April 1, 2015 – June 30, 2015

From Details Form to Contract

• Submit the Contract Details Form by June 13.
• Staff will review your submitted Scope of Work and Deliverables.
• If required, staff will make simple edits required for approval.

You will be contacted if more thorough changes are needed.

• When approved, your Grant Award Agreement will be e-mailed

to you.

• Print, obtain signatures and mail the contract back to the Division
• f Cultural Affairs within 30 days of receiving it.
• Submit a current W-9 form by visiting flvendor.myfloridacfo.com

and following the on-screen instructions. This must be submitted annually in order to receive grant payments.

These steps must be completed before your first payment is initiated.

Getting Paid: Expenditure Logs

Expenditure Logs and Payments

• Payment 1 will be automatically released when your contract is

signed and sent to the Division.

• After Payment 1 is expended, submit the Grant Funds

Expenditure Log to initiate the next payment.

• Submit a new log (in Excel format) via e-mail to your program

manager for each payment.

• For a log to be approved:
• It must show that every Deliverable for the previous payment

has been completed.

• Items in the Description/Deliverable column must match

word-for-word the Deliverables in the Grant Award Agreement.

• The Total State Funds Expended must exactly match the

amount of your payment.

Example: Radio Radar Theatre Budget & Deliverables to Expenditure Log

• Deliverable 1: Salaries for the Box Office Staff that sell the tickets for the play and box office

reconciliations, oversee crowd control and are safety captains and salary for the General Manager to produce the play and make sure that the set is built, casting, budgeting, costumes are made in a timely manner for the productions of “Death of A Salesman” and “Other Desert Cities.”

• Deliverable 2: Salaries for the Box Office Staff that sell the tickets for the play and box office

reconciliations, oversee crowd control and are safety captains and salary for the General Manager to produce the play and make sure that the set is built, casting, budgeting, costumes are made in a timely manner for the production for the productions of “Table Manners” and “The Mountaintop.”

• Deliverable 3: Salaries for the Box Office Staff that sell the tickets for the play and box office

reconciliations, oversee crowd control and are safety captains and salary for the General Manager to produce the play and make sure that the set is built, casting, budgeting, costumes are made in a timely manner for the productions of “Venus in Fur” and “The Light in the Piazza.”

• Deliverable 4: Salaries for the Box Office Staff that sell the tickets for the play and box office

reconciliations, oversee crowd control and are safety captains and salary for the General Manager to produce the play and make sure that the set is built, casting, budgeting, costumes are made in a timely manner for the productions of the 12th Orlando Cabaret Festival and “Hair.”

Example: Radio Radar Theatre Budget & Deliverables to Expenditure Log

• Deliverable 2: Salaries for the Box Office Staff that sell the tickets for the play and box office

reconciliations, oversee crowd control and are safety captains and salary for the General Manager to produce the play and make sure that the set is built, casting, budgeting, costumes are made in a timely manner for the production for the productions of Table Manners and The Mountaintop.

Example: Radio Radar Theatre Budget & Deliverables to Expenditure Log

• Deliverable 2: Salaries for the Box Office Staff that sell the tickets for the play and box office

reconciliations, oversee crowd control and are safety captains and salary for the General Manager to produce the play and make sure that the set is built, casting, budgeting, costumes are made in a timely manner for the production for the productions of Table Manners and The Mountaintop.

Example: Radio Radar Theatre Budget & Deliverables to Expenditure Log

• Deliverable 2: Salaries for the Box Office Staff that sell the tickets for the play and box office

reconciliations, oversee crowd control and are safety captains and salary for the General Manager to produce the play and make sure that the set is built, casting, budgeting, costumes are made in a timely manner for the production for the productions of Table Manners and The Mountaintop.

Repeat for other payments/items in the deliverable.

$18,563 / 4 = $4640.75 (Round down to the nearest dollar for the exact payment amount)

Example: Oakridge Park Music Foundation Scope of Work and Deliverables

• Deliverable 2: Salary for the Executive & Artistic Director to manage the Summer Concert

Series & Summer Young Musicians Master Classes. Fees for the Brubeck Brothers Quartet concert and master class, Alan Baylock Jazz Orchestra concert and master class, and John Pizzarelli concert. Fees for Website and Social Media Development and Radio Spots and Direct Mail Brochure Design and Printing for marketing and advertising the events.

Example: Oakridge Park Music Foundation Scope of Work and Deliverables

• Deliverable 2: Salary for the Executive & Artistic Director to manage the Summer Concert

Series & Summer Young Musicians Master Classes. Fees for the Brubeck Brothers Quartet concert and master class, Alan Baylock Jazz Orchestra concert and master class, and John Pizzarelli concert. Fees for Website and Social Media Development and Radio Spots and Direct Mail Brochure Design and Printing for marketing and advertising the events.

Example: Oakridge Park Music Foundation Scope of Work and Deliverables

• Deliverable 2: Salary for the Executive & Artistic Director to manage the Summer Concert

Series & Summer Young Musicians Master Classes. Fees for the Brubeck Brothers Quartet concert and master class, Alan Baylock Jazz Orchestra concert and master class, and John Pizzarelli concert. Fees for Website and Social Media Development and Radio Spots and Direct Mail Brochure Design and Printing for marketing and advertising the events.

Grant #: Payment # 2 Transaction # Payment Payee Trans. Total State Funds Used DCA Budget Category Description/Deliverable Deliverable (debit, check, etc.) Date (personnel, marketing, etc.) Date Completed Direct Deposit 01-919549-06 08/22/13 Purple Firm $5,000.00 $1,500.00 8.1 Marketing Fees for Website & Social Media Development 08/22/2013 Check # 4083 08/11/13 107.9 Radio $7,200.00 $6,000.00 8.1 Marketing Fees for Radio Spots 07/24/2013 Check # 4045 07/01/13 Blue Design Group $1,931.00 $1,000.00 8.4 Marketing Fees for Direct Mail Brochure Design and Printing for marketing and advertising the events 08/22/2013 Check # 13383 08/15/13 Connie Sudgwick $3,125.00 $1,000.00 1.1 Personnel Administrative Salary for the Executive & Artistic Director to manage the Summer Concert Series & Summer Young Musicians Master Classes 08/15/2013 Check # 4027 07/23/13 Brubeck Music, Inc. $3,500.00 $3,500.00 Outside Fees & Service Fees for the Brubeck Brothers Quartet concert and master class 07/25/2013 Check # 4076 08/06/13 Alan Baylock $7,650.00 $2,250.00 Outside Fees & Service Fees for the Alan Baylock Jazz Orchestra concert and master class 08/08/2013 Check # 4088 08/20/13 (John Pizzarelli) Seven String, Ltd. $3,500.00 $3,500.00 Outside Fees & Service Fees for the John Pizzarelli concert 08/22/2013 $18,750.00 DCA Program Manager: Minimum performance requirements successfully completed and approved by: _______________________________________ Date: ____/_____/_____ Oakridge Park Music Foundation Total State Funds Expended: Grant Funds Expenditure Log You are responsible for the documentation of all state grant expenditures. Keep track of state grant expenditures as they are made. List only those expenditures that were paid with state grant funds. Add rows as necessary. 14.5.180.499 Award Amount: $25,000 Organization Name:

Example: Oakridge Park Music Foundation Scope of Work and Deliverables

• Deliverable 2: Salary for the Executive & Artistic Director to manage the Summer Concert

Series & Summer Young Musicians Master Classes. Fees for the Brubeck Brothers Quartet concert and master class, Alan Baylock Jazz Orchestra concert and master class, and John Pizzarelli concert. Fees for Website and Social Media Development and Radio Spots and Direct Mail Brochure Design and Printing for marketing and advertising the events.

Grant #: Payment # 2 Transaction # Payment Payee Trans. Total State Funds Used DCA Budget Category Description/Deliverable Deliverable (debit, check, etc.) Date (personnel, marketing, etc.) Date Completed Direct Deposit 01-919549-06 08/22/13 Purple Firm $5,000.00 $1,500.00 8.1 Marketing Fees for Website & Social Media Development 08/22/2013 Check # 4083 08/11/13 107.9 Radio $7,200.00 $6,000.00 8.1 Marketing Fees for Radio Spots 07/24/2013 Check # 4045 07/01/13 Blue Design Group $1,931.00 $1,000.00 8.4 Marketing Fees for Direct Mail Brochure Design and Printing for marketing and advertising the events 08/22/2013 Check # 13383 08/15/13 Connie Sudgwick $3,125.00 $1,000.00 1.1 Personnel Administrative Salary for the Executive & Artistic Director to manage the Summer Concert Series & Summer Young Musicians Master Classes 08/15/2013 Check # 4027 07/23/13 Brubeck Music, Inc. $3,500.00 $3,500.00 Outside Fees & Service Fees for the Brubeck Brothers Quartet concert and master class 07/25/2013 Check # 4076 08/06/13 Alan Baylock $7,650.00 $2,250.00 Outside Fees & Service Fees for the Alan Baylock Jazz Orchestra concert and master class 08/08/2013 Check # 4088 08/20/13 (John Pizzarelli) Seven String, Ltd. $3,500.00 $3,500.00 Outside Fees & Service Fees for the John Pizzarelli concert 08/22/2013 $18,750.00 DCA Program Manager: Minimum performance requirements successfully completed and approved by: _______________________________________ Date: ____/_____/_____ Oakridge Park Music Foundation Total State Funds Expended: Grant Funds Expenditure Log You are responsible for the documentation of all state grant expenditures. Keep track of state grant expenditures as they are made. List only those expenditures that were paid with state grant funds. Add rows as necessary. 14.5.180.499 Award Amount: $25,000 Organization Name:

Expenditure Logs and Payments

• Be sure you are using the current expenditure log, available for

download at www.florida-arts.org/resources/grantforms

• All four logs must account for the budget in your grant award

agreement exactly.

• Individual payments do not include cents. They are rounded

down to the dollar and the remaining amount is added to the final payment.

• After all grant funds are spent, the final grant report must be

submitted, which includes the log for the final payment.

GPS/SCP Program Managers:

Sarah Stage

General Program Support and Specific Cultural Projects for Museums, Community Theatre, Professional Theatre, Presenter, Visual Arts sarah.stage@dos.myflorida.com 850.245.6459

Maureen Murphy

General Program Support and Specific Cultural Projects for Dance, Literature, Folk Arts, Media Arts, Multidisciplinary, Music; and Arts in Education, Underserved Cultural Community Development, and Culture Builds Florida maureen.murphy@dos.myflorida.com 850.245.6475

Tim Storhoff

General Program Support for Local Arts Agencies and State Service Organizations timothy.storhoff@dos.myflorida.com 850.245.6469

• A link for today’s slides will be e-mailed to you.
• The online Contract Details Form includes instructions.
• See the Grantee Management Checklist that was

already sent to you for additional guidance.

• Confirm you have the correct e-mail address in our

grants system so you receive your award agreement.

• Please submit the completed Contract Details Form by

Friday, June 13 so that we can e-mail your contract by the start of the grant period. If you have any questions, please contact your program manager.

Conclusion

Questions and Answers

Ask your questions in the Chat or Q&A box (send to All Panelists) or press *6 to un- mute your phone and voice your questions.