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Technical Assistance Workshop
“Teamwork divides the task and doubles the success”
October 4, 2006
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Technical Assistance Workshop
Welcome from the President
Dr. Castell Bryant
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The Title III Staff
Mrs. Linda Francis
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Technical Assistance Workshop
October 4, 2006
Jeanine Dawson, Payroll
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Technical Assistance Workshop
October 4, 2006
Lorraine Harris, Property
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Technical Assistance Workshop
October 4, 2006
Linda Francis, Travel /Administration
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Technical Assistance Workshop
October 4, 2006
Delores Glover,Development and Training
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Technical Assistance Workshop
October 4, 2006
Carlotta Mitchell, Monitoring
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Technical Assistance Workshop
October 4, 2006
Michael Rice, Monitoring
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Technical Assistance Workshop
October 4, 2006
Latosha Adams, Budgets
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Technical Assistance Workshop
October 4, 2006
Princess Brigham, Budgets
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Introduction of the new director
Mrs. Linda Francis
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Perry Herrington, Executive Director
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PROGRAM COORDINATION and
AUDIT READINESS
(Operating in a Climate of Change)
Perry L. Herrington,
Executive Director
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TITLE III: PRESENT AND FUTURE PLANS Per Mr. Larry Oxendine, Director, Institutional Development and Undergraduate Education Service (IDUES)/TRIO Programs
Substantial progress does not equal large carryover balances in accounts. Carryover balances do not document substantial progress. Ten or more activities document non-substantial progress – must decrease the number of activities; activities must be prioritized based on institutional priorities – all Title III activities must demonstrate at least one of the following: Access to quality (curriculum) Graduation rate (over a six year period) Retention Must put emphasis on programmatic activities and reduce personnel costs. Title III funding is based on programmatic issues Title III is not a funding source for personnel Grantees must accomplish measurable objectives.16
Mr. Oxendine’s charge to IDUES’ Program Officers
DOE Program Officers are required to certify that institutions have made “substantial progress” each year. This certification is required in the allocation process for the next funding period. IDUES site visits will be focused on compliance, documentation of substantial progress, and finances (how was the grant used to strengthen the institution – quantitative documentation required) Do not certify institutions for the next funding period if institutional activities do not meet the “progress” standards. Result – loss of future funding.17
LUNCH IS SERVED
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WHERE ARE WE HEADED?
Program Accountability and Compliance Programmatic Fiscal Program Evaluation (External and Internal) Issues in the Department of Education Reauthorization of The Higher Education Act of 1965 Show the impact of the dollars Documentation Getting out the word on Title III programs Becoming a “Change Agent”19
DEADLINES DATES
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Personnel/Payroll
Ms. Jeanine Dawson,
Program Assistant
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Personnel
(ALL) paperwork must be submitted 14 days prior to start date Personnel will not begin work until such appointments have been approved by the University and all appointments must be within the funded period of the Grant New OPS personnel must have sign-up packet attached to the OPS contract Please include working department number on all contracts22
Personnel
Certification for staff (USPS, A&P, Faculty and Graduate Assistants) are due on Thursday by 9:30AM the week prior to payday week. All Employees must turn in time sheets or leave forms. Certification for OPS staff and students are due the Monday by 9:30AM the week prior to payday week23
Certifications must have same hours that were submitted to University Payroll. Certification must be signed by the Activity Director or someone with signing authority. Any certification that is received in the office after the deadline will receive a late letter which will reflect on the end of the year evaluation.Personnel
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Activity Director
Dean’s Office
Graduate Studies – (Graduate Assistant)
Title III Programs
Sponsored Programs
Academic Affairs
Budget (Faculty/Graduate Assistants)
Academic Affairs
Payroll
President’s Office
Payroll input in University System
PERSONNEL HIRE FLOW CHART
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INVENTORY
Ms. Lorraine Harris
Program Assistant
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Accountability for Federal Equipment Annual Inventory Responsibility of Activity Directors Site Visits Title III policies and procedures / Required documents Web databaseInventory
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TRAVEL AND ADMINISTRATIVE SUPPORT
Mrs. Linda Francis
Administrative Assistant
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Travel
1. Send TAR to the Title III (Harris) on old form 2. Please include: Project /Account number and Written Objective (in current proposal). 3. TAR will then route through Title III for director’s signature. 4. After TAR is complete; it will then be forwarded to Sponsored Research. 5. Please submit reimbursements to Title III for director’s signature. New changes in Per diem & Mileage Allowances ***International travel to present papers is NOT ALLOWED***29
Training/Development
Delores Glover
Grants Specialist
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Training
Activity Directors Title III Objectives Preparation/Training Balancing Institutional and U.S. Department of Education Goals and Objectives.31
Development
Maximizing Opportunities (Title III).32
Monitoring
Ms. Carlotta Mitchell
Mr. Michael Rice
Monitoring Coordinators
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Purpose of the Monitoring Review
To evaluate the progress of the program in order to assist the unit in achieving its stated performance objectives within the allotted time frame; To provide technical assistance or a source for technical assistance, if needed; To evaluate the fiscal operation To evaluate inventory purchases and control To make recommendations for the improvement of the program.34
How to have a Productive Site
Visit
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Have all personnel files (faculty, students, etc.) available for review.How to have a Productive Site
Visit
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Establish baseline data in Excel format. Look at your proposal. Determine starting point. Create e-data file and submit. Continue to collect data throughout the funding cycle. Submit as required.Data Collection for Monitoring
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Budgets / Requisitions
Ms. Latosha Adams
Senior Accountant
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Requisitions
Step 1: Prepare orders on a FAMU REQUISITION/CHANGE ORDER form. Step 2: Make sure that the following items are complete on the REQUISITION form: Department (Activity Name) Account Number (Title III Project Number) Date Initiated by, and Phone Number Approved by (Activity Director’s Signature Only, unless another individual is given signing authority) Vendor, Address, Phone Number, and FEID No. Requisition Number Building and Room Number Description of the Items Ordered with the TOTAL Contact person and Phone Number. Objective ( in current proposal) written in comment section (VERY IMPORTANT)39
Requisitions
Step 3: Make sure you attach all necessary attachments to the back of the requisition, such as quotes, memos, etc. Step 4: Once the requisitions are complete, ALL requisitions are submitted to the Title III Office (Room 211 Jackson Davis). Step 5: The requisition is then routed through the Title III Office for approval and signatures, then entered into the ERP System by Princess Brigham (412-5509). The requisition will be returned if proper documentation is not attached (i.e. written objective on requisition, incorrect project #’s, FED ID #’s, etc.). Once the requisition has been returned, the corrections must be made and then resubmitted to the Title III Office (211 Jackson-Davis).40
Requisitions
Step 6: Once the requisitions are in the ERP System, they are approved or denied. If approved, Purchasing will issue a P.O. #, then the P.O is dispatched to the vendor. If denied the requisition will be returned back to the department. Step 7: The items are then delivered to the Department. Once the items are received, the department MUST send a copy of the invoice to the Title III Office or fax (561-2563) to Latosha Adams or Princess Brigham, so the items can be RECEIVED in the ERP System. If the items are not RECEIVED in the ERP System, the requisitions can</span><span style=" font-family: 'Times New Roman', 'Arial'; font-size: 24pt; font-weight: normal; font-style: normal; text-decoration: none;">’</span><span style=" font-family: 'Times New Roman', 'Arial'; font-size: 24pt; font-weight: normal; font-style: normal; text-decoration: none;">t be paid. If you have any questions or concerns about ANY TITLE III REQUISITION throughout the process, please call Latosha Adams (412-5075) or Princess Brigham (412-5509)41
Technical Assistance Workshop
Questions?
Closing Remarks
Mr. Perry Herrington