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Grants Management Toolkit

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Resources for the Grants Management Toolkit are provided by various DHS/FEMA Grantees including State Administrative Agencies (SAAs), Urban Areas Security Initiative (UASIs), Port and Transit Security agencies and others. These tools are being shared from homeland security grants administrators to assist their colleagues in creating, revising and/or improving the management of their homeland security programs.

All are listed in order of the Grants Management Business Process Chart (PPT 1.1MB)

FEMA Non-Disaster (ND) Grants

The Grant Programs Directorate, Systems and Business Support Branch in support of their participation in Grants Management Technical Assistance workshops make available the slide deck used during their presentation.

FEMA Non-Disaster (ND) Grants Slides (PPT 1.4MB)

M&A vs. Planning

  • South Carolina SAA Examples of Job Duties (PDF 81KB)

Funding Acquisition and Program Establishment

  • Alaska Grants Management Handbook (DOC 98KB)
    • Alaska Grants Manual Revision June 5, 2006 (PDF 178KB)
    • Alaska Grants Manual Revision August 29, 2006 (PDF 208KB)
  • South Carolina Grants Management Manual
    • Programmatic (DOC 259KB)
    • Financial (DOC 188KB)
  • West Virginia Grants Administration Manual (DOC 101 KB)
  • Alabama State Legislation to Establish Homeland Security Office (PDF 65KB)
  • South Carolina Counter Terrorism Coordinating Council (State HS Advisory Board) (PDF 212KB)
  • Port Security Grant Program Policies and Procedures Manual–Port Security Grant Program Policies and Procedures Manual–for sample documents please email GMTA.Request@iem.com

Position Descriptions

  • Delaware SAA Position Descriptions (DOC 36KB), which include:
    • Supply, Storage and Distribution Coordinator
    • Technical Assistance Coordinator 
  • Alabama SAA Duty Descriptions (DOC 35KB), which include:
    • Director, Office of Homeland Security
    • Assistant Director for Emergency Preparedness and Response
    • Assistant Director for Information Management and Budget
    • Assistant Director for Intelligence Analysis and Infrastructure Protection
    • Assistant Director for Borders, Ports and Transportation Security
    • Assistant Director for Science & Technological Development
    • State 9-1-1 Coordinator and State Agency Liaison
    • Law Enforcement Liaison
    • Grant Managers
    • Senior and Staff Accountant
    • Public Information Officer
    • IT Systems Technician
    • Executive Assistant
    • Administrative Assistant
  • Maryland Governor’s Office Position Descriptions (PDF 518KB), which include:
    • Grant Administrator
    • Grants Specialist II
  • South Carolina SAA Position Descriptions
    • Program Manager (DOC 118KB)
    • Homeland Security Planner (DOC 118KB)
    • Senior Accountant (DOC 118KB)
    • Program Coordinator II (DOC 115KB)
    • Accounting Technician (DOC 115KB)
    • Administrative Specialist (DOC 115KB)

Application

  • Arizona SAA
    • FY12 Grant Application (Blank Workbook) (XLS 3.5MB)
  • Kentucky SAA
    • Competitive Grant Process PowerPoint (PPT 184KB)
    • Grant Application Workshop (PDF 596KB)
    • Complete Local Application (DOC 321KB)
    • Peer Review Information Sheet (PDF 85KB)

Award

  • Massachusetts SAA
    • Standard Conditions and Reporting Requirements (DOC 96KB)
  • South Carolina SAA
    • Conditional Grant Award (DOC 29KB)
    • Special Conditions List (DOC 62KB)
    • Subrecipient Special Conditions (DOC 44KB)
       

Monitoring

Programmatic and Financial Monitoring Information

  • San Diego UASI Monitoring Tool (XLS 153KB)
  • West Virginia SAA
    • Monitoring Document (DOC 193KB)
    • Cover Letter (DOC 35KB)
    • Blank Report (DOC 172KB)
  • Wisconsin SAA
    • Compliance Monitoring Protocol (PDF 382KB)
    • Equipment Compliance Form (DOC 155KB)
  • South  Carolina SAA
    • Monitoring Post-Site Visit Letter (DOC 31KB)
    • Monitoring Report Form (DOC 140KB)
    • Monitoring Schedule (XLS 40KB)
    • Subrecipient Checklist (DOC 44KB)

Amendments

Project Modification (Revisions and Extensions)

  • Arizona SAA
    • AZ Grant Modification (XLS 303KB)

Payments

Payment and/or Reimbursement Forms

  • Alabama SAA
    • Reimbursement Claim Form (XLS 22KB)
  • Vermont SAA
    • Request for Proposals (DOC 75KB)
    • Payment Procedures Update (DOC 28KB)
  • South Carolina SAA
    • Request for Payment Form (XLS 131KB)
    • Payment Form Instructions (XLS 87KB)
    • Obligation to Expend Funds Letter (DOC 30KB)

Closeout

Equipment Tracking and/or Inventory Control

  • Pittsburgh UASI
    • Equipment Request Form (DOC 60KB)
    • Equipment Tracking Form (DOC 88KB)
  • Vermont SAA
    • Asset List Template (XLS 17KB)
  • Alaska SAA
    • Requirements for Grant Closeout (PDF 36KB)
    • Property and Equipment Inventory Report Instructions (PDF 69KB)

Other Areas of Grants Management

Electronic Grants Management Systems

  • New Jersey SAA Grants Tracking System (GTS) Summary (DOC 92KB)
  • New Jersey SAA Grants Tracking System (GTS) Presentation (PPT 527KB)

SAA Factsheets

  • Minnesota SAA:
    • 2008-2010 Criteria (April 2010)    (PDF 177KB)
    • Preparedness Planning (July 2009) (PDF 149KB)

Procurement

  • California
    • Sacramento Police Department/UASI Procurement Reimbursement Checklist (PDF 253KB)
    • Sacramento Police Department/UASI Procurement Approval Letter (PDF 267KB)
  • Vermont
    • Credit Card Purchases (DOC 30KB)

 

Last Updated: 
06/06/2012 - 14:54
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