Grant Manuals
GMM-Grantor Table of Contents
TITLE/SECTION
GMM Change Control
GMM Overview
Definitions
Chapter 1: Introduction
Section 1.1: Purpose of the Manual
1.1.1 Scope, Applicability, and Use
Section 1.2: Customer Service and Grants Management
1.2.1 Grants Management Customer Service Guidelines
Chapter 2: Grants Management Overview
Section 2.1: Arizona State Government and Related Grants Management Roles and Responsibilities
2.1.1 The Governor's Office and Executive Departments
2.1.3 Agencies, Boards, and Commissions
Section 2.2: Grants Management Process Summary
2.2.1 Grantor Roles and Responsibilities
Chapter 3: Funding Instruments
Section 3.1: Intergovernmental Agreement
Section 3.2: Interagency Service Agreement
Section 3.3: Memorandum of Understanding
Section 3.4: Subgrantee/Subaward Agreement
Section 3.5: Vendor/Contractor
Section 3.6: Cooperative Agreements
Chapter 4: Funding Opportunity Development
Section 4.1: Developing and Issuing Program Plans
4.2.1: Procedures for Impractical to Compete, Sole Source, and Other Waiver Requests
Section 5.1: Providing Pre-Application Assistance
Section 5.2: Processing Pre-Applications
Chapter 6: Application Receipt, Review, and Award
Section 6.1: Application Receipt and Processing
Section 6.2: Review of Applications
6.2.1 Programmatic Review of Applications
6.2.4 Financial Reviews and Final Financial Clearances
6.2.5 Indirect Cost Negotiation and Acceptance
Section 6.3: Rejections, Denials, Appeals and Withdrawals
6.3.1 Rejections for Grant Opportunities
Section 6.4: Pre-Agreement Cost Approvals
Chapter 7: Grant Administration
Section 7.1: General Information
7.1.1 Assignment and Responsibilities of the Grant Program Manager
7.1.2 Administration Requirements
7.2.3 Change of Recipient’s Authorized Signing Official
7.2.4 Change of Recipient Contact/Alternative Contact or Principal Investigator
7.2.5 Change in Scope of Award
7.2.8 Recipient Mailing Address Change
7.2.9 Departments, Agencies, Boards, and Commissions Approvals
7.2.10 Removal of Special Terms and Conditions Related to Financial Clearances
7.2.11 Removal of Special Terms and Conditions Related to Programmatic Requirements
Section 7.3: Award Status and Performance Reports
7.3.1 Programmatic Progress Reports
Section 7.4: Failure to Comply with Award Requirements
Section 7.5: Award Suspension or Termination
7.5.1 Suspension or Termination by State of Arizona
7.5.2 Suspension or Termination by Subgrantee or Agreement
Section 8.1: General Information for Monitoring
8.1.1 Types of Grant Monitoring
8.1.2 Objectives of General Grant Monitoring
8.1.3 Basic Requirements for Effective Oversight through Monitoring
Section 8.2: Monitoring Activities
8.2.1 Risk Assessment Tool and Grant Monitoring Plan
8.2.2 Pre-Monitoring Activities
8.2.6 Post-Site Visit Activities
8.2.6.1 Finding Resolution Guidelines
8.2.7 Documentation Requirements for Monitoring
Section 9.1: Conditions for Award Closeout
Section 9.2: Standard Closeout
Section 9.3: Administrative Closeout
Section 9.4: Other Closeout Requirements
Chapter 10 High-Risk Recipient Designation Procedures
Section 10.1: High-Risk Designation
Section 10.2: High-Risk Referral Process
10.2.1 Tracking Recipient Corrective Action Efforts
Section 10.3: Removing Recipients from High-Risk Designation List
Chapter 11: Grant Manager Resources
Section 11.1: Automated Systems
11.1.2 Arizona Financial Information Systems (AFIS)
11.1.3 Consolidated Ledger of Information of Federal Funds (CLIFF)
11.1.6 System for Award Management (SAM)
Section 11.2: In-House Information Resources
11.2.1 General Accounting Office (GAO)
11.2.2 Office of Grants and Federal Resources (GFR)
11.3.1 State of Arizona Websites
Appendix
GMM-Grantee Table of Contents
TITLE/SECTION
GMM Change Control
GMM Overview
Definitions
Chapter 1: Introduction
Section 1.1: Purpose of the Manual
1.1.1 Scope, Applicability, and Use
Section 1.2: Customer Service and Grants Management
1.2.1: Grants Management Customer Service Guidelines
Chapter 2: Grants Management Overview
Section 2.1: Arizona State Government and Related Grants Management Roles and Responsibilities
2.1.1: The Governor's Office and Executive Departments
2.1.2: Other Elected Officials
2.1.3: Boards, Agencies and Commissions
Section 2.2: Grants Management Process Summary
2.2.1: Grantee Roles and Responsibilities
Chapter 3: Funding Instruments
Section 3.1: Federal Funding Instruments
Section 3.1.1: Discretionary Grants
Section 3.1.3: Cooperative Agreements
Section 3.2: Non-Federal Funding Instruments
Section 3.2.1: Foundation Grants
Section 3.2.2: Local Government Grants
Section 3.2.4: Pass-through Funding
Chapter 4: Grant Research and Pursuance
Section 4.1: Establishing Organizational Grant Needs and Priorities
Section 4.3: Grant Opportunity Vetting, Routing and Assignment
Section 4.4: Grant Opportunity Approval and Authorization to Apply
Chapter 5: Application Development and Submission
Section 5.1: E-Grant System Registrations
Section 5.2: Review Application Submission Requirements
Section 5.3: Identify and Secure Application Development Resources
Section 5.4: Establish Application Development Team
Section 5.5: Develop Draft Application Documents
Section 5.6: Review and Edit of Final Draft Application Documents
Section 5.7: Application Finalization and Approval
Section 5.8: Application Submission
Section 5.9: Post-Application Submission Activities
5.9.2: Request for Further Information or Document Revision
6.2.2: Agency Specific Requirements
Chapter 7: Grant Implementation
Section 7.1: Grant Award Terms and Conditions
7.1.2: Cash Management Improvement Act (CMIA)
7.1.6: Time and Effort Reporting
7.1.7: Other Standard Requirements
Section 7.3: Preparation for and Participation in Oversight Activities
7.3.3: Inspections
7.3.5: Peer Sharing and Best Practices
Section 7.4: Amendments and Modifications
Section 8.1: Conditions for Closeout
8.1.1: Programmatic Requirements
Section 8.3: Final Statewide Systems Updates
Section 8.4: After Action Discussion and Lessons Learned
Section 8.5: Electronic Document Retention
Chapter 9: Grant Manager Resources
Section 9.1: Automated Systems
9.1.2: Arizona Financial Information Systems (AFIS)
9.1.3: Consolidated Ledger of Information of Federal Funds (CLIFF)
9.1.6: System for Award Management (SAM)
Section 9.2: In-House Information Resources
9.2.1: General Accouting Office (GAO)
9.2.2: Office of Grants and Federal Resources (GFR)
9.3.1: State of Arizona Websites
Appendix
Sample Grant application documents
Executive Summary/Project Abstract
Sample Grant Award and Conditions (Grant Agreement)
Sample reports
Sample Grant Modification Request
Audits and Site Visit Sample Documents
Sample Program Site Visit Report
Post-Site Visit Letter: No Findings
Post-Site Visit Letter: Findings/CAP
Corrective Action Plan (CAP) Sample
Follow-up Letter: Findings Closed
Closeout
