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. Homeland Security Grant Administrators have agreed to share their agencies promising practices with their colleagues. These promising practices will support the administration and management of homeland security grant programs. If you would like additional information on any of the ‘promising practices’ listed on this site or are looking for a ‘promising practice’ that is not listed, please send an email to  GMTA.Request@iem.com

Promising Practices are in order according to the Grants Management Business Process Chart (PPT).

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) 

M&A vs. Planning

South Carolina SAA Examples of Job Duties (PDF)

Funding Acquisition and Program Establishment

South Carolina Grants Management Manual

West Virginia Grants Administration Manual (PDF)

 
 

Port Security Grant Program Policies and Procedures Manual can be at www.pdxmex.com/psgptoolkit

Illinois SAA Grants Management Manual (Nov 2011) (PDF)

Kentucky KOHS Grant Polices (PDF)

Kentucky Subrecipient Grants Management Polices and Procedures (PDF)

Arcata Fire Department Grants Handbook (PDF)

Position Descriptions

Delaware SAA Position Descriptions (PDF), which include:

  • Supply, Storage and Distribution Coordinator
  • Technical Assistance Coordinator-- Purchaser
  • Technical Assistance Coordinator-- Grants Coordinator

Alabama SAA Duty Descriptions (PDF), 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, which include:

South Carolina SAA Position Descriptions

Application

Arizona SAA, FY12 Grant Application (Blank Workbook) (PDF)

Kentucky SAA Application Documents, which include

Award

Massachusetts SAA, Standard Conditions and Reporting Requirements (PDF)

South Carolina SAA, Award Documents, which include:

Merchants Exchange of Portland, OR SubAward Agreement Transmittal Letter Template can be viewed at www.pdxmex.com/psgptoolkit

Merchants Exchange of Portland, OR SubAward Notification Letter Template can be viewed at www.pdxmex.com/psgptoolkit

Merchants Exchange of Portland, OR SubGrantee Award Agreeement Template can be viewed at www.pdxmex.com/psgptoolkit

Monitoring

Programmatic and Financial Monitoring Information

San Diego UASI Monitoring Tool (PDF)

South Carolina SAA Monitoring Documents, which include: 

Merchants Exchange of Portland, OR SubGrantee Monitoring Visit SummaryTemplate can be viewed at www.pdxmex.com/psgptoolkit

Merchants Exchange of Portland, OR SubGrantee Monitoring Results Cover Letter Template can be viewed at www.pdxmex.com/psgptoolkit

Merchants Exchange of Portland, OR SubGrantee Monitoring Tentative AgendaTemplate can be viewed at www.pdxmex.com/psgptoolkit

Merchants Exchange of Portland, OR SubGrantee Monitoring Site Visit Protocol Template can be viewed at www.pdxmex.com/psgptoolkit

Merchants Exchange of Portland, OR SubGrantee Monitoring Notice Letter Template can be viewed at www.pdxmex.com/psgptoolkit

Tennessee SAA Monitoring Document (PDF)

West Virginia SAA Monitoring Documents, which include: 

Wisconsin SAA Monitoring Documents, which include:

Amendments

Project Modification (Revisions and Extensions)

Arizona SAA Grant Modification (PDF)

Payments

Payment and/or Reimbursement Forms

Alabama SAA Reimbursement Claim Form (PDF)

Merchants Exchange of Portland, OR SubGrantee FFATA Form can be viewed at www.pdxmex.com/psgptoolkit

Merchants Exchange of Portland, OR Invoice Reimbursement Request Transmittal Form can be viewed at www.pdxmex.com/psgptoolkit

Merchants Exchange of Portland, OR SubGrantee Progress Report Template can be viewed at www.pdxmex.com/psgptoolkit

Merchants Exchange of Portland, OR Sole Source Justification Guidelines can be viewed at www.pdxmex.com/psgptoolkit

South Carolina SAA Payment Documents, which include:

Vermont SAA Payments Documents, which include:

Closeout

Equipment Tracking and/or Inventory Control

Pittsburgh UASI Documents, which include:

Alaska SAA Closeout Documents, which incude:

Hawaii SAA Closeout Documents, which includes:

Illinois SAA Closeout Policy - ITTF Policy (PDF)

Merchants Exchange of Portland, OR SubGrantee Closeout Acknowledgement Letter Template can be viewed at www.pdxmex.com/psgptoolkit

Merchants Exchange of Portland, OR SubGrantee Closeout Report Template can be viewed at www.pdxmex.com/psgptoolkit

Merchants Exchange of Portland, OR Property Control Record can be viewed at www.pdxmex.com/psgptoolkit

Merchants Exchange of Portland, OR Reportable Equipment Inventory Report can be viewed at www.pdxmex.com/psgptoolkit

Merchants Exchange of Portland, OR Equipment Inventory Reporting Policy can be viewed at www.pdxmex.com/psgptoolkit

Merchants Exchange of Portland, OR SubGrantee Closeout Procedures can be viewed at www.pdxmex.com/psgptoolkit

FEMA Closeout Webinar Presentation (PDF,TXT)

FEMA Closeout Webinar FAQs (PDF,TXT)

Other Areas of Grants Management

2012 GMTA Acronyms (PDF)

Training Webinars for the Federal Funding Accountability and Transparency Act (FFATA) of 2006

Illinois SAA Food and Beverage Policy for Homeland Security Grant Funds (PDF)

Electronic Grants Management Systems

New Jersey SAA Grants Tracking System (GTS) Summary (PDF)

New Jersey SAA Grants Tracking System (GTS) Presentation (PDF)

SAA Factsheets

Minnesota SAA Factsheets, which include:

Procurement

California Procurement Documents, which include:

Vermont Procurement Documents, which include:

Environmental Historic Preservation (EHP)

Environmental Historic Preservation (EHP) Webinar (PDF,TXT)

Environmental Historic Preservation (EHP Webinar FAQs (PDF,TXT)



Resources for Local Fire Departments

For Grants Management examples pertaining to Local Fire Departments, please email GMTA.Request@iem.com.

 

Last Updated: 
07/24/2014 - 16:00
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