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HomeMy WebLinkAboutWebinar - LGRMIF Grant App Info/Changes/Updates JANUARY 7, 2014 LGRMIF Webinar on "LGRMIF Grant Application Info/Changes/Updates ¦ set ¦ Don't Forget to Fill Out Your Evaluations (Check Your Inbox) AOF% OUOx")d 51ide43 ~ t Finding Help • Online application guide • State Archives • Your RAO • Staff in the Grants Unit Other Albany-based staff • Other local governments Finding Help ¦ N Writing Tips • Provide information where it is requested • Address all category requirements directly • For technical projects, demonstrate both RM and IT involvement • Have someone else review your application • Make sure all parts fit together Writing Tips `-N3 REP, Justifying the Project Budget 25 points • Justify all project expenditures, and demonstrate the proposed expenditures are reasonable Justifying the Project Budget n Eligible Expenditures Budget Codes • Salaries • Purchased Services • Supplies and Materials • Travel Expenses • Employee Benefits • Minor Remodeling • Equipment Eligible Expenditures Budget Codes Project Budget • Nine budget codes • Each code has eligible and ineligible expenses • Each code has a budget table and narrative • Populates Budget Summary (FS-20) Project Budget ¦ IV. Local Government Support 10 points • Demonstrate contributions to this project and to records management in your government (5 pts) Additional Funding, Staff Time, Allocation of Space, and Supplies n Previous grant funding is NOT a local government contribution • Provide concrete information to demonstrate how you will maintain the results of this project long term without additional LGRMIF grant funding (5 pts) Adopt a Records Law, Policies and Procedures, Annual Training, Demonstrate Support from Top Management, Funding for a Maintenance Contract, Separate Budget Line for RM IV. Local Government Support Plan of Work: Application Requirements Records Management Focus The project proposed for this grant is solely focused on improving RM for our agency. The overriding goal is to replace the existing system to add RM functionality... Increased Capacity Our RM program is still growing. The ECMS will form the cornerstone of our program and will enable us to greatly increase its capacity. Currently, the RM program is largely confined to storing records rather than truly managing records... Plan of Work: Application Requirements Plan of Work: Timeline Task Duration Responsible Party Review and Two Weeks Project Director update scope of work Complete Four Weeks Project Director Purchase Order Assemble Two Weeks Project Team Reference Materials Plan of Work: Timeline fi 111. Plan of Work 30 points • Provide a detailed outline and timeline of work activities (15 pts) s Address each of the General Category Requirements and specific project category and type requirements (10 pts) Explain who will perform each project activity and list qualifications (5 pts) III. Plan of Work ¦ W-+ Intended Results Example Statement of the Problem Intended Results • Have 500 feet of • Inventoried 500 cubic feet unorganized records of records • Many records have • Approximately 240 cubic passed their retention feet will be disposed of periods • Will take 10 minutes to • Takes one hour to locate locate a record a record • Records will be stored • Records are stored centrally and organized haphazardly in multiple on 18-gauge steel locations shelving Intended Results Example ¦ N.. II. Intended Results 15 points • Explain why the methodology you chose to solve your records management problem was the best one (5 pts) • Identify each intended result and the anticipated benefits (110 pts) II. Intended Results n d: Statement of the Problem Example 2 • Much Better: The District currently stores 620 cubic feet of cumulative student records dating from 1959 to the present and has run out of storage room. These records have never been culled and the files are so large they're making it difficult to pinpoint the needed information. The records are poorly indexed and the District receives 10 to 12 requests every week for information from these files. It takes a clerk 45 minutes to an hour to locate the data requested, thus wasting a large amount of staff time. Sometimes a record cannot be located at all. Statement of the Problem Example 2 Statement of the Problem Example I • Not so good The District currently has a problem with its student cumulative files. The files are overflowing and are a mess. Every time we receive a request for information from a file it takes a long time to locate it. Statement of the Problem Example I I. Statement of the Problem 20 points • Describe specific records problem (1opts) * Don't discuss solutions just the problems • Identify (10 pts) * the records * departments involved * previous related projects 1. Statement of the Problem Slide28 m- Vendor Quotes • 3 vendor quotes required when a cost exceeds $10K Does not apply to products and services • on state contract (provide state contract number) • from a preferred vendor • from a sole-source vendor • from vendor already under contract by a local government • Vendor quote forms, RFQs, and detailed quotes are required for all services over $101000 Vendor Quotes a~. 5. Supporting Documentation • Submit documentation required by the specific project category • Word (.doc), Excel (.xis), PDF, ]PEG, BMP, or PNG • Examples needs assessments floor plans and shelving layouts conservation treatment proposals Vendor Quote Form and detailed quotes 5. Supporting Documentation 4. Intent and Ability to Maintain . How will you maintain project results and support records management when grant ends? Some examples provide ongoing staff training develop policies and procedures implement system business rules and audit trails budget for upgrades and annual maintenance 4. Intent and Ability to Maintain ¦ WIN, . Incr 3 eased Capacity • How will you develop or enhance the capacity of a RM program or system? • LGRMIF funds generally do not * support ongoing operational costs * pay for records that have accumulated since the completion of a previously funded project * pay for software and hardware upgrades * cover payroll costs that are not directly associated with the grant project redo a project funded under a previous grant 3. Increased Capacity P 2. Adherence to Guidelines and Standards • What State Archives' standards and guidelines did you use to plan your project? • Examples • standards for digital images and microfilm • guidelines provided in workshops and publications • advice from State Archives staff 2. Adherence to Guidelines and Standards Ili 'rit! - Some Ineligible Activities • Water meter reading projects • Voice recording systems • Creation of GIS data using Global Positioning System (GPS) units • Business Process Analyses (BPAs) • Any software application that does not manage records as its primary purpose Some Ineligible Activities MINIM 1. Records Focus • How will the project improve the management of records and information? • Examples * Address retention and disposition * Base costs on records * Address specific records issues • Projects to merely improve a business process are not eligible 1. Records Focus II General Application Requirements 1. Records Focus 2. Adherence to Archives Standards & Guidelines 3. Increased Capacity 4. Intent and Ability to Maintain 5. Supporting Documentation General Application Requirements Project Narrative • Worth 75% of overall score • Four parts 1. Statement of the problem (20 pts) II. Intended results (15 pts) Ill. Plan of work (30 pts) IV. Local Government support (10 pts) Project Narrative First Steps • Make sure you're registered in eGrants System • Identify needs • Talk to your RAO and other Archives staff • Develop a solution • Read the grants application guide • Conduct research First Steps Slide17 Project Categories • Disaster Management • Inactive Records • Historical Records • Files Management • Document Conversion and Access i • Geographic Information Systems • Records Systems Project Categories a . . Number of Applications • Each applicant can apply for only e 1 individual or 1 shared services grant or 1 demonstration grant • Plus second grant for Disaster Management Maximum award as second project is $101000 • Or a second grant to a county s If that grant is for the community college Number of Applications • hr 2014-2015 Funding Levels • $1 M set aside for demonstration grants $1 M set aside for NYC mayoral agencies • 35% of remainder, or $1 M, for shared services • $2M for individual grants Unused funds for demonstration or shared services grants will support individual grants 2014-2015 Funding Levels ¦ x Types of Grants • Individual 1# Up to $75,000 • Shared Services Up to $150,000 * Priority for funding • Demonstration Planning (Up to $100,000) v Implementation (Up to $500,000 total) • Implementation grants may be one or two years. Types of Grants i Eligibility Requirements • Applicants must be local governments and have... * RMO appointed * Retention schedule adopted (with only a few exceptions) by the application deadline Have completed final reports for previous grants Eligibility Requirements M/WBE Resources • NYS M/WBE Directory: a www.esd.ny.gov/mwbe.html • MNVBE Forms: www.oms.nysed.gov/fiscal/MWBE/Forms.html • SED MNVBE Contact Person: mwbe ,mail.nysed.gov M/WBE Resources I II, I h m L. MM/BE Goals • Executive Law, Article 15-A • Budget Bulletin B-114, rev. 11/14/2003 • SED's Participation Goal Full Compliance (Preferred) • Partial Waiver Request • Complete Waiver Request M/WBE Goals Major Changes - Part I I I • Eliminated the Imaging and Microfilming Project Information Form (IG-IM) • Applicants must provide quotes for imaging and microfilming that include per-image costs for conversion • Eliminated the requirement that a vendor quote form be submitted if only one quote is required • Applicants must ensure attachments follow file format standards, are uncorrupted, can be read Major Changes - Part III ¦ R Eli iA Major Changes - Part II • Applications involving birth, death or marriage records must indicate that applicant discussed project with Department of Health • Applications involving court records must indicate that applicant has discussed project with Unified Court System • Must describe suitability of proposed inactive or historical records storage Location, size, security, and environmental conditions Major Changes - Part II i ¦ Wp, E f ;r kim Major Changes • $1 million to fund Demonstration projects • 35% of funds set aside for Shared Services • Applicants must comply with Minority and Women Owned Enterprises (M/WBE) goals A single county may apply for a second grant if it focuses entirely on records of community college • Narrative questions must be answered in the section where asked Or applicants will not receive points for responses Major Changes p..._ MINNOW Important Dates • 27 Feb 2014: Deadline to request (before 5pm) new eGrant user accounts • 3 March 2014: Scheduled application deadline • 25 June 2014: Scheduled notification of awards • 1 July 2014: Earliest date to start your project • 1 June 2015: Date budget amendments are due • 30 June 2015: End all work • 31 July 2015: Final reports due Important Dates Today We Wi l I.. . • Talk about what's new • Explain the application process • Provide tips for writing winning applications • Describe the review process Today We Will... - - - - ¦ i How to Write a Successful LGRMIF Grant Application 2014-2015 New York State Archives Webinar 7 January 2014 Slide4 VIII d ~ I Please Adjust Your Audio Settings Tools > Audio > Audio Setup Wizard Microphones are not needed for this session. Thank you! Slide3 Slide2 Slidel