Program Update

1
The Future RevisitedGrants.gov

• Program Update
• Presentation to State Energy Program Managers

2
Topics

• Where We Were
• Overview of Grants.Gov
• Where We Are
• OMB Policy Changes to Grants.gov
• Where Were Headed
• Interim Operating Strategy\Approach
• States Experience
• Solicitation GeoPowering the West

3
Where We Were Overview of Grants.gov

• This overview will revisit the answers to the
  following questions
• What is the Grants.gov Initiative?
• Why is Grants.gov important?
• What functionality does Grants.gov provide?
• What type of support is available?
• Who benefits from Grants.gov?

4
The Grants.gov Program..

• Is a cross-agency E-Government initiative,
  spanning 900 grants programs and 350 billion in
  annual awards
• Will produce a simple, unified storefront for
  all customers of Federal grants to
  electronically
• Find grant opportunities
• Apply for grants
• Manage grants
• Is an E-Government initiative, covering all 26
  federal grant- making agencies and was managed by
  the Department of Health and Human Services, but
  is now being directed by the Office of Management
  and Budget (OMB)

5
Grants.gov is important because it addresses
inefficiencies in the current grants environment
The current grants environment represents a
"Many-to-Many" Model, which is costly for
applicants and agencies.
6
Grants.gov centralizes access to grant
information and applications
Grants.gov acts as a Trusted Broker, which
benefits both applicants and agencies.
7
Grants.gov is expected to provide robust
functionality.

• For Grantors
• Announce available grant opportunities
• Post related application packages
• Retrieve application packages
• Assign tracking numbers
• For the Grant Community
• Search for available grant opportunities and
  related application packages
• Download application packages
• Complete application packages offline
• Submit completed application packages
• Track the status of submitted applications

8
Grants.gov provides the following support to
users

• Online user support
• Online Tutorial
• Guided Simulation (Early 2004)
• Context-Sensitive Help
• Frequent Questions
• User Guide
• Quick Reference
• Personalized support
• Toll-Free Phone Number
• Concerns raised during the GeoPowering the West
  pilot included long delays (up to 10 minutes) in
  talking to a knowledgeable Help Desk expert
• E-mail

9
Grants.gov is expected to deliver value to grant
applicants by providing

• Single source to find Federal government-wide
  competitive grant opportunities
• Helping the grant community learn more about
  available opportunities in a standardized manner,
  saving time and money
• Secure and reliable source for apply for Federal
  grants, simplifying the grant application process
  and reducing paperwork
• Avoiding the need to learn multiple agency or
  program-specific application processes/ systems

10
Grants.gov benefits Federal agencies in a number
of ways

• Establishes a common face for agency grant
  opportunity announcements
• Avoids cost of having to build separate
  agency-specific grant application systems
• Provides opportunity to use common off-the-shelf
  grants management software as legacy systems are
  replaced
• Enables consolidation and use of best practices
  within agencies

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Phase II III - Grants.gov

• In December 2003, Federal agencies expected the
  following Grants.gov activity
• February 2004 2006 Development of Phase II and
  III
• Front office Grants.gov program will continue to
• Integrate and refine the FIND and APPLY
  applications
• Define data standards for reporting
• Deploy reporting functionality
• Define data standards for mandatory grant
  applications
• Define version 2 of core data standards

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Grants.gov Program

• The Grants.gov Program had been focused primarily
  on the Grant Community front office view and
  was being implemented in three phases. Under this
  plan, each Federal agency was maintaining its own
  back office system.

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Where We Are OMB Policy Changes to Grants.gov

• OMB issued policy on January 5, 2004. The policy
• Established the Task Force
• Created the requirement for a single back
  office solution that incorporates Report and
  Closeout development from the Grants.gov front
  office
• All back office development now directed and
  managed by OMB Task Force, including development
  of back office for three business segments
• Human Resources
• Financial
• Grants

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Back Office Request for Information (RFI)

• RFI posted on FedBizOps on April 15, 2004 to
  identify requirements and systems from systems
  that produce grants management software (see
  Attachment 1)
• To find
• Click on Find Business Opportunities
• Search Line of Business Opportunity Development
• Reference RFI-04-001
• Responses and input encouraged and due by May 17,
  2004
• EERE responded to the RFI by providing WINSAGA
  data requirements to the OMB Task Force on May 4,
  2004

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Back Office Business Case Development and Decision

• Task Force will
• Analyze RFI responses in June 2004
• Define architecture needs based on input
• Complete final Business Case Analysis (BCA) for
  OMB Review by August 30, 2004
• The OMB Task Force will review both Government
  Off-the-Shelf (GOTS) and Commercial Off-the-Shelf
  (COTS) applications in its review
• GOTS solutions to be considered include Fast
  Track (NSF), NIH, and Departments of Education
  and Justice systems
• Final decisions by OMB expected to occur in the
  September-October 2004 time frame. Impacts to all
  Federal agencies, including DOE, are pending
  OMBs decision.

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OMB Task Force Timeline

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Implications

• Implications
• All Federal agencies will transition to a single
  back office system
• Pending completion of Business Case Analysis
  (BCA) and OMBs decisions, IIPS will continue to
  be DOEs back office system
• Pending completion of BCA and OMBs decisions,
  WINSAGA will continue to be EEREs primary system
  for performing grants management of formula
  grants
• OMB has established a policy team that is
  developing guidelines on the mandatory use of
  Grants.gov and the back office system for formula
  grant recipients. The policy issues are being
  discussed at the Grants.gov stakeholder meeting
  Mandatory Grant System on May 12, 2004.

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DOEs Response

• We requested further study of issue considering
  implications for current systems
• OMB responded that schedule would remain as is
• We gathered information/issues from States
• Provided OMB with WINSAGA data requirements for
  consideration in the Business Case
• Staying in communication with OMB Task Force
  members and attending Grants.gov stakeholder
  meetings
• Establishing an improved Web site where all
  presentation and supporting materials can be
  easily accessed by status. EERE will provide
  status with the Web site in the very near future.

19
Where Were Headed Interim Operating Strategy

• Encourage States registration into Grants.gov,
  Credential Provider, and CCR
• As of April 30, 2004
• Weatherization - 23 of 51 states have registered
  (includes DC)
• State Energy Program - 29 of 56 states have
  registered (includes DC and territories)
• Continue using IIPS and WINSAGA for grants
  management until OMB decisions are rendered

20
Where Were Headed Interim Operating Strategy
(cont.)

• Continue scheduled communication and updates to
  States, ROs, and programs (June 2004, Sept. 2004)
  Agenda items encouraged
• Provide States experience from the GeoPowering
  the West pilot solicitation to Grants.gov for
  resolution
• Complete PureEdge forms for States formula
  grants programs

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Where Were Headed Interim Operating Strategy
(cont.)

• Continue work with OMB Task Force on EERE
  requirements, comments, needs, etc.
• Recommend targeting an additional solicitation(s)
  at FY04/FY05 to continue transition to Grants.gov
• Advise States upon completing the new Web site
• EERE will advise States of OMBs decisions on
  other Grants.gov related information as it
  becomes available

22
States ExperienceSolicitation GeoPowering the
West
23
Agenda

• Timeline on the pilot Funding Opportunity
  Announcement (FOA)
• WebCast (December guidance)
• Results
• Lessons Learned
• Conclusions
• Action Items
• Q A

24
Timeline and History

• 11/2003 EERE volunteered to participate in the
  Grants.gov Pilot
• Geothermal Outreach Funding Opportunity
  Announcement (FOA) was selected as the Pilot due
  to minimal number of applications that were
  anticipated

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Timeline and History (Cont.)

• 12/01/2003 FOA issued
• Posted on both Grants.gov and IIPS (along with
  Amendments)
• Applications were to be submitted through
  Grants.gov only and not through IIPS
• Restricted to States in the Denver and Seattle
  regions due to technical area
• Closing date of 3/15/2004
• Questions were received via IIPS

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Timeline and History (Cont.)

• 12/04/2003 - Amendment 001 issued
• Further clarified which states were eligible to
  apply under the FOA
• 3/03/2004 - Amendment 002 issued
• Extended the FOA through 4/07/2004
• Updated the Application and Submission section
  of the FOA due to technical requirements

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Timeline and History (cont.)

• 3/2004 - 4/2004 - Received several questions
  from the States regarding use of Grants.gov
• Several states encountered problems
• Resolution of problems were coordinated between
  Golden Field Office (GO), HQ Grants.gov POC, and
  Grants.gov staff

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Timeline and History (cont.)

• 4/07/2004 - Amendment 003 issued
• Extended the FOA through 4/13/2004
• Allowed submission of applications through IIPS
• Due to numerous problems encountered in
  Grants.gov
• Due to fact that several States had not yet
  completed registration requirements in Grants.gov

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Timeline and History (cont.)

• 4/19/2004 thru 4/27/2004 Compiled comments
  received from states
• Developed questionnaire to obtain specific
  feedback
• 5/2004 Will send a letter to the States
  thanking them for their participation in the
  Grants.gov pilot

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WebCast - Grants.gov Guidance to States

• WebCast was held on
• November 12, 2003  RO staff only plus HQ
• November 13  ARO states plus ARO and HQ
• November 17  PRO and BRO states plus PRO, BRO
  and HQ 
• December 2 CRO states plus CRO and HQ
• December 3 DRO states plus DRO and HQ
• December 4 SRO states plus SRO and HQ
• WebCast consisted of the following
• Find and Apply features of Grants.gov
• Lessons Learned in Pilot Testing
• Future of WINSAGA
• Instructions on using Grants.gov
• IIPS Registration process

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Results

• Received a total of 23 Applications
• Denver Regional Office (DRO) - 11, Seattle
  Regional Office - 11, Non-state - 1
• 12 Applications received via Grants.gov
• 11 Applications received via IIPS
• Due to late registration and/or problems with
  Grants.gov

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Lessons Learned

• E-Find went smoothly
• WebCast was too far in advance of the Pilot
• Unclear registration instructions on Grants.gov
• Instructions on Grants.gov were out of sequence
• Registration process took longer than Applicants
  expected
• Mixed feelings regarding Customer Service
• Importance of E-Business Point of Contact
  selection/role/coordination required was not
  adequately stressed

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Lessons Learned (cont.)

• Use of Trading Partner Identification Number
  (TPIN) and Marketing Partner Identification
  Number (MPIN) was not clear
• Hard time determining NAICS and SIC code for
  entry on CCR
• System requirements were not highly visible
  (Windows 95 will not work)
• DUNS number did not always work
• Majority of problems were encountered with the
  CCR
• Downloading the PureEdge Viewer was not
  recognized as a step in the process

34
Conclusions

• Need easy-to-understand instructions in
  sequential order stressing that steps must be
  taken in order and the coordination efforts
  required
• Need to provide a realistic amount of time
  required for each step, along with the total
  amount of time required prior to submitting an
  application
• Need easy-to-understand standard NAICS and SIC
  codes for financial assistance Applicants

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Conclusions (cont.)

• E-Point of Contact name should be at top of
  worksheet and role stressed
• MPIN and TPIN should be stressed
• Need to provide system requirements up front
• Need downloading PureEdge Viewer as a step
• Need to spread the word regarding Grants.gov

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Registration Process Timeline

• STEP 1 Access the Grants.gov Web site
• STEP 2 Download and install the PureEdge Viewer
  - 15 to 30 minutes
• STEP 3 Request/Utilize DUNS number - 1 day
• STEP 4 Complete Worksheet / Register with CCR /
  Obtain Confirmation - 13 days
• STEP 5 Register with Credential Provider - 30
  minutes
• STEP 6 Register with Grants.gov - 30 minutes
• STEP 7 Assignment of user privileges by
  E-Business POC - 30 minutes
• Estimated time for all steps is 15 days
• See Instructions in Attachment 2

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HQ Action Items

• Create easier-to-understand Grants.gov
  instructions
• Will work to add and simplify the instructions in
  the Appendix to the FOA template
• Continue training and communication with States
  and field activities on Grants.gov
• Provide feedback to Grants.gov and OMB Task Force
• Coordinate the development of a Grants.gov test
  FOA on Grants.gov for potential Applicants
• Spread the Word regarding Grants.gov

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Spread the Word

• Implement the new States Energy Program Web site
• Utilize pop-up buttons
• http//www.go.doe.gov/business.html
• Utilize transmittal letters
• Utilize email signatures
• Bring this information to the forefront in IIPS
  
• http//e-center.doe.gov

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Questions Answers