GMS Overview for Financial Points of Contact (FPOC)

GMS External Training
GMS Overview for Financial Points of
Contact (FPOC)
Sponsored by
The Office of Audit, Assessment, and Management
Grants Management Division
OCFO Financial
Management Training
Seminar (FMTS)
Session Agenda
•
•
•
•
What is GMS?
GMS Structure
POCs vs. FPOCs
How to:
– Manage users
– Submit a Financial Status Report (FSR)
– View Correspondence
• Grant Closeout
• Resources
• Questions & Answers / Information Sharing
What is GMS?
A web-based application that OJP uses to support the
administration of grants through the entire grants lifecycle.
Solicitation
Closeout
Application
GMS
Monitoring
Review
Award
What is GMS?
GMS has two interfaces; an external user interface
for applicants and grantees, and an internal user
interface for OJP grant managers, program
managers and other staff.
GMS Structure
Grantee
POC
GMS
Modules
Grantee
FPOC
GMS
Modules
POC vs. FPOC
Point of Contact (POC)
Financial Point of Contact (FPOC)
The Applicant; the account holder that
completes grant activities in GMS
Person in the grantee organization
responsible for financial administration
of the grant funds
Account created at the time of
application
FPOC must be designated for grantee
to be able to accept award
Submits GANs, Progress Reports,
Closeout package, etc.
Submits Financial Status Reports
Should communicate regularly with
Grant Manager, both within GMS and
outside GMS
Should communicate regularly with
POC to receive any relevant updates
from Grant Manager
U.S Department of Justice
Office of Justice Programs
How To:
Manage Users
U.S Department of Justice
Office of Justice Programs
1. How to request the FPOC role
for an existing grant
Joe Smith
FPOC Approval Email:
Date: Thu, 18 Oct 2007 11:17:37 -0400 (EDT)
From: gmssupport@ojp.doj.test
To: samuelr@mercurydev.ojp.usdoj.gov
Subject: Award has been assigned on 10/18/2007
Your designation as Financial Point of Contact (FPOC) has been approved by
your organization for the following award(s): 2006-DJ-BX-0441, 2006-DD-BX0441.
FPOC Denial Email:
Date: Thu, 18 Oct 2007 10:12:00 -0400 (EDT)
From: gmssupport@ojp.doj.test
To: samuelr@mercurydev.ojp.usdoj.gov
Subject: Registration has been denied on 10/18/2007
Your FPOC Registration Request has been denied by the grantee organization for
the following award(s): 2006-DJ-BX-1045.
U.S Department of Justice
Office of Justice Programs
1. How to create an FPOC (as
POC)
Profile
information
Associated
Awards
GMS Email Received by FPOC
Date: Wed, 17 Oct 2007 14:17:45 -0400 (EDT)
From: gmssupport@ojp.doj.test
To: samuelr@mercurydev.ojp.usdoj.gov
Subject: Action Required - Complete Registration
You have been designated as the Financial Point of Contact (FPOC)
for the following award(s): 2000-WF-VX-0010, 2001-WF-BX-0031,
2002-WF-BX-0050, 2002-CW-BX-0003, 2003-WF-BX-0204, 2004WF-AX-0052, 2004-WE-AX-0051, 2004-CW-AX-0017, 2005-WF-AX0030, 2006-WF-AX-0047, 2007-WF-AX-0006. The FPOC will be
responsible for the financial administration of the award, such as
submission of quarterly Financial Reports (the SF-269) and for
requests for payment of funds (i.e., drawdown) from the award. Your
account validation code is: BRWyp6SL3H.
Please go to
https://grants.ojp.usdoj.gov/gmsexternal/noSessionReq/fpocAcctValid
ation.st to complete your registration as contact for SF269.
Information concerning access to the payment system will be sent to
you separately at a later date.
U.S Department of Justice
Office of Justice Programs
How To:
Submit a Financial
Status Report
U.S Department of Justice
Office of Justice Programs
How To:
View Correspondence
U.S Department of Justice
Office of Justice Programs
Grant Closeout
Closeout Basics
Closeout is an important final point of grants accountability,
one which ensures that recipients have met all
programmatic, reporting, and financial requirements.
•
Standard vs. Administrative Closeout
• Standard Closeout Timeframes:
90 days
120 days
180 days
after grant end date
after grant end date
after grant end date
Grant Manager works with
Grantee to submit all
closeout documents and
completes all closeout
requirements.
Program Office
submits closeout
packages to OCFO
Control Desk
OCFO completes
closeout
FPOC’s role in Closeout
 Submit Final Financial Status Report
 Complete Financial Reconciliation (in
collaboration with OCFO)
GMS Closeout Requirements
Final Progress Report submitted and
approved
Final FFR submitted
Financial Reconciliation completed
Special Condition Compliance completed
Programmatic Requirements Certification
U.S Department of Justice
Office of Justice Programs
Resources
GMS Video Tutorial
www.ojp.usdoj.gov/gmscbt
U.S Department of Justice
Office of Justice Programs
Additional Troubleshooting Support:
GMS Help Desk
888-549-9901 (option 3)
GMS.Helpdesk@usdoj.gov
Tier 2 Support
GMSTier2Support@ojp.usdoj.gov
Security Reminders
• Refer to Department order on Use and
Monitoring of Department Computers and
Computer Systems (NIST 800-53).
U.S Department of Justice
Office of Justice Programs
Questions & Answers