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Case study: Tribal PPG

Case study: Tribal PPG. How to set up a successful tribal ppg (performance partnership grant). The Good, the Bad, & the Ugly. Pala Environmental is on our 3 rd PPG Grant GAP CWA 106 Water Pollution CWA 319 NPS / Base & Competitive Wetlands Program Development Multi-Purpose Grant

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Case study: Tribal PPG

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  1. Case study: Tribal PPG How to set up a successful tribal ppg (performance partnership grant)

  2. The Good, the Bad, & the Ugly • Pala Environmental is on our 3rd PPG Grant • GAP • CWA 106 Water Pollution • CWA 319 NPS / Base & Competitive • Wetlands Program Development • Multi-Purpose Grant • Hazardous Waste • Pollution Prevention • Supplemental Funding • We’ve closed out 2 PPG’s (that’s a process!) Benefits of a PPG Challenges of a PPG Daily Realities….

  3. Benefits of a PPG Flexibility Streamlines Reporting 1 quarterly report combines all grants under PPG Lowers Match Rolling your grants into a PPG reduces the match to 5% Ultimately, the benefits of a PPG outweigh the extra financial tracking challenges. 1 grant application submission under Grants.gov Fewer Grant Financial Reports Provides flexibility to move $$ around BETWEEN GRANTS BETWEEN YEARS (even BETWEEN CATEGORIES) Easy to add in new EPA grants as you get them Increases tribal control over your environmental program

  4. Challenges of a PPG Tracking Expenses Over Multiple Years Minor Restrictions (eg) PPG’s have a firm 5-year shelf life….must close everything out by that last year. (can be tricky with 2-year grants) Firm Deadlines Projects MUST be done Expenses MUST be spent There can be a lot of moving parts to tracking PPG projects & finances. Can be complicated & time-consuming Constant adding of new $$ sources Changes to grant budgets & categories Tracking ‘carry-over’ funds

  5. Daily Realities of Having a PPG Accurate Tracking of Finances Lots of Partners Involved Multiple USEPA Project Officers Multiple Tribal Staff …just get everyone involved from the get-go & have regular check-ins Think 3-D Chess Careful planning helps AVOID your PPG pitfalls. This is a critical component of a successful PPG Often = most time-consuming & complicated aspect of the grants …just carefully plan what to track, & who is responsible for what

  6. Coordination within the Tribe Reports expenses that have been processed & salary/fringe Project Management Financial Tracking Various Tribal Departments: Pala Environmental Dept. Pala Finance Dept. Each grant tracks their ongoing expenses (real time) Financial Tracking of both direct & indirect expenses Environmental Office Project Management & Financial Tracking Tribe’s Executive Council Decision Makers Tribal Financial Office Categorizes grant expenses from finance department & checks against individual records. Each quarter there are ‘corrections’ to be made. Once finalized, requests drawdowns from USEPA / SF-425 Inputs $$ into PPG Financial Tracking Sheet

  7. Tribal Coordination

  8. Individual Grant $$ Allows checks & balances Entire 4-Year PPG $$ Must track each grant, each category, each year Budget Categories Almost more important than each grant Changes to Budget This is what gives you flexibility in projects Tracking PPG Financials Some tips on how to track your financials over the 4 years.

  9. Tracking Grant Financials • Each Individual Grant Tracks: • Every single expense • What category • What task • Is it a MBE/WBE? • Matching Funds • Check this against monthly finance department reports: • Any expenses missing? • Incorrect amount? • Works w/PED Admin.

  10. Tracking Grant Financials • PED Grant Manager Tracks PPG Progress (quarterly): • Drawdown numbers • Figures used for 2nd spreadsheet / PPG tracking by category

  11. Tracking Grant Financials • PED Grant Manager Tracks PPG Progress (quarterly): • 1 tab for each separate grant under PPG • Tracks quarter’s expenses, by category • Tracks all grant income, to date • 1 summary tab = overall PPG finances • Uses drawdown figures • How much do we still have to spend? • Over-budget? • Surplus funds needing to be used?

  12. Tracking Grant Financials

  13. Tracking Changes to Grant Financials • When making changes to PPG approved budgets…. • Phone call to PO to discuss changes you want • Email change request: • Show surplus $$ source (grant, category, & year) • Show where you are moving surplus funds to • Explain rationale

  14. Lessons Learned • Put your EPA project officer on speed dial • Communicate often • Don’t be afraid to ask for changes • Financial tracking = lots of work • Track each grant separately • AND track entire 4-year PPG financials • Incorporate lots of checks & balances • Set up routines & stick to them • Partner early & often Avoiding Major Pitfalls

  15. Thank You Heidi Brow 760-891-3514 hbrow@palatribe.com http://ped.palatribe.com/

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