Early in this reporting period, IIR continued to enter applicant information into the SWB tracker as applications were received, document application screening information, and monitor application statuses. IIR and BJA leadership held weekly communications regarding the applications and award eligibility. IIR implemented and trained staff members on a SalesForce help desk solution to respond to agency inquiries on the status of their applications and for use in assisting subaward recipients once awards are determined by BJA. IIR also developed an Excel spreadsheet customized for BJA’s internal application review and selection process. During this reporting period, IIR met with BJA on the following six occasions to review the applications and to prioritize and narrow down the selections. Note: The final list of award recipients was confirmed by BJA in the next reporting period, January 2021.
1. October 8, 2020
2. October 12, 2020
3. October 15, 2020
4. October 22, 2020
5. October 27, 2020
6. October 29, 2020
In readiness for BJA award decisions, IIR established and refined a subaward process during this reporting period to streamline award notifications, the receipt of subaward documentation, for processing requests for reimbursement, and to close out the subawards. This featured the creation of:
• A Smartsheet subaward process tracker and an accounting SWB reimbursement tracker
• Process flow charts to illustrate the internal receipt, review, and approval processes for agency submitted documentation, agreements, equipment quotes, requests for reimbursement, and close-out subaward activities
• Template packets for both notifying agencies of subawards and to provide subaward agreements and project plans
• Agency documentation checklists and other documentation submission forms
• An online uploader mechanism for agencies to upload their documentation, which will autopopulate the Smartsheet subaward process tracker
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