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hello this is tomorrow walls huge and I'm with the Illinois Small Business Development Center in Englewood and we're bringing you this presentation on today to go over the gada pre-award process so we're going to explain what that is it is a process that is required through the Illinois Department of Commerce and Economic Opportunity in order to get any kind of funding or grant funding through the Illinois Department of Commerce and Economic Opportunity so we're going to take you through this presentation on today so that you'll be able to see how God works the gada is the grants accountability and transparency Act that's what ga ta means and we're going to take you to the process of how to get funding through the gada so I'll be sharing my screen with you today gatta pre award requirements the gada the grant accountability and transparency Act which is gotta provides uniform guidance for all state of Illinois grant programs so these state agencies are required to then manage the grant programs in according to the gada and the uniformed federal guidance also applicants or any grantees must comply with the gada grant requirement so we're going to go through that in this presentation gada requires applicant organizations to complete the following steps before receiving a grant reward the first step is to prequalify on Nagata grantee portal and then the next step is to actually complete two risk assessments which include the fiscal and administrative ICQ assessment internal controls questionnaire ICQ and then also the programming risk assessment so those are the two actual requirements you must complete before receiving any grant award through the got up the gotta pre requirements also include pre qualification requirements that you must complete before an entity can submit a grant application and then also as we said before the two risk assessments must be completed any time before the issuance of the actual award so you'll see a chart at the below that kind of takes you through the pre-qualification stage and then also through the risk assessment stage so you begin at the beginning as a user authentication process and then you take you all the way to then the end of that process so we're going to go through that and show you that now so pre qualification requirements gada requires that an entity must one have a valid FBI n number which is a federal employee identification number you get that through the IRS gov so you must have a valid FBI n number registered with the IRS you also must have a valid Duns number so you can actually get that through Duns and Bradstreet and you can fill out the information for that through Duns & Bradstreet if you actually do a search on Duns it will actually pull up the website for you then also if you you will need a current Sam's gov account so this is through the federal government as well so if you actually type wwm gov it would actually take you to the portal so that you can either sign in if you've already done this before or register so if you haven't done it you will need to register in order to get assam's something to note though that you need to do your Duns first before you do your Sam's Duns talks to Sam so once you do Donn's information when you actually go into Sam's and you've been cleared through Don's then when you go into Sam Sam's will be able to find your company you not be if you're not on any federal excluded party list so you want to make sure that that's a requirement that you're not on any federal excluded party list also you must be in good standing with the Illinois Secretary of State if it's applicable so you need to have a certificate of good standing with the Illinois Secretary of State to show that you are registered your business with the state of Illinois you need be not be on a Illinois stop payment list so if there's anything related to owning the government arm with anything that puts you on a stop payment list you must take care of this first and not be on the Department of Health Care and Family Services Provider sanctions list so these are just some of the things as far as an entity is concerned that you will be required to have or not be on these requirements then are verified and maintained on the gada grantee portal and you'll find that at HTTPS four slash four slash grants dot dot govt forward slash portal so as the process begins you'll notice in our chart here how you will begin your process in order to get Nagata step one is to obtain a federal employee identification number as we state it that's the F ein and that is free through the IRS WI RS gov then the next step is to register your business with the state of Illinois so that will be with Jesse White's office state of Illinois cyber drive Illinois dot gov I believe or maybe com so you can do a search for state of Illinois registration and it will actually take you to that website there will be a cost if you are just registering your business as an entity so based upon the entity will determine how much your business your assumed name and cost will be then step three is to register with the Illinois business Illinois Department of Revenue that is also free so you can do a search in search alone or Department of Revenue and it will actually take you to the page on how to register step four is then to obtain the Duns number again you can go and do a search on Duns and Bradstreet it will actually take you to the site to fill out the application it's free it's not that very long in detail it really just asks you some of the basic questions and also you will need to know your executive team and their entities and enter their information in then step 5 is to actually register with the system award management which is sam.gov that is also free but remember register with Dawn's first let that get cleared so that when you go to Sam's and you actually search and put your company name in there it will actually find you because it talks to say it talks to dumb Duns so you will go to Sam gov and then steps 6 then you will register with the grant accountability and transparency Act which is the gada and that is free as well so this this is the process that you must complete you only have to do it once but then you must have maintained it through the portal so with Sam's I know that you have to update your password every 60 or 90 days I believe and also with gada you'll have to go in and update your information with the registration with the state of Illinois you have an annual report date so whenever you actually report or actually register your name that's usually your annual date and you'll have to come back the following week a following year I'm sorry and actually register and make sure you update your information and then pay your annual report fee so there are some process that you'll have to do in order to continue on but going through this step and actually getting started you will only have to complete this once so step 1 obtain an FBI n so that is the federal employee employer identification number that is used by the government to identify your business entity so in order to do that and obtain that here's the link that shows you in the address where you will go to the IRS website and actually apply for the employee identification number when you get to that page you will actually click on how to apply for ein and it will give you the instructions on step 2 step on how to apply tell you which is the preferred method based upon the type of business that you're going to actually register and you can then apply and do all of this online so that all of this is available online then you would want to and it is also free too to obtain then your f ein or / CI n so f ein is federal employer identification number E I n is employer identification number so it's the same thing but it is free and you can apply for it online then register step to register your business in Illinois so this is where you will go to the Secretary of State with Jesse White to register your business you can also register your business through ww2 annoys gov through the Department of Commerce and Economic Opportunity there are some steps you can read on the website and it'll take you step by step on how to register either with the County Clerk's office whatever county you're in but also with cyber Drive Illinois dot gov you will be able to register with the Secretary of State Jesse White which would register you for the whole state of Illinois so in order to do that you will have to know which entity you want to register with so it's either sole proprietorship general or limited partnership limited liability partnerships limited liability companies as Corpse or see corpse so you have to know which one you actually want to register for and if you have any questions relating to which one you should register for you can look at the step by step guide it'll give you some information as relates to business structures or also we encourage you to speak to legal attorney or legal entity so that they can better explain to you based upon the type of business you want to start then as a sole proprietor this is just a breakdown of what that means so this is when a business is different from owners full legal name meaning that as a business is not your name it's actually a business name entity that you're going to use in order to register as a sole proprietor or general partnerships it is called under the Secretary of State Jesse White or also the cook count of the County Clerk it is called a assumed name so when you do that you actually register then the name that you will be using to operate your business again you can find more information on the Department of Commerce and Economic Opportunity website and there is a step-by-step guide for you to incorporate in order to do this as we've stated you will need to refer to the Illinois Secretary of State business services so there it is cyber drive Illinois's it's calm so you would need to go to that website you'll actually go and search to see if anybody else has the name if it is available then you go through the process and actually register it again you will need to know what type of designation you're giving for your entity so you'll need to know if you're gonna do an LLC or s corporate ce Corp you should then also have support or get some information if you don't understand how they work with some kind of legal advisement so that you can register the right way note that some governmental entities school districts and other selected religious organizations are not required to be registered with the Illinois Secretary of State so if you you will have to investigate that just to ensure and make sure that you're not and you will have to inquire about that but you should check first there will be a cost for incorporating your business with the state of Illinois and the cost is dependent on your entity's designation it's based upon what you're gonna register your business with then any entity conducting business and illinois or has illinois' customers must register their business with the Illinois Department of Revenue so if you're conducting and doing any business you have customers you're generating revenue you will have to register with the Illinois Department of Revenue so there's the link there and the website to register you can register online and my taxi llinois gov you can actually register there and if you need want more information you can always go to ww2 gov and reference the business page and it will actually take you through the process of how to register through the Illinois Department of Revenue this registration is free so there are no fees related to this in registering then you want to obtain as we stated earlier the Duns number which is the data Universal numbering system that's what dun stands for and it is the official tracking database of all government contractors so this is where everyone registers through Duns it gives you the identity of the type of business you are and register you as that type of in entity and then if you ever wanted to do procurement or government contracts you would need to have the Duns number so you can register the Duns number through the Fed gov D in b.com web form and actually fill out the form online and you will be able to then get your Duns number it again is free so having a valid Duns number then will require you will be required when you get to step number five when you register for Sam's like I stated before and usually it could take up to one to three business days to obtain the Duns number but if they're back log it may take longer than that but it is fairly a quick process then number five your step registering with Sam's gov so sam.gov is the Central Registration point for all government contractors and review of federal stop pay lists so this is where all your data is kept if there's any issues individuals this is public information in individuals can see if there's anything related to any stop pays or things like that so or it will also if you are going to procurement or trying to get a contract they will run your business name through these systems first and if there's anything that pops up you will have to actually speak to those and clear that up so in order to register a new Sam's gov account you're going to need then that valid Duns number that's why I was saying do the Duns first get clear on the Duns Duns will actually email you and give you a Duns number then you will need your taxpayer identification number that is your f ein number so that or you some people get a temporary identification number a ten but you will need your f ein number so you will get that through the IRS Co also you should have on hand when you're doing your Sam's all your banking information so banking information including your routing number and your account number and the reason for this is that once you actually receive a contract through the government they will you will have already set up an electronic funds transfer because that's how you receive your funding through this transfer then you need a valid email address and access to a mobile phone because you're going to have to receive a security code and so when you register it's gonna ask you for a phone number it will actually send the security code to your mobile phone number and then that's how you will continue your process to verify an existing Sam's account if you think you've done this before you can actually click on that link and it will actually track it see if you've ever done it before if you haven't then you'll have to go to not the Duns but I'm sorry the Sam's and you'll have to actually go to Sam's and click on new sign up or a new client and new registration and begin that process this too is free to register with Sam's dog of so this is what when you go to Sam's this is what the page will look like so when you go to Sam's dog of Sam you'll see this page this is the page that it will lead you to you'll see a button that says log on login and if you're a new sign in you'll still click on that button because it's going to take you to the process to actually create an account because it won't find you if you're not in there so if you're not in there then it'll actually take you to the place where you can actually create a new user account once you do that it's gonna actually take you then through the step of Sam's and this is the page so Sam's uses this login gov in order for you to sign in your account safely so once you create an account then you'll always come to this page but if you haven't created an account you'll notice there's a red circle on this screen that's where you would create an account for Sam's once you begin and you've created the account for Sam's actually it's gonna take you through a process that's not on this screen but when you create the account for Sam's in the beginning it'll let you know it'll you'll fill out all your pertinent information your name your address your business name so forth and once you fill that out you will submit it and then Sam's actually will follow up with you a little later on and actually send you an email and when they send you the email then it'll tell you to finish your registration process and so it's gonna ask you for your username and your password so wh tever you set up for your username and password you want to make sure that you write that down and you don't forget it okay so now once you've created a Sam's gov account you will then log in and you will then register your entity so the beginning parts is just to actually create the account but once you get the approval and you they have your information now you can actually law and you can use your user ID in your password and create your and register your entity so there are several steps that you'll have to do you'll get to this page here and on the where the red circle is it says register new entity that's where you will begin is to actually register your new entity you'll know it's you because you'll see your business name or your name at the very top or whatever you use to to actually create the account that will show up on that top bar then you'll need to complete each section in your registration and you'll need to click start registration to begin the process so you'll see this page there's sections that will have to be completed so you click on the start registration and it's actually going to take you through each of those sections so as you're going through the sections you will notice in here it'll show you what those sections are core data assertions reps and certs PLC's you know so it's gonna take you through some things that you actually have to do it will show if you've done those things and it'll check mark that they're completed or if it's in progress so during this you'll be able to see if everything is good and they will let you know and begin to process your information and if something is not correct they will ask you to correct that during that registration and update it once you've done it and you've actually submitted it and you're finished then you will be turn'd going to active status um so your active status then will show that your active some things you might not be required to do based upon how you're registering your business so you'll notice on our chart here that some of the things are not checked or it either has a slash mark in it because that particular entity did not have to fill out those questionnaires so whenever you register you'll notice that it'll tell you the day it was activated and it actually then expires then the day before your annual date so every year you will need to go in and update your password and so forth so that you actually keep active registration so you'll obtain then an active Sam's i gov account so that you can and it usually takes several weeks unless is really really busy so that's why you want to do it now when you're not in a rush trying to apply for a grant or trying to do something that has a deadline you want to take care of it now so that you'll have time for all of this to get processed there isn't one six eight hundred or 866 number if you have any questions a six six six oh six eight two two oh so if you have any questions you need to chat with someone you can go to WWF SD gov to get any of your questions answered then you want to submit a notarized letter to Sam's or Sam so you want to register after your registration after you get everything done then on Sam's that gov requires you to send a notarized letter indicating that you are the authorized entity administrator they do have templates on them on the site so you can actually use one of the templates through FSD gov you can actually print it out put your letterhead on it sign it and then get it notarized and then mail it in to the federal service desk so you can do all of that and the address and everything is listed there then you want to go to register with gada so after completing steps one in five you won't you can now do the data so you can begin the gatah and actually register then so you need to take care of steps one and five first and once you take step care of steps 1 and 5 then you'll register with the gotta so you'll go to grants.gov portal and register with the Ghana okay and then the entities you must complete then these steps on the gotta the author offered then after sanitation sorry the grantee registration and then the verification of pre-qualification status so you'll need to do all of that in order to complete your data so in order to be authentic and be verified with this relationship between an individual and the organization this is the step that actually shows the representation and its performed for each individual associated with the registration so this is where you will put your personal or your business email here which is required on the account on the portal then also you will have to in you will need to obtain an account and create an account so there is a button that you will create on the website and if you need additional help you can always reach out to the help desk and they will be able to help you if you if for some reason you cannot click on that button or access that account some things may require that you have to complete all these stages so you'll see what that is so this is what it looks like when you actually go to the gada portal so you will see these buttons and you will want to if you're creating for the first time an account you'll want to click on the middle one which is create account so you'll go through that and actually click on the button to create a count you'll notice that you'll they'll show you a page that says create a new account and then in that process you will fill out all of the pertinent information there in order to register so you'll go through that and create the account step-by-step including everything ok then you will receive an email from the identity management at Illinois gov to whatever address or email address you put on there to create the account and if you don't get the email check your spam or go to your trash folder make sure they can go in there and once you get the email it will tell you to click to verify that this is your account and once that email goes back to them they will be able to verify your account it'll show you your user a username you will also would have created your password and it'll show the email address that you've used for the account when you begin then step two with the grantee registration and going through the portal and actually signing as a new Illinois public account you will be requested then to enter that Duns number that you created way back ok and so you will have to do put in your Duns number because your Duns number is now associated it will be associated with your Illinois dot-gov account so any new accounts must enter the organization's information on the registration screen but if you have an existing account you can actually click on the edit button next to your organization name on the main menu so this is what it looks like that you actually go instead of creating an account once you've done that already you'll actually sign in here and when you click in the sign in here then you'll be able to go through that process it will ask you for usage and time condition making sure that you are authorized and that you're able to go through this and you're authorized to be in the system they're letting you know that all these processes are being monitored and that you should not be doing this illegally but also that you're the user user that has been given consent or is the authentic user so you will click accept when you do that then you'll see this page and it'll tell you you're accessing gotta grantee portal with the Illinois dagger public account and you'll see it blocked out but that's actually going to be your business name or whatever you registered with your ID so anything that's associated then with the account you'll see this because it is in the record it's going to ask you to put your nine digit Duns number so again that's why I say it's important to keep your Duns number keep your passwords make sure you keep a journal or something that's safe so that then when you're asked these things again you'll have them right at hand so you will click on and type in your Duns number if you don't have it or you lost it then you'll have to click on the button that says assistance because they will help you to try if you registered already done so they'll help you to try to find it or make sure that there aren't any duplicates in the Duns then you'll see this page this is your grantee portal registration page and you will see then all your information much of this will be pre-populated because you would have already entered some things so you'll see your Duns number you'll see your f ein number you'll see some things if it's not pre-populated then you'll have to actually type in the information okay so all of that some people ask what is the Illinois Secretary of State file number that number should be on the cyber drive that oi dot-gov with justified Secretary of State they there is a hyperlink there that'll actually take you to that page so you can search your business name and when you actually go there on that page under Secretary of State once it takes you to your registration there is a number there on your page that says Illinois Secretary of State file number that's what they're looking for so you will put in the numbers only not the letters just the numbers you'll fill in the rest of this form and complete the rest of this form at the bottom it'll ask you about your fiscal year so you'll need to know if you actually go all the way to June and then that July starts your new date you're into the month is June or either you're into the month is December so you'll need to also have that when what your fiscal is then you're going to verify your pre-qualification status so you'll notice this page after you register the godoh website will electronically verify your pre qualification requirements and sometimes this takes up to about three or four business days so for the initial verification but once your information is in there you'll notice that you'll know it's your page because your organization name your gana number is going to be the everything's going to be in there and then at the very bottom where your pre-qualification there may be some things that are required for you to update so if your status is pending and maybe because you're Sam's that gov account is still pending meaning that you register but they have not communicated back with Sam's or the other way around to actually show that you're in good standing your VI n number so it will show you what you're in good standing with or is pending or whatever the case may be then there's these risk assessments so the gada requires entities to complete a fiscal and administer programming risk assessment prior to receiving a grant reward so prior to you actually getting a grant you will have to do a risk assessment so once you get the award prior to getting the actual award they will send you information on filling out a risk assessment that has to be completed before during and then after the application process and those assessments include the fiscal and administrative ICQ and also the programming risk assessments that are required so these are like questions that they ask you they take you to the steps the fiscal and administrative risk assessment it looks it's a page like this it'll let you know the year that you're actually creating the risk assessment for and then on the portal you'll have to do this annually so you'll have to complete the risk assessment annually it'll look like this it's the ICQ so that's the internal controls questionnaire and you'll see the list of sections each section then has questions so you'll know how many questions so in Section number two quality of management systems then there are seven questions and you'll have to answer those questions there are 70 questions in total once you answer those then you should have a balance page so in this particular case you will answer all the questions and you will you'll answer the questions so that then the total number at the bottom of all sections should be even so in this particular case is 40 40 now is ready for some middle so you actually click Submit on the submit button and when you do that you will fill in and enter the names of your CEO or CN CFO in persons that are completing this Smit so you will type in the chief financial officer the executive director your title whoever submitting this their title and then the date and then you're gonna certify and submit then the programming risk assessments entities must complete a grant specific programming risk assessment for each grant award and your state awarding agency will inform you of the timing of the programming risk assessment and minister of the risk assessment so they will let you know when these things need to be filled out with deco or Department of Commerce and Economic Opportunity will request a programming risk assessment to be completed after you have submitted your grant application and deco has determined to move forward with your application so we've gone through the gada and the an oh f o question presentation if you have any questions related to the gada process you can contact if you already have a cognizant state agency or person that you're connected to with any particular grant and speak with them you can speak with your that who is your grand manager but also the state agency with the state of Illinois you can contact someone there too if you have any questions and then also you can always email as CEO dot gotta at Illinois gov if you have any questions related to that um you can also go to the Department of Commerce and Economic Opportunity website and refer to the understanding the gada award process in the grantee guide and there's additional instructions for you okay so we just want to thank you for being a part of this presentation the information that is on the screen now is just information to help you if you need additional services or assistance related to one-stop shop first stop business information center there's some information here where you can call toll-free or you can actually email someone for additional assistance if you need to complete the requirements also you can reach out to any Small Business Development Center SBDC so you can reach out to any Illinois Small Business Development Center in your area so that you can get some additional free coaching counseling and one-on-one advising services you can always check to see what funding opportunities are out there on the Illinois catalog of state and financial assistance which is called a c SF eight and there is a link to go there to see if there's any current foreign funding and also you need to connect to the Illinois Department of Commerce and economic opportunities Facebook social media pages where they also update information there so thank you again for joining us my name is Tamara walls Hughes I am with the Illinois Small Business Development Center at greater Englewood our website is you you