National Emergency
Grant (NEG) Program
NEG Electronic Application System
(eSystem)
On-the-Job Training (OJT)
User Guide
Implementation Plan Modification
Introduction
The NEG eSystem was designed in a user-friendly format, but efficient use of the
system requires an understanding of the NEG application requirements, policy
restrictions, and priorities that have been formalized in the NEG Application
Guidelines. This guide incorporates these requirements.
The OJT Implementation Plan User Guide is organized into the following major
sections:
• Accessing the NEG eSystem, which provides the information necessary to log
into the modification section of the NEG eSystem;
• Using the NEG eSystem, which describes the basic format of the data entry
screens in the NEG eSystem, how to navigate among sections, and the
guidelines for successful data entry;
• Preparing an OJT Implementation Plan Modification, which describes the
modification process; and asks the Grantee to review data previously
submitted in the initial application and modify as appropriate; and
• Finalizing and Submitting the Modification, which provides guidance
regarding uploading documents, and validating and certifying the OJT
Implementation Plan modification.
The User Guide includes screen shots of the menus and entry screens that you will
see as you navigate through the NEG eSystem.
The NEG eSystem includes on-line HELP, which provides specific definitions and
instructions for individual data entry items.
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Accessing the NEG eSystem
The information provided below, serves as a reminder for accessing the NEG
eSystem. To access the NEG eSystem follow these four steps:
1.
Open your Web browser and type this URL - http://etareports.doleta.gov, or
http://www.etareports.doleta.gov into the Address field (Figure 1).
Figure 1: Web Browser – URL Location Field
2.
Click
and a Security Advisory Notice will appear (Figure 2).
Figure 2: Security Advisory Notice
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3.
Click OK and the Grantee Reporting System login screen will be displayed
(Figure 3).
Figure 3: Grantee Reporting System Login Screen
4.
Type in your NEG password and click Login. The Home Page is the next
screen to appear (Figure 4).
Figure 4: Home Page
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NOTE: The Search feature at the top of the Home Page screen can be used to help
locate specific applications or NEGs, by either a Project ID number or
descriptive information such as the name of the applicant, state or tribe. After
you have entered the descriptive information, click Go. A list of applications
or grants that satisfy your search criteria will appear. A single page will
include up to 25 entries, which should be more than enough for most
searches. If there are more than 25 entries, this will be indicated (e.g., “1-25 or
40”). The additional entries can be accessed by clicking the page number
(e.g., “2”), the Next link, or the Previous link.
This NEG Home Page also includes an Alerts feature. In the New Grant
Applications and Awarded Grants sections, an alert flag/2 will display next
to any application or grant where there is a required pending action:
* For applications, the required action may be to respond to a request to
clarify data that was entered; and
* For grants, the required action may be to provide additional information in
response to the grant terms and conditions.
Finally, this page, like all pages in the NEG eSystem, includes three features
that assist in efficiently navigating through the NEG eSystem:
* Help provides step-by-step instructions for specific tasks displayed on the
screen;
* Home returns you to the NEG eSystem Home/Main Page; and
* Logout exits you from the NEG eSystem.
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Using the NEG eSystem
The NEG eSystem uses a standard format for all data entry screens:
On the upper left hand side of the screen is a Menu Box that lists all sections of the
NEG eSystem that may be utilized to create an OJT Implementation Plan
modification. Click the identifier/name to move from one section to another
(Figure 5).
Figure 5: Menu Box
The bottom of the screen provides three actions related to data entry (Figure 6).
Figure 6: Data Entry Actions
Click SAVE to store additional information that has been entered into the screen
Click CLEAR to return the data entry fields to the previously saved values.
Click CANCEL to exit the screen without saving the entered information.
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NOTE: If you CANCEL, all information that has been entered since the last SAVE
action will be lost.
Data Entry Guidelines
The NEG eSystem requires that data be entered in a specific format in order to be
saved. If an entry is not formatted correctly, the NEG eSystem will display a
warning message that specifies revision of the data as required.
Dates
All dates entered into the NEG eSystem must be in the mm/dd/yyyy format.
CORRECT
INCORRECT
01/01/2010
01/01/10
12/25/2010
December 25, 2010
Dollar Amounts
All dollar amounts entered into the NEG eSystem must be whole numbers with no
decimals, commas, or dollar signs.
CORRECT
INCORRECT
2000
2000.00
1500
1,500
489
$489
Additional Information Alert
An Additional Information icon/ will appear which indicates that an explanation
must be provided to clarify a particular data entry. Grantees can add the narrative
explanation by either clicking on the icon or via the Additional Information
component where all required narratives will be listed.
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When all data has been entered, click SAVE at the bottom of the screen. This will
return you to the menu, where you can then click the next section you want to
complete.
The Home Page screen provides three options:
1. Start New Grant Application;
2. New Grant Applications; and
3. Awarded Grants
The Awarded Grants section provides a list of approved NEGs, with the most recent
awards showing first. From this list, Grantees should locate the OJT NEG award
and click on the Project ID link (Figure 7, e.g., “AL-10”).
Figure 7: Home Page
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Preparing an Implementation Plan Modification
Grant Details
After selecting the initial OJT NEG award from the list of Awarded Grants section,
Grantees are now directed to the Grant Details screen. This section displays basic
NEG details including Date of Award, Period of Performance, Approved Funding
Level, Quarterly Performance Reports, and a Pending Activities link.
To begin the modification process, click on the link, “Submit Full Application (in
response to emergency award)” (Figure 8).
Figure 8: Grant Details
Modification Details
The Modification Details screen will track and summarize all changes made to create
the fully documented modification request. All information fields that should be
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edited for this modification request will be open, and are accessed using the
Navigation Links on the left. Required narratives can be entered and edited in the
Additional Information section (Figure 9).
Figure 9: Modification Details
Getting Started
The information you provided in the initial OJT NEG application will auto-populate
within the following sections of the Getting Started screen: Application Basics;
Applicant Information; Authorized Representative; Point of Contact (for
communications regarding this application); and Additional Point of Contact.
Please verify the information recorded to ensure that all information is current. Of
particular note are the sections entitled Areas Affected By Project, Applicant
Congressional District(s), and Point of Contact (for communications regarding this
application). If there are any changes to the information previously provided, please
make adjustments as appropriate (Figure 10).
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Figure 10: Point of Contact
REMINDER:
At the bottom of the Getting Started page, and all of the other NEG eSystem
data entry screens, there is a legend that explains the red asterisks *.
One asterisk * means that the user will be able to SAVE the screen and
move to other parts of the application without entering any data. However,
before the application can be submitted the entry must be completed.
Two asterisks ** mean that those fields must be completed before the user
can SAVE the current screen, and continue (Figure 11).
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Figure 11: Data Requirements
When all data has been entered, click SAVE at the bottom of the screen. This will
return you to the menu, where you can then click the next section you want to
complete.
Project Overview
The Project Overview section records more detailed grant information and is
populated with data previously entered from the initial OJT NEG award. Section
headings include the following:
Project Basics
Funding Estimates
Planned Participation
Additional Funding Increment
As a condition of the Notice of Obligation (NOO), a Grantee may have been directed
to modify certain sections of the application. Please verify the information
previously recorded to ensure that all information is current, including:
Project Basics
• Update as appropriate, the Congressional District(s) affected by the Project by
holding down the Ctrl key, scrolling down the entries and clicking on each
applicable district. A state or Federally Recognized Tribe should only select
the districts affected by the project.
• The Proposed Project Start Date and Proposed Project End Date must align
with the dates identified in the NOO. Entering these dates determines the
number of Program Year (PY) project quarters that will be included in the
Project Plan (Figure 12).
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Figure 12: Project Basics
Funding Estimates
The Funding Estimates section will populate with information previously recorded
in the initial OJT NEG submission. Please verify that the entry for Federal equals
the total amount of the NEG award, as per the NOO. If there are changes to the
additional entries (e.g., leveraged funding from State or Local sources), adjust as
appropriate. The following definitions for Funding Estimates entries may serve as a
helpful reminder for verifying or adjusting this section:
• Applicant is funding that is being contributed by the applicant organization
from sources other than the Workforce Investment Act (WIA)
• State is WIA State-reserved Dislocated Worker funding
• Local is WIA local area Dislocated Worker funding
• Other may include funding from non-WIA State and local public agencies,
private contributions, etc.
• Program Income will generally not be applicable to NEG projects
• Total Estimated Funding will auto-calculate (Figure 13).
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Figure 13: Funding Estimates
Planned Participation
The Planned Participation section should record the most up-to-date Planned Number of
Participants. If there are changes in the number of planned participants, please adjust
accordingly. The NEG eSystem will auto-calculate the Planned Federal Cost-per-Participant
based on the entry provided in the Federal line item of Funding Estimates. Changes to the
Federal award (Figure 13) will prompt a change to the Planned Federal Cost-per-Participant.
Actual Formula Funds Cost-per-Participant in Prior Program Year, Planned Earnings and
Planned Entered Employment Rate are pre-filled with data previously recorded in the initial
OJT NEG submission. As Needs-Related Payments are not authorized for the OJT NEG,
the Percentage of Planned Participants receiving NRPs will remain “0” (Figure 14).
Figure 14: Planned Participation
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Additional Funding Increment
The Additional Funding Increment section records the Grantee’s intent to request an
incremental award. However, for the OJT NEG initiative, the full funding award
was allocated to Grantees, as per the NOO, at the initial award phase. Therefore,
there is no need to complete this section other than to ensure Request for Increment
is set to “No” (Figure 15).
Figure 15: Additional Funding Increment
REMINDER: Upon approval of this implementation plan modification, Grantees
will be able to drawdown the remaining 90 percent of their funding award.
The Project Plan must reflect planned participants and expenditures
(Grantee-Level and Project Operator-Level) based on the full grant award.
When all data has been entered, click SAVE at the bottom of the screen. This will
return you to the menu, where you can then click the next section you want to
complete.
Employers/Events
For purposes of an OJT NEG application, the economic recession is considered the
layoff event. Therefore, a single customized Employer Data Form (Figure 16) was
required in the initial OJT NEG submission. Data previously recorded will autopopulate to this section.
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Figure 16: Employer/Events
If the planned number of participants under this project has not changed since the
initial OJT NEG submission, Grantees may proceed directly to the Project Operator
section.
However, if there has been a change to the number of participants being served
under this project, there are three fields within the Employer/Events section which
require the following adjustment:
From the Employer/Events page, select the Edit link next to the “Planned
Participants” which corresponds to the pseudo employer event. Adjust the (1)
Number of Planned Participants to reflect the new planned participant number and
record the same number for (2) Number of Workers Contacted (Figure 17).
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Figure 17: Employer Data Form
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NOTE: For purposes of this OJT NEG, the Labor Organization Representation field
should remain blank. Partner organizations, including labor, should be
recorded in the Implementation Plan attachment, as provided within the
Terms and Conditions of the initial OJT award.
When all data has been entered, click SAVE at the bottom of the screen. This will
return you to the Employer/Events menu.
Next, click the Edit button next to the “Affected Workers” which corresponds to
your pseudo employer event. Adjust the (3) Number of Affected Workers from this
Date as necessary, to correspond with the number previously recorded to equal the
figure entered under Number of Planned Participants and Number of Workers
Contacted (Figure 18).
Figure 18: Layoff Event
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NOTE: Recording the same date for Number of Planned Participants and Number
of Workers Contacted will generate a required response in the Narratives
Explanation section of Additional Information. For purposes of this OJT
NEG please record the following in the corresponding Narrative
Explanations section: “This number represents the total participants to be
served under this project.”
When all data has been entered, click SAVE at the bottom of the screen, then click
CONTINUE. This will return you to the menu, where you can then click the next
section you want to complete.
Project Operators
The Grantee designates the Project Operators, or sub-grantees, that will be
responsible for implementing and coordinating the activities that will be provided
with grant funds. Sub-grantees may include Workforce Investment Boards and
One-Stop Career Centers, direct contractors, and state agencies (Figure 19).
Figure 19: Project Operators
Click the Add New Operator link on the Project Operators screen and the Project
Operator data form will appear. Grantees are responsible for completing a separate
Project Operator form for each operator that will receive funds. The data entered
here provides descriptive and contact information for each Project Operator.
Most of the entries are self-explanatory or are easily understood with the definitions
provided in the Help feature. However, a few cautions are appropriate for the
entries related to the scope of project operator responsibility:
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•
The Operator Agreement Start Date cannot precede the project start date, as
authorized by the NOO;
•
The Operator Agreement End Date cannot be later than the project end date,
as authorized by the NOO;
•
The cumulative total of the funds allocated to all Project Operator(s) must
equal the total Project Operator expenditures reflected on the Project Plan;
•
The cumulative total of the Number of Participants for all Project Operators
must equal the total number of participants recorded in the Project
Overview, Employer/Events, and Project Plan sections; and
•
The Service Area should not include any entries that are not included in the
entry for the total project in the Project Overview section (Figure 20).
Figure 20: New Operator
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When all data has been entered, click SAVE at the bottom of the screen. This will
return you to the Project Operator main page. From here, you can add another
Project Operator by clicking on the Add New Operator or select Continue to return
to main page.
Project Plan
The Project Plan is the implementation schedule for the grant, providing a projection
of participants and expenditures. The number of quarters will be determined by the
planned start and end dates of the project, which were entered in the Project
Overview section.
NOTE: As a reminder, the period of performance and associated expenditures for
this OJT NEG must end by 6/30/2012. In order to use NEG funds to cover
associated costs of training, all OJT contracts with participating employers
must end by 6/30/2012.
Additionally, the Project Plan must reflect planned participants and
expenditures (Grantee-Level and Project Operator-Level) based on the total
funding awarded for this NEG, and reflected across the full period of
performance as directed by the NOO.
The Project Plan is divided into two major sections – Planned Participants and
Planned Expenditures.
Planned Expenditures is further divided into three
subsections: Grantee-Level Expenditures, Project Operator-Level Expenditures,
and Total Expenditures, which will automatically calculate from Grantee-Level and
Project Operator-Level Expenditures.
All entries on this screen are cumulative. For each item, the entry in each
subsequent quarter must be equal to, or greater than, the entry in the preceding
quarter.
Planned Participants
This section should build from the Number of Planned Participants figures provided
in the Project Overview section. Specifically, the “Total Planned Participants” in the
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last quarter should equal the sum of the “Planned Participants” listed on the Project
Plan (Figure 21).
Figure 21: Planned Participants
The definitions of the entries for this section are as follows. Further descriptions of
some of these activities are available in the Code of Federal Regulations (CFR) when
cited.
Receiving Intensive Services: The cumulative number of grant participants who will
receive intensive services that will be paid, in whole or in part, with funds provided
by this NEG. Intensive services may include, but are not limited to, comprehensive
and specialized assessments of the skill levels and service needs of eligible
individuals, individual career plans, group or individual counseling, career
planning, and short-term pre-vocational services. 20 CFR 663.200.
Enrolled in Training: The cumulative number of grant participants who will receive
training funded, in whole or in part, by this NEG. Training services may include: (1)
on-the-job training; (2) skill upgrading and training; (3) entrepreneurial training*; (4)
adult basic education (ABE) or English as a Second Language (ESL) in combination with
training; and (5) customized training*.
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Enrolled in OJT Only (Complete for OJT NEGs Only): The cumulative number of grant
participants who will receive only OJT as the training service. This line item is intended
to be a subset of “Enrolled in Training” and excludes individuals who require
complimentary training services in conjunction with OJT (e.g., ABE or ESL).
NOTE: *OJT is the primary skills training mode for each participant. Although
grant funds can be used to provide other training services such as adult
literacy, ESL, and skills upgrading, use of grant funds for these purposes
should be minimal and determined to be necessary in the individual
training plan developed with the employer. Such training, where needed,
should be provided in conjunction with, not prior to, the OJT. Use of grant
funds for entrepreneurial training and customized training is not allowed.
Receiving Supportive Services: The cumulative number of grant participants who will
receive supportive services funded, in whole or in part, by this NEG. Supportive
services include, but are not limited to, assistance with transportation, child care,
dependent care, and housing that are necessary to enable the individual to participate
in training and employment activities authorized under WIA Title IB, and in accordance
with local WIB policy. 20 CFR 663.800.
Receiving Needs-Related Payments: Needs-Related Payments are not authorized for
the OJT NEG initiative. Therefore, allow this line item to remain “0”.
Exits: The cumulative number of grant participants who have not received a service
funded by the grant or a partner program for 90 consecutive calendar days and are not
scheduled for future services. The date of exit is applied retroactively to the last day on
which an individual received a service funded by the grant or a partner program.
Entering Employment at Exit: The cumulative number of grant participants who are
employed anytime once a participant begins receiving services from the NEG through
completion of the NEG period of performance. Participants should be reported in the
Entering Employment at Exit count for the report quarter in which they are also
reported as exited and in any quarter thereafter. Participants can only be counted once
in this field. Employment is defined as working any number of hours and making a
wage greater than $0. On-the-job training does not count as employment, for purposes
of this definition.
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Entering OJT Employment at Exit (Complete for OJT NEGs Only): The planned
cumulative number of grant participants who are expected to obtain unsubsidized
employment, following an OJT placement, by the employer providing the OJT training.
Entering OJT-related Employment at Exit (Complete for OJT NEGs Only): The planned
cumulative number of grant participants who are expected to obtain unsubsidized
employment following an OJT placement, within an industry or occupation in which
the individual uses a substantial portion of the skills acquired in the OJT; but who are
not hired by the employer providing the OJT training.
Total Planned Participants: The cumulative number of participants who are planned to
receive services funded by this NEG. This number will not necessarily equal the sum of
the number receiving each service (since the same individual may receive more than
one service), but any individual who is included in the count for a specific service
should be included in this number.
Grantee-Level Expenditures
This section includes expenditures that will be incurred by the Grantee entity directly.
It does not include expenditures that will be incurred by Project Operators through
subcontracts, or planned expenditures incurred by the grantee when the grantee acts as
the project operator. Therefore, this section focuses on expenditures that relate to
Program Management and Oversight activities and allows for arrangements where the
Grantee may pay the costs of Supportive Services directly or through a central
contractor based on actual need (Figure 22).
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Figure 22: Grantee-Level Expenditures
The definitions of the entries for this section are:
Supportive Services: The planned expenditure of NEG funds for supportive services
payments to grant participants, in accordance with Grantee’s policy. This entry will be
limited to the use of funds that have been retained at the grantee level and does not
include NEG funds expended at the project operator level, or obtained from partnerfunded services. 20 CFR 663.800.
Admin, Excluding NRP Processing*: The planned expenditures for allowable
administrative activities (e.g., record keeping and reporting, financial management,
procurement, audit and general grant management). Administrative costs must be
reasonable and necessary costs (direct and indirect), which are not related to direct
provision of services to participants, but relate to overall general administrative
functions. This entry is limited to the use of funds expended at the grantee level.
20 CFR 667.220.
NOTE: An entry other than “0” for this item will require a Narrative statement
identifying the specific activities and the estimated cost of each.
NRP Processing*: Needs-Related Payments and associated NRP Processing are not
authorized for the OJT NEG. Therefore, allow this line item to remain “0”.
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Other*: Reasonable and necessary program costs that are not allocable to any other
grantee level line item. These amounts are limited to the use of funds that will be
expended at the grantee level, and does not include NEG funds that will be expended at
the project operator level.
NOTE: An entry other than “0” for this item will require a Narrative statement
identifying the specific activities and the estimated cost of each.
Total Program Management and Oversight: This entry will auto-calculate based on
entries for “Admin, excluding NRP Processing” and “Other”.
Indirect*: The planned expenditures that have been calculated using a federally
approved indirect cost rate or cost allocation plan. These costs will also be reflected in
one or more of the preceding line items, and this entry will not be included in the
calculation of Total Expenditures at the grantee level.
NOTE: An entry other than “0” on this line will require documented validation that
the Grantee has an approved indirect cost rate or cost allocation plan from a
cognizant Federal agency.
Other*: For purposes of the OJT NEG, this line item is not an allowable cost category.
Therefore, allow this line item to remain “0”.
Total Expenditures-Grantee Level: will auto-calculate based on entries for Supportive
Services and Total Program Management and Oversight (which includes “Admin,
excluding NRP Processing” and “Other”). “Indirect” and the “Other” field below
“Indirect” will not auto-calculate into this field.
Project Operator-Level Expenditures
This section includes planned expenditures that will be incurred by Project Operators
and their service providers. If the Grantee is also the Project Operator, this section will
include the planned expenditures for direct participant services that will be incurred by
the Grantee as the Project Operator and that are not included in the Grantee-Level
Expenditures section (Figure 23).
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Figure 23: Project Operator-Level Expenditures
The definitions of the entries for this section are:
Core and Intensive Services: The planned expenditures for NEG-funded core and
intensive services provided to grant participants. Typically, these will include most of
the associated program (vs. administrative) costs of staff, facilities, consumable
supplies, travel and equipment for providing these services. 20 CFR 662.240 and
663.200
Training: The planned expenditure of NEG funds for training of grant participants that
is paid with NEG funds. This entry is limited to the use of funds expended at the
project operator(s) level.
OJT Training Employer Reimbursement (Complete for OJT NEGs Only): The planned
amount to be paid to employers to cover the costs of OJT. This line item is intended to
be a subset of “Training” and excludes the complimentary training services provided in
conjunction with OJTs (e.g., ABE or ESL).
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Supportive Services: The planned expenditure of NEG funds for supportive services
payments to grant participants, in accordance with local WIB policy. This entry is
limited to the use of funds expended at the project operator level. 20 CFR 663.800, 20
CFR 617.27-28, 617.30-35 and 617.40-48.
NRPs*: Needs-Related Payments are not an allowable cost under this grant. Therefore,
allow this line item to remain “0”.
Other*: Reasonable and necessary program costs that are not allocable to any other
project operator level program line items. These amounts are limited to the use of
funds that will be expended at the project operator level, and does not include NEG
funds that will be expended at the grantee level.
NOTE: An entry other than “0” for this item will require a Narrative statement
identifying the specific activities and the estimated cost of each.
Admin, Excluding NRP Processing*: The planned expenditures for allowable
administrative activities (e.g., record keeping and reporting, financial management,
procurement, audit and general grant management) as defined in 20 CFR 667.220.
Administrative costs must be reasonable and necessary costs (direct and indirect),
which are not related to direct provision of services to participants, but relate to overall
general administrative functions. This entry is limited to the use of funds expended at
the project operator(s) level.
NOTE: An entry other than “0” for this item will require a Narrative statement
identifying the specific activities and the estimated cost of each.
NRP Processing*: Needs-Related Payments and associated NRP Processing are not
authorized for the OJT NEG. Therefore, allow this line item to remain “0”.
Other*: For purposes of the OJT NEG, this line item is not an allowable cost category.
Therefore, allow this line item to remain “0”.
Total Program Management and Oversight: This entry will auto-calculate based on
entries for “Admin, Excluding NRP Processing” and “Other”.
Total Expenditures-Project Operator Level: will auto-calculate based on entries for all
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of the Project Operator Level fields.
Most of the expenditure entries in the Project Plan are clearly identifiable as either
administrative or program costs. In these cases, the entry in the applicable column will
be equal to the entry in the last quarter. However, where the line item can include both
administrative and program cost items, the applicant must separate the total cost (i.e.,
the last quarter’s entry) for that line item into the administrative and program
components and enter into the appropriate column. In all cases, the sum of the entries
in the “administrative” and “program” columns must equal the entry in the last
quarter.
When all data has been entered, click SAVE at the bottom of the screen. This will
return you to the menu, where you can then click the next section you want to
complete.
Budget Information
The Budget Information displays the expected Administration and Program costs
for the project. Although the NEG eSystem “Note” indicates that this form is
optional, for purposes of the OJT NEG, Grantees are required to complete this
screen. Entering the Budget data into this screen creates the SF 424A (Section B)
form for this modification. As data is entered, a narrative icon will appear,
prompting Grantees to provide an explanation for each cost category (Figure 24).
Figure 24: Budget Information
The Budget Information component is made up of four sections:
• Budget Categories;
• Budget Narrative;
• Additional Budget Information; and
• Indirect Charges
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Budget Categories
This section displays administrative and program data entry fields for “Object Class
Categories” costs. The sub-total Admin Costs and Program Costs for each Object
Class, and the grand budget totals, will auto calculate (Figure 25).
Figure 25: Budget Categories
Budget Narrative
All Budget Information must be accompanied by an appropriate Budget Narrative that
provides sufficient detail to allow reviewers to make judgments on cost reasonableness.
The Budget Narrative should include explanatory detail on such items as Travel,
Equipment, Contractual, Other, and Indirect Costs:
•
“Contractual” costs must provide narrative detail which lists:
` Estimated amount of the contractual agreement(s);
` Proposed timelines;
` Proposed organization, if known; and,
` Nature of the proposed activities.
When an amount is entered into Object Class field, an Additional Information
icon/ will appear to the right of the category (Figure 26).
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Figure 26: Additional Information Icons
Click on the icon to open the Narrative Explanation Entry box for that cost category.
The label at the top of the explanation box specifies the Budget Narrative
information to be entered (Figure 27).
Figure 27: Budget Narrative Boxes
The Narrative Explanation Entry boxes are also accessible by going directly to the
Project Narrative page.
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Additional Budget Information
Entering information into the Additional Budget Information Narrative box is not
mandatory. This section may be used to further clarify budget entries, or to provide
additional budget related information to bring to the attention of the NEG Specialist
or the Grant Officer (Figure 28).
Figure 28: Additional Budget Information
Indirect Charges
“Indirect” charges are based on the Grantees federally approved Indirect Cost Rate
or Cost Allocation Plan by the cognizant federal agency. This document must be
uploaded if the Grantee has entered indirect costs within the Project Plan (Figure
29).
Figure 29: Indirect Charges
When all data has been entered, click SAVE at the bottom of the screen. This will
return you to the menu, where you can then click the next section you want to
complete.
Additional Information
The Additional Information component contains two sections, Narrative
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Explanations and Uploaded Files:
•
Narrative Explanations
` GENERAL EXPLANATION
` GRANT MODIFICATIONS
` PROJECT OVERVIEW
•
Uploaded Files
` Current Expenditure File
` Indirect Charges File
` Other Supporting Files
Narrative Explanations
The Narrative Explanations segment of this component contains a GENERAL
EXPLANATION narrative box (4000 characters max). For purposes of the OJT NEG,
the Implementation Plan Narrative, as provided within the terms and conditions of
the NOO, will serve as the narrative. Therefore, for the GENERAL
EXPLANATIONS section please state, “See attached Implementation Plan
Narrative” (Figure 30).
Figure 30: General Narrative Explanation
The smaller, 2,000 character narrative boxes, (approx. 1/2 page), are created when
the Additional Information icon/ appears, indicating that clarification of a
particular data entry item is required. Displayed above the narrative box is the title
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of the component (i.e., Project Overview) and the statement that specifies what
additional information is required.
The sections GRANT MODIFICATIONS and PROJECT OVERVIEW, require
additional narrative responses related to items the user modified within the NEG
eSystem. For example, as discussed in the Employer/Events section, recording the
same date for Number of Planned Participants and Number of Workers Contacted
will generate a required response in the Narratives Explanations section. Therefore,
please record the following in the PROJECT OVERVIEW section, “This number
represents the total participants to be served under this project.” (Figure 31).
Figure 31: Narrative Justifications
Uploaded Files
Current Expenditure File is not required for the Implementation Plan Modification, as
the SF 424A, generated by entering data into the Budget Information and Budget
Information Narrative sections, will satisfy this requirement.
•
“Contractual” costs must provide narrative detail which lists:
` Estimated amount of the contractual agreement(s);
` Proposed timelines;
` Proposed organization, if known; and,
` Nature of the proposed activities.
Indirect Charges File represents the Grantees federally cognizant Indirect Cost Rate
approval or Cost Allocation Plan. This document must be uploaded if the Grantee
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has entered indirect costs within the Project Plan.
Other Supporting Files should include the required Implementation Plan Narrative,
as directed within the Grantees terms and conditions; and any support
documentation that has been requested by the Regional Office, the Grant Officer, or
the NEG Specialist (Figure 32).
Figure 32: Uploaded Files
NOTE: Uploads are limited to PDF files, Microsoft Word documents and Microsoft
Excel spreadsheets.
To Upload a file:
•
Click Browse… and locate the file that you want to upload;
•
Click on the appropriate file; the name will be highlighted, and move into
File Name field; and,
•
Click on Open, which is to the right of the File Name, and the file will
move to the Upload File field on the screen.
To Upload more than one file to the same location:
•
After you have uploaded the first file, scroll to the bottom of the page and
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click SAVE.
•
Follow the procedures as listed above.
When all data has been entered, click SAVE at the bottom of the screen. This will
return you to the menu, where you can then click the next section you want to
complete.
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Finalizing and Submitting the Modification
Once a modification has been prepared, the final steps are to authenticate the data
that has been entered and then submit the document.
The two required actions that are listed on the menu on the upper left side of the
page, are to validate the modification (i.e., in terms of completeness and consistency
of the information) and to certify and submit the documentation (Figure 33).
Figure 33: Validate/Certify & Submit
Validate
The Validate section analyzes the information submitted in the modification, and
determines if the information is complete.
The screen that appears will either indicate that the modification is complete and
may be submitted, or it will list the specific information that needs to be completed
or updated.
To access the fields that need updating, click on each underlined phrase, and you
will be taken to the page where the correction needs to be made (Figure 34).
Figure 34: Validate Application
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Certify and Submit
The Certify & Submit section allows the grantee to certify that the grant information
is correct and to submit the grant modification to the Department of Labor.
The Certify & Submit screen requires three entries:
•
There are two Certification Questions which require a Yes or No response
(Figure 35):
` “Is this application subject to a State Executive Order 12372 Review?”
` “Is the Applicant Delinquent on any Federal Debt?”
This is data that is required by the Office of Management and Budget (OMB) and is
displayed on the SF 424. For more information regarding these questions, go to the
View/Print Application link, scroll down to page 6 , numbers 19 and 20 of the OMB
instructions.
Figure 35: Certification Questions
The third required action is to enter your Certifying PIN and submit (Figure 36).
Figure 36: Certify & Submit
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The eSystem will have entered the name of the Certifying Official
(Primary/Signatory) and his/her Title, Phone Number and E-mail Address. The
Grantee should verify that the Certifying Official information is correct, then enter
the PIN, and click on Certify & Submit.
The OJT Implementation Plan modification has now been submitted to the
Department of Labor for consideration.
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