Resources for the Grants Management Toolkit are provided by various DHS/FEMA Grantees including State Administrative Agencies (SAAs), Urban Areas Security Initiative (UASI), Port Security Agencies, and Transit Security Agencies.
Homeland Security Grant Administrators have agreed to share their agencies promising practices with their colleagues. These promising practices will support the administration and management of homeland security grant programs.
Promising Practices are in order according to the Grants Management Business Process Chart, the Grant Lifecycle.
If you would like additional information on any of the ‘promising practices’ listed on this site or are looking for a ‘promising practice’ that is not listed, please send an email to FEMA-GPD-Training@fema.dhs.gov.
Non-Disaster (ND) Grants Management System
The Grant Programs Directorate (GPD), Systems and Business Support Branch, in support of their participation in Grants Management Technical Assistance workshops made available the slide deck used during their presentation.
The FEMA Non-Disaster (ND) Grants Slides provide an overview of the GPD Non-Disaster Grants Management System.
Management and Administration (M&A) vs Planning
The South Carolina State Administrative Agency (SAA) Examples of Job Duties presentation provides examples of existing jobs duties within the SAA. These job duty examples can be utilized by FEMA grantees to assist in the development or enhancement of their current or future job duties and position descriptions.
Funding Acquisition and Program Establishment
Funding acquisition and program establishment documents provided to the FEMA Grants Management Technical Assistance Program as examples to be shared with other FEMA grantees and sub-grantees.
Policies and Procedures
- Alaska Grants Management Handbook
- South Carolina Grants Management Manual
- West Virginia Grants Administration Manual
- Alabama State Legislation to Establish Homeland Security Office
- South Carolina Counter Terrorism Coordinating Council (State HS Advisory Board)
- Oregon Port Security Grant Program Policies and Procedures Manual may be viewed directly at the Merchants Exchange of Portland, Oregon PSGP Toolkit Homepage.
- Illinois Emergency Management Agency Federal Preparedness Grants Financial and Programmatic Procedures Manual (August 24, 2011)
- Kentucky Office of Homeland Security Grants and Finance Policy and Procedures (March 22, 2012)
- Kentucky Office of Homeland Security Subrecipient Grant Management Polices and Procedures (November 30, 2011)
- Arcata Fire Protection District Grants Management Handbook
Position Descriptions
- Delaware Emergency Management Agency (SAA) Position Descriptions, including:
- Supply, Storage and Distribution Technician
- Technical Assistance Coordinator, Purchaser
- Technical Assistance Coordinator, Grants Coordinator
- Alabama State Administrative Agency (SAA) Position Descriptions, including:
- Director, Alabama Department of Homeland Security
- Assistant Director for Emergency Preparedness and Response
- Assistant Director for Information Management and Budget
- Assistant Director for Intelligence Analysis and Infrastructure Protection
- Assistant Director for Borders, Ports and Transportation Security
- Assistant Director for Science & Technological Development
- State 9-1-1 Coordinator and State Agency Liaison
- Law Enforcement Liaison
- Grant Managers
- Senior and Staff Accountant
- Public Information Officer
- IT Systems Technician
- Executive Assistant
- Administrative Assistant
- Maryland Emergency Management Agency Position Descriptions, including:
- South Carolina State Administrative Agency (SAA) Position Descriptions, including:
Application
Application documents provided to the FEMA Grants Management Technical Assistance Program as examples to be shared with other FEMA grantees and sub-grantees.
- Arizona 2012 State Homeland Security Grant Program Application (Blank Workbook)
- Kentucky Office of Homeland Security, including:
Award
Award documents provided to the FEMA Grants Management Technical Assistance Program as examples to be shared with other FEMA grantees and sub-grantees.
- Massachusetts Homeland Security Division Special Conditions and Reporting Requirements for Sub-Recipients
- South Carolina Homeland Security, including:
- Oregon Port Security Grant Program letter templates, may be accessed directly at Merchants Exchange of Portland, Oregon PSGP Toolkit Homepage, including:
- Sub-Award Agreement Transmittal Letter Template
- Sub-Award Notification Letter Template
- Sub-Grantee Award Agreement Template
Monitoring
Programmatic and financial monitoring information documents provided to the FEMA Grants Management Technical Assistance Program as examples to be shared with other FEMA grantees and sub-grantees.
- San Diego FY 2009 UASI Application Milestone Tracking Worksheet
- South Carolina Homeland Security monitoring documents, including:
- Oregon Port Security Grant Program monitoring documents, may be viewed directly at Merchants Exchange of Portland, Oregon PSGP Toolkit Homepage, including:
- Sub-Grantee Monitoring Visit Summary Template
- Sub-Grantee Monitoring Results Cover Letter Template
- Sub-Grantee Monitoring Tentative Agenda Template
- Sub-Grantee Monitoring Site Visit Protocol Template
- Sub-Grantee Monitoring Notice Letter Template
- Tennessee Program and Financial Monitoring Guide
- West Virginia Homeland Security monitoring documents, including:
- Wisconsin Homeland Security monitoring documents, including:
Amendments
Project modification (Revisions and Extensions) documents provided to the FEMA Grants Management Technical Assistance Program as examples to be shared with other FEMA grantees and sub-grantees.
Payments
Payment and/or reimbursement forms provided to the FEMA Grants Management Technical Assistance Program as examples to be shared with other FEMA grantees and sub-grantees.
- Alabama Department of Homeland Security Invoice Reimbursement Claim Form
- Oregon Port Security Grant Program monitoring documents, may be viewed directly at Merchants Exchange of Portland, Oregon PSGP Toolkit Homepage, including:
- Sub-Grantee FFATA Form
- Invoice Reimbursement Request Transmittal Form
- Sub-Grantee Progress Report Template
- Sole Source Justification Guidelines
- South Carolina Homeland Security payment documents, including:
- Vermont State Administrative Agency (SAA) payment documents, including:
Closeout
Closeout and equipment tracking and/or inventory control documents provided to the FEMA Grants Management Technical Assistance Program as examples to be shared with other FEMA grantees and sub-grantees.
- Pittsburgh Homeland Security Program equipment tracking documents, including:
- Vermont State Administrative Agency (SAA) Asset List Template
- Alaska Homeland Security and Emergency Management closeout documents, including:
- Hawaii Homeland Security Grant Program closeout documents, including:
- Illinois Terrorism Task Force (ITTF) Policy Statement Regarding Grant Closeout Procedures
- Oregon Port Security Grant Program monitoring documents, may be viewed directly at Merchants Exchange of Portland, Oregon PSGP Toolkit Homepage, including:
- Sub-Grantee Closeout Acknowledgement Letter Template
- Sub-Grantee Closeout Report Template
- Property Control Record
- Reportable Equipment Inventory Report
- Equipment Inventory Reporting Policy
- SubGrantee Closeout Procedures
- FEMA Grants Management Technical Assistance (GMTA) Closeout Webinar (April 16, 2012)
- Q&A Session for GMTA Closeout Webinar (April 16, 2012)
Other Areas of Grants Management
Other grants management documents provided to the FEMA Grants Management Technical Assistance Program as examples to be shared with other FEMA grantees and sub-grantees.
- GMTA Fundamentals of Grants Management - Acronym List
- Illinois Terrorism Task Force (ITTF) Policy Statement Regarding Food and/or Beverages Provided for Homeland Security Training/Exercise Sessions
Electronic Grants Management Systems
- New Jersey Office of Homeland Security & Preparedness Grants Tracking System (GTS) Summary
- New Jersey Office of Homeland Security & Preparedness GTS Presentation
SAA Fact sheets
- Minnesota State Administrative Agency (SAA) fact sheets, including:
Procurement
- California City of Sacrament Department of Police / UASI procurement documents, including:
- Vermont Homeland Security Unit procurement documents, including:
- Environmental Planning and Historic Preservation (EHP) Program webinar, including:
Resources for Local Fire Departments
For Grants Management examples pertaining to Local Fire Departments, please email FEMA-GPD-Training@fema.dhs.gov.