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For technical assistance with, call the Help Desk:
866-469-6884 (toll-free)
Mon-Fri, 8AM-5PM, Pacific Time

NOTE: Attendance data must be entered by the 15th of each month for the preceding month (e.g. October must be entered by November 15th).

Wednesday, July 22, 2015

FY15-16 OFCY Grantee Convenings

Wednesday, October 14, 2015, 9:00am - 12:00pm
Location: Jack London Aquatic Center (115 Embarcadero Ave)

Wednesday, February 17, 2016, 9:00am - 12:00pm
Location: Jack London Aquatic Center (115 Embarcadero Ave)

Wednesday, May 18, 2016, 9:00am - 12:00pm
Location: Jack London Aquatic Center (115 Embarcadero Ave)

Quarterly Progress Reports Due by 5PM
Q1: Friday, October 9, 2015
Q2: Friday, January 15, 2016
Q3: Friday, April 15, 2016
Q4: Friday July 15, 2016

Attendance for the quarters will be locked at 5pm on the dates above. Please enter your attendance on a regular basis.

Scopes of Work Lock Dates
In order to maintain data integrity, Scopes of Work will not be Unlocked for updates and/or modifications during the following Progress Reporting Periods:

October 1 to 9, 2015
January 1 to 15, 2016
April 1 to 15, 2016

Please Note: No modifications permitted in the 4th Quarter. All Scopes of Work are final.

Tuesday, July 21, 2015

RE: Modification Request

The grantee should do their best to implement the program as originally proposed in the grant agreement. However, there are times when the deliverables and/or the budget need to be adjusted to reflect the actualities of implementing a program. This is particularly true for grantees who are implementing an entirely new program. It is preferable to make deliverable or budget changes during negotiations prior to the beginning of a new grant agreement year.

A. Scope of Work Budget Modifications
Two budget modifications are permitted each contract year. The requests must be submitted before Wednesday, March 25, 2016. Budget modifications are only necessary if there is a 10% difference in a line item from what was approved. The Budget Modification process is as follows:
1) Grantees first submit a budget modification request via email to the OFCY Grant Manager.

2) The budget modification is denied or approved by the OFCY Grant Manager.

3) The OFCY Grant Manager informs the grantee via email whether the modification request is approved or denied.

4) If approved, the OFCY Grant Manager will unlock the CitySpan Budget and alert the grantee to make edits to reflect the approved change.

B. Scope of Work Activities (UOS) Modifications
Two modifications are permitted to adjust the Scope of Work for Activities and Units of Service (UOS) each contract year. The request must be submitted via email by 5pm Friday, March 25, 2016 for approval or denial.
C. Scope of Work Modification process is as follows:
1) For grantees in their first year of implementation of an entirely new program, it is possible to modify projections if the program design has changed during the first year to better meet the needs of participants.

2) For grantees beyond their first year of implementation, UOS modifications are made only when there are extenuating circumstances beyond the control of the grantee that will affect their ability to meet the originally agreed upon projected UOS.

3) The grantee must discuss the proposed change in UOS with their OFCY Grant Manager.

4) If approved, the CitySpan Scope of Work Activities page is then unlocked by the OFCY Grant Manager and the modifications are made by the grantee to reflect the approved change.

5) If modification is approved, changes must be inputted and completed within 48 hours of unlocking CitySpan.
Any approved modifications to UoS projection or budget will be final for Fiscal Year 2015-2016 (Thursday, March 31, 2016) with no exceptions.