Requirements for Public Computer Centers (PCCs)
from a September 8, 2010 Webinar; also available in PowerPoint [ 1.3 meg] and .PDF [966k]
Requirements for Public Computer Centers (PCCs) in the Broadband Technology Opportunities Program (BTOP) under the American Recovery and Reinvestment Act
- Deborah Cunningham, Coordinator Educational Management Services, NYSED
- Mary Linda Todd, Division of Library Development, NYSED
- ARRA signed into law February 17, 2009
- $787 billion in new federal spending and tax cuts
- $393 billion for state and local fiscal relief, infrastructure and energy, health and human services, education and public safety
- More than $26 billion to NYS and its political subdivisions
- $4.7 billion for Broadband Technology (BTOP)
- $9.5 million for NYComputerCenters:Broadbandexpress@your library
Purpose and Requirements
- The intent of these funds is in part to create jobs and avert layoffs while promoting education reforms.
- Reporting will focus on the number of jobs created and retained, expansion of service hours, training offered, outreach activities, and number of people served.
- ARRA funds are federal grants and subject to all federal and state reporting requirements.
- Prime recipient: NYSED is serving as the prime recipient for the BTOP funds.
- Sub-recipients: Entities that provide goods and services regardless of grant funding that have assumed the role of completing grant activities
- Vendors – Goods or Service Providers: Organizations or businesses with which sub-recipients contract for goods or services, but that are not required to provide services absent the grant funding.
NYSED and Sub-recipients Reporting
- Sub-recipients, e.g., school districts, report on vendor contracts. (Sub-recipient vendors do not report directly to NYSED.)
- NYSED reviews, approves and aggregates the data from sub-recipients and reports it to the federal government on their behalf.
Accountability and Reporting
- Unprecedented level of accountability and transparency in the use of funds
- Quarterly reports
- All reports become public information
- Data entered on the NYSED Reporting System will include but not be limited to:
- Jobs saved
- Jobs created
- Vendor payments
ARRA AccountingSeparate accounting of all ARRA funds within existing revenue and expenditure codes in accordance with SED Grants Finance and Grants Management procedures
ARRA Reporting System
- Reporting will answer key questions:
- Who is receiving Recovery Act funds and in what amounts?
- What projects or activities are being funded with Recovery Act dollars?
- What is the completion status of such projects or activities and what impact have they had on job creation and retention?
- Reporting is required for each grant a sub-recipient receives. Recipients select the appropriate fund from a drop-down list.
Libraries Report Limited Amount of Data Quarterly through NYSED Online System
- Online ARRA System collects:
- Brief Program Narrative
- Jobs created and retained
- Vendor information limited to:
- Payment amount
- DUNS number OR name and zip+4 of vendor
The Department Uses Expenditure Information From Existing Financial Systems
Expenditure information will be provided directly to the agency payment office (Office of Grants Finance) by the program office – the Division of Library Development. Participants do not need to report expenditure information through the ARRA Reporting System.
Proposed Q3 Reporting Timeline
- Online System opens on the Portal: 9/10/10
- Deadline for data from sub-recipients: 9/30/10
- NYSED submits report to federal government: 10/14/10
- NYSED makes corrections: 10/15/10-10/21/10
- Federal review and SED corrections: 10/22/10-10/29/10
- Reports published on www.recovery.gov: 10/31/10
- Next quarterly report cycle begins: 12/1/10
The NYSED Application Business Portal: http://portal.nysed.gov
Accessing the Online Portal through NYSED
- The CEO - Prime Contact - (as listed in SEDREF) must certify and submit each quarterly report, by using the user identification and password to access the ARRA Reporting System on the SED business portal http://portal.nysed.gov/
- Note:The CEO may delegate access to the application through SEDREF for others (including auditors) to use the portal or view the data
- Technical assistance options are available on-line for any difficulties with the SEDREF system or questions on how to delegate access to other administrators
- Data Universal Numbering System (DUNS) number
- Date for Central Contractor Registration (CCR)
- -Additional information about DUNS and CCR can be found at: http://www.oms.nysed.gov/cafe/guidance/dunsccrfaqs.html
- Review guidance at http://usny.nysed.gov/arra/
- Chief Executive Officer must certify and submit data
Program Narrative and Job Summary
- Describe the project
- Confirm the number of jobs retained (saved) and directly funded with ARRA funds, shown as FTEs
- Enter jobs saved and directly funded during the quarter
- Enter jobs created and directly funded during the quarter
- Guidance on job estimates is at http://usny.nysed.gov/arra
Job Calculation Methodology
- Step 1: Calculate hours in a full-time schedule for the 13 weeks of the quarter
- Step 2: Calculate hours actually worked during quarter
- Step 3: Calculate the Full-Time Equivalent (FTE) funded directly by ARRA by dividing Step 2 result by Step 1 result
- Step 4: Calculate Full-Time Equivalent (FTE) for less than full-time, as appropriate
- See General ARRA Info tab on the ARRA website: http://usny.nysed.gov/arra/ for additional guidance
Sub-recipient Vendor Data
- Sub-recipients, must provide data on funds awarded to vendors
- Sub-recipients must report:
- DUNS number OR vendor/organization name and zip+4, sub-award number and payment amount
- FTE’s for jobs retained or created either by the sub-recipient or the vendor
Chief Executive Certify and Submit
- Sub-recipients must have a thorough understanding of the processes and requirements summarized in the Department's Fiscal Guidelines for Federal and State Grants and A Guide to Grants Administration and Implementation Resources.
- There is no automatic 20 percent first payment
- Grant recipients draw down funds using FS-25 forms up to 90 percent of the grant amount for actual expenditures to date
- Final expenditure information is submitted on an FS-10F long form
- For information: Web — http://www.oms.nysed.gov/cafe/
ARRA Monitoring Plan for New York State
- Desk audits of applications and quarterly reports
- On-site monitoring of Education Stabilization Funds, Cafeteria grants and programs funded with Other Government Services Funds
- On-site audits of ARRA ESF, ARRA Title I and ARRA IDEA
ARRA BTOP Monitoring
- All ARRA grant recipients should keep records concerning their use and reporting of ARRA funds to be available for monitoring or audit.
- NYSED’s Division of Library Development will inform BTOP providers of its intent to monitor and appropriate instructions for preparing for monitoring visits.
E-Mail your reporting questions to