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Glossary of Terms

Published: August 29, 2012
Audience:
All
Topics:
Applicant Resources, Grantee Resources, Project Management, Training and Technical Assistance
Types:
Guide, Informational Sheet

Glossary of Terms

Alteration and Renovation: Generally defined as work required to change the interior arrangements or installed equipment in an existing facility so that it may be more effectively used for its designated purpose or adapted for an alternative use to meet a programmatic requirement.

Amendments: (Formerly called Grant Actions.) Non-routine grant actions that require special approval and do not automatically occur for every grant, such as:

Budget Modifications (also includes change in Indirect Cost Rate)

Carry Over Budget (COB)

Change in Key Personnel

No Cost Extension (NCE)

Supplemental Award

Change in the Objective Work Plan, Non-Competing Continuations (NCC), and Supplements are not initiated under ‘Manage Amendments.’ You must contact your program specialist to initiate these. Continuing grantees are informed by ANA when the NCC application kits are posted on GrantSolutions.

ANA Project Framework: The ANA Project Framework is intended to outline the project in a way that narrows long-term community goals down to achievable and measurable project outcomes. The ANA Project Framework includes the long-term community goal, current community condition, project goal, objectives, outcomes, indicators, and outputs. Together these components relate a long-term goal for the community to a project goal, define target achievement for the project, and provide a structure to measure project achievement.

Authorized Organization Representative (AOR): The individual(s), named by the applicant/recipient organization, who is authorized to act for the applicant/recipient and to assume the obligations imposed by the federal laws, regulations, requirements, and conditions that apply to grant applications or awards.

Beneficiaries: Individuals within the community that benefit from the project.

Board Resolution: A current, signed and dated document reflecting a formal decision voted on by the applicant's official governing body in support of the project for the entire project period. The resolution must indicate who is authorized to sign documents and negotiate on behalf of the tribe or organization. The resolution should indicate that the community was involved in the project planning process and indicate the specific dollar amount of any eligible matching funds (if applicable). A board resolution is an acceptable form of governing body documentation of approval for the project.

Budget Period: The interval of time (usually 12 months) into which a project period is divided for budgetary and funding purposes. Funding of individual budget periods sometimes is referred to as 'incremental funding’.

Catalog of Federal Domestic Assistance (CFDA): The CFDA is a government-wide compendium of Federal programs, projects, services, and activities that provide assistance or benefits to the American public. It contains financial and nonfinancial assistance programs administered by departments and establishments of the Federal government. A listing of current programs in the CFDA is available at https://beta.sam.gov under Assistance Listings. Each program listed has a unique identifier code known as the CFDA number. HHS programs are found under the prefix 93.XXX.

Community to be served: Geographical/organizational community that benefits from the project.

Construction: Construction of a new building, or major alteration and renovation, including the installation of fixed equipment, but excluding the purchase of land and ancillary improvements (e.g., parking lots or roads). Please note construction costs are not allowable under this funding opportunity.

Contingency Plan: A set of specific actions to reduce anticipated negative impacts on a project in the event challenges arise, but these actions may not result in major project scope changes, unforeseen risks, or extraordinary events.

Core Administration: Salaries and other expenses for those functions that support the ongoing operations of an applicant organization as a whole or for purposes that are not related to the actual management or implementation of the ANA-funded project.

Current Community Condition: A specific and current community condition that is related to the purpose of the SEDS-AK Program. The current community condition should be specific enough to provide general baseline information for the project, so that the achievement of project goals and outcomes can be used to show an enhancement in the condition described.

Federal Share: The portion of total project costs that are paid by federal funds, 45 CFR §75.2. Financial assistance is provided by ANA in the amount of 80 percent of the approved costs of the project. The Commissioner of ANA may approve assistance in excess of such percentage if such action is in furtherance of the purposes of the Native American Programs Act of 1974 (NAPA), 42 U.S.C. §2991 et seq. See Section III.2. Cost Sharing or Matching for additional information on approvals of federal share in excess of 80 percent.

Governing Body: A body: (1) consisting of duly elected or designated representatives, (2) appointed by duly elected officials, or (3) selected in accordance with traditional tribal means. The body must have authority to enter into contracts, agreements, and grants on behalf of the organization or individuals who elected, designated, appointed, or selected them.

Indirect Cost Rate: A mechanism for determining what proportions of indirect costs each program/project should bear. An Indirect Cost Rate represents the ratio between the total indirect costs and benefiting direct costs, after excluding and/or reclassifying unallowable costs, and extraordinary or distorting expenditures. The Indirect Cost Rate is negotiated between the organization and the cognizant Federal agency. Indirect costs cannot be charged to the project without an Indirect Cost Rate agreement from the cognizant Federal agency.

Indirect Costs: Costs incurred for common or joint objectives, which therefore cannot be identified readily and specifically with a particular sponsored project, program, or activity but are nevertheless necessary to the operations of the organization. For example, the costs of operating and maintaining facilities, depreciation, or administrative salaries. Indirect Costs are shared costs between projects, and they are distributed by an Indirect Cost Rate, which is identified by the Indirect Cost Rate agreement between the cognizant Federal agency and the organization or tribe. Indirect Costs are restricted funds that cannot be spent on direct costs.

In-kind Contributions: The value of non-cash contributions that directly benefit a grant-supported project or program and are provided by non-federal third parties without charge to the recipient, the sub-recipient, or a cost-type contractor under a grant or sub award. In-kind contributions may be in the form of real property, equipment, supplies or other expendable property, or goods and services directly benefiting and specifically identifiable to the project or program. See 45CFR §75.306, Cost Sharing or matching.

Loan Capital: Monies derived from grant funds that are used to make loans to individuals or business entities or to establish revolving or other loan accounts or funds.

Long-Term Community Goal: A desired result or potential outcome that the community envisions, plans for, and commits to achieve over an extended period of time in order to create an ideal condition for community members.

Long-Range Development Plan: A document that acts like a map or a guide, clearly establishing where the organization aims to go and when they will get there. It allows for accurate prioritization of works, and monitoring of progress towards an end-goal. ANA applications must demonstrate that projects that require funding for feasibility studies, business plans, marketing plans, or written materials such as manuals are an essential part of the Long-Range Development Plan.

Milestone activities: Milestones, benchmarks, and/or events throughout project implementation to achieve project goals and objectives.

Minor Alterations and Renovations: Costs may not exceed the lesser of $150,000 or 25 percent of the total approved budget for a budget period. This may include changes to physical characteristics that would not involve expansion, new construction, development or repair of parking lots, or activities that would change the footprint of the facility.

Non-Competing Continuation Award: An award made for additional funding/budget period within a previously approved project period through a non-competing process.

Notice of Grant Award (NGA): (Formerly called Financial Assistance Award, or FAA.) Notifies the applicant or grantee that an application for funding, increase in budget, or amendment has been approved. Please keep in mind that Section 16 (Approved Budget) will now show the total amount of Federal and Non-Federal Share together for each budget category. Section 17 (Award Computation) will still show the total amount of Federal and Non-Federal Share, as well as the respective percentages of the total budget

Objectives: ANA permits a maximum of three project objectives. Objectives must relate to a primary outcome that addresses the current community condition. To fully quantify the deliverable, each objective should include the following four components (in no particular order):

Timeline: a time by which the objective will be achieved

Target: a measurement for the intended amount of change.

Indicator: a measurable sign that something has been done or been achieved

Population: a specific group on which the program is intending to focus

Objective Work Plan (OWP): The plan for achieving the project objectives and producing the outputs and expected outcomes for each objective. The OWP is the blueprint for the project and includes the project goal, objectives, and milestone activities.

Outcome(s): The expected change that will result from the achievement of the objectives. ANA requires at least one outcome per objective. Outcomes can be the same or different for each of the project objectives.

Outcome Tracking Strategy: Consists of narrative and an outcome tracker. The narrative must describe the means for measuring each project objective/indicator, when and how the project will collect and manage data, and if the applicant organization will use, develop, and/or improve a data management system to collect and assess project data. The outcome tracker must state the project goal, project objective, outcome and indicator for the objective, and the means for measuring the indicator. The Outcome Tracker must also identify benchmarks for the indicator at the following points in time: baseline (beginning of project), end of each project year, and 3-year post project.

Output: Outputs are tangible products or services that result from actions taken to achieve project objectives.

Principal Investigator/Program Director (PI/PD): The individual(s) designated by the recipient to direct the project or program being supported by the grant. The PI/PD is responsible and accountable to officials of the recipient organization for the proper conduct of the project, program, or activity (Source: 45 CFR 75.2).

Program Income: Gross income earned by the non-federal entity that is directly generated by a supported activity or earned as a result of the federal award during the period of performance except as provided in §75.307(f). Program income includes, but is not limited to, income from fees for services performed, the use or rental of real or personal property acquired under federal awards, the sale of commodities or items fabricated under a federal award, license fees and royalties on patents and copyrights, and principal and interest on loans made with federal award funds. Interest earned on advances of federal funds is not program income. Except as otherwise provided in federal statutes, regulations, or the terms and conditions of the federal award, program income does not include rebates, credits, discounts, and interest earned on any of them. 45 CFR §75.2.

Project Goal: The project goal is a statement describing what role the project will play in addressing the current community condition. It can describe a reduction or resolution of a negative condition, or it can describe an expanded capacity to successfully address the condition.

Project Participants: Those individuals directly taking part in project activities (i.e. unemployed single parents that are taking financial literacy classes, youth interns, fluent elders selected to be the master in the master-apprentice, teacher candidates, newly elected council members to be trained, etc.)

Project Period: The time during which the non-federal entity may incur new obligations to carry out the work authorized under the federal award. The federal awarding agency or pass-through entity must include start dates and end dates of performance in the federal award. (See §§ 75.210(a)(5) and 75.352(a)(1)(v).)

Real Property: Land, including land improvements, structures and appurtenances thereto, but excludes moveable machinery and equipment. 45 CFR §75.2.

Target Population: A group that shares similar characteristics within the community that will be identified for recruitment as project participants (i.e. unemployed single parents, youth leaders ages 14-18, fluent elders, newly elected council members, etc.)

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