Hyatt Regency Crystal City Hotel Map

2011 Rehabilitation Services Administration
National Financial Management Conference

“Financial Management: A Sound Investment in

Successful VR Outcomes”

August 23 – 26, 2011

Hyatt Regency Crystal City

Arlington, Virginia

Fragrance Free Policy: A growing number of people are hypersensitive to everyday chemicals/products. Conference attendees are requested not to use strongly scented personal products during their attendance in order to facilitate access to our programs by the widest number of people. Thank you for your cooperation. 2011 Planning Committee

1

1

Agenda At-A-Glance

Tuesday, August 23, 2011

11:00 – 1:00 PMRegistration - Regency Foyer

1:00 – 1:30 PMOpening Remarks - Regency EF

Lynnae M. Ruttledge, Commissioner

U.S. Department of Education Rehabilitation Services Administration

1:45 – 3:15 PMBreakout 1

Track 1 - Financial
Resources Management / Track 2 - Match and MOE Management / Track 3 - Fiscal Controls & Contract Management / Track 4- Allowable and Allocable Costs
Sessions / Management of Funding Streams (Cash Management & Drawdown) / Maintenance of Effort (MOE) / Internal and External Fiscal Control / Personnel Cost Allocation (PAR)
Presenters / Adrienne Grierson, RSA SMPID/Fiscal Unit
Max Rudman, OCFO, ED
James Dawson, Texas Dept. of Assistive and Rehab. Services / Craig McManus, RSA SMPID/Fiscal Unit
Carol Dobak, RSA SMPID/VR Unit
Melaine Mason, Nevada Dept. of Employment Training & Rehab (DETR)
Renee Olson, Nevada DETR / David Steele, RSA SMPID/Fiscal Unit
Philip A. Maestri, RMS, ED
Bruce Snethen, Iowa Dept. for the Blind / Tanielle Chandler, RSA SMPID/Fiscal Unit
Sarah Clardy, Missouri General
Room / Washington A / Washington B / Potomac 1/2 / Potomac 5/6
3:15 – 3:30 PMBreak
3:30 – 5:00 PM Breakout 2
Track 1 - Financial
Resources Management / Track 2 - Match and MOE Management / Track 3 - Fiscal Controls & Contract Management / Track 4- Allowable and Allocable Costs
Sessions / Management of Funding Streams (Cash Management & Drawdown)
(Repeat) / Maintenance of Effort (MOE)
(Repeat) / Internal and External Fiscal Control
(Repeat) / Personnel Cost Allocation (PAR)
(Repeat)
Presenters / Adrienne Grierson, RSA SMPID/Fiscal Unit
Max Rudman, OCFO, ED
James Dawson, Texas Dept. of Assistive and Rehab. Services / Craig McManus, RSA SMPID/Fiscal Unit
Carol Dobak, RSA SMPID/VR Unit
Melaine Mason, Nevada Dept. of Employment Training & Rehab (DETR)
Renee Olson, Nevada DETR / David Steele, RSA SMPID/Fiscal Unit
Philip A. Maestri, RMS, ED
Bruce Snethen, Iowa Dept. for the Blind / Tanielle Chandler, RSA SMPID/Fiscal Unit
Sarah Clardy, Missouri General
Room / Washington A / Washington B / Potomac 1/2 / Potomac 5/6

Wednesday, August 24, 2011

09:00 AMContinental Breakfast/Registration – Regency Foyer

09:00 – 10:00 AM Poster Session Highlighting Promising Practices – Regency Foyer

10:00 – 10:30 AM Break

10:30 – 12:00 PMBreakout 3

Track 1 - Financial
Resources Management / Track 2 - Match and MOE Management / Track 3 - Fiscal Controls & Contract Management / Track 4- Allowable and Allocable Costs
Sessions / Integration of Program & Fiscal Info/Data Planning / Maintenance of Effort (MOE)
(Repeat) / Internal and External Fiscal Control
(Repeat) / Indirect Cost (IDCR) & Cost Allocation Plan (CAP)
Presenters / Adrienne Grierson, RSA SMPID/Fiscal Unit
Brian Miller, RSA SMPID/Fiscal Unit
Terry Brigance, Region 6 TACE
John Halliday, Region 1 TACE / Craig McManus, RSA SMPID/Fiscal Unit
Carol Dobak, RSA SMPID/VR Unit
Melaine Mason, Nevada Dept. of Employment Training & Rehab (DETR)
Renee Olson, Nevada DETR / David Steele, RSA SMPID/Fiscal Unit
Philip A. Maestri, RMS, ED
Bruce Snethen, Iowa Dept. for the Blind / David Steele, RSA SMPID/Fiscal Unit
Mary Gougisha, OCFO, ED
Room / Washington A / Washington B / Potomac 1/2 / Regency E
Noon – 1:30 PM Boxed Lunch (Provided) – Regency Foyer
1:30 – 3:00 PM Breakout 4
Track 1 - Financial
Resources Management / Track 2 - Match and MOE Management / Track 3 - Fiscal Controls & Contract Management / Track 4- Allowable and Allocable Costs
Sessions / Integration of Program & Fiscal Info/Data Planning
(Repeat) / Third-Party Cooperative Arrangements / Establishment Projects / Indirect Cost (IDCR) & Cost Allocation Plan (CAP)
(Repeat)
Presenters / Adrienne Grierson, RSA SMPID/Fiscal Unit
Brian Miller, RSA SMPID/Fiscal Unit
Terry Brigance, Region 6 TACE
John Halliday, Region 1 TACE / Craig McManus, RSA SMPID/Fiscal Unit
Tonya Stellar, RSA SMPID/VR Unit / Tanielle Chandler, RSA SMPID/Fiscal Unit
Jim Doyle, RSA SMPID/VR Unit
Chip Kenney, Region 4 TACE / David Steele, RSA SMPID/Fiscal Unit
Mary Gougisha, OCFO, ED
Room / Washington A / Washington B / Potomac 1/2 / Regency E

3:00 – 3:30 PM Break

3:30 – 5:00 PMBreakout 5

Track 1 - Financial
Resources Management / Track 2 - Match and MOE Management / Track 3 - Fiscal Controls & Contract Management / Track 4- Allowable and Allocable Costs
Sessions / Sources of Match / Third-Party Cooperative Arrangements
(Repeat) / Establishment Projects
(Repeat) / Indirect Cost (IDCR) & Cost Allocation Plan (CAP)
(Repeat)
Presenter / Adrienne Grierson, RSA SMPID/Fiscal Unit
Marc Prostman, Ohio RSA / Craig McManus, RSA SMPID/Fiscal Unit
Tonya Stellar, RSA SMPID/VR Unit / Tanielle Chandler, RSA SMPID/Fiscal Unit
Jim Doyle, RSA SMPID/VR Unit
Chip Kenney, Region 4 TACE / David Steele, RSA SMPID/Fiscal Unit
Mary Gougisha, OCFO, ED
Room / Washington A / Washington B / Potomac 1/2 / Regency E

Thursday, August 25, 2011

09:00 AMContinental Breakfast/Registration – Regency Foyer

09:00 – 10:00 AMPoster Session Highlighting Promising Practices – Regency Foyer

10:00 – 10:30 AM Break

10:30 – 12:00 PMBreakout 6

Track 1 - Financial
Resources Management / Track 2 - Match and MOE Management / Track 3 - Fiscal Controls & Contract Management / Track 4- Allowable and Allocable Costs
Sessions / Sources of Match
(Repeat) / Third-Party Cooperative Arrangements
(Repeat) / Establishment Projects
(Repeat) / Allowable & Allocable Costs
Presenters / Adrienne Grierson, RSA SMPID/Fiscal Unit
Marc Prostman, Ohio RSA / Craig McManus, RSA SMPID/Fiscal Unit
Tonya Stellar, RSA SMPID/VR Unit / Tanielle Chandler, RSA SMPID/Fiscal Unit
Jim Doyle, RSA SMPID/VR Unit
Chip Kenney, Region 4 TACE / David Steele, RSA SMPID/Fiscal Unit
Madelyn Johnson, OIG, ED (Dallas Regional)
Room / Washington A / Washington B / Potomac 1/2 / Potomac 5/6

Noon – 1:30 PMLuncheon (Provided) – Overcoming Obstacles – Regency EF

John Robinson, President and CEO, Our Ability

1:30 – 3:00 PMBreakout 7

Track 1 - Financial
Resources Management / Track 2 - Match and MOE Management / Track 3 - Fiscal Controls & Contract Management / Track 4- Allowable and Allocable Costs
Sessions / Sources of Match
(Repeat) / Maintenance of Effort (MOE)
(Repeat) / Contract Developmentand Administration / Inspector General
Presenters: / Adrienne Grierson, RSA SMPID/Fiscal Unit
Marc Prostman, Ohio RSA / Craig McManus, RSA SMPID/Fiscal Unit
Carol Dobak, RSA SMPID/VR Unit
Melaine Mason, Nevada Dept. of Employment Training & Rehab (DETR)
Renee Olson, Nevada DETR / Tanielle Chandler, RSA SMPID/Fiscal Unit
Larry Vrooman, RSA SMPID/VR Unit / David Steele, RSA SMPID/Fiscal Unit
Madelyn Johnson, OIG, ED (Dallas Regional)
Room / Washington A / Washington B / Potomac 1/2 / Potomac 5/6

3:00 – 3:15 PM Break

3:15 – 4:30 PMBreakout 8

Track 1 - Financial
Resources Management / Track 2 - Match and MOE Management / Track 3 - Fiscal Controls & Contract Management / Track 4- Allowable and Allocable Costs
Sessions / Sources of Match
(Repeat) / Third-Party Cooperative Arrangements
(Repeat) / Contract Developmentand Administration
(Repeat) / Indirect Cost & Cost Allocation Plan
(Repeat)
Presenters / Adrienne Grierson, RSA SMPID/Fiscal Unit
Marc Prostman, Ohio RSA / Craig McManus, RSA SMPID/Fiscal Unit
Tonya Stellar, RSA SMPID/VR Unit / Tanielle Chandler, RSA SMPID/Fiscal Unit
Larry Vrooman, RSA SMPID/VR Unit / David Steele, RSA SMPID/Fiscal Unit
Mary Gougisha, OCFO, ED
Room / Washington A / Washington B / Potomac 1/2 / Potomac 5/6

4:30 – 5:00 PM Closing Remarks

Lynnae M. Ruttledge, Commissioner

U.S. Department of Education Rehabilitation Services Administration

Friday, August 26, 2011

Regional Meetings – Next Steps

8:00 – 8:30 AMContinental Breakfast – Regency Foyer
8:30 – 9:30 AM Opening Remarks – Regency EF
9:30 – 10:00 AMBreak
10:00 – 12:00 PMBreakout into Regional Meetings
12:00 PMBoxed Lunch (Provided) – Regency Foyer

2011 Rehabilitation Services Administration
National Financial Management Conference

“Financial Management: A Sound Investment in

Successful VR Outcomes”

August 23 – 26, 2011

Hyatt Regency Crystal City

Arlington, Virginia

BREAKOUT TRACK KEY:

T1 – FINANCIAL RESOURCES MANAGEMENT

T2 – MATCH AND MOE MANAGEMENT

T3 – FISCAL CONTROLS & CONTRACT MANAGEMENT

T4 – ALLOWABLE AND ALLOCABLE COSTS

Tuesday, August 23rd, 2011

11:00 – 1:00 PMREGISTRATION

Regency Foyer

1:00 – 1:30 PMOPENING REMARKS
Regency EF

Sue Rankin-White, Director
U.S. Department of Education Rehabilitation Services Administration
State Monitoring and Program Division

LynnaeM. Ruttledge, Commissioner
U.S. Department of Education Rehabilitation Services Administration

The Commissioner will discuss the importance of ensuring the integrity of the VR program, including fiscal integrity – that VR funds are expended for VR purposes. The heart of the VR program, both fiscal and programmatic, is to ensure that: (1) VR funds are spent on allowable activities; (2) Only eligible individuals are served; (3) Non-federal funds for match purposes come from allowable sources; and (4) The DSU retains its responsibilities for the non-delegable functions. This message is consistent with the current monitoring protocol.

1:30 – 3:00 PMBREAKOUT 1

T1: Management of Funding Streams (Cash Management & Drawdown)

Washington A

Adrienne Grierson, Financial Management Analyst, RSA SMPID/FiscalUnit

Max Rudmann, Management Analyst,Office of the Chief Financial Officer, U.S. Department of Education

James Dawson, Director of Accounting, Texas Department of Assistive and Rehabilitative Services

This session will discuss coordination of funds; drawdown vs. expenses; proper fund application; and budget vs. cash needs.

T2: Maintenance of Effort (MOE)
Washington B

Craig McManus, Financial Management Analyst, RSA SMPID/FiscalUnit

Carol Dobak, Chief SMPID VR Unit

Melaine Mason, Deputy Administrator of Operations, Department of Employment, Training, & Rehabilitation, Nevada Combined

Renee Olson, Chief Financial Officer, Nevada Department of Employment Training and Rehabilitation (DETR)

This session will discuss MOE planning; coordinating MOE and match; MOE waiver process; making MOE and failing match; and making match and failing MOE.

T3: Internal and External Fiscal Control

Potomac 1/2

David Steele, Chief, RSA SMPID/FiscalUnit

PhilipA. Maestri, Director,Risk Management Services, U.S. Department of Education

Bruce Snethen, Deputy Director, Iowa Department for the Blind

This session will discuss payment processing; fiscal checks and balances; and “external” monitoring and fiscal oversight.

T4: Personnel Cost Allocation (PAR)

Potomac 5/6

Tanielle Chandler, Financial Management Analyst, RSA SMPID/Fiscal Unit

Sarah Clardy, Director, Management Services, Missouri General
This session will discuss developing PAR practices; tracking personnel cost per benefiting grant; applying PARs to non-personnel cost; and certification of personnel working on one grant.

3:00 – 3:30 PMBREAK

3:30 – 5:00 PMBREAKOUT 2

T1: Management of Funding Streams (Cash Management & Drawdown) -

Repeat

Washington A

Adrienne Grierson, Financial Management Analyst, RSA SMPID/Fiscal Unit

Max Rudmann, Management Analyst, Office of the Chief Financial Officer, U.S. Department of Education

James Dawson, Director of Accounting, Texas Department of Assistive and Rehabilitative Services

This session will discuss coordination of funds; drawdown vs. expenses; proper fund application; and budget vs. cash needs.

T2: Maintenance of Effort (MOE) - Repeat

Washington B

Craig McManus, Financial Management Analyst, RSA SMPID/Fiscal Unit

Carol Dobak, Chief SMPID VR Unit

Melaine Mason, Deputy Administrator of Operations, Department of Employment, Training, & Rehabilitation, Nevada Combined

Renee Olson, Chief Financial Officer, Nevada Department of Employment Training and Rehabilitation (DETR)

This session will discuss MOE planning; coordinating MOE and match; MOE waiver process; making MOE and failing match; and making match and failing MOE.

T3: Internal and External Fiscal Control - Repeat

Potomac 1/2

David Steele, Chief, RSA SMPID/Fiscal Unit

Philip A. Maestri, Director, Risk Management Services, U.S. Department of Education

Bruce Snethen, Deputy Director, IowaDepartment for the Blind

This session will discuss payment processing; fiscal checks and balances; and “external” monitoring and fiscal oversight.

T4: Personnel Cost Allocation (PAR) - Repeat

Potomac 5/6

Tanielle Chandler, Financial Management Analyst, RSA SMPID/Fiscal Unit

Sarah Clardy, Director, Management Services, Missouri General

This session will discuss developing PAR practices; tracking personnel cost per benefiting grant; applying PARs to non-personnel cost; and certification of personnel working on one grant.

Wednesday, August 24th, 2011

09:00 AMCONTINENTAL BREAKFAST/REGISTRATION

Regency Foyer

09:00 – 10:00 AM POSTER SESSION HIGHLIGHTING PROMISING PRACTICES

Regency Foyer

  1. Cost Allocation Discussion Regarding Federal Claims

Ed Szajdecki, Administrative Analyst II, New Jersey Commission for the Blind and Visually Impaired

  1. Managing Agency Fiscal Matters During a Crisis

Michelle James, Chief Financial Officer, West VirginiaDivision of Rehabilitation Services

  1. Regional Fiscal Community of Practice

Robert Froehlich, Assistant Director, Region 3 TACE Center

  1. Caseload Projection Tool Demo-Managing Staff and Fiscal Resources

Lenn Schneider & Cathy Swenson, Budget and Policy Analysts, Wisconsin Division Vocational Rehabilitation

  1. Decentralized Budget Process

Tommy Higgins, Area Manager, Texas Department of Assistive and Rehabilitative Services

  1. Return on Investment

Jeff Haight, Resource Manager, Iowa Vocational Rehabilitation Services

  1. USOR Economic Impact Study (ROI)

Don Uchida, Executive Director, Utah State Office of Rehabilitation

  1. How to Develop an Overall Financial Plan for the VR Agency

Melaine Mason, Deputy Director, Nevada Department of Employment, Training and Rehabilitation

  1. Linking Financial Planning to Program Planning and Design

Chaz Compton, Director, Region 9 TACE Center

  1. Use of Business Enterprise Program Expenditures for VR Match

Jim Lochner, Assistant Director, Business Services, Washington Department of Services for the Blind

10:00 – 10:30 AM BREAK

10:30 – 12:00 PMBREAKOUT 3

T1: Integration of Program & Fiscal Info/Data Planning

Washington A

Adrienne Grierson, Financial Management Analyst, RSA SMPID/Fiscal Unit

Brian Miller, Vocational Rehabilitation Program Specialist, RSA SMPID/VR

Unit

Terry Brigance,Organization Development Specialist, Region 6 TACE

John Halliday,Senior Program & Policy Specialist, Region 1 TACE

This session will discuss program and fiscal data review; program design guides financial resources; coordinated fiscal and program planning; and parallel planning & cost effectiveness.

T2: Maintenance of Effort (MOE) - Repeat

Washington B

Craig McManus, Financial Management Analyst, RSA SMPID/Fiscal Unit

Carol Dobak, Chief SMPID VR Unit

Melaine Mason, Deputy Administrator of Operations, Department of Employment, Training, & Rehabilitation, Nevada Combined

Renee Olson, Chief Financial Officer, Nevada Department of Employment Training and Rehabilitation (DETR)

This session will discuss MOE planning; coordinating MOE and match; MOE waiver process; making MOE and failing match; and making match and failing MOE.

T3: Internal and External Fiscal Control - Repeat

Potomac 1/2

Tanielle Chandler, Financial Management Analyst, RSA SMPID/Fiscal Unit

Philip A. Maestri, Director, Risk Management Services, U.S. Department of Education

Bruce Snethen, Deputy Director, Iowa Department for the Blind

This session will discuss payment processing; fiscal checks and balances; and “external” monitoring and fiscal oversight.

T4: Indirect Cost (IDCR) & Cost Allocation Plan (CAP)

Regency E

David Steele,Chief, RSA SMPID/Fiscal Unit

Mary Gougisha, Indirect Cost Group, Office of the Chief Financial Officer, U.S. Department of Education

This session will raise the question IDCR or CAP? It will also discuss differences between an IDCR and CAP; developing an IDCR; developing a CAP; and updating a CAP.

Noon – 1:30 PM BOXED LUNCH (PROVIDED)

1:30 – 3:00 PM BREAKOUT4

T1: Integration of Program & Fiscal Info/Data Planning - Repeat

Washington A

Adrienne Grierson, Financial Management Analyst, RSA SMPID/Fiscal Unit

Brian Miller, Vocational Rehabilitation Program Specialist, RSA SMPID/VR

Unit

Terry Brigance, Organization Development Specialist, Region 6 TACE

John Halliday, Senior Program & Policy Specialist, Region 1 TACE

This session will discuss program and fiscal data review; program design guides financial resources; coordinated fiscal and program planning; and parallel planning & cost effectiveness.

T2: Third-Party Cooperative Arrangements

Washington B

Craig McManus, Financial Management Analyst, RSA SMPID/Fiscal Unit

Tonya Stellar, Vocational Rehabilitation Program Specialist, RSA SMPID/VR Unit

This session will discuss the purpose of 3rd Party Cooperative Arrangements; responsibilities of the DSU; responsibilities of a 3rd Party Public Entity; planning and tracking funding streams; and alternative approaches to 3rd Party Cooperative Arrangements.

T3: Establishment Projects

Potomac 1/2

Tanielle Chandler, Financial Management Analyst, RSA SMPID/Fiscal Unit

Jim Doyle, Vocational Rehabilitation Program Specialist, RSA SMPID/VR

Unit

Chip Kenney, Project Director, Region 4 TACE

This session will discuss pre-planning; statewide needs assessment; planning and tracking funding streams; allowable expenses; and parallel development of fee-for-service.

T4: Indirect Cost (IDCR) & Cost Allocation Plan (CAP) - Repeat

Regency E

David Steele, Chief, RSA SMPID/Fiscal Unit

Mary Gougisha, Indirect Cost Group, Office of the Chief Financial Officer, U.S. Department of Education

This session will raise the question IDCR or CAP? It will also discuss differences between an IDCR and CAP; developing an IDCR; developing a CAP; and updating a CAP.

3:00 – 3:30 PMBREAK

3:30 – 5:00 PMBREAKOUT 5

T1: Sources of Match

Washington A

Adrienne Grierson, Financial Management Analyst, RSA SMPID/Fiscal Unit

Marc Prostman, Chief Financial Officer, Ohio Rehabilitation Services

Administration

This session will discuss allowable sources; tracking/recording match; audit trails for match; and potential pitfalls in developing match sources.

T2:Third-Party Cooperative Arrangements - Repeat

Washington B

Craig McManus, Financial Management Analyst, RSA SMPID/Fiscal Unit

Tonya Stellar, Vocational Rehabilitation Program Specialist, RSA SMPID/VR Unit

This session will discuss the purpose of 3rd Party Cooperative Arrangements; responsibilities of the DSU; responsibilities of a 3rd Party Public Entity; planning and tracking funding streams; and alternative approaches to 3rd Party Cooperative Arrangements.