What’s New in GABI? The Grant Application Budget Instrument process is now being supported by the web-based GABI in the Head Start Enterprise System. There are some key differences between the web-based GABI in HSES and the prior desktop-based GABI. Listed below are highlights of the changes. Topic What’s New Highlights Screenshot Main Page The Main Page is new and lists all applications for the selected Grant number. Audit consistency and error checking vary by program type, requiring a separate application for each program type. Each application listed in the Main Page includes program type, application type, application status, audit status, and budget amounts. The options under the “Functions” and “Actions” columns vary according to the user type and the status of the application. Applications are now submitted to the Grantee (by Delegates) and the Regional Office (by Grantees) electronically within GABI, which allows the application to be reviewed immediately.
Functions
List of all applications
Actions
The status changes when an application has been sent to the Grantee or Regional Office.
When ready the Delegate or Grantee approves the application, at which point it can be denied (to reedit) or sent to the Grantee or Regional Office respectively. The regional Grant Officers, Grant Specialists, and Grant Support staff can receive and return applications. Regional Program Managers and other regional office staff have read-only access. Grantees and Regional Office Grant staff must provide a comment for any application they “Return” to a Delegate or Grantee respectively.
Reason for Return must be entered when an application is returned.
4/02/09
1
What’s New in GABI?
Topic What’s New Highlights Grantees can check the status of their Main Page applications on the Main Page. continued
Screenshot
Once the Regional Office receives the application, the status changes to “Received by RO.”
If the Regional Office returns the application, the status changes to “Returned by RO.”
Key Features
Key Features lists the total funding amounts for program operations, training and technical assistance, and non-Federal share. There are two new error checks on this tab.
The Cost for Training and Technical Assistance must not be more than 20% of the Cost for Program Operations. Otherwise, the application cannot be saved.
The Non-Federal Share amount must be at least 20% of the total budget. If this criterion is not met, the grantee must enter a justification under “Comments”.
Enter Amounts consistent with Grantee’s Federal Funding Guidance Letter
4/02/09
2
What’s New in GABI?
Topic Program Schedules
What’s New Highlights
Screenshot
Program Schedules include enrollment information. Total enrollment information, which is displayed in the header, is automatically calculated from the amounts entered in individual program schedules, so grantees no longer need to enter enrollment information in two sections.
Sequence number and program type acronym
Program Schedule header with combined enrollment totals
Each Program Schedule tab is identified by its sequence number and program type acronym. Tool-tip messages, based on Head Start Performance Standards, have been added throughout the program schedule tab to provide information to Grantees.
Information tool-tip icon and message
4/02/09
3
What’s New in GABI?
Topic What’s New Highlights The Budget tab now has nine sections: Personnel, Budget Line Fringe Benefits, Travel, Equipment, Supplies, Items
Screenshot
Contractual, Construction, Other, and Indirect Costs. The “Total Direct Charges” tab has been removed. This information is now displayed as a running total line item in the header of the budget tab. “Key Features Costs” have been added to the header to allow for easy comparison between the user input Key Features and line item budget funding amounts. (To prevent failing the audit, ensure that displayed funding amounts match). TTA Cost amounts can now be entered in all of the Budget tab sections. The Functional Allocations can be completed for each line item without having to open up a new page.
Data must be saved using the Save button at the top of each budget section before moving to another section. If this is not done, a warning message is presented to ensure data is not lost. o Clicking OK - continues to exit without saving. o Clicking Cancel - returns to prior page to save entries.
Click OK to continue exiting without saving entries.
Click Cancel to return to prior page and save entries.
4/02/09
4
What’s New in GABI?
Topic What’s New Highlights The “Other…” budget line items and the Managers Budget Line line item now provide the ability to create a set of Items continued custom line items with user specified descriptions.
Screenshot
Note: The header totals for a line item may appear to add up incorrectly when there is a set of custom line item records. This is due to the fact that the totals account for the entire set of custom line item records, even though only one is displayed on the screen at any time.
Record selector for managing a set of custom records for “Other…” and Manager line items.
Supporting documentation for the application is Upload Documents now uploaded to folders on a documents tab. This feature provides immediate access to the application’s supporting documentation. This feature substantially reduces the number of hard copy documents that need to be mailed to the regional office. The SF424 document is generated from the application information and must be printed and signed. The signed hard copy must be mailed to the Regional Office. If desired, the signed SF424 hardcopy can be scanned and uploaded to the documents tab in addition to mailing it.
4/02/09
5
What’s New in GABI?
Topic SF424
What’s New Highlights
Screenshot
The SF424 has three sections and several of the fields are automatically populated and cannot be edited.
#2 Date Submitted is set when the application is sent to the Grantee or Regional Office.
#4 Date Received is set when the Grantee or Regional Office receives the application (reviewed and accepted).
Automatically populated from HSES Grantee data or prior sections of the application:
#5 Applicant & Contact Information
#6 EIN
#9 Name of Federal Agency
#10 Catalog of Federal Domestic Assistance
#18 Authorizing Official
#13 Budget Period is automatically populated from HSES Grantee data and dynamically updated depending on the Fiscal Year of the application.
#15 Estimated Funding Federal and Applicant amounts are automatically populated from the Budget Line Items. The “Federal” value is always read-only and the “Applicant” value can be edited.
4/02/09
6
What’s New in GABI?
Topic SF424A
What’s New Highlights
Screenshot
The SF424A has six sections and several of the fields are automatically populated from the budget line items and cannot be edited. Summary Section:
Program operations and TTA funding amounts in the New or Revised Budget “Federal” column
Federal Resources Section:
All program operations and TTA funding amounts, except #7 Program Income
Non-Federal Resources Section: (not shown)
Blank SF424 Document
NFS/Applicant funding amount
A blank copy of the SF424 document can be obtained using the link to the right.
Follow this link: SF 424 Form
4/02/09
7
What’s New in GABI?
Topic Roll-ups
What’s New Highlights The Main page provides the “Roll-up” function to combine individual Delegate and Grantee applications into one application.
Screenshot If you need to submit a Grantee and multiple Delegate applications that share a common purpose, you may find it easier to combine and submit them as one roll-up application.
Roll-up applications are system generated from the data on the individual applications in the rollup. They are created and deleted without impacting the original applications. Grantees can create multiple roll-up applications at the same time. All of the individual applications used to create the roll-up application become read-only. They will be listed on the Main Page with their roll-up application date. With the exception of the funding amounts, which are summed up from individual applications, all of the Contractual Roll-up SF424 information is readonly and is pulled from the individual grantee applications that have been included. The Contractual Roll-up SF424A displays aggregate totals for all user input funding amounts, including any user-added Grant Program Functions or Activities.
4/02/09
8
What’s New in GABI?
Topic Reports
What’s New Highlights
Screenshot
The Reports tab lists all available reports, which are now designed using the Cognos reporting tool resulting in some formatting changes. National Averages, Functional Allocation Averages, and Variance Reports: These reports compare current applications to previous years and will be available in the next fiscal year, when comparative data is available.
Audit Report:
The audit function now runs automatically each time data is saved. The audit report is used to see the results.
There is no longer an error if the enrollment entered on the program schedules does not match the funded enrollment.
The Program Schedule Enrollment error checks from GABI 5.0 have been integrated in the consolidated Enrollment and Program Schedule data entry forms.
The error for exceeding the 15% maximum allowable expenditure for administrative costs has been changed to a warning. A waiver is required and, if approved, must be included with uploaded documents.
Additional reports will become available over time.
Detail Report:
There is no longer a need to select what sections of the report to create. The complete report is created each time.
Personnel and fringe costs have been separated in the “Summary Section” of the report.
4/02/09
9
