Programmatic Update

Bureau of Justice Assistance Programmatic Update NCJA FORUM - AUGUST 2016

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Agenda Programmatic Monitoring Trends Performance Measurement Tool (PMT) JAG Allocations Report New training questions for FY16 Controlled Equipment Update

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Programmatic Monitoring BJA monitors ~10% of our open and active grants (this year: ~480 grants) Use the same risk-based process on the “back end” by reviewing the Grant Assessment Tool (GAT) scores and selecting sites to monitor Staff members may be on-site or remote (“Enhanced Programmatic Desk Review”)

BJA will attempt to resolve issues prior to the end of the visit

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Trends in Programmatic Monitoring Subrecipient monitoring issues: lack of written policies; no established subgrantee monitoring plan; lack of actual monitoring visits. Communication issues between fiscal agents and the disparate jurisdictions: this has resulted in incomplete performance data and issues related to reimbursement. Procurement issues: confusion about sole source requirements.

Overdue reports (PMT/Progress reports).

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Trends in Programmatic Monitoring Failure to track and accurately report program income. Incomplete waiver documentation for task forces that are using VPT or “less than $10K” funds. Contact information (Authorized rep, POCs) not updated in a timely manner. Lack of clarification on match requirements.

Tracking of grant funds to ensure that funds are not co-mingled.

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Resources - Programmatic Monitoring Assigned BJA State Policy Advisor Financial Management Guide Helpdesks: GMS, OCFO, PMT OCFO Financial Management Training (in DC or on-line)

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PMT Updates Thank you for your assistance on the measure updates – hosted 23 webinars for over 1,000 grantees PMT Helpdesk responded to over 4,000 calls and emails about JAG 97% of grantees completed their first report on time Grantee Funding Reports are now being fielded and we’re starting to see new data

Approx 35% of FY16 funding is allocated in PMT – so far 65% is allocated to law enforcement purposes

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JAG Allocation Report  Provides information on PMT allocations in total and by program area for FY2012 through 2015 grantees Approx. 35% of FY16 funding is allocated in PMT – so far 65% is allocated to law enforcement purposes. This is consistent with the FY15 funding, which also had ~65% to law enforcement. Funding by “use area” – Personnel at 44% followed by Equipment at 32%

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JAG Allocation Report  Top 10 Equipment, Supplies and Technology (EST) purchases in FY15: Less-lethal weapons Body worn cameras Portable radio equipment Non-MDT computers Duty belts and equipment Soft body armor Clothing/uniforms Wireless Access Equipment MDTs Medical (First aid, AEDs)

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New Training Questions in FY16 In Approps law for FY16, grantees will be asked to report on types of training taken by law enforcement, the method of training delivery and frequency: Use of Force De-escalation of conflict Racial/Ethnic Bias

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New Training Questions in FY16 (cont.) Gender Bias Bias towards LGBT individuals Community Engagement (community policing/problem solving) Only present in the “Law Enforcement” reporting module in GMS

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Executive Order 13688 - Updates Implementation Guidance for agencies was released on October 1, 2015.

Highlights: Transition Period – April 2016 Tribal Consultation Recall of Prohibited Equipment (DoD only) Campus Law Enforcement at Institutions of Higher Education (IHEs)

Executive Order 13688 The following documents were also published during FY16 to assist in the acquisition of controlled equipment: “Enhanced Criteria for Institutions of Higher Education (IHE) Applicants” “Federal Controlled Equipment Sample Policy” “Standards for State, Local, and Tribal Law Enforcement Agencies for the Acquisition of Controlled Equipment with Federal Resources”

Executive Order 13688 Over 500 entries of controlled equipment have been entered into the inventory (primarily DOJ/BJA, DOJ Asset Forfeiture and DoD) DOJ/BJA – most frequently requested item is riot gear (helmets, shields and batons) All agencies are using the same “eleven element” justification although the form may look different; this is the minimum standard (example: BJA) Any justifications that include civil rights violations are reviewed with DOJ’s Civil Rights Staff

Executive Order 13688 All information currently housed on BJA’s website at: https://www.bja.gov/ProgramDetails.aspx?Program_ID=118 Updated Implementation Guidance will be posted on/about October 1, 2016, as a result of current deliberations on updated equipment lists. BJA will make changes to the process for any equipment (normally vehicles) considered “prohibited” by the JAG statute.

Questions?

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