Your ARRA Budget Modifications
Bureau of Indian Education—Division of Performance
& Accountability
Web Ex
ARRA LIFECYLE
An Opportunity to Jump Start School Improvement
Obligate by:
Expend by:
Carryover
Possible
ARRA Title IA
Sept. 30, 2011
Dec. 31, 2011
No
Dec. 31, 2011
ARRA Title IID
Sept. 30, 2011
Dec. 31, 2011
No
Dec. 31, 2011
ARRA Title X
McKinney Vento
Homeless
Sept. 30, 2011
Dec. 31, 2011
No
Dec. 31, 2011
ARRA SIG 1003(g)
Sept. 30, 2012
Dec. 31, 2012
Yes
Dec. 31, 2013
Education Jobs Fund
Sept. 30, 2012
Dec. 31, 2012
Yes
Dec. 31, 2012
ARRA Fund
Final End
date
Reviewing Financial data for
continuous improvement
 How often are you looking at the 520 Financial Report, the Jobs




Number report, Federal Reporting.gov and your internal Financial
office reports?
How are you using these reports to understand your current
performance?
How are you analyzing data in these reports and taking into
consideration past performances, while identifying areas of focus
for your next intervention?
How is the data in these reports being used as a tool to make
effective decision-making practices to identify strategies for
interventions?
How will you use these data to track performance over time to
determine the effectiveness of the strategy?
Reviewing Financial data for continuous
improvement
REPORT ID: BIA520D
RUN DATE: 05/09/11
*** BUREAU OF INDIAN AFFAIRS ***
PAGE: 708
SUMMARY ORGANIZATION FUND STATUS REPORT BY PROGRAM
AS OF MAY 2011
TIME: 22:22
AREA/DIVISION: EDUC
EDUCATION
APPROPRIATION: 14X2100
BFY: 11
FUND: R0009 TRUST-REAL ESTATE SRVCS NO YR
ALLOCATION PROGRAM: R3000 NAVAJO-HOPI SETTLEMENT PRGRM
ORGANIZATION AND NAME
-----------------------------------D25M19 TAOS DAY SCHOOL
UNDELIVERED
FUNDS AVAILABLE
ORDERS
EXPENDITURES
------------------------------------------0.00
0.00
979.08
TOTAL
OBLIGATIONS
--------------979.08
UNOBLIGATED PERCENT
BALANCE OBLIGATED
-----------------------979.08
0.00%
Reviewing Financial data for
continuous improvement
JOB NUMBER REPORT AS OF 05/10/11
ORGN
ORG NAME
BBFY
EBFY
FUND
PROG
JOB #
PROGRAM NAME
FUNDS AVAIL
OBLIGATED
EXPENDED
BALANCE
% Oblig
D01B02
RIVERSIDE INDIAN SCHOOL
2009
2011
97YE3
9YC00
ARRA9900
TITLEI, PARTA IMPROV BASIC PRO
87,057.00
0.00
27,469.01
59,587.99
31.55
D02P02
CHEMAWA INDIAN SCHOOL
2009
2011
97YE3
9YC00
ARRA9900
TITLEI, PARTA IMPROV BASIC PRO
277,466.00
0.00
112,174.20
165,291.80
40.43
D06A16
PINE RIDGE SCHOOL
2009
2011
97YE3
9YC00
ARRA9900
TITLEI, PARTA IMPROV BASIC PRO
956,522.00
21,985.00
5,495.78
929,041.22
2.87
D11A02
DUNSEITH DAY SCHOOL
2009
2011
97YE3
9YC00
ARRA9900
TITLEI, PARTA IMPROV BASIC PRO
217,900.00
0.00
7,627.11
210,272.89
3.50
D11A08
OJIBWA INDIAN SCHOOL
2009
2011
97YE3
9YC00
ARRA9900
TITLEI, PARTA IMPROV BASIC PRO
315,386.00
66,470.00
100,947.31
147,968.69
53.08
Review
Action and Spend Plans
 Review Approved Plans
 Evaluate Progress
 Identify procurement and disbursement issues.
 Compare current spending activities to forecast
remain funding needs.
 Identify over/under budget projections.
Determine If Modification Is Required
 What needs to change
 Make informed decision based on what did not
work.
 ARRA Priorities to be Achieved
 Rank project objectives and related costs.
 Grant life-cycle, accountability, and transparency
 Modify Plan
Modification Justification Form
CURRENT Key Steps in
Approved Action Plan that
are to be modified
Requested
MODIFICATIONS to Key
Steps
JUSTIFICATION
for Modifications to Key
Steps
Include CURRENT Key Steps from
the approved plan that you want to
modify
Clearly state the CHANGES you
would like to make
JUSTIFICATION for these changes
must be provided to ensure that the
modification maintains the integrity
of the project.
Budget Justification Form
Current Budget
Modifications
/Adjustments
Modified
Budget
Personnel Services
Personnel
Fringe Benefits
Total Personnel Services
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Supplies & Materials
Supplies & Materials
Total Supplies/Materials
0.00
0.00
0.00
0.00
0.00
0.00
Equipment
Equipment
Total Equipment
0.00
0.00
0.00
0.00
0.00
0.00
Contracted Services
Contracted Services
Total Contracted Services
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Travel and Training
TOTAL COSTS
Sample Modification Justification
CURRENT Key Steps in Approved
Requested MODIFICATIONS to Key JUSTIFICATION
Action Plan that are to be modified Steps
for Modifications to Key Steps
Personnel:
• Hire a Math Coach to coordinate the
implementation of the core and
intervention math program
• Extend Contract for provision of after
school tutoring
Personnel:
Fund nine teacher salaries for Jump Start
Summer School for two weeks in July 2011.
Instructional Materials to be purchased:
Fund the purchase of new CORE reading
program, Story Town for grades K-6
The Math Coach position was advertised for last
school year and this school year but a suitable
math coach could not be hired. Tutoring was
provided for students during teacher regular
hours of employment so stipends were not
necessary. Therefore, funds will be used for
stipend for summer school and remaining will be
reallocated to purchase Instructional Materials,
Equipment, Professional Development and
Travel.
The school is using Ashlock Program
components and the Reading Coach is certified
in Ashlock. Ashlock is written for Story Town
also so the coach and teachers will be able to
transfer skills. Story Town identifies AZ Reading
Standards in each lesson and provides Tier II and
Tier III activities in each lesson.
Fund the purchase of American Reading
Company Books for use in classroom libraries.
Classrooms need updated reading books for
enrichment reading that are new and appealing
titles and books with 25% Native American
titles. Books will be used in a program to
increase student reading at home and in the
dormitory.
Fund the purchase of new books for the library
to update library collection
The library collection has not received new
library books in two years. Students will benefit
from new titles.
Sample Modification Justification
CURRENT Key Steps in Approved
Requested MODIFICATIONS to Key JUSTIFICATION
Action Plan that are to be modified Steps
for Modifications to Key Steps
Equipment:
Fund the purchase of 9 laptop computers for
teachers
The school has never provided teachers with
laptop computers that are needed for
professional development and data analysis
meetings.
Training (Professional Development):
Fund Professional Development from an ETAP
for math, from Story Town, and American
Reading Company
Professional development will provide necessary
training for teachers (1) during Jump Start,
following the training one afternoon and teach
the next morning, for math and reading (2) to
effectively implement Story Town reading
program, provide professional development for
math (i.e. similar to SOS for reading) and (3)
for American Reading Company program to
increase the outside of class reading minutes by
students.
This was funded in the original application and
continued funding will provide for professional
development in reading and math (counselor and
IT technician both tutor and teach reading) and
for knowledge of BIE educational plans
Travel:
Fund travel for 9 teachers, 1 school counselor
and 1 IT Technician to the BIE Summer Institute
in Reno, NV
Sample Budget Modification
Current Budget
Personnel Services
Personnel
Fringe Benefits
Total Personnel Services
Modifications
/Adjustments
Modified
Budget
202,080.00
0.00
202,080.00
-127,289.00
0.00
-127,289.00
74,791.00
0.00
74,791.00
Supplies & Materials
Supplies & Materials
Total Supplies/Materials
33,251.00
33,251.00
64,190.00
64,190.00
97,441.00
97,441.00
Equipment
Equipment
Total Equipment
10,800.00
10,800.00
12,979.00
12,979.00
23,779.00
23,779.00
Contracted Services
Contracted Services
Total Contracted Services
31,394.00
31,394.00
32,742.00
32,742.00
64,136.00
64,136.00
19,575.00
19,575.00
17,378.00
17,378.00
36,953.00
36,953.00
297,100.00
0.00
297,100.00
Travel and Training
TOTAL COSTS
Modification Signature Page
ARRA BUDGET M ODIFICATION FORM
ARRA Programs SY 2010-11
Agency:
Location Code:
Requested by:
Date prepared:
School/Organization:
School Administrator:
ELO Approved by:
Date Approved:
DPA Approved by:
Date Approved:
ARRA Project:
Modification
Number:
Date of Last Approved
Modification:
Example of
what a budget
modification
would look like
for the cover
page for Ed
Jobs Fund.
Acquisitions, Purchases and Contracts
Dilemma
 Outstanding or unprocessed requisitions
 Who originated paperwork?
 What was the purpose?
 How much?
 Where did it go?
 How was it sent?
 What have you heard?
Acquisitions, Purchases and Contracts
Solution
 Compile list of unprocessed orders.
 Use form generated by DPA
 Dr. Hamley will take to D.C.
UNPROCESSED Acquisitions, Purchases and Contracts
School Name
Education Line Office
Date
Initiated
Sent to
Transaction
Type
Reference
Number
ARRA
FUND
Vendor/Supplier
Purpose
Amount
Questions and Answers
Contact
Gayeleia King: gayeleia.king@bie.edu
ADD EAST: johnnita.tsabetsaye@bie.edu
ADD WEST: yvonne.davis@bie.edu
NAVAJO: marie2.sandoval@bie.edu