CHAPTER 11
GRANTS ENTERPRISE MANAGEMENT SYSTEM
541—11.1(80GA,SF438) Purpose. These rules are intended to implement 2003 Iowa Acts, Senate File 438, and are designed to establish a grants enterprise management system. The primary goals of the grants enterprise management system (GEMS) include:
	1.	Securing additional nonstate funding;
	2.	Fostering cooperation and coordination between state agencies;
	3.	Discouraging duplication of competitive grant application efforts;
	4.	Providing a mechanism for the timely exchange of information among state agencies on proposals potentially affecting the agencies; and
	5.	Providing policy makers, legislators and the citizens of Iowa with information on grant funds received and state agencies’ competitive grant applications.
541—11.2(80GA,SF438) Definitions. As used in this chapter:
“Applicant agency” means the agency intending to apply, or applying for, a competitive grant.
“Competitive grant application” means a grant application that is in competition with other applications for limited funds.
“Federal Executive Order 12372” means the federal executive order that provides for the establishment of a process for the coordination and review of proposed federal financial assistance. In the Order, states are encouraged to develop their own processes, and federal agencies shall, to the extent permitted by law, utilize the state process.
“GEMS coordinator” means the person appointed by the director of the department of management to coordinate the grants enterprise management system.
“I/3 grant tracking module” means Integrated Information for Iowa (I/3) and the portion of the I/3 cost accounting module designed to collect data on all nonstate funds received by state government agencies.
“Single point of contact” means the GEMS coordinator.
“State agency” means any department or agency of state government except the board of regents.
541—11.3(80GA,SF438) GEMS coordinator. The GEMS coordinator shall coordinate all aspects of the grants enterprise management system. The GEMS coordinator shall:
	1.	Identify and execute strategies to secure nonstate funds;
	2.	Ensure that all agencies utilize the Iowa grants database to track all competitive grant applications;
	3.	Ensure that all agencies utilize the I/3 grant tracking module for all grants received;
	4.	Operate as the state’s single point of contact, pursuant to Federal Executive Order 12372;
	5.	Establish a grants network, representing all state agencies, to operate in an advisory capacity;
	6.	Assign a state application identifier (SAI) number at each stage of the application process: notification of intent, application submitted, and final status;
	7.	Review competitive grant applications of special significance, at the coordinator’s discretion;
	8.	Serve as liaison with the state single point of contact in contiguous states;
	9.	In cooperation with other state agencies, monitor and refine the GEMS competitive grants review procedures;
	10.	Maintain a list of state agency grants coordinators;
	11.	Ensure, to the greatest degree practicable, that all GEMS competitive grants reviews are conducted in accordance with these rules;
	12.	Provide training and policy guidance; and
	13.	Provide status and results reports to appropriate contacts on an as-needed basis.
541—11.4(80GA,SF438) Grants network. The grants network shall include representation from all state agencies. Agency representatives shall serve as agency grants coordinators. All agency grants coordinators shall work with the GEMS coordinator to:
	1.	Serve the grants enterprise management office in an advisory capacity;
	2.	Communicate relevant information to the GEMS coordinator;
	3.	Utilize the Iowa grants database to track all competitive grant applications;
	4.	Utilize the I/3 grant tracking module for all grants received;
	5.	Inform the Iowa office for state-federal relations of initiatives for which the agency is seeking federal funds; and
	6.	Participate in issue-specific, federal legislation work groups.
541—11.5(80GA,SF438) GEMS competitive grants review system. The purpose of the GEMS competitive grants review system is to allow state government coordination and review of all competitive grant applications in order to avoid duplication and conflicts.
	11.5(1) Agency competitive grants review coordinator. Agency grants coordinators shall:
	a. 	Serve as the agency’s competitive grants review coordinator and as liaison between the agency and the GEMS coordinator for the GEMS competitive grants review process.
	b. 	Assist in the evaluation of the GEMS competitive grants review process.
	11.5(2) GEMS competitive grants review process. The following is a generalized summary of the GEMS competitive grants review process that shall be followed by state agencies with respect to review of applications for competitive grants.
	a. 	Step 1—Intent to apply.
	(1)	The applicant agency shall complete the intent to apply section of the Iowa grants database when the applicant agency identifies a competitive grant opportunity.
	(2)	Upon submission of the intent to apply, a notification will be sent to all state agencies.
	(3)	Any state agency, or the GEMS coordinator, may request a GEMS competitive grants review meeting to explore the project in greater detail, identify opportunities for collaboration and resolve possible conflicts.
	(4)	The applicant agency and the GEMS office must receive the agency request for a GEMS competitive grants review meeting within two working days of submission of the intent to apply notification.
	(5)	The GEMS review meeting shall be held within 12 working days of submission of the intent to apply notification. The applicant agency shall work with the GEMS office to schedule the meeting.
	b. 	Step 2—Application submitted.
	(1)	Upon completion of the GEMS competitive grants review process, but prior to submission of the grant application, the applicant agency shall enter the grant application information in the application section of the Iowa grants database.
	(2)	When all required fields are completed, the Iowa grants database will automatically generate written confirmation of completion of the GEMS competitive grants review to the applicant agency.
	(3)	The applicant agency shall keep a file copy of the confirmation. The applicant agency shall include the written confirmation with all federal competitive grant applications pursuant to Federal Executive Order 12372.
	c. 	Step 3—Status.
	(1)	The applicant agency shall enter the grant’s status in the Iowa competitive grants database upon withdrawal of the application or notification of the receipt or denial of the grant.
	(2)	The GEMS office and the legislative services agency shall be notified of the final grant status.
These rules are intended to implement 2003 Iowa Acts, Senate File 438.
[Filed emergency 6/18/03—published 7/9/03, effective 7/1/03]