Homeland Security and Emergency Services

DHSES E-Grants Help

Glossary

  • Attachment Module: The DHSES E-Grants system provides the ability for the subrecipient to upload any documentation that the subrecipient wishes to include with their submission. 

  • Award: The allocation of State or federal grant funds to a particular subrecipient

  • Budget: Fiscal information the subrecipient submits as a spending plan for the proposed project; later, the agreed-upon spending plan for the project as incorporated into the contract.

  • Budget Version: DHSES E-Grants allows the subrecipient to enter multiple budgets for a project.  For example, a collaborative project undertaken by a consortium of agencies might make it necessary for a subrecipient to enter the budget for each agency (participant) separately.  Each budget is a separate version.

  • Contacts: Those individuals associated with a grant-funded project that have specific duties; those individuals with who DHSES staff would need to interact during the course of a grant contract (see Primary, Fiscal, Signatory, Alternate).

  • Contract: A binding agreement between NYS and a subrecipient for the sub-award of State or Federal grant funds.

  • Contract number: A DHSES-assigned number that identifies a grant contract.

  • Deficiency/Deficient: An area in an application or progress report that DHSES staff have determined is incomplete or requires revision before an application can be approved, a contract written, or a progress report accepted.

  • DHSES: NYS Division of Homeland Security and Emergency Services.

  • DHSES E-Grants: An electronic Web-based application that allows a user to enter, view and maintain data in relationship to their grant contract.

  • DHSES Number: A DHSES assigned number that identifies a grant award: includes the Funding Program Funding Year and Contract Number.

  • Financial Module:Under Construction
    The DHSES E-Grants area that captures a record of the Fiscal Cost Reports submitted by the subrecipient throughout the life cycle of the award.

  • Financial Module – Under Construction: The DHSES E-Grants area that captures a record of the Fiscal Cost Reports submitted by the subrecipient throughout the life cycle of the award.

  • Fiscal Contact: Individual primarily responsible for the Fiscal record keeping and reporting associated with a grant-funded project.

  • Funding program: A particular source of State or Federal Funding

  • Grantee: A municipality, unit of government or not-for-profit organization that has received State or Federal funding through DHSES.

  • Implementing Agency: The agency (ies) or entity (ies) that will carry out the tasks outlined in the award contract Appendix D - Project Work Plan.

  • Outcomes: The end-result of activities undertaken to accomplish the objectives and tasks (e.g., number of clients served, a narrative description of a task in progress, a narrative explanation of a delay in completing a task).

  • Participant: An agency involved in conducting the business of a grant-funded Project; Grantee and/or Implementing Agency.

  • Performance measure: The yardstick by which a subrecipient will measure its performance in accomplishing project objectives and tasks.

  • Primary Contact: Individual who has principal responsibility for the operation of a grant-funded project.

  • Program Representative: The DHSES staff person with primary responsibility for a particular grant contract

  • Progress Report Module: The DHSES E-Grants area that captures progress report information submitted by the subrecipient during the length of the contract.

  • Project: A specific activity to be supported by State or Federal grant funds.

  • Project Module: The DHSES E-Grants area that captures the information that is provided by an applicant when requesting funds as part of a grant application.

  • Project number: A DHSES E-Grants System-assigned number that identifies a Project; includes Funding Program and funding year.

  • Property Module: The DHSES E-Grants area that captures data on property or equipment purchased with grant funds (equipment is defined as durable [non-consumable] goods with a value of $5,000 or more).

  • Questions: Program-Specific Questions; under most funding programs, DHSES requires information on specific issues in order to consider an application for funding; the Questions area is designed to solicit that information.

  • Save: A function that allows you to secure data you have already entered.  Does not transmit data to DHSES.

  • Signatory Contact: Individual with signing authority for a subrecipient agency; signs the grant contract on behalf of the subrecipient agency or entity.

  • Site Review Module: The DHSES E-Grants area that documents official site visits made by DHSES personnel. 

  • Submit: In DHSES E-Grants, the function that transmits entered data to DHSES.  Following a submit, edits by the subrecipient are no longer possible.

  • Subrecipient (grantee): A municipality, unit of government or not-for-profit organization that has received State or Federal funding through DHSES.

  • Tab: In DHSES E-Grants, a series of hyperlinked graphics across the top of a screen, analogous to the tabs in a 3-ring binder; enables easy navigation.

  • Work Plan: The Goals, Tasks and Objectives that make up a grant-funded project; those activities the subrecipient agrees to complete in the contract.