USAID Subaward Management

We set the scene with an overview of some important concepts for effective subaward management. In the first week, we also cover prior approvals, the purpose of using subawards, and risk management.

Overview of Subawards

• What are subawards?
• Subrecipient vs. contractor determination
• Setting up the subaward: Prior approval
• Subawards prime and subrecipient roles

Prior Approval Requirements

• Identifying subawards
• Prior approval process
• Second tier subrecipients
• Concepts of subaward risks
• Types of subaward risk

Why We Need to Use Subawards

• Subawards and procurement
• Difference between subawards and memorandum of understanding
• Definition of MoU
• Subawards prime and subrecipient roles

Identifying Types of Subaward Risks

• Subawards risk management
• Identifying risks
• Risk management through subaward files

Week 2 continues with a focus on pre-award assessment and managing risks as we look at how we assess and address risks in subaward partnerships.

Components of Pre-Award Assessment

• Purpose of conducting a pre-award assessment
• Components of pre-award assessments
• Assessing/Analyzing pre-award assessment data
• Responsibilities of pass through entity for pre-award assessments

Methods and Resources

• Methods for managing risks
• Specific/special conditions
• Resources required to manage risks
• Objectivity in risk management

In Week 3 we focus on how to go about selecting a subrecipient, and look at the different mechanisms you can choose from.

Competitive Process for Selecting Subrecipients

• Competitive mechanisms
• Components of request for application/proposals
• Competitive process for subawards
• Establishing milestones/deliverables
• Funding/subaward mechanisms

Different Types of Subaward Mechanisms

• Subagreements/subgrants
• Fixed amount subawards

Request for Application Documents

• Selection of subrecipients
• Criteria for selecting subrecipients
• Pre-selection of subrecipients

Building a Subaward Package

• Components of a subaward package
• Basis for issuing and managing special conditions
• Subaward package negotiations

We round off the course with a look at how to conduct monitoring, including monitoring of current activities, revisiting the prior results of monitoring, and financial monitoring. We also examine the link between monitoring and risk assessment.

Purpose of and Issues to Consider in Monitoring

• Purpose of monitoring
• Risk indicators
• Risk assessment
• Monitoring documentation

Process for Closing Out and Documenting Sub-Award Close-Out

• Close out steps
• Inventory management and equipment disposal
• Documenting close-out process

Wrap Up

• Regulatory references