Overview of VOCA Grant Programs and Grantees

From fiscal years 2010 through 2013, OJJDP awarded about $74 million  in funding under the following five VOCA grant programs established in  response to the Victims of Child Abuse Act. OJJDP Processes Do Not Provide Reasonable Assurance That VOCA Grant Funding Is Being Expended in a Timely Manner

		OJJDP’s Administrative Processes Contribute to Delays in Grantees’ Expenditure of VOCA Funds; Current Project Period May Be Unrealistic

OJJDP has several administrative review and approval processes in  place that have contributed to delays in VOCA grantees’ ability to begin  spending their funds, and OJJDP may have set an unrealistic project  period in light of the time it takes to complete these processes. VOCA grantees  cannot submit these conference cost approval requests to DOJ until  OCFO has approved their grant project budgets—a process that has  taken more than 2 months, on average, from the project period start  date, as discussed above. However, of the 73 grant extension requests OJJDP approved  from fiscal years 2010 through 2013, 72 did not contain such a narrative. However, the OJP Financial Guide states that,  generally, only one extension per award should be granted, and that,  generally, the maximum allowable extension is for 12 months. OJJDP’s Performance Measures and Its Data Collection Methods Are Not Fully Aligned, Hindering Its Ability to Assess Grantee Performance

OJJDP does not have the performance data necessary to assess VOCA  grantees’ performance because the measures it has established to  assess performance do not fully align with the tools it has created to  collect desired performance information from grantees. Accordingly, OJJDP  does not have complete data to assess grantees’ performance against  the performance measures it established in the solicitation. However, five  of the six VOCA grantees told us that they have not received guidance or  feedback from OJJDP on which optional DCTAT measures to include in  their reports. Further, OJJDP does not have complete  information by which to evaluate the performance of VOCA grantees  against established performance measures to ensure that VOCA grant  funds are being used effectively to support improvements in the  investigation and prosecution of child abuse. Recommendations for Executive Action

To ensure the timely expenditure of VOCA grant funds and thereby limit  the carryover of unexpended grant balances, minimize the need for  multiple grant extensions, and strengthen OJJDP’s capacity to collect and  assess grantee performance information, we recommend that the  Assistant Attorney General for OJP work with the Administrator of OJJDP  to take the following four actions:  1.  conduct a study to examine whether any of its administrative  processes contribute to unnecessary delays in grantees’ ability to  expend VOCA funds within the established 12-month project period  and make modifications to these processes as appropriate;  2.  considering the results of this study, examine whether the current 12- month project period is realistic in light of any administrative  processes that cause delay but cannot be modified and extend the  project period if necessary;  3.  establish and enforce clear requirements for approving no-cost grant  4.  ensure that the performance measures outlined in its VOCA grant  solicitations correspond to existing DCTAT measures and clarify to  VOCA grantees that they are to report on such measures using the  DCTAT system. Additionally, OJP stated that OJJDP will contact all the VOCA  grantees in fiscal year 2015 to clarify their requirement to submit  performance measurement data. Appendix II: Victims of Child Abuse Act (VOCA) Grant Recipients and Funding, Fiscal Years 2010 through 2013

This appendix provides information on funding for the VOCA grant  programs from fiscal years 2010 through 2013, as well as the purposes  and recipients of this funding. Appendix III: Administrative Processes and Overlap of Victims of Child Abuse Act Grant Funds Awarded in Fiscal Years 2010 - 2013

This appendix provides a graphical presentation of how delays as a result  of the Office of Juvenile Justice and Delinquency Prevention’s (OJJDP)  administrative review processes and routine approval of grant extension  requests contribute to a backlog of grant funds amongst grant recipients.
Why GAO Did This Study

The Department of Justice's (DOJ) OJJDP, housed within the Office of Justice Programs (OJP), awarded about $74 million in VOCA grants from fiscal years 2010 through 2013. VOCA grants are designed to help improve the investigation and prosecution of child abuse cases. Senate Report 113-78 included a provision for GAO to conduct a review related to the administration of OJJDP grant programs.
This report addresses the extent to which OJJDP (1) ensures the timely expenditure of VOCA grants and (2) assesses the performance of VOCA grantees. GAO analyzed OJJDP documentation—such as program guidelines, grantee progress reports, and expenditure data—from fiscal years 2010 through 2013. Additionally, GAO interviewed DOJ officials and the universe of VOCA grantees about their experiences with the program.

What GAO Found

For the 28 Victims of Child Abuse Act (VOCA) grants the Office of Juvenile Justice and Delinquency Prevention (OJJDP) awarded from fiscal years 2010 through 2013, grantees expended less than 20 percent, on average, of each grant they received during the original 12-month project period. OJJDP has several administrative review and approval processes in place that have contributed to delays in grantees' ability to begin spending their funds. For instance, grantees cannot access their funds until OJJDP completes its internal review of grantees' budgets, a step that has taken more than 2 months, on average, after the project period began. Further, OJJDP's guidance on grant extensions is unclear and irregularly enforced. For example, one document states that generally only one extension per award is permissible, while another states that multiple extensions may be granted for up to a total of 5 years. OJJDP guidance further requires grantees to submit a narrative justification with their requests. However, OJJDP approved 72 of 73 extension requests from fiscal years 2010 through 2013 without such justification. Examining the delays associated with its administrative review processes and clarifying and enforcing the extension policy for VOCA grants would help OJJDP ensure the effective administration and timely use of grant funds.
a The Assistant Attorney General for OJP is responsible for officially notifying applicants that they have received an award.
OJJDP does not have complete data to assess VOCA grantees' performance against the measures it has established. Specifically, OJJDP establishes performance measures in the VOCA grant solicitations and requires grantees to submit data on these measures. However, the performance measures it has established for the VOCA grant program do not fully align with the tools it has created to collect data for all OJJDP grants. Further, five of the six VOCA grantees reported that they have not received guidance on which measures to include in their required reports. Accordingly, grantees did not consistently report on the established performance measures as required. Better aligning the established VOCA performance measures with existing data collection tools and clarifying grantee reporting requirements would better ensure OJJDP has the data it needs to assess the effectiveness of the VOCA grant programs.

What GAO Recommends

To ensure the effective administration of VOCA grant funds, GAO recommends, among other things, that OJP work with OJJDP to examine and address its administrative review processes to reduce delays in VOCA spending, establish and enforce a clear grant extension policy, and better align the VOCA performance measures with available data collection tools while also clarifying grantee reporting requirements. OJP concurred with our recommendations.