GRANTS MANAGEMENT ENTERPRISE (GME) SYSTEM USER ASSURANCES.PDF

Grants Management Enterprise (GME) System User Assurances
https://gme.azed.gov/Planning/Sections/Details.aspx?ccipSessionKey=638101880640809546[1/24/2023 1:15:03 PM]
 
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Grants Management Enterprise (GME) System User Assurances
Maricopa County Sheriffs Office (076008000) Public Agency - FY 2024 - Medium Risk - General Statement of Assurances - Rev 0

Please confirm you have read and reviewed the following assurances by checking "AGREE TO ALL". All entities seeking grant funding in the Grants
Management Enterprise (GME) system, and thus requiring access in GME are required to agree to all assurances listed here.
Section A: General Grants Management (GME) System User Assurances
* The SUBGRANTEE assures, in order be provided access and subsequently, the ability to work in the Grants Management Enterprise (GME) system:
• That the SUBGRANTEE assumes sole responsibility for providing GME access to the users within the organization, understanding that Arizona Department of
Education Grants Management does not administer organizational user roles when there is an LEA User Access Administrator role assigned to an organizational
user.
• That the SUBGRANTEE will only be provided user role administration assistance from the Arizona Department of Education Grants Management team in the
event there is not an active organizational user assigned the LEA User Access Administrator role in GME.
• That the SUBGRANTEE assumes sole responsibility for any/all actions taken in GME by users that have been provided with roles within the GME system. The
SUBGRANTEE further assumes sole responsibility for any/all outcomes of these actions, regardless of user title, and/or employment or contractor status within
the organization.
• That the SUBGRANTEE currently has or will have by June 30th, a policy for administering and maintaining user access and user roles in the GME system, to
include but not limited to:
-- Policy/procedure for new/transferred employees
-- Policy/procedure for terminated employees
-- Policy/procedure for transitioning employees, i.e., retiring individuals
-- User access, user roles audit schedule
• That the SUBGRANTEE understands that Arizona Department of Education Grants Management reserves the right to remove user access if deemed
appropriate.
Section B: Entity Authorized Signer Assurances
The SUBGRANTEE assures, for the role of highest authority in the Grants Management Enterprise (GME) system:
• That the role of ENTITY AUTHORIZED SIGNER in GME is held SOLELY by the individual(s) in DIRECT employment and legally responsible for the
organization, holding one of the following applicable titles:
-- Districts: Board President and/or Superintendent
-- Charters: Charter Contract Signer
-- Other type of entities: Comparable authorized official
• That the role of ENTITY AUTHORIZED SIGNER in GME is NOT provided to an individual who is NOT a direct employee of the organization and that no
contracted individual/consultant will provide themselves with this role.
That by May 1, 2023 the role of ENTITY AUTHORIZED SIGNER is removed from any individual previously assigned this role who is NOT a direct employee of
the organization, and that this is subject to monitoring review.
• That the role of ENTITY AUTHORIZED SIGNER assumes final responsibility for any/all actions, as well as outcomes as a result of these, as taken in GME by
users that have been provided with roles to the GME system, regardless of user title, employment or contractor status within the organization.
• That the role of ENTITY AUTHORIZED SIGNER assumes final responsibility for any/all findings determined as a result of any monitoring.
Section C: LEA User Access Administrator Assurances
The SUBGRANTEE assures, for the role of which provides access to organizational users in the Grants Management Enterprise (GME) system:
• That the role of LEA USER ACCESS ADMINISTRATOR in GME is held by a minimum of two individuals, one of whom MUST be an individual who is a direct
employee of the organization.
• That contractors, consultants or other non-direct hires of the organization who have the role of LEA USER ACCESS ADMINISTRATOR in GME have not
provided or will not provide themselves with the role of ENTITY AUTHORIZED SIGNER, which can only be held by individuals as set forth in Section B of these
assurances.
• That the individual with the role of LEA USER ACCESS ADMINISTRATOR in GME will conduct a monthly audit/review of their organization's users in GME, per
the organization's policy and procedure as stipulated in Section A of these assurances.
Section D: Monitoring Assurances as Related to User Roles/User Access
• That each Monitoring role in GME, such as LEA FISCAL MONITORING UPDATE and LEA SINGLE AUDIT UPDATE, MUST be held by at least one individual who
is a direct employee of the organization.
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Grants Management Enterprise (GME) System User Assurances
https://gme.azed.gov/Planning/Sections/Details.aspx?ccipSessionKey=638101880640809546[1/24/2023 1:15:03 PM]
• That a contracted individual/consultant cannot be the only individual assigned the LEA FISCAL MONITORING and/or LEA SINGLE AUDIT UPDATE role(s) in GME
for the organization. Per the above assurance, at least one individual assigned these roles MUST be an individual who is a direct employee of the organization.
• That the SUBGRANTEE acknowledges that during the monitoring process the subgrantee may be required to produce policy and procedure documentation for
administering and maintaining user access/user roles as stipulated in Section A of these assurances.
Section E: General Grants Management (GME) System User Compliance
The SUBGRANTEE assures, in order to retain access and subsequently, the ability to work in the Grants Management Enterprise (GME) system:
• That the SUBGRANTEE will maintain user access/user role compliance as stipulated in the above assurances.
• That the SUBGRANTEE understands that an organization found to be in non-compliance of the above assurances may have their GSA rejected by Arizona
Department of Education Grants Management until such time the organization is brought back into compliance.
 * AGREE TO ALL
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Grants Management Enterprise (GME) System User Assurances 
Dept. of Education – Idea Basic grant 
July 1, 2023 through June 30, 2024 
Maricopa County 
_____________________________________________ 
Clint Hickman  
 
 
Date 
Chairman 
Board of Supervisors 
ATTEST: 
_____________________________________________ 
 
 Juanita Garza                                 Date 
 Clerk of the Board of Supervisors 
APPROVED AS TO FORM 
This ____ day of ____________________, 20__ 
By: ___________________________________ 
      Deputy Maricopa County Attorney