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Streamlining of Administrative Activities and Federal Financial Assistance Functions in the Office of Justice Programs and the Office of Community Oriented Policing Services
Report No. 03-27
August 2003
Office of the Inspector General
| System Name | System Description |
|---|---|
| AltaScan Fingerprint Scanning System | This application is designed for the Office of Administration's Human Resources office to transmit fingerprints of new employees to the Federal Bureau of Investigation for fingerprint verification. |
| Atomic | This system was replaced by the Integrated Financial Management Information System (IFMIS) in FY 1998 but is still used weekly by the Office of the Comptroller to research or reconcile payments. |
| Audit Tracking System (ATS) | This system maintains information concerning grantee annual reports and audit findings/resolution. This system is scheduled for elimination since the Office of Justice Programs (OJP) can now rely on data from the Federal Audit Clearinghouse system. |
| Automated Standard Application for Payment (ASAP) | This system is an online, real-time, paperless payment system for OJP grantees. This system will replace the Letter of Credit Electronic Certification System (LOCES). |
| Award and Finance System (AWARDFIN) | This system maintains information such as grantee contact, phone number, project dates, Catalog of Federal Domestic Assistance codes, supplement tracking, fund codes, and other information used for reporting purposes. |
| Award Book Tracking System | This system generates Redbook forms and tracks what was printed on these forms. |
| Bullet Proof Vest | This is an electronic, Internet-based system for applications and payment requests for the Bullet Proof Vests Grants Act of 1998 program. |
| Bureau of Justice Assistance (BJA) Application Tracking System for Windows | The BJA system for tracking grant applications. |
| Bureau of Justice Statistics (BJS) Accounting | This system tracks program and administrative funds expended within the BJS. |
| BJS Application Tracking System | The BJS system for tracking grant applications. |
| Configuration Management Tool (CMT) | This system controls, monitors, and checks configuration changes, software development, and code releases. |
| Office of Community Oriented Policing Services (COPS) Award Tracking System | This system tracks all COPS awards including all actions taken on each grant. The original intent of this system is obsolete, but the system is still used to access certain information. |
| COPS FinCap | This system was developed to make the data contained in various OJP developed COPS databases available to the processing analyst in an easy lookup format. The purpose of this system has been eliminated but the system is still used to access certain information. |
| COPS Vendor Tracking System | This system tracks all COPS vendor information such as vendor name, legal names, addresses, and various codes defining the vendor as a member of various classes and provided updates of this information to the Atomic system prior to December 15, 1998. The intent of this system is obsolete but it is still used to access certain information. |
| Corrections Reporting System | This is a subaward reporting system for newly developed Violent Offender Incarceration/Truth in Sentencing (VOITIS) and Residential Substance Abuse Treatment (RSAT) grants. |
| Correspondence Tracking System | This system is used by the Office of Budget and Management Services Executive Secretariat staff to control and track the flow of executive correspondence throughout OJP. The bureaus and offices have limited access to this system. |
| Crime Act Support Division (CASD) Application Tracking System | The CASD's system for tracking grant applications. |
| Defense Procurement Fraud Debarment System (DPFD) | This system tracks information concerning those convicted of committing fraud against the Department of defense through a government contract. |
| DPFD Mass Fax System | This system is used to send large numbers of faxes to the United States Attorneys. |
| Denial of Federal Benefits (DFB) System Version 2.0 for DOS | This system tracks claims for those who have been denied Federal benefits. |
| Department's Address Book-Address Import | This system imports the electronic mail addresses of users from various departments outside of OJP into the Department Address Book Database. |
| Executive Information System (EIS) | This system is accessible through the internet by OJP executives to obtain information about OJP projects to include scheduled costs, risks, personnel, and project milestones. |
| Financial Monitoring Tracking System (FMTS) | This system contains data relevant to all grants monitored by the Office of the Comptroller, including date of review, list of findings, and electronic copy of the site visit report. |
| Forms Package | This system produces forms for the award kits, including the award form, award continuation sheet, special conditions, and the project summary and grant adjustment notice form. |
| Grant Adjustment Notice (GAN) Tracking System | This system is used to process GANs. |
| Grants Management System (GMS) | This system is used to track OJP grants from application through grant award. |
| Integrated Financial Management Information System (IFMIS) | This is the Office of the Comptroller's financial system that includes the financial status report data for grantees. |
| Interior Department Electronic Acquisition System-Procurement Desktop (IDEAS-PD) | This system automates and streamlines the procurement process by allowing users to enter requisitions online; create, update, and modify requisitions and purchase orders; and perform pre-award and contract administration activities. |
| LOCES Payment System Dial-In | The LOCES is used to capture payment requests of grantees, approve or deny requests and create payments by uploading the requests to the Department of the Treasury. The LOCES system has two modules. A front-end module captures the requests from users who dial in using a modem. A back end module processes the requests. |
| Local Law Enforcement Block Grant (LLEBG) Award Kit | This system was developed for BJA to manage the LLEBG grant award process, which includes the printing of award kits, maintaining award data, and reviewing the award life cycle. |
| LLEBG 1996 Award Kit System | Same as the LLEBG Award Kit description LLEBG Award Kit 1997-1998 Same as the LLEBG Award Kit description |
| LLEBG Grants Binder | This system performs the same function as the OJP Grants Binder system. |
| LLEBG Progress Reporting Quality Control System | This system was developed to allow BJA staff to locate, view, edit, or print grant award progress reports and any associated project information forms that are submitted by LLEBG grantees. |
| LLEBG Quality Control System | This system was developed for the BJA to allow LLEBG grant managers and supervisors to view and edit LLEBG grant application records and generate status reports. |
| LOCES Forms Package | This system was developed for OJP staff to produce OJP Admin Forms 7182/3. |
| National Electronic Injury Surveillance | This system maintains data on injuries. |
| National Institute of Justice (NIJ) Automated Tracking System (ATMS - Automated Tracking Management System) | This system tracks awards in detail to provide the NIJ with access to hundreds of data points about the life cycle of all NIJ grants, cooperative agreements, inter-agency authorizations, and interagency reimbursable agreements. |
| NIJ Application Tracking System | The NIJ's system for tracking grant applications. |
| NIJ Export System | This system exports grant application information to contractors for the purpose of reviewing the applications, producing letters and other output, and providing recommendations as to whether applications should be approved. |
| The Office of Juvenile Justice and Delinquency Prevention (OJJDP) Application Tracking System | OJJDP's system for tracking grant applications for discretionary grants. |
| OJJDP Application Tracking System (Formula) | OJJDP's system for tracking grant applications for formula grants. |
| OJJDP Subgrant System (Reporting System) | This system is used by OJJDP to update and track information for OJJDP's Formula Grant Subawards table. |
| OJP Correspondence Tracking System | This system is designed to help OJP staff track the flow of correspondence from point of origin to point of destination both inside each bureau and office and across the entire organization. |
| OJP FinCap | This system was developed for OJP staff to view several databases that track the award distribution process. It contains information about subgrants and vendors. |
| OJP Grants Binder | This system contains scanned images of grant information such as grant award information and grant applications. The system is read-only but users can make virtual annotations, such as sticky notes, and can highlight text on the scanned images. |
| OJP Telecommunications Database | This system is a compilation of databases, consisting of the address book, telecommunications equipment database, and internal telephone directory. |
| OJP Vendor Tracking System | This system was developed to maintain and track OJP vendor information. The original intent of this system is obsolete but the system is still used to access certain information. |
| Office of Victims of Crime (OVC) Application Tracking System | The OVC system for tracking grant applications. |
| OVC Assistance | This system records annual performance reports from Victim Assistance grantees and is used for an audit trail and reconciliation. |
| OVC Compensation Tracking System | This system records annual performance reports from victim compensation grantees. |
| OVC HyperText Markup Language (HTML) Creator | This system creates HTML files for State grantee information from the OVC Subgrant system to be posted on the OVC OJP web page. |
| OVC Subgrant (HQ) | This is an internal system used by OVC to view data for Victims of Crime Act (VOCA) Reports. |
| OVC Subgrant System Dial-In System | This is a dial-in system used by Victim Assistance grantees to record data for VOCA Reports. |
| OVC Training and Admin | This system tracks expenditures by the Victim Assistance grantees for audit trail and reconciliation. |
| Phone Activated Paperless Request System (PAPRS) System | The PAPRS is a system whereby grantees access their grant fund balances, draw down funds, and transfer funds between grants. |
| PAPRS Help System (PAPRINFO) | This system enables Office of the Comptroller accountants to determine a variety of information, such as grants assigned to a certain vendor and the correlation with other systems determining payments eligibility. |
| PAPRS System Data Preparation | This system prepares personal identification numbers and grant ID numbers for the PAPRS system users. |
| Program Accountability Library (PAL) Application Tracking System | This is the main application tracking system for all OJP grants and is populated by program office application systems and GMS. |
| PIPELINE (renamed and is now called ATMS) | This system extracts data related to NIJ grants from Control Desk systems. |
| Property Management Information System (PPMIS) | The PPMIS is used to track and account for capitalized equipment throughout OJP. |
| Public Safety Offices Benefit (PSOB) (Oracle) | This is the Public Safety Office grant processing system for law enforcement, first responder's death benefits. |
| RSAT IPR | This is a subaward system for recipients of the RSAT grant. |
| Standard Form (SF) 269 System | This system was developed for BJA to allow SCAAP grant managers and supervisors to view and edit SCAAP grant application records and generate status reports. |
| SF269 Tracking System | This system uses a log menu to enter data for the SF269 report. The log menu contains compliance dates for the SF269 and the Categorical Progress reports. This system was replaced by the IFMIS 269 module, but other dates are still maintained in the system. Other systems such as PAPRS and LOCES look to this system for data. |
| Tackle Box | This is an OJP Intranet system for OJP e-mail, and other information pertinent to OJP. |
| Travel Manager (FMIS) | This system generates forms for authorization of travel for DOJ employees and payment. |
| Violence Against Women Act (VAWO) Subgrants Awards | This system is used for Violence Against Women State grantees to compile information about their subgrants. |
| Victim Assistance in Indian Country | This system is similar to the VOCA Reports system except that it is limited to native American grantees. |
| VOCA Reports | This system generates internal reports on data submitted by grantees about their subgrantees' use of funds. The reports are used for audit compliance and to track the effectiveness of money distributed to victims. |
| VOITIS IPR | This is a subaward system for recipients of VOITIS grants. |
| WebFocus | This system allows access to mainframe legacy databases housed at the Rockville Data Center. |