Maximizing Federal Recovery Through Precision Grant Formulation
When the COVID-19 pandemic disrupted operations in Chicago Public Schools, the district needed to track and recover hundreds of millions of dollars in emergency costs through FEMA’s Public Assistance program.
On Point Strategy worked with Chicago Public Schools (CPS) and Innovative Emergency Management (IEM) to turn complex spending data into accurate, high-quality grant submissions. This effort secured about $400 million in reimbursements and helped improve the district’s emergency response for the future.
The
Project
FEMA Public Assistance Grant Formulation and Federal Reimbursement Support
Quick Facts
Project Completed:
Location:
Client:
Prime:
Subcontractor:
The project needed professional services to help manage every stage of disaster recovery grants, such as:
- Deciding who is eligible
- Planning the project
- Gathering the necessary documents
- Managing grants for expenses related to COVID-19
The
Challenge
CPS, one of the largest school districts in the country, incurred high costs during the COVID-19 emergency. These included costs for technology, remote learning tools, safety equipment, and changes to daily operations.
Complex Eligibility Requirements
Every cost had to follow FEMA's Public Assistance Program and Policy Guide (PAPPG) and COVID-specific rules. Each expense request needed clear proof that it was tied to the emergency.
Fragmented Documentation
Years after the emergency, contracts, invoices, and payment records were spread across different departments, so putting everything back together took a lot of work.
High Financial Exposure
With over $500 million in possible reimbursements. Even small mistakes in the paperwork could cause big delays or even lead to denials.
Compressed Submission Timelines
Federal funding deadlines and the school district’s need for cash meant we had to submit everything quickly while still ensuring it was accurate and followed the rules.
The
Solution
On Point Strategy used a structured, data-focused process to turn raw spending records into grant submissions ready for audit.
Policy-Driven Eligibility Framework
We used FEMA PAPPG and COVID-specific policies to determine if each cost category was eligible, and we ensured we had clear reasons for emergency funding before submitting.
Comprehensive Project Formulation
We developed detailed Project Worksheets (PWs) in FEMA's Grants Portal, finalized the scopes of work, and organized cost documents into clear, reviewable packages.
Evidence Architecture
We put together “evidence books,” which are narrative packages that track each expense from contract to invoice to proof of payment. This documentation trail helped reduce the number of questions from reviewers.
Master Cost Tracking System
We built an advanced Excel tracker that links every line item to its eligibility reason, supporting documents, and PW references. This made it easy to track costs and respond quickly to information requests.
RFI Response Readiness
We prepared response kits in advance and kept documents well organized, which helped us answer FEMA and Illinois Emergency Management Agency questions more quickly.
The
Impact
The collaboration between On Point Strategy, CPS, and IEM led to more measurable results in financial recovery and operational efficiency.
> $500M
in eligible CPS costs formulated and submitted from 2022 to 2024
~$400M+
federal obligations and reimbursements secured for CPS
Improved Documentation Quality
We provided complete evidence books for every submission.
Improved Processing Efficiency
We shortened the time from submission to obligation by submitting complete, high-quality packages.
Lasting Value
In addition to developing the grant, On Point Strategy provided lasting tools and processes that made the project even more effective.
Institutional Knowledge Capture
The master cost tracker and standardized documents gave CPS a framework they can use for future emergency grant applications. This helps them respond faster to new disasters.
Process Standardization
On Point Strategy established clear eligibility review steps and methods for gathering evidence, allowing our team to process many COVID-19 cases at once and make decisions faster without sacrificing quality.
Proactive Risk Mitigation
By preparing RFI response kits and reviewing documents in advance, On Point Strategy reduced back-and-forth with federal reviewers. This helped avoid the delays that often slow down big grant submissions.
Data Integrity Infrastructure
The new traceability systems made the reimbursement process better and improved how CPS manages grants overall. This helped the process of closing out grants and audits go more smoothly.
Cost Avoidance
Submitting high-quality applications from the start meant less need for expensive rework, appeals, or extra services, saving money for both CPS and taxpayers.
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