Transforming Municipal Recovery Through Data-Driven Federal Grant Management
The Municipality of Guayama aimed to use its $23.7 million in State and Local Fiscal Recovery Funds from the American Rescue Plan as effectively as possible. They managed more than 35 federally funded projects, followed strict Treasury Department rules, and navigated a change in administration mid-process.
On Point Strategy worked with Guayama to manage grant administration, accounting, and compliance by designing Microsoft Power BI dashboards, establishing standard procedures, and providing technical support. Together, On Point Strategy and Guayama supported more than 500 providers, gave job training and work experience to over 100 young people, completed five major infrastructure projects, and built data-driven financial systems to help Guayama succeed with federal programs over the long term.
The
Project
CARES Act and American Rescue Plan Grant Administration and Compliance Support
Quick Facts
Project Completed:
Location:
Client:
Managed Fund:
Prime:
The project needed a full range of professional services to handle every stage of federal pandemic recovery funding. This included grant administration, fiscal management, compliance, reporting, procurement support, and oversight, with outcomes that included:
- Managing all aspects of grant administration and fiscal oversight for the State and Local Fiscal Recovery Funds (SLFRF) allocation
- Monitoring compliance with 2 CFR 200 and adherence to the Treasury Final Rule.
- Developing Power BI dashboards to provide real-time tracking of financial data
- Creating procurement procedures and offering technical assistance throughout the process
- Optimizing revenue replacement and reconciling Premium Pay
- Overseeing infrastructure projects and verifying their eligibility
- Developing and implementing standard operating procedures
The
Challenge
Guayama, managing federal pandemic recovery funding for the first time, encountered operational and compliance challenges that limited its ability to fully utilize its SLFRF allocation.
Regulatory Complexity
The Treasury Department's Final Rule for the SLFRF program introduced strict reporting requirements, defined eligible use categories, and established new regulatory systems, creating a compliance environment distinct from the FEMA disaster funding previously managed by the municipality.
Administrative Transition
A newly elected Mayor and a full administration change during the project created continuity risks. On Point Strategy had to quickly onboard new leadership while maintaining compliance deadlines and project momentum.
Multi-Project Portfolio Management
Managing over 35 federally funded projects across infrastructure, workforce development, and revenue replacement, the municipality lacked systems to track expenditures, obligations, and performance, which made portfolio oversight challenging.
Procurement and Contracting Gaps
The municipality needed support to develop compliant procurement procedures, such as Requests for Proposals and checklists, to meet federal standards and efficiently execute 57 contracts. This slowed contract administration.
Reporting and Transparency Requirements
Treasury's Portal reporting requirements and the need for real-time financial visibility exceeded the municipality's fiscal management capacity, limiting effective SLFRF fund management.
The
Solution
On Point Strategy helped Guayama manage its federal funds more effectively by offering strong grant management and building local skills.
Compliance Model Development
We built audit-ready documentation systems from the ground up by reviewing and revising fiscal reporting instruments and developing new processes and procedures to ensure full compliance with 2 CFR 200 and the Treasury Department's SLFRF Final Rule.
Real-Time Financial Analytics
We set up Power BI dashboards with interactive charts for budgets, spending, and balances. These tools gave municipal leaders a clear, real-time view of finances and helped them plan resources for over 35 projects.
Revenue Replacement Optimization
We helped the municipality secure $10 million in flexible funding for local needs by following Treasury rules and meeting all federal requirements.
Procurement Technical Assistance
We helped the municipality develop procurement procedures, such as requests for proposals and checklists. This support allowed them to complete 57 contracts that met federal standards.
Treasury Portal Management
We ensured the municipality met all federal reporting deadlines by assisting with Treasury Portal user roles, report submissions, and quarterly Project Expenditure Reports.
Project Eligibility and Oversight
We managed five major infrastructure projects, such as park and community center upgrades and key road repairs. We also reviewed new project ideas to make sure they qualified under the SLFRF Final Rule.
Workforce Program Support
We supported teacher-assistance programs for over 500 educators and job training for more than 100 young people. We also made sure these community programs followed all federal rules.
Premium Pay Reconciliation
We completed a complex Premium Pay reconciliation to ensure municipal employees received the correct pandemic-related compensation and that the municipality remained in compliance with federal rules.
The
Impact
By working together, On Point Strategy and Municipality of Guayama made significant progress in strengthening the municipality’s capacity and improving infrastructure resilience.
$23.7M
in SLFRF funds fully obligated through comprehensive grant management
$10M
in revenue replacement successfully secured and optimized
35+
federally funded projects managed simultaneously
57
contracts monitored and integrated into compliance systems
500+
educators supported through teacher assistance programs
100+
youth participants enrolled in training employment programs
Maintained Reporting Compliance
We submitted the Q1 and Q2 Project Expenditure Reports on schedule, meeting all U.S. Treasury Portal requirements.
Delivered Critical Infrastructure
We completed five major infrastructure projects, including parks, community centers, and essential road repairs that created visible improvements throughout the community.
Strengthened Audit Readiness
We established clear procedures and consistent documentation practices, simplifying future audits and reducing the risk of errors.
Improved Resource Allocation
Using real-time dashboard analytics, we identified priority needs and supported faster, better-informed decisions about where resources should be directed.
Ensured Administrative Continuity
During the mayoral administration transition, we provided continuous support that kept projects on track and prevented disruptions to implementation.
Lasting Value
On Point Strategy went further than just managing the grant. The team built lasting capabilities that made the project even more effective.
Institutional Knowledge Transfer
The SOPs, compliance frameworks, and reporting tools set up systems that Guayama can use again for future federal programs. This means the municipality can handle new funding opportunities without starting from scratch each time.
Data-Driven Culture
The Power BI dashboards and real-time analytics helped make data-driven decision-making a regular part of municipality operations. These tools are now used not just for SLFRF management, but also for wider budgeting and planning.
Process Standardization
On Point Strategy set up clear rules for procurement, contract monitoring, and financial tracking. This allowed the municipality to run several projects simultaneously, accelerating progress while still meeting compliance standards.
Local Capacity Building
Training and technical help for municipality staff built up their skills in Treasury reporting, federal compliance, and grants management. Now, Guayama has a team of experienced administrators ready for future federal projects.
Resilience Infrastructure
With updated financial systems, clear procedures, and trained staff, Guayama became a model for recovery. This shows that smaller cities can handle complex federal programs well when they have the right consulting support.
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