P.O. BOX 2120



February 4, 2005



Division Superintendents



Jo Lynne DeMary

Superintendent of Public Instruction



Online Management of Education Grant Awards


The Virginia Department of Education (VDOE) is developing an automated grant reimbursement and application system. The goal of the new system is to eliminate most, if not all, of the paper submissions currently associated with grant applications and reimbursement requests. Upon completion, the Online Management of Education Grant Awards (OMEGA) system will enable school divisions and other grant subrecipients to:



OMEGA will be implemented in two phases. The first phase will focus on electronic submission of grant reimbursements for selected federal awards. We expect that by June 1, 2005, all school divisions will be using the system to submit reimbursement requests for the seven grants listed below. Other grants may be added to this list and will be available on July 1, 2005. The first seven grants include:



The second phase will allow school divisions to accomplish additional functions related to grant administration within OMEGA. In addition to increasing the number of federal grants reimbursable through the Web, the following online functionality will be implemented:


As a Web-based application, OMEGA will:



Additional information will be provided as this system is developed. Several school divisions have agreed to be the first divisions to receive training and to use the online reimbursement request feature outlined in Phase I. Each month, more school divisions will be added to OMEGA with the goal of having all divisions trained and using OMEGA no later than June 1, 2005.

Training in the use of OMEGA will be made available by the department. A new Grants Administration Unit, established in the accounting office of the Division of Finance, will contact your school divisions fiscal and grant staff to discuss the timing of training and implementation for your school division. These discussions will include:



To facilitate these discussions, we hope to use your finance director as your divisions primary point of contact for implementing OMEGA (see Attachment A). If your finance director is someone other than the individual listed on Attachment A, or if the primary point of contact for this project should be a different person, please let us know.


As this system is implemented, your divisions input will be greatly appreciated. If you have any questions or concerns, please contact Karen H. Lux associate director of grants administration at 804-371-6877, or Marie G. Williams mailto: accounting director at 804-225-2040. You may also contact Dan Timberlake, Assistant Superintendent for Finance, at 804-225-2025.