USAID Subaward Management eWorkshop

USAID Subaward Management eWorkshop:

Aug 5 2020 - Sep 1 2020


Language: English


Week 1


Overview of subawards

  • Definitions
  • What are subawards?
  • Subrecipient vs contractor determination
  • Setting up the subaward: Prior approval
  • Subawards prime and subrecipient roles

Prior approvals

Prior approval requirements

  • Identifying subawards
  • Prior approval process
  • Second tier subrecipients
  • Concepts of subaward risks
  • Types of subaward risks

Purpose of using subawards

Why we need to use subawards

  • Subawards and procurement
  • Difference between subawards and memorandum of understanding
  • Definition of MoU
  • Subawards prime and subrecipient roles
  • Terminology

Risks management in subawards

Identifying types of subaward risks

  • Subawards risk management
  • Identifying risks
  • Risk management through subaward files

Week 2

Pre-award assessment

Components of pre-award assessments

  • Purpose of conducting a pre-award assessment
  • Components of pre-award assessments
  • Assessing/analyzing pre-award assessment data
  • Responsibilities of pass through entity for pre-award assessments

Managing risks

Methods and resources

  • Methods for managing risks
  • Specific/special conditions
  • Resources required to manage risks
  • Objectivity in risk management

Week 3

Competing subawards

Competitive process for selecting subrecipients

  • Competitive mechanisms
  • Components of request for applications/proposals
  • Competitive process for subawards
  • Establishing milestones/deliverables
  • Funding/subaward mechanisms

Subaward mechanisms

Different types of subaward mechanisms

  • Subagreements/subgrants
  • Fixed amount subawards

Selecting subrecipients

Request for Application documents

  • Selection of subrecipients
  • Criteria for selecting subrecipients
  • Pre-selection of subrecipients

Subaward package

Building subaward package

  • Components of subaward package
  • Basis for issuing and managing special conditions
  • Subaward package negotiations

Week 4


Purpose of and issues to consider in monitoring

  • Purpose of monitoring
  • Risk indicators
  • Risk assessment
  • Monitoring documentation

Financial management and monitoring

Options for payments and monitoring through financial reports

  • Indicators of good financial systems
  • Payments
  • Financial reports


Process for closing out and documenting sub-award close-out

  • Close-out steps
  • Inventory management and equipment disposal
  • Documenting close-out process

Wrap up and resources

Wrap up and post workshop info

Tools and resources available for subaward management

  • Wrap-up and post-workshop information
  • Regulatory references
  • Workshop tools and resources
  • Workshop evaluation/feedback

Day 1


  • Course Objectives & Plan for the Day

Introduction to Subawards 

  • What are Subawards
  • Purpose of Subawards 

Risk in Subawards 

  • Types of risk
  • Identifying risk 
  • Managing risk 

Pre-award Assessment 

  • Purpose of pre-award assessments 
  • Components of pre-award assessments 

Funding/Subaward Mechanism 

  • Mechanism for competitive awards 

Day 2


  • Plan for the Day 

Funding/Subawards Mechanism 

  • Sub-agreements and subgrants 
  • Fixed amount subawards 

Selection of Subrecipients 

  • Criteria for selecting subrecipients 

Subaward Package 

  • Components of financial management system
  • Managing advances 
  • Elements of good financial managements 


  • Purpose of monitoring 
  • Issues to monitor 
  • Risk indicator 
  • Managing risk through monitoring 
  • Options for monitoring 


  • Inventory management 
  • Lessons learned, results dissemination 


  • Wrap Up and Certificates