Health Resources and Services Administration HIV/AIDS Bureau Capacity Development Orientation Teleconference October 25, 2007 Agenda I. The Role of Your Project Officer II. The Notice of Grant Award (NGA) III. The Work Plan IV. The Budget V. The Payment Management System VI. The Financial Status Report VII. No-Cost Extensions VIII.Requesting Technical Assistance 2 Ryan White Care Act Programs Part A: Eligible Metropolitan Areas (EMA) and transitional grant areas (TGA) Part B: U.S. States ,Territories, and emerging communities (areas with cumulative AIDS cases between 500-999) Part C: Early Intervention Services (EIS) » Planning Program » Capacity Development Part D: Women, Infants, Children, Youth and Their Families » Youth Services Initiative Part F: Dental Reimbursement Community Based Dental Partnership AIDS Education and Training Centers (AETC) Special Projects of National Significance (SPNS) http://www.hab.hrsa.gov 3 Part C Capacity Development Purpose: Supports activities to strengthen organizational infrastructure in order to develop, enhance, or expand HIV primary healthcare services for people living with or at risk for HIV in rural, underserved communities or communities of color. Organizational Infrastructure: Refers to internal agency structure Includes administrative, fiscal, and programmatic areas 4 Part C Capacity Development Fundable Activities - Examples: Management Information System (MIS) Continuous Quality Improvement Program (CQI) Telemedicine Cultural Competency Staff Training 5 Your Project Officer (PO) Discusses progress and offers advice through regular conference calls A resource – Answers questions Provides assistance in revising budgets & work plans Provides TA Your Resource 6 The Notice of Grant Award (NGA) 7 NGA (continued) Item #6: Project Period – 1 year period (September 1, 2007-August 1, 2008) Item #7: Budget Period – 1 year period (September 1, 2007-August 31, 2008) Item # 4b: Grant Number – Must be used in official correspondence Item # 11&12: Award Amount Review Entire NGA Carefully 8 The Notice of Grant Award (NGA) Page 2 Failure to comply with the special remarks and condition (s) may result in a draw down restriction being placed on your Payment Management System account or denial of future funding. Grant Conditions: Program Terms: 1. Capacity Development Grants cannot cover the expenses of any type of service delivery including case management, outreach, HIV prevention, research, or any other services. 2. Resumes for professional staff not named in the application or that are hired subsequent to the notification of grant award must be submitted to the GMO, DGMO, within 30 days of identification or appointment to the project. 3. Receipt of Ryan White Title IV Capacity Development grant funds does not commit the DGMO to fund an applicant’s future Early Intervention Services (EIS) grant application. All EIS grant applications are considered on a competitive basis based upon their responses to established criteria. Standard Terms: 9 Conditions of Award (COA) A stipulation placed on a grant award that must be responded to in writing before funding can proceed. COAs can be as a recommendation from the Objective Review Committee; COAs can be placed on a grant award because there is a difference in the amount awarded and the amount requested on your application; Responses are submitted to your Grants Management Specialist (GMS) 10 Budget and Work Plan Revisions When submitting revisions include: Budget 1) Cover Memo 2) Line–Item Budget Justification 3) Budget Narrative Work Plan 1) Cover Memo 2) Revised Work Plan Note: Always include your Grant Number and Agency Name on all pages 11 Progress Reports Due Dates Your organization must submit three progress reports to your grants management specialist or GMS. The dates are listed in the NGA the applicant received under the category entitled “Reporting Requirements.” Final Report Due 90 days after the end of your project period (No later than November 29th, 2008). If need a copy of Progress Report Template and Instructions ask PO 12 Progress Report Sample Work Plan Instructions: Please describe progress on program objectives, action steps, and any results or findings to date. This section should provide detailed information on the progress the program has made in this quarter towards proposed objectives and steps stated in the approved work plan. Objectives Action Steps Progress 13 Progress Report Sample Budget Line Item Appvd. Oct – Jan Feb- April May – July Year-to-Date Balance Budget Expenditur Expenditure Expenditure Total e Expenditure Personnel 12,000 $3,000 $2,200 $5,200 $6,800 Travel Equipment Contractual 14 Sample Workplan Goal: To develop integrated Local Area Network (LAN) reporting and management information systems to provide for effective decision- making and quality of care. Objectives Action Steps Progress Complete assessment of agency MIS, by 11/07 Install software & hardware for coordinated reporting system, by 4/08 Develop patient flow and system protocols, by 5/08 Provide training, by 8/08 15 Budget Reminders Respond to COA to revise budget Can revise budget throughout project period Budget revisions must be requested in writing thru Division of Grants Management Operations if: >= 25% of total award purchasing equipment, adding funds to new line category or they change project scope, regardless of amount Revisions take time; request ASAP Always consult with your PO 16 Payment Management System (PMS) All HRSA Grantees MUST be linked with the PMS in order to draw down funds To register with the PMS: 1-877-614-5533 or visit http://www.dpm.psc.gov/ Review Item # 5, Standard Grant Conditions, on NGA for additional information Contact your GMS with questions 17 Financial Status Report (FSR) A FSR is due to HRSA’s grant office within 90 days after the final day of your budget period (No later than November 29, 2008) An electronic copy of the form is available at http://www.psc.gov/forms/sf/ Request for extensions must be submitted in writing to your Grants Management Specialist. Review Item # 1, Reporting Requirements, on NGA for additional information 18 No-Cost Extension Provides additional time to complete proposed activities using unspent/unobligated grant funds Not intended for development of new activities Request in writing to DGMO and include: Cover Memo Line-Item Budget Budget Justification Work Plan Revisions take time; request ASAP and before the end of your project period 19 Technical Assistance (TA) Two types of Technical Assistance Project Officer TA Onsite Consultant TA TA Process Determining TA Needs Discuss issue with PO PO determines type of TA Requesting TA Submit request in writing (i.e. letter, email) – State the problem – Specify type of assistance – State how TA will help resolve problem Once approved you will be contacted to begin TA 20 Reminders When in doubt, read the NGA When in doubt, contact your project officer 21
"Cqi Progress Report Template"