Male Family Planning Research Cooperative Agreements July 2008

Program Announcement Technical Assistance Conference Call Male Family Planning Research Cooperative Agreements July, 16 2008 1:00 PM EDT 1 Welcome Introduction  Purpose and format of call General TA – will not answer questions specific to individual applications  Introduction of speakers 2 Materials for Call What participants should have in front of them:  Program Announcement  Application kit, including  OPHS-1, including forms 3 Funding Opportunity This announcement seeks applications for Title X Male Family Planning Research Cooperative Agreements 5 Study Sites will be funded and 1 Coordinating Site will be funded 4 What we will cover Brief overview of Title X  Funding Opportunity  Role of Program and Grants Management  Application and Submission Process  5 US Department of Health & Human Services Secretary – Mike Leavitt Assistant Secretary – Joxel Garcia, M.D., M.B.A. Office of Public Health and Science (OPHS) Programs * Office of Minority Health * Office of Population Affairs * Office on Women’s Health * Office of Regional Health Administrators * President’s Council on Physical Fitness * Office of the Surgeon General * Office of Military Liaison and Veterans Affairs * Office of Disease Prevention and Health Promotion * Office of HIV/AIDS Policy * Office of Research Integrity * National Vaccine Program 6 Organizational Structure Office of Family Planning Is within Office of Population Affairs Deputy Assistant Secretary for Population Affairs: Vacant within Office of Public Health and Science within U.S. Department of Health and Human Services 7 Office of Family Planning (within OPA): Central Office – Rockville, MD (Washington DC area)  Policy Office – Provides guidance and determines policy for all OFP programs Oversees projects with national scope, such as Family Planning Male Training Center, National Training Center and Male and other Research Projects and Cooperative Agreements with a national scope. Director: Susan Moskosky   8 Program Overview: Introduction to Title X of PHS Act Mission – to aid individuals to freely determine the number and spacing of their children Title X of the PHS Act authorizes discretionary grants  Sections – focus on Services  1001 Services – ALL Other Sections Support Services  1003 Training  1004   Research 1005 Informational and Educational Materials 1008 Prohibition of Abortion 9 A Decentralized Program: Ten Regional Offices In major cities, serving multi-state areas  Oversee Title X service grantees and general training grantees The project officers for the Family Planning Services grantees and the General Training grantees are in the PHS Regional Offices 10 Ten Public Health Service Regions OFP Central Office • OFP Regional Offices are in Cities marked 11 Federal Roles OFP: Programmatic OPHS/OGM: Administrative/Business/Budgetary (funds) 12 Title X Service Grantee Profile  88 total nationwide State, territorial, tribal, county, or local health agencies, universities, and faith-based and community-based not for profit agencies  Approximately 4,500 clinics in the service provider network – at least one clinic in ~75% of the counties in the US Provide FP and related preventive health care to almost 5 million men and women annually   Just under 6% are males 13 Overview of Required Title X Services      Voluntary Confidential Priority low income Any individual desiring services – male and female, regardless of ability to pay Must be under the direction of a physician with training or experience in FP 14 PHS Act Section 1004 Family Planning Research Grants AUTHORIZED UNDER SECTION 1004 [300a-2] (a) The Secretary is authorized to make grants to public or nonprofit private entities and to enter into contracts with public or private entities and individuals for projects for research in the biomedical, contraceptive development, behavioral and program implementation fields related to family planning and population. 15 Purpose of Title X Research  To promote and encourage projects which focus on increasing knowledge, understanding and techniques related to family planning, reproductive health and other related fields of public health. 16 Family Planning Research: Outcomes  Increase access to family planning services  Assess more effective methods and systems for the delivery of educational and clinical services  Influence constructive, positive and equitable health behaviors 17 Family Planning Male Research  Male Research Projects Round 1: 1997 – 2002  Round 2: 2003 – 2008   Service Delivery Improvement Projects  Male focus 18 I. Funding Opportunity Description  Male Family Planning Research Cooperative Agreement  To test a comprehensive service delivery model and evaluate its effectiveness and replicability in Title X clinics. 5 Study Sties – clinical locations where the model will be tested  1 Coordinating Center – Responsible for the research protocol, provision of training and technical assistance to the study sites and the overall evaluation  19 I. Funding Opportunity Description  Male Family Planning Research Cooperative Agreement  A cooperative agreement is a type of financial award in which ―substantial involvement‖ between the awarding agency and the recipient(s) during the performance period.  This award will include OPA/OFP collaboration in the management of the award including the planning and development of the comprehensive service delivery model, and other related elements of the research initiative. 20 I. Funding Opportunity Description  Service Delivery Model - Components  Restructuring the Clinical Environment  Physical modifications, administrative procedures, schedules, etc. Clinical providers – the male exam and other related screening procedures All staff – cultural competency, male-specific needs and related interactive strategies Outreach/education strategies, recruitment efforts, via community linkages, partners, friends and family members  Training of Staff    Targeted community outreach & clinic promotion  21 II. Award Information  5 Awards for Participating Study Sites   1 Award for Coordinating Center Due date: 25 July 2008  5 PM Eastern time if submitted in hardcopy to the OPHS Office of Grants Management/Grant Application Center 11:00 PM Eastern Time if submitted electronically via GrantSolutions.gov or Grants.gov 22  II. Award Information  Study Sites –   Year 1: $225,000 Years 2 – 5: $250,000 maximum  Coordinating Center –   Year 1: $375,000 Years 2 – 5: $300,000 maximum *Funding for years beyond year 1 are contingent upon the availability of funds, satisfactory progress on the project and adequate stewardship of Federal resources.  Up to 5 years total 23 III. Eligibility Information Any Public or Private Nonprofit agency located in a State or Territory   Faith-based agencies eligible Must demonstrate the capacity to carry-out the requirements of the project 24 III. Eligibility Information – items of note Study Sties  Programs incorporating all 3 components as a deliberate model will not be considered as a study site If selected, organizations will be required to make any necessary modifications to existing serves  25 III. Eligibility Information – items of note Center Sties  Coordinating  Applicants should be experienced in the implementation of the comprehensive service delivery model to be tested  Applicants should have expertise in health services training and research, including data collection, bio-statistical analyses and the management of multiple research sites 26 III. Application and Submission  If a hard copy of application kit is desired, may be obtained by contacting OPHS Office of Grants Management 240-453-8822 (Fax 240-453-8823) The GrantSolutions.gov Help Desk is available Monday - Friday, 10 AM - 6 PM Eastern Time. For assistance: 1-800-618-0223 or (301) 231-6005, or email help@grantsolutions.gov Proof of Nonprofit Status required with application submission – Program Announcement describes what is acceptable proof DUNS number required with application—info on how to acquire is in the application kit and www.grants.gov    27 Application Process   Application kit has all the information needed to prepare application The Program Announcement provides the information that is required related to the Title X Male Family Planning Research Cooperative Agreement Follow it carefully!!! The Grant Announcement takes precedence if these is conflicting information in other guidance documents 28  Application Process  OPHS-1 has all the application forms—face page, budget pages, assurances, certifications, etc. Instructions for filling each form are included Be complete! Do not leave blanks on forms – indicate n/a where not applicable to the applicant Certifications/Assurances must be included Person who signs application must have the legal authorization to act for the agency     29 Application Process  Provides useful guidance and explanation of each part of application  Describes Program and Business (budget, grants) requirements 30 Application Process    Complete form SF 424 (Face Page) Complete budget form SF 424A (Budget Sheet) Submit a Budget Narrative (budget must be consistent with the applicable Cost Principles) Sign SF 424 (by authorized signatory) Sign Title X Assurances (by authorized signatory)   31 Application and Submission Info  Content and form   Pay close attention! If there is a discrepancy of information, the program announcement takes precedence 30 double-spaced page limit for Project Narrative      Note fonts and other style requirements Does not include budget, budget justification, required forms, assurances, and certifications Only first 30 pages of the Narrative will be reviewed Limit Appendices to only what is necessary – do not send brochures or bound materials – they will be discarded unread  Include 1 page abstract – not included in 30 page limit 32 Application Content – General  Demonstrate understanding of the content of the funding announcement, citing examples of experience as necessary  Demonstrate experience in design, development, implementation and evaluation of family planning service delivery and research as applicable  Provide examples of coordination, management and other methods of collaboration, especially if relevant to the element of the funding announcement  Evidence of relevant administrative, management, and outside funding experience if relevant  Application should be responsive to the announcement! 33 Application Content  Applications must clearly describe administrative, management, and professional capability of applicant organization in relation to providing the required training and technical assistance project, implementation of the service delivery model 34 Application Content  Applications must clearly describe the profile of the proposed community to be served/represented, the need exhibited by the community, organization’s experience re: providing FP/RH services, capacity to participate in proposed research activity, and ability to collect data related to the research activity. 35 Project Narrative       Along with the budget, this is the ―heart‖ of the application Provides information related to the need for the project Describes organizational capacity Provides specific information related to how the applicant will develop and implement the project Includes project work plan with Goals and Objectives (S.M.A.R.T.) BE CLEAR, COMPLETE and CONCISE 36 Application Process Budget Narrative  Provide details of budget Breakdown each line item and provide an explanation of the costs Personnel should include salary per person and percent of time each person will spend on grant Fringe benefits should include percent used and what is included in cost. 37    A Note about Characteristics  Pay attention to grant application Guidance and Grant Announcement-analyze what is asked for– respond appropriately 38 Common Questions  Due Date: 25 July 2008   5:00 pm – hard copy submission 11:00 pm – electronic submission  Page Limit – 30 Pages, double spaced  This limit is exclusive of appendices, budgets, budget narratives, required forms and other items listed in Section IV, part 2 of the application. All applicants must comply with the HHS Protection of Human Subjects regulations (45 CFR part 46) 39  Institutional Review Board (IRB)  Grants Management Eleanor Walker Grants Management Specialist OPHS Office of Grants Management 40 OPHS Office of Grants Management (OGM) Role: Administrative/Business/Budgetary (funds) Office in Rockville, Maryland Provides grants management for all Office of Public Health and Science (OPHS) Program Offices Follows the Grants Administration Manual, Grants Policy Directives, and Grants Policy statements—  most rules apply to all Federal grants. Some are agency specific http://www.hhs.gov/grantsnet/ http://www.whitehouse.gov/omb/grants/grants_docs.html Director: Karen Campbell, Grants Management Officer 41 OGM’s Role As determined by the DHHS, OGM’s role is:  Official signatory for obligating federal grant funds Official signatory for all grant business   Management and prior approval requests Monitor all business/financial transactions on grants for compliance to Federal Regulations (including interpretation of Federal Regulations)  42 OGM’s Role OGM plays a vital role throughout the life of the grant:   Financial Status Report (FSR) Reconciliation Approval of Key Personnel Changes     Carryover Requests/Budgetary Requests Technical Assistance Audit Resolution And more… 43 Budget    SF 424A includes budget pages Follow directions in filling out forms Be complete; identify all sources of project funds Applicants should project costs for future years of funding on 424A, Section E 44  Budget  Must be consistent with the requirements of the Program Announcement Uniform Administrative Requirements for Grants and Agreements (cost principles in the OMB Circular appropriate to the applicant’s organization) Budgeted costs must derive from proposed activities 45   OMB Circulars  OMB Circulars which define cost principles that all Federal Grants must adhere to – How to run the business portion of a grant Circulars show what is allowable and any restrictions on use of funds   OPHS Office of Grants Management is responsible for oversight of all financial and business related grant issues 46 Budget Narrative/Justification  Provide details of budget. Separately identify budget for general training and technical assistance Breakdown each line item and provide an explanation of the costs   Personnel should include salary per person and percent of time/salary of each person charged to this grant Fringe benefits should include percent and what is included in cost 47  Budget Tips   Budget should be commensurate with project activities Use the correct OMB Cost Principlehttp://www.whitehouse.gov/omb/circulars/index.html Pay attention to allowable costs Provide adequate justification- market surveys, prior accounting records, cost per unit    Budget Narrative includes line by line breakdown for Federal and Non-Federal shares 48 Cost Sharing  Applicants should identify financial resources from other sources; should clearly identify sources and amount contributed on both SF424A and in the budget justification Program Income is generated from registration fees or other means generated as a result of the grant supported activities. It must be reinvested to further the objectives of the project  49 Financial Infrastructure  Organizational Charts   IRS Tax Exemption Certification Indirect Cost—must negotiate rate with DHHS’ DCA (Division of Cost Allocation): cannot exceed 8 percent Signed Face Page (SF 424) Signed Assurances   50 Budget Review  Budget is reviewed in comparison with project goals and activities Are there adequate funds for successful implementation? Is there over-budgeting?- Do not exceed the available amount of funds, including indirect costs Operating budget should be complete (Federal, Non-Federal, Private, Total funds) 51    Funding Process  Notice of Grant Award (NGA) notifies successful applicant of selection Includes any Conditions on the award— Requirements that must be met as a condition of receiving the grant funds Applicants who were not successful will be notified by the Program Office 52   Funding Process OGM is the Official contact for grantees  All official communication related to the grant award is between OGM and successful applicant  Grantees also communicate on a regular basis with the program project officer who oversees programmatic aspects of the grant OGM maintains the official grant file –the program office maintains working files for each grant 53  Grants Management IssuesPost Award        Budget Development and Allowable Expenditure Items Budget Forecast Indirect Costs Notice of Grant Award (NGA) Issuance/Terms and Conditions Reporting Requirements Organizational Financial Status Review (FSR) Grant Closeout 54 Budget Final project plan and budget will be negotiated after funding – Amount of award will not change, but allocation to various activities might be modified from what was proposed  Flexibility in schedule and resource planning is expected – will enable successful applicant to respond to emerging needs, lessons learned, and annual Title X priorities  All activities and budget will be approved by OFP project officer prior to implementation 55 Funding  Project Period – no more than 5 years   Dependent on adequate progress of the project and availability of funds Will submit a non-competing continuation application for years 2 – 3 of the project period  Budget period – funds provided to carryout project activities for one year  Annual continuing application – progress report, work plan, budget, budget justification 56 Other Administrative Requirements  Reporting   FSR Other 57 Review Process  Criteria listed in Grant Announcement – this is specified in the Title X training regulations Applications reviewed by Panel of Independent Reviewers Technical reviews by Federal Program (Title X) and Grants Management staff   58 Review Process  Objective Review Committee (ORC) – Formal process, confidential  Objective reviewers – technical experts in applicable field(s) (OGM) available for questions and to ensure integrity of process Review by OFP for programmatic compliance and OGM for administrative/business compliance    Input from Federal reviews and ORC, as well as likelihood of achieving benefits expected, considered when making award decision 59 Summary and TIPS  Grant Announcement is the primary guide to programmatic requirements; provides information related to statute, regulations, and OMB circulars which define cost principles  Follow what the Grant Announcement says 60 Summary and TIPS The application kit has useful information that will help you develop a complete application  OPHS-1 has all forms required along with instructions for completion 61 Summary and TIPS  Be clear, complete, and concise in project description Don’t make the reviewer search for required information – the easier an application is to review compared to the program announcement, the better the score   Clearly identify all sections of the application – indicate which components you are addressing 62 Summary and TIPS  The project narrative must include all required information – do not use the appendices to expand the page limit Make Goals and Objectives Specific Measurable Achievable Realistic Time-framed (S.M.A.R.T.) Activities should relate to goals and objectives    Budget should relate to goals, objectives, and activities 63 Summary and TIPS  The program work plan and budget should provide a complete picture of what and how the applicant will address the purpose and expectations of the Grant Announcement. Clear justification, background research and supporting information should be concise, relevant and persuasive 64  Summary and TIPS  Budget should be adequate and reasonable to carry out the project work plan and administrative responsibilities of the project should make sense  It 65 Summary and TIPS  Do not request more Title X funding than is available  Available funding includes indirect costs 66 Summary and TIPS  Staffing, including position descriptions, should be appropriate and reasonable for the goals, objectives, and activities of the project  Be complete in providing description of what staff will do, expertise required, and percentage time on the project 67 Summary and TIPS  Review the Application Review Criteria  Significance and Likelihood of Producing Meaningful Results  Competency of Staff and Adequacy of Facilities, Resource and Budget  Scientific Merit  Feasibility 68 Summary and TIPS  Use of a systematic approach to planning, implementing, monitoring, and evaluation will assist in maintaining focus and will provide feedback on progress of project Don’t wait until last minute to begin application submission Electronic submission is encouraged If you have a question, ASK. 69    Submission Dates and Times Multiple submission mechanisms: http://www.grants.gov or www.grantsolutions.gov or  mailing hard-copy  Address—see Announcement  Electronic submission encouraged.  Pay close attention to due date and deadlines 70 More Questions? Budget and Administrative  Office of Grants Management (OGM) 240-4538822, or Grants Specialist for your area (HHS Region) [see Announcement]  Application  GrantSolutions.gov   1-800-618-0223, or email help@grantsolutions.gov 71