Title X Program Administration

1
Title X Program Administration

• Susan Moskosky
• Director
• Office of Family Planning
• Office of Population Affairs
• August 6, 2007

2
Central Office Responsibilities

• Administration of Program at National Level
• Policy Development
• Coordinate/Collaborate with Other DHHS and OPHS
  Offices
• OHAP, OWH, OMH, CDC, SAMHSA, Minority AIDS
  Initiative (MAI) Steering Committee
• Oversee Section 1004 and 1005 Activities
• Family Planning Male Research Grants
• OPA Clearinghouse

3
Central Office Responsibilities

• Project Officer Responsibilities
  --Oversight/Monitoring of Grants and Contracts
  that Are National or Cross-Regional in Scope
• Clearinghouse
• National TA Contract
• Clinical Training Center Cooperative Agreement
• National Family Planning Training Center
• Family Planning Male Training Center
• FPAR Contract
• One Percent Evaluation Project Contracts
• Evaluations of Program

4
Central Office Responsibilities

• Development of PART and Performance Measures for
  Program
• Development of Budget Requests, Annual Spending
  Plan
• Respond to Requests for Information
• Development of Funding Announcements
• Interface with Departmental Officials,
  Headquarters OGC, Public Affairs, ASL

5
Federal Register Announcement

• Family Planning Services Announcement
• Developed Annually by OFP Central Office
• Identifies Service Areas Available for
  Competition Based on Grantee Project Periods
• Funding Amounts Based on Base Service Funds to
  Grantees in Previous Funding Period
• Identifies Priorities and Key Issues for Upcoming
  Fiscal Year

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Central Office Responsibilities

• Communication with Regional Offices
• Provide Leadership and Direction
• MOU
• Conference Calls
• Meetings
• Develop National Priorities and Initiatives
• Annual Family Planning Priorities and Key Issues
• Male Initiative in Family Planning
• HIV Prevention in Family Planning

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Regional Office Responsibilities

• Oversee Regional Family Planning Grantees
• Title X Service Grantees
• Title X Regional Training Grantees
• Service Grantees
• Grant Reviews
• Competitive Objective Review Committees
• Annual Non-Competing Continuations
• Development of Funding Memos, Including
  Recommended Terms and/or Conditions
• Communication with RHA Regarding Recommended
  Funding Levels, Concerns, etc.

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Regional Office Responsibilities

• Service Grants (continued)
• Monitoring Compliance with Program Requirements
  as Well as Performance According to Approved
  Scope of Work in Competing Grant Application
  through
• Grant Reviews
• Annual Site Visits
• Comprehensive Program Reviews (every 3 years, or
  approximately once per Project Period)
• Review of Grantees Monitoring of Sub-Recipients
• Family Planning Annual Report
• Ensuring Clear Separation from Non-Title X
  Activities

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Regional Office Responsibilities

• Service Grants (cont.)
• Regular Communication with Grantees via Grantee
  Meetings, Phone Calls, Etc.
• Feedback to Grantees on Performance
• Communication with Central Office Regarding Any
  Concerns or Issues

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Regional Office Responsibilities

• Regional Training/TA Grantees
• Grant Reviews
• Providing Direction Regarding Regional Training
  Needs Approval of Training Plan
• Facilitating TA for Providers Within the Region
• Monitoring and Providing Feedback on Performance

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Regional Office Responsibilities

• Communication with Central Office Regarding Legal
  or Policy Issues
• Support and Oversight of Special Focus Areas in
  Region
• Male Projects
• HIV Prevention in FP Projects
• Other Identified Special Projects
• Assistance with Identification of Training
  Candidates
• Family Planning Clinical Training Program
• Male Health Educator Institute
• Male Training Institute for Program Managers and
  Administrators

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Regional Office Responsibilities

• Participation in OFP National Meetings
• National Title X Grantee Meeting
• Annual HIV Prevention Technical Support
  Conference
• Male Grantees and Projects Meeting
• National Clinical Meeting
• Federal Staff Meetings

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Regional Office Responsibilities

• Communication with Central Office
• MOU/Work Plan
• Work Plan Reports
• Monthly Conference Calls
• Annual Federal Staff Meetings
• Grantee Issues/Concerns
• Calls from Media, Press, or Congressionals

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Regional Office Responsibilities

• Forward All Official Correspondence With Grantees
  to OGM for Official Grant File (OPA Program
  Instruction Series OPA 05-02)
• Site Visit Reports
• Program Review Reports (copy also to Director,
  OFP)
• Corrective Action Plans
• Grantee Technical Assistance and/or Training
  Reports
• Correspondence Between Federal Family Planning
  Staff and Grantee Agency

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Objective Review Process

• OPA Program Instruction Series OPA 05-03
• Minimum of 3 Qualified, Independent Reviewers
• Roster of Reviewers, Signed by RHA and Submitted
  to GMO Prior to Review
• No Reviewer May Serve on ORC for Same Program
  Office for More Than 3 Consecutive Years

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Competition

• Required to Promote Maximum Competition for
  Grants and Contracts
• Requirement for Competition Flows Down to
  Grantees also required to periodically compete
  their funds
• Encouraged to Identify Pockets of Need and to
  Compete Funds to Serve Areas Identified

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Competition

• Full and Open Competition Required for All Title
  X Funds
• If Area or Population is Identified That Is in
  Need of Services, Encouraged to Make Funds
  Available for Competition to Serve Identified
  Area or Population (in consultation with CO)

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Competition

• Award of Supplemental Funds to Existing Grantees
• Should Be Based on a Competitive Process
• Regional Office Responsible for Developing
  Announcement of Availability of Funds
• Eligible Entities
• Total Funds Available
• Total Number of Awards Anticipated
• Range of Individual Award Amounts
• Purpose of Supplemental Awards
• Criteria for Review of Applications

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Communications

• RHA Delegated Authority for Management of
  Regional Title X Activities
• Approval of RHA Required Relative to Decisions
  Regarding Grantees, Including Funding
• RPC Communication with RHA and OFP/OPA
• Responsible to RHA for Day-to-Day Activities
• Communication with OFP/OPA Regarding All Title X
  Policy Issues

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Regional Liaison

• Region Reg. Liaison HIV Liaison
• I Hallerdin Hallerdin
• II Woodall Woodall
• III Moskosky Woodall
• IV Flowers-Maple Flowers-Maple
• V Hallerdin Hallerdin
• VI Flowers-Maple Flowers-Maple
• VII Hallerdin Hallerdin
• VIII Flowers-Maple Flowers-Maple
• IX Moskosky Woodall
• X Woodall Woodall

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Communication with Central Office

• Questions or Concerns
• 1 Regional Liaison
• 2 -- OFP Director
• Legal/Policy Issues
• OFP Director

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Travel Priorities

• Priority 1 Oversight of Grantees
• Comprehensive Program Reviews Every 3 Years
• Annual (at least) Monitoring Site Visit (few
  exceptions)
• Priority 2 Required Central Office Meetings
• Federal Staff Meetings all professional staff
• National Grantee Meetings all professional staff

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Travel Priorities

• Priority 3
• Regional Title X Grantee Meetings (for your own
  region)
• One person per Region to HIV Technical Support
  Conference, Male Grantees/Projects Meeting,
  Clinical Training Meeting
• Priority 4
• Related Regional Meetings OWH, OMH, HP 2010,
  etc.
• Optional Central Office Meetings

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Technical Assistance

• Regional TA (through RTC)
• Address TA Needs Identified During
  Monitoring/Program Reviews
• Address Grantee/Delegate Expressed Needs for TA
• Central Office TA (through Baldwin Contract)
• Regional ORCs
• Program Reviews
• Occasionally for Specific, Sensitive Regional
  Needs (requires OFP Director approval)

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OFP Technical Assistance (TA) Parameters FY 2007

• Objective Review Committees (ORCs)
• For competing Grant applications
• Not for supplemental grant awards (utilize
  cross-regional reviewers)
• Maximum number of consultants for ORCs
• 3 reviewers/panel
• 1 chairperson/panel

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OFP Technical Assistance (TA) Parameters FY 2007

• ORCs
• Maximum number of consultant days
• 1 Application - 2 days
• 1 reading day and 1 on-site day
• More Than 1 Application
• 1 day for each application reviewed as primary
  reviewer
• ½ day for each application as secondary
  reviewer

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OFP Technical Assistance Parameters FY 2007

• 1 Travel Day/Consultant If Travel Is Required
• 1 On-Site Day for Chairperson (additional day
  only if travel is needed)
• Encouraged to Hold ORC by Conference Call When
  Possible

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OFP Technical Assistance (TA) Parameters FY 2007

• Additional Guidance
• When Holding ORCs and the Only Applications
  Received Are from Existing Grantees
• Convene ORC via conference call whenever possible

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OFP Technical Assistance (TA) Parameters FY 2007

• Program Reviews-
• Maximum Number of Consultants- 1 Team of 3
  Consultants
• Clinical
• Administrative
• Fiscal
• Consultants Should Have Knowledge/Experience in
  Subject Area as Well as Title X Program Knowledge

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OFP Technical Assistance (TA) Parameters FY 2007

• Program Reviews-
• Maximum Number of Days Per Consultant
• 7 Days -- Includes
• Preparation
• Travel
• Report writing
• Payment Rate for All Consultants is 400 per Day

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A Lot of Responsibility!

• We know this is a lot of responsibility, but
  remember our charge
• Ensure that clients who need our services are
  able to access high quality care, and that the
  way in which services are provided is not a
  barrier
• Protect the Integrity of the Title X Program
• Be good stewards of Federal Funds
• Were here to help you in whatever way we can
• Never hesitate to call us if you need help
  were here to help each other!