Family Planning Regional Training and Technical Assistance Grants

1
Family Planning Regional Training and Technical
Assistance Grants
Program Announcement Technical Assistance
Conference Call

• June 4, 2008
• 200 PM EDT

2
Welcome

• Introduction
• Purpose and format of call
• General TA will not answer questions specific
  to individual applications
• Introduction of speakers
• Call will be recorded

3
Materials for Call

• What participants should have in front of them
• Program Announcement
• Application kit, including
• OPHS-1, including forms
• Guidelines for Competing Application Preparation
  Title X Family Planning General Training

4
Funding Opportunity

• This announcement seeks applications for Title X
  Family Planning regional training and technical
  assistance projects
• Ten Projects will be funded one to serve each
  PHS region

5
What we will cover

• Brief overview of Title X
• Funding Opportunity
• Role of Program and Grants Management
• Application and Submission Process

6
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
  HIV/AIDS Policy
• Office of Population Affairs Office of
  Research Integrity
• Office on Womens Health National Vaccine
  Program
• Office of Regional Health Administrators
• Presidents Council on Physical Fitness
• Office of the Surgeon General
• Office of Military Liaison and Veterans Affairs
• Office of Disease Prevention and Health
  Promotion

7
Organizational Structure

• Office of Family Planning
• Is within
• Office of Population Affairs
• Deputy Assistant Secretary for
• Population Affairs Susan Orr, PhD
• within
• Office of Public Health and Science
• within
• U.S. Department of Health and Human Services

8
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
  National Training Center and National Clinical
  Training Center Cooperative Agreements
• Director Susan Moskosky

9
Program Overview Introduction to Title X of
PHS Act

• Mission to aid individuals to determine freely
  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

10
A Decentralized ProgramTen 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

11
Ten Public Health Service Regions
OFP Central Office

• OFP Regional Offices are
• in Cities marked

12
Federal Roles

• OFP Programmatic
• OPHS/OGM Administrative/Business/Budgetary
  (funds)

13
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

14
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

15
Purpose of Title X Training

• To ensure that all levels of personnel working in
  Title X services projects have the knowledge,
  skills, and abilities necessary for the effective
  delivery of high quality family planning services
• Includes specialized technical assistance

16
PHS Act Section 1003 Family Planning Training
Grants

• AUTHORIZED UNDER SECTION 1003 300a-1 (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 to provide the training for
  personnel to carry out family planning service
  programs described in section 1001.

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Family Planning Training

• Job-specific skill development, the purpose of
  which is to promote and improve the delivery of
  family planning services.

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Family Planning Training Centers

• National Family Planning Training Center
• National Clinical Family Planning Training Center
  
• Male Family Planning Training Center
• Regional Training and TA Centers (one in each PHS
  region)

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I. Funding Opportunity Description

• General Training and Technical Assistance
• General Training Job-specific skill
  development, the purpose of which is to promote
  and improve the delivery of family planning
  services
• Technical Assistance Specific, specialized or
  highly skilled family planning training, usually
  provided to a single entity based on identified
  need

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General Training/TA

• Supports section 1001
• Training is for personnel working in Title
  X-funded clinics
• Training must be based on an assessment of the
  training needs of personnel at various levels
  within a Title X project
• Training must be consistent with Title X
  requirements
• Review Title X statute, regulations, guidelines,
  legislative mandates and priorities

21
Title X Family Planning Program

• Program Priorities are established annually and
  published in the Services Announcement for the
  applicable year
• Represent overarching goals for the Title X
  Program
• Key Issues and Legislative Mandates are also
  listed in the 2008 Title X services announcement

22
General Training/TA

• Must meet needs of all personnel within Title X
  system, not just clinical
• Ten grantees will be funded one to serve the
  training needs of each region

23
II. Award Information

• One in each of the ten PHS regions
• Due date refer to Grant Announcement
• Award amount varies see Table I in Announcement
  total amount includes indirect costs (maximum
  indirect 8)
• Total amount for each area listed in Table I -
  total awards will not exceed this amount
• Up to 3 years

24
III. Eligibility Information

• Any Public or Private Nonprofit agency located in
  a State or Territory
• Faith-based agencies eligible
• Non-governmental agencies must provide proof of
  non-profit status
• Must demonstrate the capacity to carry-out the
  requirements of the project

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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 [phone])
• The GrantSolutions.gov Help Desk is available
  Monday - Friday, 10 AM - 6 PM Eastern Time.  For
  assistance 1-800-618-0223 or [phone], or
  email  help_at_grantsolutions.gov
• Proof of Nonprofit Status required with
  application submission Program Announcement
  describes what is acceptable proof
• DUNS number required with applicationinfo on how
  to acquire is in the application kit and
  www.grants.gov

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Application Content

• Demonstrate knowledge of evidence-based learning
  theory, adult learning, and applicability to
  training
• Demonstrate experience in design, development,
  implementation and evaluation of family planning
  training activities
• Experience with managing training resources and
  working with other training entities, service
  providers, and federal officials
• Evidence of relevant administrative, management,
  and training expertise and experience

27
Legislative Mandates

• Encouraging family participation in the decision
  of minors to seek family planning services, and
• Providing counseling to minors on how to resist
  attempts to coerce minors into sexual activities,
  and
• Complying with State laws requiring the
  notification or reporting of child abuse, child
  molestation, sexual abuse, rape, or incest and

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Training grantees --coordinate training
activities with other HHS training programs

• HRSA AIDS Education and Training Centers (AETCs),
  
• CDC Prevention Training Centers (PTCs),
• Infant Adoption Awareness Training Programs
  (IAATPs),
• SAMHSAs Addiction Technology Transfer Centers
  (ATTCs)
• National Healthy Marriage Resource Center (ACF),
  and
• Other appropriate training entities.

29
Application Content

• Topics (refer to announcement)
• Information, Education, and Communication
• Program Management
• Clinical Activities
• Specialized Technical Assistance
• Evaluation - include strategies for evaluating
  long-term outcomes that result in service
  delivery improvements

30
2008 National Training Priorities

• FY 2008 National Training Priority to be
  announced.
• Each regional training center (RTC) will be
  awarded an additional supplement as part of the
  total FY 2008 award.
• These funds are restricted pending approval of a
  supplemental proposal that addresses how the
  funds will be used for training of Title X
  providers on the issue (s) identified in the
  FY2008 national training priority.
• Anticipated to be 50,000

31
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 Family
  Planning Training TA Program
• Follow it carefully!!! The Grant Announcement
  takes precedence if these is conflicting
  information in other guidance documents

32
Application Process

• OPHS-1 has all the application formsface 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

33
Application Process

• Guidelines for Competing Grant Application
  Preparation Title X Family Planning Regional
  Training Center included in kit
• Provides useful guidance and explanation of each
  part of application
• Describes Program and Business (budget, grants)
  requirements

34
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)

35
Application and Submission Info

• Content and form
• Pay close attention!
• If there is a discrepancy of information, the
  program announcement takes precedence
• 60 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 60 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 60 page
  limit

36
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
• Proposed project must include Needs Assessment
  for training, work plan with S.M.A.R.T.
  objectives, and general training and TA services
  for Title X services grantees in the respective
  region
• A mechanism to solicit training needs, plan
  training, provide training, and evaluate training
  should be described
• Proposed training plan must comply with Title X
  Requirements and requirements of Program
  Announcement, including addressing the Program
  Priorities, Key Issues, and Legislative Mandates

37
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

38
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.

39
Scope of Services

• Refer to Title X Statute, Regulations, Program
  Guidelines, Priorities, legislative mandates, and
  other Key Issues
• See Grant Announcement and Application Kit and
  www.hhs.gov/opa Title X references
• A plan should be described for how Technical
  Assistance will be provided process of grantee
  request, approval by Regional Office, and plan
  for working with grantee and consultant to
  provide the customized assistance to address
  emerging needs in the program. Evaluation of the
  process and outcome of the technical assistance
  and the consultants should be included.

40
Scope of the Project

• The activities described in the application and
  approved for funding (pending any conditions of
  the award) become the agreement between the
  Federal government and the successful applicant
  regarding what the grantee will do for the funds
  awarded
• This is referred to as the Scope of the Project
• Any change to the Scope of the Project, or
  significant change in activities or use of funds,
  requires prior approval of both the OGM and OFP
  program

41
A Note about Characteristics

• Pay attention to grant application Guidance and
  Grant Announcement--analyze what is asked for
  respond appropriately
• Address Legislative Mandates - including training
  on reporting requirements for child abuse, child
  molestation, sexual abuse, rape, or incest
• Make sure you indicate familiarity with State law
  regarding these issues

42
Other Characteristics

• Must include process to ensure quality family
  planning services projects training and TA in the
  proposed project
• Plan for ensuring that Title X services projects
  staff have the knowledge and skills necessary to
  provide quality family planning services
• Training Needs Assessment (multiple sources of
  information)
• Training Plan
• Training Evaluation
• TA Process and evaluation plan to respond to
  emerging needs of services grantees

43
Grants Management

• Karen Campbell
• Director
• OPHS Office of Grants Management

44
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

45
OGMs Role

• As determined by the DHHS, OGMs 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)

46
OGMs 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

47
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

48
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 applicants
  organization)
• Budgeted costs must derive from proposed
  activities

49
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

50
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

51
Budget Tips

• Budget should be commensurate with project
  activities
• Use the correct OMB Cost Principle-
  http//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

52
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

53
Financial Infrastructure

• Organizational Charts
• IRS Tax Exemption Certification
• Indirect Costmust negotiate rate with DHHS DCA
  (Division of Cost Allocation) cannot exceed 8
  percent
• Signed Face Page (SF 424)
• Signed Assurances

54
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)

55
Funding Process

• Notice of Grant Award (NGA) notifies successful
  applicant of selection
• Includes any Conditions on the awardRequirements
  that must be met as a
• condition of receiving the grant funds
• Applicants who were not successful will be
  notified by the Program Office

56
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

57
Grants Management Issues- Post 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

58
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

59
Funding

• Project Period no more than 3 years
• Dependent on adequate progress of the project and
  availability of funds
• Will submit a non-competing continuation
  application for years 2 and 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

60
Other Administrative Requirements

• Reporting
• FSR
• Other

61
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

62
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

63
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

64
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
• Guidelines for Competing Grant Application
  Preparation Family Planning Services provides
  further explanation
• HHS Grants Policy Statement (January 2007)

65
Summary and TIPS

• Be clear, complete, and concise in project
  description
• Dont 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

66
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

67
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
• Budget should be adequate and reasonable to carry
  out the project work plan and administrative
  responsibilities of the project
• It should make sense

68
Summary and TIPS

• Do not request more Title X funding than is
  available
• Available funding includes indirect costs

69
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

70
Summary and TIPS

• Use of a systematic approach to planning,
  implementing, monitoring, and evaluation (such as
  a logic model) will assist in maintaining focus
  and will provide feedback on progress of project
• Dont wait until last minute to begin application
  submission
• Electronic submission is encouraged
• If you have a question, ASK.

71
Submission Dates and Times

• Multiple submission mechanisms
  http//www.grants.gov or www.grantsolutions.gov
  or
• mailing hard-copy
• Addresssee Announcement
• Electronic submission encouraged.
• Pay close attention to due date and deadlines

72
More Questions?

• Budget and Administrative
• Office of Grants Management (OGM) 240-453-8822,
  or
• Grants Specialist for your area (HHS Region) see
  Announcement
• Application
• GrantSolutions.gov
• 1-800-618-0223, or
• email help_at_grantsolutions.gov