Health Resources and Services Administration HIVAIDS Bureau

1
Health Resources and Services Administration
HIV/AIDS Bureau

• Capacity Development Orientation Teleconference
• October 25, 2007

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Agenda

• The Role of Your Project Officer
• The Notice of Grant Award (NGA)
• The Work Plan
• The Budget
• The Payment Management System
• The Financial Status Report
• No-Cost Extensions
• Requesting Technical Assistance

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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

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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

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Part C Capacity Development

• Fundable Activities - Examples
• Management Information System (MIS)
• Continuous Quality Improvement Program (CQI)
• Telemedicine
• Cultural Competency Staff Training

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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

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The Notice of Grant Award (NGA)

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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 1112 Award Amount
• Review Entire NGA Carefully

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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
applicants 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
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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)

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Budget and Work Plan Revisions

• When submitting revisions include
• Budget
• Cover Memo
• LineItem Budget Justification
• Budget Narrative
• Work Plan
• Cover Memo
• Revised Work Plan
• Note Always include your Grant Number and Agency
  Name on all pages

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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

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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.
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Progress Report Sample Budget
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Sample Workplan
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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
• gt 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

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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

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Financial Status Report (FSR)

• A FSR is due to HRSAs 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

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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

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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

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Reminders

• When in doubt, read the NGA
• When in doubt, contact your project officer