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FY15 Reporting Requirements

FY15 Reporting Requirements. Luigi Procopio, DMHAP Project Officer Steven Young, DMHAP Director Adeola Fawehinmi, DMHAP Project Officer Keisha Johnson, DMHAP Project Officer Amelia Khalil, DMHAP Project Officer Department of Health and Human Services

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FY15 Reporting Requirements

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  1. FY15 Reporting Requirements Luigi Procopio, DMHAP Project Officer Steven Young, DMHAP Director Adeola Fawehinmi, DMHAP Project Officer Keisha Johnson, DMHAP Project Officer Amelia Khalil, DMHAP Project Officer Department of Health and Human Services Health Resources and Services Administration HIV/AIDS Bureau

  2. Steven Young, DirectorDivision of Metropolitan HIV/AIDS ProgramsAnnouncements

  3. Questions To ask a question . . . Press *1 on your phone

  4. Agenda • Program Terms Components • Part A & MAI Planned Allocations Table; • Planning Council Membership Roster & Reflectiveness; • Revised SF - 424A and Budget Narrative; • FY 2015 Implementation Plan; • Consolidated List of Contractors (CLC); • Contract Review Certification (CRC); • Local Pharmaceutical Assistance Program (LPAP) Profile.

  5. Program Terms Report Components

  6. Part A & MAI Planned Allocation Table Purpose: Serves as a reporting tool used by grantees to report their allocation of Ryan White funds, in accordance with the conditions of the award. The allocation table: • Identifies categories of services that are being funded, • Compares allocation table with prior year’s for trends and changes in the type of services being funded. Note: No Changes were made to the allocations table

  7. Allocations Table Verify Grantee Information Verify Award Amount = Total Grant Award Verify Svc Categories & Amounts Match Implementation Plan Verify Total Amts & %’s are Accurate Verify 75% Requirement Met (unless waiver), after 10% Admin and 5% CQM Deducted. Verify 25% Requirement Met (unless waiver) Total Svcs Allocation = Total Contractual HIV Svcs in Budget Narrative & SF-424A CQM Amt = CQM Amt on SF-424A and Narrative and is ≤ 5% or $3 million, whichever is less Administration ≤ 10% Total Allocation = Total Award Amt

  8. 75% of Total service dollars on CM Services

  9. Part A & MAI Planned Allocation Table Tips for Recipients Before submitting your Allocation Table, compare the following: • Make sure the current year template is used • Verify Total Part A Funds (section B) equals the Total Allocations under Combined Total (section C5). • Total award amount by type of funding can be found on the Final NOA • Allocations table to the • Implementation plan • SF - 424A, • Budget narrative.

  10. Planning Council Membership Roster & Reflectiveness Purpose: Lists membership of the Planning Council (PC) representation and its reflectiveness of the HIV/AIDS epidemic in the EMA/TGAs.

  11. PC Minimum per By-law % of non-aligned, formula Total # in PC Total Vacancies Self -disclosure If yes, please respond to this column

  12. Entire the #s they sum up at the bottom and automatically converts to % Entire the #s they sum up at the bottom and automatically converts to %

  13. Planning Council Membership Roster & Reflectiveness Tips for Recipients • Before submitting your PC Roster, ensure compliance with the following: • Roster accurately reflects key PC membership criteria • 33% of PC are non-aligned PLWHA consumer, accessing Part A Services, • Non-aligned – means there is no benefitting party affiliation with the PLWHA consumer. • PC as a whole, including the 33% PLWHA non-aligned consumers must reflect HIV/AIDS demographics, and

  14. Planning Council Membership Roster & Reflectiveness Tips for Recipients • The mandated membership categories are fulfilled. • If membership categories are not fulfilled, Grantee must document their plan to compile with this requirement. • Conflict of interest standard is applied to the administration of the PC.

  15. SF - 424A • Purpose – a reporting tool that captures award amounts in the appropriate budget categories and object class categories for the current FY year. • Budget Categories - Administration, Clinical Quality Management, HIV Services, MAI • Object Class Categories - Personnel, Fringe Benefits, Travel, Equipment, Supplies, Contracts, Other, Indirect Costs, and Program income.

  16. Explain costs within the budget narrative Contractual total = CRC amounts SF 424A total = Total award amount on NoA CQM Amt = total listed on allocations table is ≤ 5% or $3 million, whichever is less

  17. Tips for Recipients SF - 424A • Before submission ensure: • Appropriate budget categories are used. • SF-424A Amounts Correspond with: • Notice of Award (NoA) • Amount on the Budget Narrative • Amount on Contract Review Certification • Allocations Report • To access the SF-424A form, use the form found on grants.gov http://www.grants.gov/web/grants/forms/sf-424-family.html#sortby=1

  18. Budget Narrative • Purpose: Is a reporting tool that provides justification for all budgeted line items with regard to: • Administration, • Clinical Quality Management (CQM) • HIV services • MAI

  19. Tips for Recipients Budget Narrative • Before submission ensure: • Admin Cost ≤10%, • CQM ≤ 5% or $3 million whichever is less, and • Cross reference with Allocations Table and SF - 424A. • Personnel • Include Annual Salary, FTE allotment, and Program Salary Subtotal within the Personnel Category Object class. • Award funds were not used to pay the salary of an individual at a rate in excess of Executive Level II or $ $183,300 or $88/hr

  20. I. Implementation Plan Purpose: • The FY 2015 Implementation Plan demonstrates progress in impacting the HIV Care Continuum. The implementation plan is driven by stages of the HIV Care Continuum. The stages are consistent with the National HIV/AIDS Strategy goals. The implementation plan utilizes core medical and support service categories that are prioritized and funded by the planning council or through local community planning processes. The plan contains objectives and outcomes which are related to the Stages of the HIV Care Continuum, and demonstrate how funded services are implemented to achieve positive health outcomes and to promote access to high quality HIV care.

  21. Enter Service Priority Name, No., & Allocation Corresponds to Allocation Table Ensure Part A funding source is checked Enter Recipient Name Ensure Objectives are SMART Enter HRSA Service Unit Definition Ensure Number of People Served & Units are reasonable based on funds expended Sum of Funds = Service Category Allocation

  22. Service Category Table Denominator is based on # of people who receive the service

  23. Denominator is based on # of people in this stage of the HCC

  24. Tips for Recipients Implementation Plan • When reviewing the Implementation Plan, ensure compliance with the following: • Services are allowable per the service category definitions • Service category goals are linked to current Comprehensive Plan goals and strategies • Objectives describe how the service goal for the specified service category was accomplished • Cross reference funds expended with Allocations Report

  25. Questions To ask a question . . . Press *1 on your phone

  26. Consolidated List of Contracts (CLC) • Purpose: Identifies all Part A and MAI service providers receiving funds for the current grant year. • The CLC form is the only form that identifies minority and faith based providers. • To be considered a minority provider, the organization must; • have more than 50 percent of the positions on the executive board or governing body filled by persons of the racial/ethnic minority group to served; and • have more that 50 percent of key management, supervisory, and administrative positions filled by persons of the racial/ethnic populations to be served.

  27. Indicate Service type Indicate if provider is a Faith-based Provider Indicate if contract has been executed Enter Service Provider Enter Service Provider Address and Contact Info. Indicate if provider provides direct services Indicate if provider is a Minority Provider Enter Tax ID # Enter Contract Amount / Service category

  28. Tips for Recipients CLC • Before submitting your CLC, ensure compliance with the following: • Agencies funded for multiple service categories are listed separately for each contracted service, with corresponding amounts. • Confirm that the Minority and Faith based sections are filled. • Executed contracts are clearly identified. • Allocations Table and Implementation Plan are cross referenced.

  29. Contract Review Certification (CRC) • Purpose: Is a reporting tool used by grantees to certify all service contracts awarded by the grantee for the current grant year, were reviewed and comply with OMB and other Ryan White requirements.

  30. Provide Recipient info. New addition* Capture unexecuted contracts here Ensure the #s here correspond with the CLC, budget narrative and Allocations Indicate # of unexecuted contracts here Ensure the form is signed & dated by your Program Manager Ensure the form is signed & dated by your Fiscal Officer

  31. Tips for Recipients CRC • Before submitting your CRC report, ensure compliance with the following: • Certify that the procedures used to advertise and award funds meet the minimum standards required by the HHS in 45 CFR 75 • Certify that the budgeted costs in all contracts have been determined allowable according to principles and standards established in the Uniform Guidance (45 CFR 75). • Certify that there are no mathematical errors in the budget of all contracts. • Ensure only executed contracts are calculated into the Grand Total. • Ensure the # of unexecuted contracts and date of execution is provided. • Signed by both the Program Director and Grantee’s Budget (Fiscal) Officer. • Cross reference with SF-424A and Budget Narrative.

  32. Local Pharmacy Assistance Program (LPAP) • The purpose of an LPAP is “…to provide therapeutics to treat HIV/AIDS or to prevent the serious deterioration of health arising from HIV/AIDS in eligible individuals, including measures for prevention and treatment of opportunistic infections.” An LPAP is not a substitute for the ADAP. It is to provide medications when the ADAP is not meeting the needs of the clients of the EMA/TGA and is to be instituted based on need and in accordance with the National Monitoring Standards (NMS).

  33. Local Pharmacy Assistance Program (LPAP) Profile • LPAP Profile, limited to 3 pages, has two sections, • Description of the LPAP Profile – a statement of need, wait list and emergency financial assistance (EFA) etc. • Structure of the LPAP Profile – compliance with National Monitoring Standards (NMS), presence of advisory boards, eligibility and enrollment process and cost savings strategies etc. (Note: Remember that LPAP is not to be used for short-term or emergency medication needs.)

  34. Questions To ask a question . . . Press *1 on your phone

  35. Contact Information • Division of Metropolitan HIV/AIDS Programs • 5600 Fishers Lane • Rockville MD 20857 • 301-443-9091

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