Health Resources and Services Administration HIV/AIDS Bureau

1. Health Resources and Services Administration HIV/AIDS Bureau Capacity Development Pre-Application Technical Assistance Conference Call January 22, 2004 Division of Community Based Programs

2. AGENDA • Overview of Ryan White CARE Act Programs • Overview of Capacity Development Program • Grant Writing Tips • Completing the Budget • Writing the Capacity Development Application – Section by Section • Question and Answer Period

3. HIV/AIDS BureauRyan White CARE Act Programs • Title I: Eligible Metropolitan Areas • Title II: States and Territories • Title III: • Early Intervention Services Program • Planning Grant Program • Capacity Development Grant Program • Title IV: Women, children and families • 2Part F: • Community Based Dental Programs • Dental Reimbursement • Special Projects of National Significance • AIDS Education and Training Centers

4. Title III Capacity Development • Title III Capacity Building is defined as: • Activities that promote organizational infrastructure development that lead to the delivery or improvement of HIV primary care services. • In this context, the elements of infrastructure development speak to: • Management systems • Service delivery systems • Evaluation systems • Cultural Competency

5. Title III Capacity Development Program Expectations • Organizations are providing or intend to provide HIV primary care. • Proposed activities will assist in improving or developing HIV primary care services.

6. Title III Capacity Development • Eligibility Public or private nonprofit entity that is or intends to become an HIV primary care provider. • Preferences Rural/Underserved Minority AIDS Initiative (MAI) • Special Considerations RWCA funded providers of less than six years

7. Minority AIDS Initiative (MAI) • Began in FY 1998 • Continued MAI funding depends on FY 2004 appropriations language • Intent – To increase access and retention to HIV care for racial and ethnic minority communities, and reduce the burden of HIV/AIDS in these communities. • Portion of funds for Capacity Development is MAI • MAI allocations may be made for your program – dependent on % of clientele you serve or propose to serve to be racial and/or ethnic minorities

8. Title III Capacity Development • Allowable Activities include but not limited to: • Automating Medical Records and/or Billing Systems • Developing or revamping Fiscal System for multiple funding streams • Web linked MIS • LAN (within agency) or WAN (across outside providers) • CQI and/or Case Management Program/Policies and Procedures • Staff Training w/ Board Education and Strategic Planning • Development of cultural competency training program internally or through outside provider • Development of Telemedicine program • Purchasing medical equipment/supplies (not as a stand alone, must be a part of overall project) • Grant Writing (not as stand alone; with other activities such as strategic planning)

9. Title III Capacity Development • Funds cannot be used for: - Direct Services (primary care, case management, outreach, etc.) • Planning Activities (i.e., overall needs assessment) • To offset T3 or T4 activities (i.e., medical supplies not related to capacity program) • For construction • For research (IRB = research; medical sampling of patients = research)

10. Grant Writing Advice 1. Read the guidance carefully and follow instructions. 2. Develop a grant writing work plan with time framed assignments. 3. Understand the review criteria. 4. Go easy on the Objective Review Committee.

11. Develop A Grant Writing Work Plan Your internal grant writing work plan should: • Identify Coordinator responsible for assembling the final application package. • Assign each specific section of the application to a responsible person or team. • Establish deadlines for completion of each section. • Use internal and external readers. • Provide ample time for review of rough drafts and revisions.

12. Application Due Date AND, most of all, … Be On Time! Applicationsare Due March 5, 2004 If submitting via mail, applications must be postmarked by March 5, 2004. If submitting electronically, applications must be received by midnight, EST, on March 5, 2004. Submit either by mail or electronically – NOT Both

13. Application Format(Section IV/Guidance) Your application should include the following parts in this order: • i:SF424 – Face Page (From 5161) • ii:Table of Contents • iii:Checklist (From 5161) • iv:SF424A – Federal Budget Form (From 5161) • iv:Line Item Budget • v:Budget Justification • vi:Staffing Plan and Personnel Requirements • vii:Assurances (From 5161) • viii:Certifications (From 5161) • ix:Project Abstract

14. Application Order (cont.) • x:Program Narrative 1) Introduction 2) Needs Assessment • Epidemiologic Profile • Socio-Demographic Information • HIV Service Delivery System 3)Methodology 4) Work Plan • Work Plan Components • Level of Performance 5) Resolution of Challenges 6) Evaluation and Technical Support Capacity 7) Organizational Information • xii: Appendices

15. Budget Your budget has three parts: • SF 424A – From the 5161 • Line-item budget (spreadsheet) • Narrative Budget Justification

16. SF 424A - SAMPLE

17. SF 424APg.2

18. Budget Categories • Personnel • Include all staff to be paid for by this grant. • Equipment • Computers, printers, dental chairs, software > $500, etc. • Travel • Local • Long Distance (Conferences, training, meetings) • Capacity New Grantee Orientation Mtg. • Supplies • Contractual/Consultant See Section IV, #2 (iv) of Guidance

19. Budget Categories (cont.) • Other • Rent • Utilities • Postage • Printing of Materials • Phone • Indirect Costs (cannot include costs previously listed in budget)

20. Budget Advice • Read the Guidance carefully. • Use a table, if possible, to present your line item budget. • Whenever possible, provide a mathematical calculation for all items. • Provide detailed information on consultants. • Make sure that all costs listed in the line-item budget are reflected in budget justification.

21. Staffing Plan This is new to the Program Guidance. • Includes all staff for this project. • Education & Experience/Qualifications • Rationale for time being requested Also includes; Appendix A – Position Descriptions Appendix B – Staff biographical sketches See Section IV, #2 (vi) of Guidance

22. Table of Contents Reviewers LOVE a detailed Table of Contents because it facilitates their discussion of your proposal. • Number every single page, including Appendices. • Include all headings and subheadings in your Table of Contents with a page number assigned to each. See Section IV, # 2 (ii) of Guidance

23. Abstract Include Description of: • Organizational Mission • Services currently provided • Service area • Targeted Population • HIV Epidemic in service area • Current HIV resources in service area • Summary of Capacity activities • Amount requested • Number of years requested See Section IV, #2 (ix) of Guidance

24. Cross Reference Tool

25. Review Criteria Points • Need = 5 points • Response = 35 points • Evaluative Measures = 15 points • Impact = 10 points • Resources/Capabilities = 25 points • Support Requested = 10 points See Section V of Guidance

26. Program Narrative 1) Introduction • Project Purpose • Need for funds • Justification of how activities will lead to the development, expansion or enhancement of HIV primary care services. See Section IV, # 2 (x) of Guidance for all parts of Program Narrative

27. Program Narrative 2) Needs Assessment • Epidemiologic Profile • Cumulative number of AIDS cases for 2000, and 2001 • Percentage of increase or decrease in number of cases from 2000 to 2001 • Other measures that reflect increased burden.

28. Program Narrative • Socio-demographic Information • Identify target populations to be served. Compare target population to service area population. • Specifically address the Communities of Color to be targeted. • Show target population and service area population distribution by race/ethnicity, gender, age, and mode of transmission.

29. Program Narrative • HIV Service Delivery System • Providers in area – services provided, funding received, access to care barriers • Barriers to care – for specific target population • Gaps in services – justify need for capacity funds Appendix C – Area Map

30. HIV Service Delivery Chart-Sample

31. Program Narrative 3) Methodology • Problem Statement • Goal(s) • Objectives Recommend you present in table format (adding Work Plan Components listed on following slide)

32. Program Narrative 4) Work Plan • Work Plan Components • Key Action Steps • Person Responsible • Completion Date • Evaluation Method for each objective • Information/Product Dissemination Plan, if applicable Recommend you present information in table format (starting with information from Methodology)

33. Sample Methodology & Work Plan Table

34. Tips Your Methodology and Work Plan should include objectives and key action steps that are: CLEAR TIME FRAMED MEASURABLE & REALISTIC!

35. Program Narrative • Level of Performance- Sample

36. Program Narrative 5) Resolution of Challenges This is new to the Program Guidance. Describe : • Challenges likely to be faced in implementing work plan • How you will handle them Or • Why you do not expect to encounter challenges Do not leave this section empty.

37. Program Narrative 6) Evaluation and Technical Support Capacity • Agency skills – what allows your agency to conduct activities • Staff skills – specific to proposed activities • Collaboration with State and County agencies • Collaboration with RWCA Title I Planning Council and/or Title II Consortia • Collaboration with RWCA Title III and/or Title IV grantees • Collaboration with indigenous minority organizations (if proposing to serve communities of color – MAI related) Appendix D – Letters of Support and/or Letters of Commitment (if activities will be done with another agency)

38. Program Narrative 7) Organizational Information • Mission • RWCA funding received • HIV and related services provided • If not providing HIV care, how you intend to do so • Involvement of PLWHA in the development and assessment of your overall HIV program – not specific to capacity activities Appendix E – Organizational Chart

39. Program Narrative • Finally – Justification Explain how the proposed activities will assist your agency to develop, expand, or enhance HIV primary care services to the target population in your service area.

40. Appendices • A – Job Descriptions • B – Biographical Sketches • C – Service Area Map • D – Letters of Support/Commitment • E – Organizational Chart

41. Where to Submit Your Application • Online: Follow online instructions. Help Line – 877-464-4772 (8:30 am to 5:30 pm EST) 2. Paper: Submit one original copy with authorized signature in blue ink and two unbound copies to: HRSA Grants Application Center (GAC) Attention: Grants Management Officer 901 Russell Avenue, Suite 450 Gaithersburg, MD 20879

42. Reminders – Must Do’s • Must put DUNS number at top of SF 424 • Entire application no more than 80 pages or 10MB (electronic submissions); including Appendices • Margins must be 1” • All pages must be numbered beginning with the SF 424 as page 1 and ending with your Appendices.

43. Reminders – Must Do’s • Obtain PHS 5161 (Application Packet) call 1-877-477-2123 • Include all required Appendices • Include copy of indirect rate cost agreement, if applicable

44. Contacting Us Program Questions: Ruth Roman 301-443-0947 or 301-443-2177 rroman@hrsa.gov Budget Questions: Janice Gordon 301-443-2385 Jgordon@hrsa.gov