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Your Grant Application and Program Reporting. Applying for Your Grant Electronically and Reporting Data. Grants.gov, HRSA’s Electronic Handbooks and Program Reporting – How It Impacts You . Christopher Dykton Science Applications International Corporation Rockville, MD.

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Your Grant Application and Program Reporting


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    1. Your Grant Applicationand Program Reporting Applying for Your Grant Electronically and Reporting Data Grants.gov, HRSA’s Electronic Handbooks and Program Reporting – How It Impacts You • Christopher Dykton • Science Applications International Corporation • Rockville, MD

    2. Your Grant Applicationand Program Reporting Faculty Disclosure Information In the past 12 months, I have not had a significant financial interest or other relationship with the manufacturer(s) of the product(s) or provider(s) of the service(s) that will be discussed in my presentation. This presentation will (not) include discussion of pharmaceuticals or devices that have not been approved by the FDA or if you will be discussing unapproved or "off-label" uses of pharmaceuticals or devices.

    3. Outline • Current Challenges for MCHB Grantees • Managing Your Grant Application and Program Activity: The Workflow • Grants.gov: What is it and how do I start the application process? • HRSA’s Electronic Handbooks: What is it and how do I complete the application process? • Non-Competing Continuation Application • Reporting Data and Performance Measures: EHB Program Specific Information • Getting Help

    4. Current Challenges for MCHB Grantees • New in 2006, MCHB grantees will submit applications in Grants.gov • Grants.gov URL = www.grants.gov • Supplemental grant and program data will be submitted in HRSA’s grants management system, HRSA’s Electronic Handbooks (EHBs) • EHBs URL: https://grants.hrsa.gov/webexternal/home.asp • Two systems • 2 business processes, 2 registrations, 2 deadlines • Systems will exchange information • Data and performance collection systems within the Bureaus still integrated with HRSA’s EHBs

    5. Outline • Current Challenges for MCHB Grantees • Managing Your Grant Application and Program Activity: The Workflow • Grants.gov: What is it and how do I start the application process? • HRSA’s Electronic Handbooks: What is it and how do I complete the application process? • Non-Competing Continuation Application • Reporting Data and Performance Measures: EHB Program Specific Information • Getting Help

    6. Managing Your Grant • Universal grants management portal for all federal grants • Unique grants system for HRSA grants • Electronic systems that transfer data Grants.gov -> HRSA’s EHBs • Reporting data and performance measures for both application and post-award • Take a look at the workflow of a sample grant cycle

    7. Life of an MCHB Grant Life of an MCHB Grant(Three-Year Grant) Year 1 Year 2 Year 3 END

    8. Life of an MCHB Grant Life of an MCHB Grant(Three-Year Grant) Year 1 Year 2 Year 3 END New Non-competing Non-competing Application Continuation Continuation Via Grants.gov Via Grants.gov AND HRSA’s EHBs

    9. Life of an MCHB Grant Life of an MCHB Grant(Three-Year Grant) Via HRSA’s EHBs Post-Award Post-AwardPost-Award Reporting Reporting Reporting Year 1 Year 2 Year 3 END New Non-competing Non-competing Application Continuation Continuation Via Grants.gov Via Grants.gov AND HRSA’s EHBs

    10. Managing Grant Application • Workflow is key to understanding the systems • Application is generated and submitted in Grants.gov • Data are transmitted to EHBs • For non-competing continuations, supplemental grant and program data are submitted in EHBs • Applying electronically is stressed rather than submitting a paper application • Your guidance should be able assist you

    11. Workflow Timeline for Non-competing Continuation Register In Grants.gov TimelineActivity Now! From Release of Funding Announcement to Grant Deadline (Grants.gov) Data Sent to HRSA’s EHBs Submit SF424 Face Sheet in Grants.gov Grantee Notified of Transmission From Submission of SF424 to Two weeks after Grant Deadline (Grants.gov) Enter HRSA’s EHBs to Enter Supplemental Data YOU ARE FINISHED! Submit in HRSA’s EHBs

    12. Workflow: Non-Competing Continuations • Applying as a non-competing continuation • Completing Grant Application (PHS 5161) – Grants.gov and EHBs • Attaching Required Documents (e.g., Narrative, Attachments) - EHBs • Completing Program Specific Information - EHBs • Provide application year and future year budgets • Write abstract, providing experience to date • Provide/revise objectives for PMs for future grant propose grant years • Report provisional indicator data for PMs for current year

    13. Managing Program Data • Two times for entering program data reporting in the EHBs • Providing provisional data at the time of non-competing continuation • Reporting data after initial award and when a grant year is completed (Post-Award Reporting) • New/Competing Applications are completed only through Grants.gov • No submission in HRSA’s EHBs

    14. Outline • Current Challenges for MCHB Grantees • Managing Your Grant Application and Program Activity: The Workflow • Grants.gov: What is it and how do I start the application process? • HRSA’s Electronic Handbooks: What is it and how do I complete the application process? • Non-Competing Continuation Application • Reporting Data and Performance Measures: EHB Program Specific Information • Getting Help

    15. Grants.gov • What is Grants.gov? • Web site that the federal government uses to inform citizens of grant opportunities and provide a portal for submitting applications to federal government agencies • Why is HRSA making this change? • Department of Health and Human Services (DHHS) level policy change • Meet the President’s Management Objective • to make grant opportunities more accessible to the public and • to encourage electronic submission of grant applications to improve efficiency and analytic capabilities. 

    16. Grants.gov • Is MCHB Using Grants.gov? • All MCHB new awards and non-competing continuations 2006 forward • Preparation for submitting a non-competing continuation application • Authorizing Official should register the organization in Grants.gov  • Your organization MUST be registered in Grants.gov • Takes time – can take up to 4 weeks or more. Do it NOW!

    17. Grants.gov • Follow the instructions on Grants.gov • Allow time for corrections  • Enter information in fields even if it is 0 or the form will remain incomplete.  • Required fields are highlighted in yellow • There are resources available on the Grants.gov to help • www.grants.gov

    18. Grants.gov • Complete the SF424 Face sheet and Checklist • Submit the face sheet through the Grants.gov portal.  • Contacted by Grants.gov about successful submission to HRSA • Log into HRSA’s EHBs to provide supplemental data • Budget • Narrative and attachments • Program specific information

    19. Outline • Current Challenges for MCHB Grantees • Managing Your Grant Application and Program Activity: The Workflow • Grants.gov: What is it and how do I start the application process? • HRSA’s Electronic Handbooks: What is it and how do I complete the application process? • Non-Competing Continuation Application • Reporting Data and Performance Measures: EHB Program Specific Information • Getting Help

    20. HRSA Electronic Handbooks: What is it? • HRSA Electronic Handbooks is HRSA’s grants management and application system • Known as EHBs • Supports all HRSA’s Bureaus and Offices • Integrates with data and performance collection systems within the Bureaus • https://grants.hrsa.gov/webexternal/home.asp

    21. Registering in the EHBs • Access to EHBs • To apply and report, registration is required • All working on an application must register • Individual registration • Defined with a role • Those registered are linked to an organization

    22. Registering in the EHBs • Register yourself as a user in this system • When providing supplemental information for a non-competing continuation: • Register as a user linked to your specific MCHB grant and grantee organization • Use your grant number to identify your organization! • If you have already registered in EHBs, use that username and password • Only register once – call the HRSA Call Center to check on your registration if unsure

    23. Outline • Current Challenges for MCHB Grantees • Managing Your Grant Application and Program Activity: The Workflow • Grants.gov: What is it and how do I start my application in Grants.gov? • HRSA’s Electronic Handbooks: What is it and how do I provide my supplemental data? • Non-Competing Continuation Application • Reporting Data and Performance Measures: EHB Program Specific Information • Getting Help

    24. Non-Competing Continuation • So now that we’ve registered in both systems and provided the SF424 via Grants.gov, let’s look at finishing the non-competing continuation in the EHBs • Reviewing roles during the non-competing continuation • Completing the application – providing grant information and MCH performance data. • Non-competing Continuation = Progress Report

    25. Non-Competing Continuation: Roles • The project director will add the grant to his or her portfolio • Project director must approve requests for access to the grant portfolio and assign privileges to other members of your organization • Project directors will need their most recent Notice of Grant Award in order to add the grant to their portfolio

    26. Non-Competing Continuation: Roles • Recommended that project director register now in order to grant access to others • Once registered or granted access by your project director, to access your MCHB non-competing continuation application, click on Noncompeting Continuations link on left sidebar

    27. Non-Competing Continuation: Application Forms Status • Click ‘Update’ or the name of the section in the menu on the left to access the section • Data submitted in Grants.gov populates fields in these sections – you can edit inconsistencies • As you complete these sections, you are completing PHS Form 5161, Grant Application • All sections of an application must appear as ‘Complete’ in the status column before you can submit

    28. Look at Application Forms Status Menu for Application Forms Status Click on Update to access this section for data entry Section Status is noted. If all data entry is done, it will say ‘Complete’ This is the section and link for MCHB’s Program Specific Information and Forms

    29. Outline • Current Challenges for MCHB Grantees • Managing Your Grant Application and Program Activity: The Workflow • Grants.gov: What is it and how do I start my application in Grants.gov? • HRSA’s Electronic Handbooks: What is it and how do I provide my supplemental data? • Non-Competing Continuation Application • Reporting Data and Performance Measures: EHB Program Specific Information • Getting Help

    30. Program Specific Information: An Overview • Developed a set of forms and performance measures to monitor MCHB discretionary grant programs • OMB approved • Used in part by all MCHB grantees during the life of a grant when both applying and reporting

    31. Program Specific Information: Overview • Begin collecting program and performance data at the time of the grant application and continue to collect through the life of the grant and closeout • Provide data for grant review, program analysis and public information • MCHB’s program and performance measurement data = Program Specific Information in the EHBs

    32. Program Specific Forms Information Menu – A Sample Part of the Menu for Program Specific Information Click on Update link to go to this section to enter data Section Status is noted. If all required data are entered, it will say ‘Complete’ Click on Details link to go to the Status Checker which gives you more information on why the form is not complete Program Sections and Forms required to complete are noted.

    33. Program Specific Information: Forms • Standard data for all programs are collected • Project office selects PMs for a program. • Universal Newborn Hearing Screening (UNHS) Forms: 1, 2, 4, 6, 7 • UNHS National PMs: 03, 05, 07, 10, 23, 31 • UNHS Additional Data Element Form: Children with Special Health Needs Data Elements

    34. Program Specific Information: Financial Data Elements • UNHS reports on three Program Specific Financial Forms • Form 1, MCHB Project Budget Details for a Fiscal Year • Form 2, Project Funding Profile • Form 4, Project Budget and Expenditures by Types of Services

    35. Program Specific Information: Financial Data Elements • Form 1, MCHB Project Budget Details for Fiscal Year __ • Budget detail sheet for the application year • Includes Federal request as well as other project funds that contribute to the project • PHS financial data fields must be completed before entering data on Form 1 because these financial data populate this form • Must be completed before completing Forms 2, and 4

    36. Program Specific Information: Financial Data Elements • Form 2, Project Funding Profile • Tracks budgets and expenditures across the life of the grant by source of funding • Data from Form 1 populates this form for the application year • Data for future year budgets for MCHB grant award is from PHS data fields. • Must be completed before completing Form 4

    37. Program Specific Information: Financial Data Elements • Form 2, Project Funding Profile • Tracks budgets and expenditures across the life of the grant by source of funding • Data from Form 1 populates this form for the application year • Data for future year budgets for MCHB grant award is from PHS data fields. • Must be completed before completing Form 4

    38. Program Specific Information: Financial Data Elements • Form 4, Project Budget and Expenditures by Types of Services • Breaks down the budgets and expenditure by four types of services provided for all grant years • Direct Health Care, Enabling Services, Population-based Services, Infrastructure Building Services • Budget and expenditure totals for each year must match the corresponding totals for each year on Form 2

    39. Program Specific Information: Program Data Elements • Universal Newborn Hearing Screening reports on two Program/Demographic Forms • Form 6, MCH Discretionary Grant Project Abstract • Form 7, Discretionary Grant Project Summary Data

    40. Program Specific Information: Program Data Elements • Form 6, MCH Discretionary Grant Project Abstract • Synopsis of the grant • Populates data from other forms for easy viewing • Allows data entry of text describing the project • Problem, Goals & Objectives, Activities/Methodology, Coordination, Evaluation, Keywords, Annotation • Completed for each application year

    41. Program Specific Information: Program Data Elements • Form 7, Discretionary Grant Project Summary Data • Collects other summary data • Project service focus, geographic project scope and infrastructure focus • Grantee organization type • Other data for certain types of grants, such number of products developed by type

    42. Program Specific Information: Performance Measures • Universal Newborn Hearing Screening reports on six national performance measures:03, 05, 07, 10, 23, 31 • PM03 and 05 are percentage-based measures • PM07, 10, 23 and 31 are scale-based measures

    43. Program Specific Information: Performance Measures • PM #3 The percent of completed MCHB projects publishing findings in peer-reviewed journals • PM#5 The percent of MCHB supported projects that are sustained in the community after the federal grant project period is completed • PM#7 The degree to which MCHB supported programs ensure family participation in program and policy activities • PM# 10 The degree to which MCHB supported programs have incorporated cultural competence elements into their policies, guidelines, contracts and training • PM# 23 The degree to which grantees have assisted States in increasing the percentage of children who are screened early and continuously for special health care needs and linked to medical homes, appropriate follow-up and early intervention • PM#31 The degree to which grantees have assisted States in organizing community-based service systems so that families of children with special health care needs can use them easily

    44. Program Specific Information: Performance Measures • Consist of detail sheet and tracking form • Detail Sheet • Defines the measure, including scale of measurement • Provides background on the purpose of the measure • Tracking Form • Objectives • Targets for accomplishing performance • Entered for each year of the proposed grant • Indicators • Numerical value measuring progress toward accomplishing the objective • Provided after grant activity occurs

    45. Program Specific Information: Performance Measures • Scale-based Measures • Titled “The degree to which….” • Example: PM07 – The degree to MCHB supported programs ensure family participation in program and policy activities • Scale is provided for a measure. • Example: PM 07 is measured on a scale of 0-18, where grantee annually assesses its progress on six elements, each of which is scored on a scale to 0-3 • Uses a data collection form to calculate an indicator for a reporting year

    46. Program Specific Information: Form 9 – Scale-based PM Example of a Scale-based PM Enter or edit future objectives Click on Enter/Edit to complete data collection form for reporting year Score is entered automatically by completing data collection form Click Cancel to leave form without saving data Save data when complete

    47. Program Specific Information: Data Collection Form Data Collection Form for a Scale-based PM Scale is provided Score each element by selecting a value from the pick list Mark data as final or provisional Total score is automatically calculated by completing score for each element

    48. Program Specific Information: Performance Measures • Percentage-based Measures • Titled “The percent of ….” • Example: PM20 - The percent of women participating in MCHB supported programs who have an ongoing source of primary and preventive care services for women • Require a numerator and denominator to calculate the indicator value for a reporting year • PM20 numerator: Number of women participating in MCHB supported projects who have an ongoing source of primary and preventive care services during the reporting period • PM20 denominator: Number of women participating in MCHB supported projects during the reporting period

    49. Program Specific Information: Form 9 – Percentage-Based PM Example of a Percentage-based PM Enter or edit future objectives Enter numerator and denominator for reporting year Mark data as final or provisional Click Cancel to leave form without saving data Save data when complete

    50. General Information about Program Specific Forms • Errors • Notes • Instructions • Status Checker • System Timeouts