Programmatic and Fiscal Accountability Administrative Overview Ryan White Part A June 13, 2011

1. Programmatic and Fiscal AccountabilityAdministrative Overview Ryan White Part AJune 13, 2011 Frances Hodge Project Officer Southern Services Branch Health Resources and Services Administration Department of Health and Human Services

2. Reporting Requirements and Conditions of Award  Definitions of terms Why are they important? How are they used? How should they be completed? How are they submitted?

3. Definitions Conditions of Award: Conditions of Award (COA) is the term generally used to describe the entire universe of documents and expectations outline for grantees in the Notice of Grant Award (NGA) under the heading Terms and Conditions.

4. Definitions Terms and Conditions Include: Grant Specific Terms Program Terms and Reporting Requirements

5. Definitions (Continued) Reporting Requirements: Reporting requirements are specific documents grantees are required to submit to HRSA in order to document program planning, operations and outcomes. Specific reporting requirements are listed in the Notice of Grant Award.

6. Definitions (Continued) Reporting Requirements and Conditions Include: Federal Financial Reports (FFR) Annual Progress Reports Maintenance of Effort Reports Expenditure Reports Program Terms Report

7. Reporting Requirements and Conditions of Award Why Are They Important? They are the documents that the federal government uses to assess the progress of funded programs. They help determine the degree to which legislative mandates are met. They become are part of a program�s history.

8. How Are They Used Reporting Requirements and Conditions are used in the following ways:

9. How Should They Be Completed Grantees are provided copies of the Reporting Requirement and Condition of Award forms along with the instructions in the Electronic Handbook (EHB). We will not cover each of the Reporting Requirements or COAs listed in the NGA but will cover the Program Terms Report and the FFR in detail.

10. Program Terms Report

11. Program Terms Report Components: Part A & MAI Planned Allocation Table FY 2010 Implementation Plan Consolidated List of Contractors (CLC) Contract Review Certification (CRC) Revised SF 424A and Budget Narrative

12. Allocations Table Purpose: Serves as a monitoring tool to track and monitor the use of Ryan White funds. The Allocations Report identifies: Categories of services that are being delivered Changes in the type of services being provided over time Trends in the amount of funds being used to deliver these services

13. Allocations Table An Allocations Table: Outlines the dollar amounts allocated for the RW program for the current fiscal year, including MAI amounts Accounts for prioritized funding set by the planning council/planning body with regard to the 75/25 rule and needs within EMA/TGA Accounts for administrative dollars and QM (where applicable)

15. Implementation Plan Purpose: Serves as a monitoring tool to verify: Service priority Goals Objectives Unit of service Number of Clients to be served Total priority allocation planned for the grant year Note: Plan should include all service categories and priorities established and reflected in the planned Allocations Report

16. Implementation Plan An implementation plan should include: Objective(s): list objective that are required to implement a new or continue an existing service Service Unit Definition: provide the name and definition of the unit of service provided Quantity: provide the number of people to be served and service unit. Time Frame: indicate the estimated duration of the activity relating to the objectives Funds: provide the amount allocated for each service Outcomes: Select a minimum of two objective and list outcomes/indicators to be tracked

18. Consolidated List of Contracts Purpose: Serves as a monitoring tool to identify ALL Part A and MAI service providers receiving funds for the current grant year

19. Consolidated List of Contracts For each service provider input: Identifying Information Tax Payer Identification # (EIN) Service Provider Code Contract Amount Minority Provider Status

21. Contract Review Certification Purpose: Serves as a monitoring tool to certify all contracts administered by the grantee for the current grant year comply with OMB circulars and other Ryan White requirements

22. Contract Review Certification Denotes the total grant amount awarded in contracts for the current fiscal year Certifies that the procedures used by the grantee (or an administrative agent) to advertise and award funds meet the minimum standards required by the Office of Management and Budget (OMB) in applicable Circulars Certifies the budgeted costs in all contracts have been determined allowable according to principles and standards established by OMB in applicable Circulars Certifies that there are no mathematical errors in the budgets of all contracts

24. SF-424A This form must be revised and submitted with the Final Part A Program Budget to reflect budget allocations based on the actual amount of funds awarded to the state with respect to the following:

25. SF-424A Administration HIV Services Clinical Quality Management MAI (where applicable)

27. Budget A program budget must be submitted for each Part A award. It must be based on: Priorities established by the Planning Council Reflect the amount of Part A funds awarded Reflect legislative and programmatic cost requirements

28. Budget A budget and narrative must be included for funds allocated to:

29. Budget Narrative Descriptive information used to explain and justify the amounts budgeted within each program budget category. It must include specific information about: Who? What? Where? When? Why?

30. Budget Narrative A budget narrative is required for: Grantee Administration Formula and MAI Grantee Quality Management Formula and MAI Planning and Evaluation

31. Federal Financial Report The Federal Financial Report (FFR) SF-425 is used to report financial data and to verify amounts available for carry over requests The FFR should be completed by a an authorized fiscal official

32. Annual Progress Report Purpose: The Annual Progress Report is used to document the grantees� success in meeting planned goals and objectives The Annual Progress Report highlights successes and challenges Reports on all program related activities

33. Annual Progress Report The Annual Progress Report includes the following components: Final Implementation Plan Planning Council Activities Early Identification of Individuals with HIV/AIDS (EIIHA) Update Administrative Final Expenditures

34. Final Progress Report Technical Assistance Certification of Aggregate Administrative Costs Women, Infants, Children and Youth (WICY) Expenditure Report

35. Maintenance of Effort Report Purpose: The Maintenance of Effort Report (MOE) documents that EMA/TGAs have maintained expenditures for HIV-related Core Medical Services and Support Services at a level equal to the one year period preceding the current fiscal year. Grantees report MOE using a table that identifies the MOE budget elements and

36. Maintenance of Effort The amount expenditures related to core medical services and support services A description of the process used to determine the amount of expenditures in the table

37. Expenditure Reports Purpose: Expenditure Reports are used to document the year � to � date expenditures of the program The Expenditure Report is a component of the Annual Progress Report

38. Contact Information Frances Hodge Project Officer, Southern Services Branch Telephone: 301-443-1892 Email: fhodge@hrsa.gov