Outreach Program Grants Administration 101 Kathryn Umali, MPH, CHES U.S. Department of Health & Human Services (HHS) Health Resources & Services Administration (HRSA) Office of Rural Health Policy (ORHP) September 1, 2009

Overview  Program Requirements Program contact Non-competing application Performance Improvement Measurement System (PIMS) Project Director change  Grants Requirements Grants contact Reallocation of Funds (budget revision) Reports How to request a carryover Payment Management System (PMS)  Technical Assistance  Questions????

PROGRAM REQUIREMENTS

Program Contact  Project Officer (PO) Your Notice of Grant Award (NGA) has the contact information of your Project Officer primary contact on programmatic issues First stop for information Always inform your Project Officer about program activities/changes and issues

Non-competing application  Guidance will tentatively be available later this year  Project Director has to be registered in the Electronic Handbook (EHB) to apply  Information on how to register to EHB is on your Notice of Grant Award (NGA)

Non-Competing Application (con’t.)  Primary components of the application: Program narrative (summary progress report) budget and budget justification All necessary attachments  Important: Read and Reread!!!

Performance Improvement Measurement System (PIMS)  To help quantify the impact of ORHP funding on access to health care, quality of services, and improvement of health outcomes, PIMS—a data collection tool-- was developed to be compatible with HRSA’s Electronic Handbook (EHB)  All grantees are required to report to PIMS at the end of each budget period

Project Director Change  If the project director changes, the grantee needs to inform their project officer as soon as possible  A letter explaining the change and a resume of the new project director should be sent to your PO and Grants Management Specialist (GMS)  GMS and PO will review and approve so changes can be made official in the electronic system

GRANTS REQUIREMENTS

Grants Contact  Grants Contact Your Notice of Grant Award (NGA) has the contact information of your Grants Management Specialist (GMS) Primary contact for financial/budgetary questions (how to fill out budget forms etc.)

Reallocation of Funds (budget revision)  Grantee needs to submit a revised budget if the cumulative amount of transfers between budget categories for the current budget period exceeds 25 percent of the total approved funds for that budget period  Revised budget needs to be submitted to the GMS and cc your Project Officer

Reports  Financial Status Report (SF-269 long) Documentation of funds spent over the past year and shows funds that needs to be carried over to the next budget period Can be accessed through EHB For questions on how to fill out the FSR, please contact your GMS For technical assistance, please call the HRSA Call Center at Due 90 days after budget period ends

How to request a carryover  Requests to carry over unobligated funds awarded in a previous budget period to spend and/or obligate in the current budget period must be submitted in the form of a letter to your GMS  The request must include a budget based on the amount of the unobligated funds and an interim Financial Status Report (FSR), SF-269  Although there is no deadline for the submission of carryover requests, such requests may be submitted at the time the applicable FSR is due

How to request a carryover (cont.)  Letter to your GMS should contain the following information: Grant number the budget period into which the funds are to be carried over a description of the approved activities for which the carryover funds will be used and the reasons these activities were not completed within the original budget period Line-item budget breakout for the amount of carryover requested

How to request a carryover  Carryover approval process Once it is approved, grantee will receive a new Notice of Grant Award (NGA) reflecting this carryover amount Since prior HRSA approval is required, unobligated funds may not be spent before the grantee receives a revised Notice of Grant Award which specifically states that the carryover request has been approved

Payment Management System (PMS)  Federal Cash Transactions Report (SF 272) This report is submitted quarterly to the Division of Payment Management, Program Support Center and indicates the status of cash drawn from the Payment Management System (PMS). Next SF 272 report is due on November 14, 2009 covering disbursements made between July 01 through September 30, 2009 For general information on PMS, submission process and next SF 272 deadlines, please visit:

TECHNICAL ASSISTANCE

Technical Assistance  Targeted technical assistance (TA) provided at no extra cost to the grantees  Each grantee has a TA provider  Provided by Georgia Health Policy Center (Georgia State University)

QUESTIONS????