Program Announcement Technical Assistance Conference Call

Introduction

- Purpose and format of call
 General TA – will not answer questions specific
 to individual applications
- Introduction of speakers
- Call will be recorded

What participants should have in front of
them:

- Program Announcement
- Application kit, including
  -- OPHS-1, including forms
  -- Guidelines for Competing Application
      Preparation: Title X Family Planning General
      Training


--- Slide 4 ---
Funding Opportunity

This announcement seeks applications for
Title X Family Planning regional training
and technical assistance projects

Ten Projects will be funded – one to serve
each PHS region


--- Slide 5 ---
- Brief overview of Title X
- Funding Opportunity
- Role of Program and Grants Management
- Application and Submission Process


--- Slide 6 ---
US Department of Health & Human Services
Secretary – Mike Leavitt
Assistant Secretary – Joxel Garcia, M.D., M.B.A.

Office of Public Health and Science (OPHS) Programs

* Office of Minority Health 

* Office of Population Affairs 

* Office on Women’s Health 

* Office of Regional Health Administrators

* President’s Council on Physical Fitness

* Office of the Surgeon General

* Office of Military Liaison and Veterans Affairs

* Office of Disease Prevention and Health Promotion

* Office of HIV/AIDS Policy

* Office of Research Integrity

* National Vaccine Program

--- Slide 7 ---
Organizational Structure

Office of Family Planning

Is within

Office of Population Affairs

Deputy Assistant Secretary for

Population Affairs: Susan Orr, PhD

within

Office of Public Health and Science

within

U.S. Department of Health and Human Service


--- Slide 8 ---
Office of Family Planning (within OPA):

Central Office – Rockville, MD (Washington DC area)

--- Slide 9 ---
Program Overview:
Introduction to Title X of PHS Act

Mission – to aid individuals to determine freely the number
and spacing of their children

Title X of the PHS Act authorizes discretionary grants

- Sections –focus on Services
- 1001Services–ALL Other Sections Support
Services
- 1003 Training
- 1004Research
- 1005 Informational and Educational Materials
- 1008Prohibition of Abortion


--- Slide 10 ---
A Decentralized Program:
Ten Regional Offices

In major cities, serving multi-state
areas

- Oversee Title X service grantees and general training grantees

The project officers for the Family Planning
Services grantees and the General
Training grantees are in the PHS
Regional Office


--- Slide 11 ---
Ten Public Health Service Regions

(graphic of a map of regions)

*OFP Regional Offices are in Cities marked


--- Slide 12 ---
Federal Roles

OFP: Programmatic

OPHS/OGM:
Administrative/Business/Budgetary
(funds


--- Slide 13 ---
Title X Service Grantee Profile

- 88 total nationwide

- State, territorial, tribal, county, or local health
agencies, universities, and faith-based and
community-based not for profit agencies

- Approximately 4,500 clinics in the service
provider network –at least one clinic in ~75%
of the counties in the US

- Provide FP and related preventive health care
to almost 5 million men and women annuall


--- Slide 14 ---
Overview of Required Title X Services

- Voluntary
- Confidential
- Priority low income
- Any individual desiring services –male and
female, regardless of ability to pay
- Must be under the direction of a physician with
training or experience in FP


--- Slide 15 ---
Purpose of Title X Training

- To ensure that all levels of personnel
working in Title X services projects have
the knowledge, skills, and abilities
necessary for the effective delivery of
high quality family planning services
- Includes specialized technical assistanc


--- Slide 16 ---
PHS Act Section 1003 Family Planning
Training Grants

AUTHORIZED UNDER SECTION 1003 [300a-1] (a)

The Secretary is authorized to make grants to public
or nonprofit private entities and to enter into contracts
with public or private entities and individuals to provide
the training for personnel to carry out family planning
service programs described in section 1001…


--- Slide 17 ---
Family Planning Training:

Job-specific skill development, the purpose of
which is to promote and improve the delivery
of family planning services


--- Slide 18 ---
Family Planning Training Centers

- National Family Planning Training Center
- National Clinical Family Planning Training Center
- Male Family Planning Training Center
- Regional Training and TA Centers (one in each PHS region


--- Slide 19 ---
I. Funding Opportunity Description

- General Training and Technical
Assistance
- General Training–Job-specific skill
development, the purpose of which is to
promote and improve the delivery of family
planning services
- Technical Assistance–Specific, specialized
or highly skilled family planning training,
usually provided to a single entity based on
identified need


--- Slide 20 ---
General Training/TA

- Supports section 1001
- Training is for personnel working in Title X-
funded clinics
- Training must be based on an assessment of
the training needs of personnel at various
levels within a Title X project
- Training must be consistent with Title X
requirements
- Review Title X statute, regulations, guidelines,
legislative mandates and priorities

--- Slide 21 ---
Title X Family Planning Program

Program Priorities are established annually and
published in the Services Announcement for
the applicable year

- Represent overarching goals for the Title X
Program

- Key Issues and Legislative Mandates are also
listed in the 2008 Title X services
announcement

--- Slide 22 ---
General Training/TA

- Must meet needs of all personnel within
Title X system, not just clinical
- Ten grantees will be funded –one to
serve the training needs of each region

--- Slide 23 ---
II. Award Information

- One in each of the ten PHS regions
- Due date: refer to Grant Announcement
- Award amount varies –see Table I in
Announcement –total amount includes
indirect costs(maximum indirect 8%)
- Total amount for each area listed in Table I -
total awards will not exceed this amount
- Up to 3 years

--- Slide 24 ---
III. Eligibility Information

Any Public or Private Nonprofit agency located
in a State or Territory

- Faith-based agencies eligible
- Non-governmental agencies must provide proof
of non-profit status
- Must demonstrate the capacity to carry-out the
requirements of the project

--- Slide 25 ---
III. Application and Submission

- If a hard copy of application kit is desired, may be obtained by contacting OPHS Office of Grants Management 240-453-8822 (Fax 240-453-8823)

- The GrantSolutions.gov Help Desk is available Monday - Friday, 10 AM -6 PM Eastern Time. For assistance: 1-800-618-0223 or (301) 231-6005, or email help@grantsolutions.gov

- Proof of Nonprofit Status required with application submission – Program Announcement describes what is acceptable proof

- DUNS number required with application—info on how to acquire is in the application kit and www.grants.gov

--- Slide 26 ---
Application Content

- Demonstrate knowledge of evidence-based
learning theory, adult learning, and applicability
to training
- Demonstrate experience in design,
development, implementation and evaluation of
family planning training activities
- Experience with managing training resources
and working with other training entities, service
providers, and federal officials
- Evidence of relevant administrative,
management, and training expertise and
experience

--- Slide 27 ---
Legislative Mandates

- Encouraging family participation in the
decision of minors to seek family planning
services, and
- Providing counseling to minors on how to
resist attempts to coerce minors into sexual
activities, and
- Complying with State laws requiring the
notification or reporting of child abuse, child
molestation, sexual abuse, rape, or incest; and

--- Slide 28 ---
Training grantees --coordinate training activities
with other HHS training programs:

- HRSA AIDS Education and Training Centers (AETCs),

- CDC Prevention Training Centers (PTCs),

- Infant Adoption Awareness Training Programs (IAATPs),

- SAMHSA’sAddiction Technology Transfer Centers (ATTCs)

- National Healthy Marriage Resource Center (ACF), and

- Other appropriate training entities.

--- Slide 29 ---
Application Content

- Topics (refer to announcement)
- Information, Education, and Communication
- Program Management
- Clinical Activities
- Specialized Technical Assistance
- Evaluation -include strategies for
evaluating long-term outcomes that result in
service delivery improvements

--- Slide 30 ---
2008 National Training Priorities

- FY 2008 National Training Priority to be announced.

- Each regional training center (RTC) will be awarded an additional
supplementas part of the total FY 2008 award.

- These funds are restricted pending approval of a supplemental
proposal that addresses how the funds will be used for training of
Title X providers on the issue (s) identified in the FY2008 national
training priority.

- Anticipated to be $50,000

--- Slide 31 ---
Application Process

- Application kit has all the information needed
to prepare application

- The Program Announcement provides the
information that is required related to the Title
X Family Planning Training & TA Program

- Follow it carefully!!! The Grant Announcement
takes precedence if these is conflicting
information in other guidance documents

--- Slide 32 ---
Application Process

- OPHS-1 has all the application forms—face page,
budget pages, assurances, certifications, etc.
- Instructions for filling each form are included
- Be complete! Do not leave blanks on forms –indicate
n/a where not applicable to the applicant
- Certifications/Assurances must be included
- Person who signs application must have the legal
authorization to act for the agency

--- Slide 33 ---
Application Process

- “Guidelines for Competing Grant Application
Preparation –Title X Family Planning Regional
Training Center”included in kit
- Provides useful guidance and explanation of each
part of application
- Describes Program and Business (budget, grants)
requirements

--- Slide 34 ---
Application Process

- Complete form SF 424 (Face Page)
- Complete budget form SF 424A (Budget Sheet)
- Submit a Budget Narrative (budget must be
consistent with the applicable Cost Principles)
- Sign SF 424 (by authorized signatory)
- Sign Title X Assurances (by authorized signatory)

--- Slide 35 ---
Application and Submission Info

- Content and form

- Pay close attention!

- If there is a discrepancy of information, the program announcement takes precedence

- 60 double-spaced page limitfor Project Narrative
  -- Note fonts and other style requirements
  -- Does not include budget, budget justification, required forms, assurances, and certifications
  -- Only first 60 pages of the Narrative will be reviewed
  -- Limit Appendices to only what is necessary –do not send brochures or bound materials –they will be discarded unread

- Include 1 page abstract –not included in 60 page limit

--- Slide 36 ---
Application Content

- Applications must clearly describe administrative, management,
and professional capability of applicant organization in relation to
providing the required training and technical assistance project
- Proposed project must include Needs Assessment for training,
work plan with S.M.A.R.T. objectives, and general training and
TA services for Title X services grantees in the respective region
- A mechanism to solicit training needs, plan training, provide
training, and evaluate training should be described
- Proposed training plan must comply with Title X Requirements
and requirements of Program Announcement, including
addressing the Program Priorities, Key Issues, and Legislative
Mandates

--- Slide 37 ---
Project Narrative

- Along with the budget, this is the “heart”of the
application
- Provides information related to the need for the project
- Describes organizational capacity
- Provides specific information related to how the
applicant will develop and implement the project
- Includes project work plan with Goals and Objectives
(S.M.A.R.T.)
- BE CLEAR, COMPLETE and CONCISE

--- Slide 38 ---
Application Process

Budget Narrative

- Provide details of budget
- Breakdown each line item and provide an
explanation of the costs
- Personnel should include salary per person and
percent of time each person will spend on grant
- Fringe benefits should include percent used and
what is included in cost.

--- Slide 39 ---
Scope of Services

- Refer to Title X Statute, Regulations, Program Guidelines,
Priorities, legislative mandates, and other Key Issues
- See Grant Announcement and Application Kit and
www.hhs.gov/opa Title X references
- A plan should be described for how Technical Assistance will be
provided: process of grantee request, approval by Regional
Office, and plan for working with grantee and consultant to
provide the customized assistance to address emerging needs in
the program. Evaluation of the process and outcome of the
technical assistance and the consultants should be included.

--- Slide 40 ---
Scope of the Project

The activities described in the application and approved
for funding (pending any conditions of the award)
become the agreement between the Federal
government and the successful applicant regarding
what the grantee will do for the funds awarded

- This is referred to as the Scope of the Project
- Any change to the Scope of the Project, or significant
change in activities or use of funds, requires prior
approval of both the OGM and OFP program

--- Slide 41 ---
A Note about Characteristics

- Pay attention to grant application Guidance and Grant
Announcement--analyze what is asked for–respond
appropriately
- Address Legislative Mandates -including training on
reporting requirements for child abuse, child
molestation, sexual abuse, rape, or incest—
- Make sure you indicate familiarity with State law
regarding these issues

--- Slide 42 ---
Other Characteristics

Must include process to ensure quality family planning
services projects training and TA in the proposed
project:

- Plan for ensuring that Title X services projects staff have the
knowledge and skills necessary to provide quality family
planning services
- Training Needs Assessment (multiple sources of information)
- Training Plan
- Training Evaluation
- TA Process and evaluation plan to respond to emerging
needs of services grantees

--- Slide 43 ---
Grants Management

Karen Campbell

Director

OPHS Office of Grants Management


--- Slide 44 ---
OPHS Office of Grants Management
(OGM)

Role: Administrative/Business/Budgetary (funds)

Office in Rockville, Maryland

Provides grants management for all Office of Public Health and Science
(OPHS) Program Offices

Follows the Grants Administration Manual, Grants Policy Directives, and
Grants Policy statements--

- most rules apply to all Federal grants. Some are agency specific

http://www.hhs.gov/grantsnet/

http://www.whitehouse.gov/omb/grants/grants_docs.html

Director: Karen Campbell, Grants Management Officer

--- Slide 45 ---
OGM’s Role

As determined by the DHHS, OGM’s role is:

- Official signatory for all grant business
- Management and prior approval requests
- Monitor all business/financial transactions on
grants for compliance to Federal Regulations
(including interpretation of Federal Regulations)

--- Slide 46 ---
OGM’s Role

OGM plays a vital role throughout the life of the
grant:

- SF 424A includes budget pages

- Follow directions in filling out forms

- Be complete; identify all sources of project
funds

- Applicants should project costs for future years
of funding on 424A, Section E

--- Slide 48 ---
Budget

- Must be consistent with the requirements
of the Program Announcement
- Uniform Administrative Requirements for
Grants and Agreements (cost principles in
the OMB Circular appropriate to the
applicant’s organization)
- Budgeted costs must derive from
proposed activities

--- Slide 49 ---
OMB Circulars

- OMB Circulars which define cost principles that
all Federal Grants must adhere to –How to run
the business portion of a grant
- Circulars show what is allowable and any
restrictions on use of funds
- OPHS Office of Grants Management is
responsible for oversight of all financial and
business related grant issues

--- Slide 50 ---
Budget Narrative/Justification

- Provide details of budget. Separately identify
budget for general training and technical
assistance
- Breakdown each line item and provide an
explanation of the costs
- Personnel should include salary per person
and percent of time/salary of each person
charged to this grant
- Fringe benefits should include percent and
what is included in cost

--- Slide 51 ---
Budget Tips

- Budget should be commensurate with project activities
- Use the correct OMB Cost Principle-
http://www.whitehouse.gov/omb/circulars/index.html
- Pay attention to allowable costs
- Provide adequate justification-market surveys, prior
accounting records, cost per unit
- Budget Narrative includes line by line breakdown for
Federal and Non-Federal shares

--- Slide 52 ---
Cost Sharing

- Applicants should identify financial resources
from other sources; should clearly identify
sources and amount contributed on both
SF424A and in the budget justification
- Program Income is generated from
registration fees or other means generated as
a result of the grant supported activities. It
must be reinvested to further the objectives of
the project

--- Slide 53 ---
Financial Infrastructure

- Organizational Charts
- IRS Tax Exemption Certification
- Indirect Cost—must negotiate rate with DHHS’DCA (Division of Cost Allocation): cannot
exceed 8 percent
- Signed Face Page (SF 424)
- Signed Assurances

--- Slide 54 ---
Budget Review

- Budget is reviewed in comparison with project goals
and activities
- Are there adequate funds for successful
implementation?
- Is there over-budgeting?-Do not exceed the
available amount of funds, including indirect costs
- Operating budget should be complete (Federal,
Non-Federal, Private, Total funds)

--- Slide 55 ---
Funding Process

- Notice of Grant Award (NGA) notifies
successful applicant of selection

- Includes any Conditions on the award—
Requirements that must be met as a
condition of receiving the grant funds

- Applicants who were not successful will be
notified by the Program Office

--- Slide 56 ---
Funding Process

OGM is the Official contact for grantees

- All official communication related to the grant
award is between OGM and successful
applicant
- Grantees also communicate on a regular basis
with the program project officer who oversees
programmatic aspects of the grant
- OGM maintains the official grant file –the
program office maintains working files for each
grant


--- Slide 57 ---
Grants Management Issues-
Post Award

- Budget Development and Allowable Expenditure
Items
- Budget Forecast
- Indirect Costs
- Notice of Grant Award (NGA) Issuance/Terms
and Conditions
- Reporting Requirements
- Organizational Financial Status Review (FSR)
- Grant Closeout

--- Slide 58 ---
Budget

Final project plan and budget will be negotiated after
funding – Amount of award will not change, but
allocation to various activities might be modified
from what was proposed

- Flexibility in schedule and resource planning is
expected –will enable successful applicant to
respond to emerging needs, lessons learned, and
annual Title X priorities
- All activities and budget will be approved by OFP
project officer prior to implementation

--- Slide 59 ---
Funding

- Project Period –no more than 3 years
  -- Dependent on adequate progress of the project and availability of funds
  -- Will submit a non-competing continuation application for years 2 and 3 of the project period

- Budget period –funds provided to carryout project
activities for one year
  -- Annual continuing application – progress report, work plan, budget, budget justification


--- Slide 60 ---
Other Administrative Requirements

- Reporting
- FSR
- Other

--- Slide 61 ---
Review Process

- Criteria listed in Grant Announcement –this is
specified in the Title X training regulations
- Applications reviewed by Panel of Independent
Reviewers
- Technical reviews by Federal Program (Title X) and
Grants Management staff

--- Slide 62---
Review Process

- Objective Review Committee (ORC) –Formal
process, confidential
   -- Objective reviewers – technical experts in applicable field(s)

- Input from Federal reviews and ORC, as well as likelihood of achieving benefits expected, considered when making award decision

--- Slide 63 ---
Summary and TIPS

- Grant Announcement is the primary guide to
programmatic requirements; provides information
related to statute, regulations, and OMB circulars
which define cost principles

- Follow what the Grant Announcement
says

--- Slide 64 ---
Summary and TIPS

The application kit has useful information that will
help you develop a complete application

- “HHS Grants Policy Statement” (January 2007)

--- Slide 65 ---
Summary and TIPS

- Be clear, complete, and concise in project
description

- Don’t make the reviewer search for required
information –the easier an application is to review
compared to the program announcement, the better
the score

- Clearly identify all sections of the application –
indicate which components you are addressing

--- Slide 66 ---
Summary and TIPS

- The project narrative must include all required
information –do not use the appendices to expand
the page limit

- Make Goals and Objectives Specific Measurable
Achievable Realistic Time-framed (S.M.A.R.T.)

- Activities should relate to goals and objectives

- Budget should relate to goals, objectives, and
activities

--- Slide 67 ---
Summary and TIPS

- a complete picture of what and how the applicant
will address the purpose and expectations of the
Grant Announcement
- Budget should be adequate and reasonable to
carry out the project work plan and administrative
responsibilities of the project
- It should make sense

--- Slide 68 ---
Summary and TIPS

- Do not request more Title X funding than is available

- Available funding includes indirect cost


--- Slide 69 ---
Summary and TIPS

- Staffing, including position
descriptions, should be appropriate
and reasonable for the goals,
objectives, and activities of the project
- Be complete in providing description of
what staff will do, expertise required,
and percentage time on the project

--- Slide 70 ---
Summary and TIPS

- Use of a systematic approach to planning,
implementing, monitoring, and evaluation
(such as a logic model) will assist in
maintaining focus and will provide feedback
on progress of project

- Don’t wait until last minute to begin
application submission

- Electronic submission is encouraged

- If you have a question, ASK.

--- Slide 71 ---
Submission Dates and Times

Multiple submission mechanisms:

http://www.grants.gov or
www.grantsolutions.gov or

mailing hard-copy

- Address—see Announcement

- Electronic submission encouraged.

- Pay close attention to due date and deadlines

--- Slide 72 ---
More Questions?

Budget and Administrative

- Office of Grants Management (OGM) 240-453-8822, or
- Grants Specialist for your area (HHS Region) [see Announcement]

Application

- GrantSolutions.gov
  -- 1-800-618-0223, or
  -- email: help@grantsolutions.gov