# Presentation: 066578

## Family Planning Regional Training and Technical Assistance Grants 

- June 4, 2008
- 2:00 PM EDT

**Program Announcement **
**Technical Assistance ****Conference Call**

## Welcome

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

## Materials for Call

- 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*

## 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

## What we will cover

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

## US Department of Health & Human Services

- * Office of Minority Health			* Office of HIV/AIDS Policy
*** ****Office of Population Affairs**		* Office of Research Integrity
- * Office on Women’s Health		*  National Vaccine Program
- * **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

- Secretary **– **Mike Leavitt

- Assistant Secretary – Joxel Garcia, M.D., M.B.A.

**Office of Public Health and Science (OPHS) Programs**

**Notes:**
Just a reminder where we fit

## 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 Services

## Office of Family Planning (within OPA):

_**Central Office**_ – Rockville, MD (Washington DC area)
- Policy Office – Provides guidance and determines policy for all OFP programs
- Oversees projects with national scope, such as National Training Center and National Clinical Training Center Cooperative Agreements
- Director:  Susan Moskosky

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

## 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 Offices

**Notes:**
Office of Family Planning Title X Grant Program:De-Centralized ProgramWithinTen Regional Offices

##  Ten Public Health Service Regions

- OFP Central Office

-   OFP Regional Offices are
-    in Cities marked

## Federal Roles

- OFP:  Programmatic
- OPHS/OGM:  Administrative/Business/Budgetary (funds)

## 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 annually

## 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

## 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 assistance

## 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.... *

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

- Family Planning Training:

## 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)

## 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

## 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

## 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

## 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

## 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

## 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

## 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](mailto: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](http://www.grants.gov/)_

## 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

## 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

## 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’s Addiction Technology Transfer Centers (ATTCs)
- National Healthy Marriage Resource Center (ACF), and
- Other appropriate training entities.

## 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

## 2008 National Training Priorities

**FY 2008 National Training Priority to be announced.**
- Each regional training center (RTC) will be awarded an _additional supplement_ as 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

## 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

## 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**

## 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

## 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)

## 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 limit** for 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

## 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

**Notes:**
Characteristics of a successful application are included in the Grant Announcement

## 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

**Notes:**
Specific. Measurable. Achievable. Realistic. Time-framed 

## 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.

## 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](http://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.

## 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

**Notes:**
Refer to Notice of Grant Award for conditions and terms

## 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

## 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

## Grants Management

- Karen Campbell
- Director
- OPHS Office of Grants Management

## 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.hhs.gov/grantsnet/)_
- 	_[http://www.whitehouse.gov/omb/grants/grants_docs.html](http://www.whitehouse.gov/omb/grants/grants_docs.html)_
- Director:  Karen Campbell, Grants Management Officer

## OGM’s Role

- As determined by the DHHS, OGM’s role is:
- Official signatory for obligating federal grant funds
- 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)

## OGM’s Role

- OGM plays a vital role throughout the life of the grant:
- Financial Status Report (FSR) Reconciliation
- Approval of Key Personnel Changes
- Carryover Requests/Budgetary Requests
- Technical Assistance
- Audit Resolution
- And more...

## 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

- 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

- Budget

**Notes:**
See OPHS-1 in the application kit

## 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

## 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

**Notes:**
Non-Profit Organization*
2 CFR Part 230 - Cost Principles for Non-Profit Organizations (OMB Circular A-122) 
2 CFR Part 215 - Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Non-Profit Organizations (OMB Circular A-110) 
DCA Review Guide for Non-Profit Organizations 
OMB Circular A-133 Audits of States, Local Governments and Non-Profit Organizations 
Sample Indirect Cost Proposal Format 
45 CFR Part 74 - Uniform Administrative Requirements for Awards and Sub-awards to Institutions of Higher Education, Hospitals and Other Non-Profit Organizations, and Commercial Organizations 
HHS GrantsInfo - Grants Policy Directive (GPD) Part 3.01: Post-Award - Indirect Cost and Other Cost Policies 

## 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

## Budget Tips

- Budget should be commensurate with project activities
- Use the correct OMB Cost Principle- _[http://www.whitehouse.gov/omb/circulars/index.html](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

**Notes:**
, and 59 CFR Part 74 or Part 92)

## 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

## 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

## 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)

## 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

- 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

- Funding Process

## 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

## 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

## 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

## 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

## Other Administrative Requirements

- Reporting
- FSR
- Other

## 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

## Review Process

- Objective Review Committee (ORC) – Formal process, confidential
- Objective reviewers – technical experts in applicable field(s)
- (OGM)  available for questions and to ensure integrity of process
- Review by OFP for programmatic compliance and OGM for administrative/business compliance
- Input from Federal reviews and ORC, as well as
- 	likelihood of achieving benefits expected, considered when making award decision

## 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

## Summary and TIPS

- The application kit has useful information that will help you develop a complete application
- OPHS-1 has all forms required along with instructions for completion
- “*Guidelines for Competing Grant Application Preparation – Family Planning Services*” provides further explanation
- “HHS Grants Policy Statement” (January 2007)

## 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

## 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

## Summary and TIPS

- The program work plan and budget should provide 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

## Summary and TIPS

- Do not request more Title X funding than is available
- Available funding **includes indirect costs**

## 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

## 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.

## Submission Dates and Times

- Multiple submission mechanisms:   _http://www.grants.gov_  or _[www.grantsolutions.gov](http://www.grantsolutions.gov/)_ or
- mailing hard-copy
- Address—see Announcement
- Electronic submission _encouraged_.
- Pay close attention to due date and deadlines

## 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](mailto:help@grantsolutions.gov)_