# Presentation: 066580

## Program Announcement Family Planning ServicesGrants Technical Assistance Conference Call

- Family Planning Services Grants
- February 6, 2008
- 2:00 PM EST

## Welcome – 2008 Title X Family Planning Services Grant Technical Assistance Conference Call	

- Introduction
- Intro 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 Service*

## Program Overview	

- Intro 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**

## Section 1008 – Prohibition of Abortion

- Prohibits Title X programs from engaging activities that promote or encourage abortion ass a method of family planning
- Must provide opportunity for clients to receive information on pregnancy options
- If requested, may provide neutral, factual information and non-directive counseling on each option
- May _not_ provide information that directly facilitates or encourages abortion, nor take any affirmative action to secure abortion services

## Organizational Structure

**Office of Family Planning **
- within
**Office of Population Affairs**
**(Acting) 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
**De-Centralized Program**
- Within
- Ten Regional Offices

## US Department of Health & Human Services

- * Office of Minority Health			* Office of HIV/AIDS Policy
*** ****Office of Population Affairs**		* Office of Research Integrity
- * Office of Women’s Health		               *  National Vaccine Program
- * **Office of Regional Health Administrators    *** Office of the Surgeon General
- * President’s Council on Physical Fitness
- * Office of Military Liaison and Veterans Affairs
- * Office of Disease Prevention and Health Promotion

- Secretary **– **Mike Leavitt

- (Acting) Assistant Secretary - Anand K. Parekh, MD, MPH

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

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

## Federal Roles

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

## OFP/OPA Organizational Structure

_**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 Cooperative Agreements
- Director:  Susan Moskosky

## 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 grants are in the Public Health Service Regional Offices’ Family Planning Program
- Continuously monitor grants through review of documents and reports annual site visits , comprehensive program reviews, grantee meetings, telephone calls, etc.

##    Public Health Service Regions

- OFP Central Office

-   OFP Regional Offices are
-    in Cities marked

## 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

## 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
- More than 4400 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 approximately half a million men and women annually

## Funding Opportunity

- This announcement seeks applicants for Title X Family Planning services projects
- FP services = clinical family planning and related preventive health services; information, education, and counseling related to FP; Referral as indicated

## Title X Services Program

- Comprehensive program – Must provide ALL required services
- Program Priorities are established annually and published in the Services Announcement for the applicable year announcement (Federal Register Notice)
- Represent overarching goals for the Title X Program
- Key Issues and Legislative Mandates are also listed  in the 2008 Title X services announcement

## 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

## Scope of Required Title X Services

- Broad range of acceptable and effective FP methods
- Education and counseling related to FP
- Physical exam and related preventive health services
- Pregnancy diagnosis and counseling
- Adolescent services
- Clinical procedures as indicated for method
- Laboratory tests as indicated for method
- Level I infertility services
- STD and HIV prevention education; counseling and testing either on-site or by referral

## 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

## Application and Submission Info

- If a hard copy of application kit is desired, may be obtained by contacting OPHS Office of Grants Management 240-453-8838
- Proof of Nonprofit Status required – Program announcement describes what is acceptable proof
- DUNS number required—info on how to acquire is in the application kit and _[www.grants.gov](http://www.grants.gov/)__ _

## Application Process

- Application kit has all the information needed to prepare application
- The RFA (Program Announcement) provides the information that is required related to the Title X Family Planning Services Program
- Follow it carefully!!! The _**Federal Register**_ Notice (RFA) 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 except where not applicable to the applicant
- Certification/Assurances must be included
**Person who signs application must have the legal authorization to act for the agency**

## Application Process

- Complete form SF 424 (Face Page)
- Complete budget form SF 424A (Budget Sheet)
- Submit a Budget Narrative
- Sign SF 424 (by authorized signatory)
- Sign Title X Assurances (by authorized signatory)

## Application Process

- “*Guidelines for Competing Grant Application Preparation*” included in kit
- Provides useful guidance and explanation of each part of application
- Describes Program and Business (budget, grants) requirements

## 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.

## II. Award Information

- Only those areas in Table I are eligible for competition in 2008; [Federal Register Notice Vol. 74, No. 194, October 9, 2007, Page 57337]
- Due dates vary—clearly stated for each eligible area in Table I
- Multiple awards- May be more than one for each listed in Table I
- Award amount varies – see Table I in RFA – TOTAL AMOUNT INCLUDES INDIRECT COSTS
- Total amount for each area listed in Table I - total awards will not exceed this amount
- Up to **5-year project period- usually 3 to 5 years**

## 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 clinical capability of applicant organization in relation to required services
- Proposed project must include all required clinical services—refer to Regulations and Title X project Guidelines
- Proposed services must comply with Title X Requirements and requirements of Program Announcement
- Characteristics of a successful application are included in the RFA

## 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 Goals and Objectives (SMART)
**BE CLEAR, COMPLETE and CONCISE**

## Application Process

- Refer to the *Guidelines for Grant Application Preparation—Title X Family Planning Services Program* included in the application kit for explanation of line items
- This provides information about each line item
- If questions, call the grants specialist  for the applicable region as listed in the RFA

## Scope of Services

- Refer to Title X Statute, Regulations, Program Guidelines, legislative mandates, Program Priorities, and other Key Issues for a full description of what is required
- Statute, Regulations, Guidelines (in the application kit)
- Program Priorities, Key Issues and legislative mandates are in the Federal Register Announcement (RFA)

## 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

## A Note about Characteristics

- Pay attention to grant application Guidance and Federal Register Announcement--analyze what is asked for– respond appropriately
- Regarding Legislative Mandates, including Reporting Requirements for child abuse, child molestation, sexual abuse, rape, or incest—
- Make sure you indicate familiarity with State law regarding these issues
- Make sure project policies and protocols are consistent with State reporting laws

## Other Characteristics

- Must include process to ensure quality family planning services in the proposed project
- Plan for monitoring sub-recipient (delegate) agencies
- Plan for ensuring that health care practitioners have the knowledge and skills necessary to provide quality family planning services

## Grants Management

- Karen Campbell
- Director
- OPHS Office of Grants Management

## OGM’s Role

- As determined by the Department of Health and Human Services, 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 many more...

## Budget

- 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

## Budget

- Must be consistent with the requirements of the Project Guidelines for Title X Family Planning Services
- Budgeted costs must derive from proposed activities
- Indirect cost: negotiated with Division of Cost Allocation (_[http://rates.psc.gov/](http://rates.psc.gov/)__) _

## Budget Narrative/Justification

- 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/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

## 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

## Funding Restrictions

- OFP funding can NOT be used for the following:
- Lobbying
- Building alterations or renovations
- Construction
- Fund raising activities

## Cost Sharing

- Title X funds cannot make up 100% of the project’s estimated costs
- Projects must include financial resources from other sources; must clearly identify sources and amount contributed on both SF424A and in the budget justification—historically interpreted as a minimum of 10% of budget
**Program Income ** is generated from client fees or other means (third party payer) generated as a result of the grant supported activities must be reinvested to further the objectives of the project—may be counted as part of cost sharing requirement

## Financial Infrastructure

- Organizational Charts
- IRS Tax Exemption Certification
- Indirect Cost—must negotiate rate with DHHS’ DCA (Division of Cost Allocation)
- Signed Face Page
- 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, Matching, Total funds)

## 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

## 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 – Up to 5 years
- Dependent on adequate progress of the project and availability of funds
- Will submit a non-competing continuation application for each year 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 RFA –
- Applications reviewed 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

- RFA is the primary guide to programmatic requirements; provides information related to statute, regulations, and OMB circulars which define cost principles
**Follow what the RFA 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

## Summary and TIPS

- Be clear, complete, and concise in project description – follow the RFA and include what is requested
- Don’t make the reviewer search for required information – the easier an application is to review compared to the program announcement (RFA), 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 (SMART)
- 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 RFA
- 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 % 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 – this is encouraged
- Don’t wait until last minute to begin application submission
- Electronic submission is encouraged
- If you have a question, ASK.

## Summary and TIPS

- RFA includes contacts for administrative and budgetary questions, for programmatic questions, for application kit and submission,  and electronic submission
**Questions?**

## Questions?

**Budget and Administrative**
- Office of Grants Management (OGM)  240-453-8822, or
- Grants Specialist for your area (HHS Region) [see RFA]
**Application**
- GrantSolutions.gov
- 1-800-618-0223, or
- email _[help@grantsolutions.gov](mailto:help@grantsolutions.gov)__ _

## 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
- NOTE:  Applications due by 5:00 PM Eastern Time on the deadline date specified in Table I for the applicable area
- Start early!