Capital Improvement Program HRSA09244

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Capital Improvement ProgramHRSA-09-244

• General Overview
• May 5, 2009

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Objectives

• Discuss activities to be supported through the
  Capital Improvement Program (CIP)
• Review the CIP application process in HRSAs EHB
• Highlight application technical assistance

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American Recovery and Reinvestment Act (ARRA)
Overview

• ARRA provided HRSA 2.5 billion to
• Preserve and create jobs
• Promote economic recovery
• Help people most impacted by the recession
• BPHCs response 4 grant opportunities in 2009

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CIP Funding

• 850M one-time, 2-year project/budget period FY
  2009 grants to support
• Construction
• Renovation and equipment
• Acquisition of health information technology
• Grantees must
• Demonstrate improvements in access to health
  services for the underserved populations
• Create health center and construction-related
  jobs
• 2-Year project/budget period (July 1, 2009 June
  30, 2011)
• Maximum funding based on CY 2008 UDS Data Formula
• All section 330 grantees eligible for 250K base
  amount
• Plus 35 per patient served based on 2008 UDS as
  of 04/24/2009
• New Start grantees without 2008 UDS data will
  have 250K maximum

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CIP Funding, part 2

• CIP guidance available May 1, 2009
• One-time award for 2-year project/budget period
• No on-going funding anticipated
• Grantees will only be submitting one CIP
  application
• Grantees may propose more than 1 project
• Grantees will submit applications/requests
  through EHB
• Applications due no later than June 2, 2009
  800PM ET
• EHB-generated email
• Eligibility code
• Maximum eligible budget amount
• Sent to all eligible Health Center Program
  grantees on May 2, 2009
• Electronic application available May 4, 2009

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Types of CIP Projects

• The eligible project types are
• Alteration/repair/renovation, with or without
  IT/equipment
• Construction (new site or expansion of existing
  site), with or without IT/equipment
• IT/equipment-only purchase
• HIT-only purchase (non-EHR equipment)
• Certified EHR-related purchase

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Ineligible CIP Costs

• Operating costs (e.g., funding direct services,
  clinical full-time equivalents, rent, mortgage
  payments, refinanced credit facilities).
• Purchase of EHR systems that are not certified by
  an organization recognized by the Secretary of
  HHS.
• Land or facility purchase costs are not eligible
  uses of CIP grant funding. Eligible projects may
  contain land/facility purchase costs however,
  individual project budgets must show sufficient
  resources other than CIP funding to cover those
  expenses.
• None of the funds appropriated or otherwise made
  available under the Recovery Act may be used by
  any State or local government, or any private
  entity, for any casino or other gambling
  establishment, aquarium, zoo, golf course, or
  swimming pool.
• Costs incurred prior to February 17, 2009.

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CIP Application
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Proposal Overview

• The Proposal Overview (aka Proposal Cover
  Page) will be inclusive of all projects in the
  application to be submitted
• Components of the Overview
• Purpose
• Sustainability Plan
• Green/Sustainable Design
• Service Impact

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Special Considerations Proposals

• Grantees should
• Ensure the project is an appropriate response to
  clearly identified, existing needs.
• Rank immediate organizational needs and
  prioritize how CIP funds can address those needs.
• Assess capacity to complete the project(s) in a 2
  year period.
• Consider the amount of funding available to
  support the project.
• Include any appropriate and related equipment
  costs for alteration/repair/renovation and
  construction.
• Work with their network to enhance their existing
  certified EHR system if they are presently within
  the scope of a currently-funded health center
  controlled network.
• Demonstrate readiness for purchase of a certified
  EHR system and implementation prior to expending
  CIP funds.
• Evaluate any significant environmental and/or
  historic preservation issues that may delay
  implementation.

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Special Consideration Sites

• Identify one site per A/R/R and construction
  project
• May propose more than one of these types of
  projects
• Identify one or more sites for IT/equipment, HIT,
  or certified EHR
• May propose each of these types of projects only
  once

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Review of CIP Submissions

• CIP proposals will be subject to an internal
  review (as applicable)
• Completeness
• Eligibility
• Service Area Overlap
• Architectural Engineering Reasonableness
• Federal Interest
• EHR Readiness
• Environmental Review
• Historic Cultural Preservation

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ARRA General Requirements

• New grant number C81
• Separate PMS sub-account
• Must be accounted for and reported separately
• Quarterly reports

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CIP Reporting

• Impact of CIP funding
• Number of new/improved sites
• Number of health center jobs created and retained
• Number of construction-related jobs created
• Completion status ( complete)
• Actual versus projected budget informationuses
  of CIP grant funds
• Other ARRA reporting required by Act

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Getting Started on EHB (All Users)

• All users who wish to work on the application
  must register in the HRSA EHBs.
• Go to https//grants.hrsa.gov/webexternal/login.as
  p.
• If you have registered before, you do not have to
  register again. Use the same username and
  password.
• Contact the HRSA Call Center if you do not
  remember your username or password.

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HRSA EHBs Notes

• HRSA EHBs allows you to work on your application
  in parts, save it online and return to complete
  it later
• Multiple users can work on the application at the
  same time
• HRSA EHBs have two viewsone for data entry and
  one for review
• The view for review appears just like the
  printed form
• The view for data entry is set up for user
  friendly data entry
• The system times out after 30 minutes of
  inactivity!
• You must hit a Save, Continue, or any navigation
  button within 30 minutes!
• Some forms may take a long time to complete
  saving work at regular intervals is strongly
  recommended
• Only AO can submit

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Starting the CIP Application

• Go to the web address that you received in the
  e-mail from HRSA. You will be prompted to login.
• Log in using your current Username and Password.
  NOTE If you have forgotten your username and
  password, contact HRSA Call Center.
• Enter the Eligibility Code from HRSAs e-mail. If
  you do not have the code, contact the HRSA Call
  Center or the program contact listed on the
  program instructions document.
• Click the Continue button.

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Structure of the CIP Application

• This diagram shows the structure of a Capital
  Improvement Program application, using the left
  side menus from the EHBs.
• The application consists of a Face Page and
  Program Specific Information, including project
  information which is collected through a set of
  forms.
• Project forms need to be completed for each
  proposed project.
• Multiple projects can be proposed within a single
  application.

Program Specific Information
Project 1
Project 2
Project 3
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Program Specific InformationProposal Cover Page

• Complete the Proposal Cover Page.
• Click the Save and Continue button to continue
  to the next form.

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Program Specific InformationProjects

• Click the Add Project button to add one of the
  following types of projects

• Alteration/Repair/Renovation
• Construction
• IT/Equipment-only purchase
• HIT-only purchase
• Certified EHR-related purchase

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Program Specific InformationProjectsAdd a
Project

• Choose a project type from the list (next page
  shows example IT/Equipment-only purchase).
• If you select and confirm the wrong project type,
  you will not be able to change it. You will have
  to delete the project from the application and
  start over.
• Enter a project title.

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Program Specific InformationProjectsStatus Page

• Each project consists of numerous sections.
• Each project has its own Status page.
• Click the Update link in the Project Status
  table to open a section for editing.

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Program Specific InformationProjectsForm 5B
Sites

• Form 5B Sites Page.
• Use this page to add new sites or pick them from
  those already in scope.

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Program Specific InformationSite Rules are
Project Type Specific

• If you are creating an A/R/R or Construction
  project, you will need to insert a site in Form
  5B by either picking sites from scope or by
  adding completely new site.
• You cannot insert more than one site per project
  in A/R/R and Construction projects.
• If you are creating an IT/Equipment, HIT or EHR
  project, you will be able to select sites in Form
  5B by either picking sites from scope or by
  picking new sites already added in an A/R/R or
  Construction project within your application. You
  can also add a completely new mobile site in Form
  5B.
• By default the completion status of site is
  marked as COMPLETE for sites picked from scope.
  You will not be allowed to update any information
  for such sites in the CIP application.

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Program Specific InformationProjectsForm 5B
SitesSelect from Scope

• When picking a site from scope, simply select the
  site, and then click Save and Continue.

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Program Specific InformationProjects Add Site
Checklist
The Add Site Checklist page is only required for
A/R/R, Construction, and IT/Equipment-only
Purchase projects where the applicant is
proposing to add a new site.
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Help Resources
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CIP Application Technical Assistance

• Technical assistance conference calls have been
  scheduled on the following topics
• Alteration/Repair/Renovation and Construction
• EHR Readiness
• Equipment
• ARRA New Start Grantees
• Frequently asked questions will be posted soon
  and updated at http//bphc.hrsa.gov/recovery/

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CIP Contacts