HRSA Grant Application and Program Reporting

1
HRSA Grant Applicationand Program Reporting
Applying for Your Grant Electronically and
Reporting Your Data
Grants.gov, HRSAs Electronic Handbooks and
Program Reporting
Christopher Dykton Science Applications
International Corporation (MCHB Information
Systems Development under HRSA GovWorks Contract
GS-35F-4461G)
The speaker in this session has no relevant
financial relationships with the manufacturer(s)
of any commercial product(s) and/or provider of
commercial services discussed in this CME
activity. The speaker will not discuss or
demonstrate pharmaceuticals and/or medical
devices that are not approved by the FDA and/or
medical or surgical procedures that involve an
unapproved or "off-label" use of an approved
device or pharmaceutical. )
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Outline

• Program Specific Information
• Life cycle of MCHB grant
• Non-Competing Continuation Application
• Current Challenges for MCHB Grantees
• Grants.gov
• HRSAs Electronic Handbooks
• Workflow
• Performance Reporting
• Background
• Workflow/Constraints
• Submitting Performance Report
• Getting Help

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Program Specific Information

• Program Specific Information
• MCHB developed a set of forms and performance
  measures, which were approved by OMB, to monitor
  MCHB discretionary grant programs
• Used by all MCHB grantees during the life of a
  grant when both applying and reporting
• Providing provisional data at the time of
  non-competing continuation
• Reporting data after initial award and when a
  grant year is completed performance reporting
• MCHBs program and performance measurement data
  Program Specific Information

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Program Specific Information

• Program Specific Information
• Standard data for all programs are collected
• Financial
• Abstract
• Project Summary
• Project office may select additional forms
  including
• Performance Measures
• Additional Data Elements
• Program have different forms depending on type of
  program and information needs of project office

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Program Specific Information

• The Program Specific Information forms for
  Healthy Tomorrows (H17)
• Three Financial Forms
• Form 1, MCHB Project Budget Details for a Fiscal
  Year
• Form 2, Project Funding Profile
• Form 4, Project Budget and Expenditures by Types
  of Services
• Two Program/Demographic Forms
• Form 6, MCH Discretionary Grant Project Abstract
• Form 7, Discretionary Grant Project Summary Data
• Performance Measures
• PM05 The percent of MCHB supported projects that
  are sustained in the community after the federal
  grant project period
• PM07 The degree to which MCHB supported programs
  ensure family participation in program and policy
  activities.
• PM10 The degree to which MCHB supported programs
  have incorporated cultural competence elements
  into their policies, guidelines, contracts, and
  training.

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Life of an MCHB Grant

• Application and Performance Reports
• Via HRSAs EHB
• Performance
  Performance Performance Final
• Report Report
  Report Report
• Year 1 Year 2 Year 3 END
• New Non-competing
  Non-competing
• Application Continuation
  Continuation
• Via Grants.gov Via Grants.gov AND HRSAs
  EHB

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Non-Competing Continuation Application

• Activities for MCHB grantees
• All MCHB applications submit SF424 face sheet
  electronically in Grants.gov
• Supplemental grant and program data is submitted
  in HRSAs grants management system, HRSAs
  Electronic Handbooks (EHB)
• Two systems
• 2 business processes, 2 registrations, 2
  deadlines
• Systems will exchange information

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Non-Competing Continuation Application

• Web site that the federal government uses to
  inform citizens of grant opportunities and
  provide a portal for submitting applications to
  federal government agencies
• Registration
• One time registration of organization in
  Grants.gov 
• Your organization MUST be registered in
  Grants.gov
• Takes time can take up to 4 weeks or more. Do
  it NOW.
• Download
• Software (PureEdge Viewer and Acrobat Adobe
  Reader) and then application package
• Prepare offline
• Submit only authorizing official representative
  (AOR) of your organization can submit to
  grants.gov
• www.grants.gov

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Non-Competing Continuation Application

• HRSAs grants management and application system
• Registration
• Anyone working on an application must register
• Two part registration
• Individual registration - Defined with a role
• Link to an organization
• Use your grant number to identify your
  organization!
• Project Director must register in EHB
• Initiates non-competing continuation application
• Controls access to the grant for all others
• If you have already registered in EHB, use that
  username and password
• https//grants.hrsa.gov/webexternal/home.asp

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Non-Competing Continuation Application Process

• Timeline Activity

Register In Grants.gov
Now!
From Release of Funding Announcement to Grant
Deadline (Grants.gov)
Data Sent to HRSAs EHB
Grantee Notified of Transmission
Submit SF424 in Grants.gov
From Submission of SF424 to Two weeks after
Grant Deadline (Grants.gov)
Enter HRSAs EHB to Enter the Remaining Data
YOU ARE FINISHED!
Submit in HRSAs EHB
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Non-Competing Continuation Application

• Grants.gov/EHB Workflow
• Application is generated and submitted in
  Grants.gov
• SF424 Face Sheet
• Checklist
• Data are transmitted to EHB
• Contacted by Grants.gov about successful
  submission to EHB
• Supplemental grant and program data are submitted
  in EHB
• Complete other budget data (PHS 5161)
• Narrative and other attachments
• Program specific information

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Non-Competing Continuation Application Financial
Forms

• Form 1, MCHB Project Budget Details for a Fiscal
  Year
• Complete the form
• Form 2, Project Funding Profile
• Modify budgets for future grant years, if
  necessary
• Form 4, Project Budget Expenditures by Types of
  Services
• Modify budgets for current and future grant
  years, if necessary

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Non-Competing Continuation Application Program
Forms

• Form 6, MCH Discretionary Grant Project Abstract
• Modify form, if necessary
• Enter Experience to Date for previous grant year
• Form 7, Discretionary Grant Project Summary Data
• Modify form, if necessary
• Enter Products and Dissemination for previous
  grant year

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Non-Competing Continuation Application PMs

• PM05
• Not ready to report
• PM07 and PM10
• Modify current and future objectives, if
  necessary
• Report on indicator (score) for completed grant
  year may be provisional

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Life of an MCHB Grant

• Application and Performance Reports
• Via HRSAs EHB
• Performance
  Performance Performance Final
• Report Report
  Report Report
• Year 1 Year 2 Year 3 END
• New Non-competing
  Non-competing
• Application Continuation
  Continuation
• Via Grants.gov Via Grants.gov AND HRSAs
  EHB

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Performance Reporting

• Setting
• Applications submitted
• Applications reviewed and awarded
• Notice of Grant Award (NGA) issued
• Grantee has 120 days from the NGA to complete
  performance reporting requirements
• Performance reports are the Program Specific
  Forms included in the program guidance
• Completed through HRSA EHB
• URL https//grants.hrsa.gov/webexternal/

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Performance Reporting

• Workflow
• Workflow is key in completing the post award
  reporting
• Different requirements for completing the forms
  for post award reporting depending if it is a new
  or non-competing continuation grant
• Application Scenarios
• New grants Completed only in Grants.gov
• Non-competing continuation (NCC) In Grants.gov
  EHB
• Workflow constraints and application scenarios
  impact the post award reporting activities for
  the Program Specific Information forms.

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Performance Reporting Financial Forms

• Form 1, MCHB Project Budget Details for a Fiscal
  Year
• New awards Complete form
• Non-competing continuations Modify form, if
  necessary
• Form 2, Project Funding Profile
• New awards Enter budgets for future grant years
• Non-competing continuations
• Modify budgets for future grant years, if
  necessary
• Enter expenditures for previous grant year
• Form 4, Project Budget Expenditures by Types of
  Services
• New awards Enter budgets for current and future
  grant years
• Non-competing continuations
• Modify budgets for current and future grant
  years, if necessary
• Enter expenditures for previous grant year

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Performance Reporting Program Forms

• Form 6, MCH Discretionary Grant Project Abstract
• New awards Complete form
• Non-competing continuations Modify form, if
  necessary
• Form 7, Discretionary Grant Project Summary Data
• New awards Complete form
• Non-competing continuations Modify form, if
  necessary

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Performance Reporting Performance Measures

• PM05
• New awards Not applicable
• Non-competing continuations (EHB) Not necessary
  to report at this time as the way to report on
  the measure is under development
• PM07 and 10
• New awards Enter objectives for future years
• Non-competing continuations (EHB)
• Modify objectives for future years, if necessary
• Report a final indicator (score) for completed
  grant year

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Performance Reporting

• Submitting the Performance Report
• All forms must be complete
• Once forms are complete, click the Submit
  Report link on the EHB Performance Reports page
• A confirmation page will appear
• Must be submitted prior to deadline
• If you are not the Project Director, you must be
  given privileges by Project Director to submit
  the Performance Report

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Come to the Learning Lab!

• Practice noncompeting continuation application or
  performance report
• Friday, 730 a.m. 500 p.m.
• Saturday, 730 a.m. 100 p.m.

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Getting Help Grants.gov

• If you need assistance in Grants.gov, contact
• Grants.gov Contact Center
• 1-800-518-4726 or
• support_at_grants.gov
• M-F, 7 a.m. 900 p.m. EST
• Register today! Call if you have problems!
• Submit in grants.gov sooner rather than later

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Getting Help HRSAs EHB

• If you need assistance in HRSAs EHB, contact
• HRSA Call Center
• 1-877-464-4772 or CallCenter_at_HRSA.GOV
• M-F, 9 a.m. 530 p.m. EST
• Call sooner rather than later!