Family Planning Services Grants Technical Assistance Conference Call

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Family Planning Services GrantsTechnical
Assistance Conference Call

• November 5, 2008
• 200 PM EST

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Welcome!Title X Family Planning Services Grant
Applicants
Technical Assistance Conference Call Introduction

• Purpose and format of this call
• General Technical Assistance
• Will not answer individual specific questions
• Introduction of the Speakers
• Susan Moskosky, Director, Office of Family
  Planning
• Karen Campbell, Director, Office of Grants
  Management
• (Note This call will be recorded)

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Technical Assistance Conference CallTitle X
Service Grants

• Overview of the Call
• Materials Needed
• Overview of OPA/OFP Title X
• 2009 Funding Announcement
• Application and Award Information
• Application Required Forms Other Information
• Application Narrative
• Application Budget
• Application Submission
• Application Review
• Funding Process
• Summary and Tips

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Materials Needed for the Call

• The Program Announcement 2009 Family Planning
  Services, as found at
• GrantSolutions http//www.grantsolutions.gov/
• Grants.gov http//www.grants.gov/
• Selected Application Kit Materials, including
• OPHS-1 Grant Application, Version 3
• Guidelines for Title X Grant Application
  Preparation, July 2009
• Program Guidelines for Project Grants for Family
  Planning Services, January 2001

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Overview Office of Population Affairs Office of
Family Planning and Title X Family Planning
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Organizational Structure

• US Department of Health and Human Services
• Secretary of Health and Human Services Michael
  Leavitt
• Assistant Secretary for Health
• Dr. Joxel Garcia
• Office of Public Health and Science (OPHS)
  Programs

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Organizational Structure
US Department of Health and Human Services
Office of Public Health and Science (OPHS)

• Office of Human Research Protections
• National Vaccine Program
• Presidential Advisory Council on HIV/AIDS
• Presidents Council on Physical Fitness Sports
• Presidents Council on Bioethics
• Advisory Committee on Blood Safety Availability
• Commissioned Corps of the US Public Health
  Service

• Office of Population Affairs (OPA)
• Regional Health Administrators
• Office of the Surgeon General
• Office of Minority Health
• Office on Womens Health
• Office of HIV/AIDS Policy
• Office of Disease Prevention and Health Promotion
• Office of Research Integrity
• Medical Reserve Corps

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Organizational StructureOPHS OPA OGM
Partnership

• OPA Office of Family Planning
• Programmatic responsibility
• Policy Office for all OFP Programs
• Oversight of Projects with national scope such as
  the National Training Center
• Management of de-centralized programmatic
  activities with 10 Regional Offices

• Office of Grants Management
• Administrative, business and budgetary
  responsibility
• Grant Administration Grants Policy Directives,
  Grant Policy Statement Federal rules applicable
  to all grants
• Management Oversight
• Pre-award processes
• Notice of Award
• Post-award processes (budget revisions)
• Financial Status Reports
• Audit resolution
• Grant closeout

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Organizational StructureOffice of Population
Affairs (OPA)
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OPHS Regional Offices

• OPHS Regional Offices
• Are located in major cities, serving multi state
  areas
• Provide oversight of the Title X Service Grantees
  and Regional Training Center Grantees
• Are staffed by Project Officers who monitor grant
  activities, conduct site visits and comprehensive
  program reviews, provide programmatic support and
  technical assistance to Grantees

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Title X Family Planning Program Overview
Title X of the Public Health Service Act

• Title X of the Public Health Service Act
  authorizes discretionary grants
• Sections
• 1001 Services
• 1002 Formula Grants for Family Planning
  Services
• 1003 Training
• 1004 Research
• 1005 Information and Education Materials
• 1006 Regulations and Payments
• 1007 Voluntary Participation
• 1008 Prohibition of Abortion

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Title X Service GrantsPublic Health Service Act

• Major Provisions of the Law
• 1001 Services
• More than 4,500 clinics in the system
• Approximately 5,000,000 client served annually
• 1003 Training
• General Training Center in each Region
• Clinical Training Center
• Male General Training Center
• National Training Center
• 1004 Title X Research
• Evaluation activities and Service Delivery
  Improvement Research
• 1005 Title X Information and Education
• Title X Clearinghouse, publications and clinic
  directory
• 1008 Prohibition of Abortion

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The mission of Title X is to provide individuals
the information and means to exercise personal
choice in determining the number and spacing of
their children.
Program Guidelines for Project Grants for Family
Planning Services, 2001
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Title X Service GrantsPurpose of Title X

• To make certain that people who want and need
  family planning services can receive them.
  Priority is for individuals from low-income
  families.
• To provide individuals with the educational,
  medical, and social services they need to plan
  their families.
• To include related preventive health services
  such as Pap smears, breast exams, HIV and STD
  tests, and other services related to reproductive
  health and family planning.

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Title X Service GrantsRequirements

• Title X funded Family Planning Services must be
• Voluntary
• Confidential
• Provided to any person, male and female, desiring
  services, with priority for persons from
  low-income families
• Provided regardless of the inability to pay
• Provided under the direction of a physician with
  training or experience in family planning

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Title X Service GrantsRequirements

• Scope of Title X Service Requirements
• 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

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Title X Service GrantsGrantee Profile

• Title X Service Grantee Network
• 88 Service Grantees, including State,
  territorial, tribal, county or local health
  agencies, universities, faith-based and
  community-based nor for profit agencies
• 4,500 Family Planning Clinics, at least one in
  75 of all US counties
• 5,000,000 Clients Served Annually, with family
  planning and related preventive health care
  services

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Title X Services Grants2009 Family Planning
Funding Announcement

• Application and Award Information
• Application Forms, Narrative and Budget

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Title X Service Grants2009 Family Planning
Funding Announcement

• 2009 Funding Opportunity
• Availability of Funds for Family Planning
  Services Grants
• Applicants must be able to offer comprehensive
  service programs that provide all Title X
  required services, according to the Statute,
  Regulations and Guidelines
• Family Planning services include clinical family
  planning and related preventive health services
  information, education and counseling related to
  family planning and referral as indicated
• Applications must be responsive to OPA Program
  Priorities, Legislative Mandates and Key Issues

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Title X Service GrantApplication Award
Information
Where to find all application related information

• http//www.grants.gov/
• http//www.grantsolutions.gov/

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Title X Service GrantApplication Award
Information

• Eligible Applicants
• Any public or nonprofit private entity located in
  a US State or Territory
• Private nonprofits entities must provide proof of
  nonprofit status
• Faith-based and community-based organizations and
  American Indian/Alaska Native/Native American
  organizations
• Applicants must be able to demonstrate the
  capacity to carryout the requirements of the
  project

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Title X Service Grant Application Award
Information
2009 Title X Program Announcement

• The Program Announcement provides information and
  guidance related to Title X applications.
• Follow the Program Announcement carefully! The
  information provided in the Program Announcement
  takes precedence over any conflicting information
  in other grant related documents

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Title X Service Grant Application Award
Information
2009 Title X Program Announcement

• Table 1 contains a listing of the competitive
  service areas, the approximate funds available.
  and the application due date
• Application due dates and grant funding dates
  vary by service area, but are clearly indicated
  in Table 1
• There may be multiple awards for the service
  areas listed in Table 1
• The approximate award amount listed includes
  indirect costs
• Total awards will not exceed those listed in
  Table 1

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Title X Service Grant Application Award
Information
OPHS Grant Application

• OPHS-1 version 3.0 has standard application forms
  and instructions (e.g., face page, budget forms,
  certifications and assurances) that must be
  submitted
• Be complete and do not leave blanks on forms
  unless the information is not applicable
• The individual signing the OPHS application forms
  must have the legal authority to act on behalf of
  the organization

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Title X Service Grant Application and Award
Information
Guidelines for Title X Grant Application
Preparation

• The Guidelines for Grant Application
  Preparation-Title X Family Planning Services
  Program provide a detailed description of all
  application requirements, including
• Application style and sequence
• Application submission mechanisms
• Required Forms and where to find them
• Application Content Narrative and Budget
  requirements
• Required Exhibits
• Appendices
• Pay close attention to these Guidelines and the
  Program Announcement when preparing the
  application!

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Title X Service Grant Application and Award
Information
Other Important Information for Applicants
Refer to GrantSolutions.gov

• Additional required forms, such as Title X
  Assurances and HHS 690 application checklists
  and notification forms
• Federal grants management requirements related to
  all Federal grants
• Title X Statute, Regulations and Guidelines
• Program instructions and other related family
  planning background information
• Title X program reporting requirements
• Regional Office contact information

Note All of these documents are important for
informing the development of successful Title X
Applications
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Title X Service Grant Application and Award
Information

• General Application Content
• Applications must clearly describe
  administrative, management, and clinical
  capability of applicant to deliver required
  services
• Proposed project must include all required
  clinical servicesrefer to Regulations Title X
  Guidelines
• Characteristics of a successful application are
  included in the Announcement (e.g., evidence of
  systems for service provision quality assurance
  delegate monitoring reporting of abuse
  personnel administration fiscal management)

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Title X Service Grant Application Content

• Required Forms
• Table of Contents
• Project Narrative (65 pages)
• Needs Assessment
• Applicant Project Information
• Organizational Management
• Clinical Service System
• Community Education Outreach
• Quality Assurance
• Financial Management
• Family Planning Service Delivery Plan
• Work Plan
• Evaluation Plan

• IV. Budget Information
• Detailed Budget
• Budget Justification

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Title X Service Grant Application Required Forms
Other Information
New Applicants must submit

• A DUNS number
• A one page HHS project abstract that will be used
  as an application summary
• SF 424 Application for Federal Assistance
• SF 424A Budget Information
• OPHS Checklist
• Disclosure of Lobbying Activities
• HHS 690 Assurance of Compliance

• Title X Assurance of Compliance
• Grant Application Checklist for Competing Family
  Planning Service Grants
• Notification of Project Management Form
• Evidence of Nonprofit Status, if applicable
• Indirect Cost Rate Agreement

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Title X Service Grant Application Narrative

• The suggested sequence and format for the
  narrative and budget sections of the application
  are provided in the Guidelines for Title X Grant
  Application Preparation
• The application narrative is limited to 65
  double-spaced pages using 12 point font. (Does
  not include the forms, budget, budget
  justification, assurances, certifications,
  abstract). If the application exceeds 65 pages,
  only the first 65 pages will be read
• Limit the appendices -- do not include brochures
  or bound materials

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Title X Service Grant Application Narrative

• 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 required
  services
• Details the Scope of Services/Project
• Includes Goals and Objectives that are SMART
• Establishes a specific work plan evaluation plan

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Title X Service Grant Application Narrative

• The Project Narrative provides details on the
  Scope of Services/Project
• The activities described in the application, if
  approved for funding, become the agreement
  between the Federal government and the successful
  applicant
• This is referred to as the Scope of the Project
  and/or 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 for the project
  scope
• If funded, any change to the Scope of the
  Project, or significant change in activities or
  use of funds, requires prior approval of the OGM
  and OFP program offices

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Title X Service Grant Application Budget

• The Project Budget Information
• SF 424A budget pages
• Detailed budget
• Budget justification
• Must be consistent with the requirements of the
  Project Guidelines for Title X Family Planning
  Services
• Budgeted costs must be derived from proposed
  activities

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Title X Service Grant Application Budget

• 424A Budget Information
• Follow 424A form directions as written in OPHS-1
• Identify all sources of project funds
• Indicate the approved indirect cost rate with the
  Division of Cost Allocation
• Project costs for future years

• Detailed Budget and Budget Justification
• Provide the details of the budget
• Breakdown each line item
• Provide adequate justification (e.g., cost per
  unit)
• Detail personnel by salary, FTE charged, and
  fringe benefit information
• Line by line breakdown for Federal and
  non-Federal sources

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Title X Service Grant Application Budget

• OMB Circulars define cost principles for Federal
  grants and describe
• How to manage the financial aspects of the award
• Allowable costs (personnel, supplies, equipment,
  etc.)
• Restrictions on the use of funds (lobbying,
  construction/renovations, fund raising, etc.)
• Refer to OMB Circulars for Cost Principles when
  preparing budgets
• http//www.whitehouse.gov/omb/circulars/
• OMB Circular A-21 (Institutions of Higher
  Education)
• OMB Circular A-87 (State and Local Government)
• OMB Circular A-122 (Nonprofit Organizations)
• Plus 45 CFR 74, Appendix E (Hospitals)
• OPHS Office of Grants Management is responsible
  for the oversight of all financial and business
  related to the grant

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Title X Service Grant Application Budget

• The Title X Budget and Cost Sharing
• Title X cannot make up 100 of the projects
  estimated costs
• Projects must include resources from other
  sources (e.g., Medicaid, patient fees)
• Applications must clearly identify the amount and
  sources of funding contributed to the project on
  the 424A and budget justification
• Contribution of other funding has historically
  been interpreted as a minimum of 10
• Program income
• is expected and is generated from third party
  payers and patient fees
• may be counted as part of the cost sharing
  requirement
• Must be reinvested to further the objectives of
  the project

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Title X Services GrantsApplication Submission
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Title X Service Grant Application Submission
Submission Mechanisms

• Electronic Submission (preferred)
• Grants.gov Website Portal
• GrantSolutions.gov Grant Management System
• Must be submitted by 11PM ET on the due date
• All hard copy original signature and mail-in
  items must be received by OGM no later than
  500PM ET on the next business day after the due
  date

• Hardcopy Submission
• OPHS Office of Grants Management
• Must be submitted no later than 500PM ET on the
  due date
• Must submit the original and 2 hardcopies

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Title X Service Grant Application Submission

• Additional Submission Information
• Applications submitted after the deadline will
  not be accepted
• Applications not conforming to the requirements
  will not be reviewed
• Application will not be considered valid until
  all electronic components, hardcopy original
  signatures and mail-in items are received by OGM
  according to the due dates
• Applicants are encouraged to initiate electronic
  applications early in the development process to
  address any problems with submission prior to the
  deadline
• Applications submitted under this announcement
  are subject to the requirement of
  Intergovernmental Review of Federal Programs
  and applicant should discuss the project with the
  State Single Point of Contact (SPOC), as
  appropriate

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Title X Services GrantsApplication Review
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Title X Service Grant Application Review

• Applications are reviewed
• According to the criteria listed in the Program
  Announcement
• By the OGM staff for administrative business
  compliance
• By the Regional Office program staff for
  programmatic compliance
• Eligible applications will be reviewed and scored
  by a panel of independent reviewers with
  technical expertise in applicable fields
• Objective Review Committee process is formal and
  confidential. OGM and Regional staff is
  available for questions and to ensure the process

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Title X Service Grant Application Review

• Funding Decisions
• Input from the Objective Review Committee and
  from the Federal reviews, as well as the
  likelihood of achieving the benefits expected
  are considered when making the funding decisions
• Final grant award decisions are made the Regional
  Health Administrator (RHA) in consultation with
  OPA/OFP
• The length of the Project Period awarded can be
  from 1-5 years and is generally 3-5 years
• Non-competing, continuing applications are
  submitted in the interim years that include
  progress reports, work plans, budgets and budget
  justification
• Budget periods are one year only

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Title X Services GrantsFunding Process
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Title X Service Grant Funding Process

• The Office of Grants Management and Regional
  Program partnership
• OGM is the official contact for the grantee
• All official communication related to the grant
  is between OGM and the successful applicant
• Applicants who are unsuccessful will be notified
  by the Regional Program Office
• Grantees communicate regularly with the program
  project officer who oversees the programmatic
  aspects of the grant
• OGM maintains the official grant file. The
  Regional Program Office maintains working files
  for each grant and forwards records to OGM for
  the official grant file

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Title X Service Grant Funding Process

• The Office of Grants Management and Regional
  Program partnership
• The final project budget will be negotiated after
  selection. The total amount will not change but
  the allocation to various activities may be
  modified
• Flexibility in schedule and resource planning is
  expected and will enable the successful applicant
  to respond to emerging needs, lessons learned and
  annual Title X Priorities
• All activities and budget will be approved by the
  OFP Regional Office prior to their implementation

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Title X Service Grant Funding Process

• Notice of Grant Award (NGA)
• Notifies the successful applicant of the
  selection award amount project budget periods
• Includes any conditions on the award (e.g.,
  requirements that must be met as a condition of
  receiving the grant funds)
• Includes standard terms, reporting requirements
  and contact information for OGM and the Regional
  Program Office

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Title X Service Grant Funding Process

• OGM Grant Management Post Award Processes and
  Concerns
• As determined by the US Department of Health and
  Human Services,
• OGM
• Official signatory for obligating Federal grant
  funds
• Official signatory for all grant business
• Manages prior approval requests
• Monitors the business and financial transactions
  for compliance with Federal grant requirements,
  including interpretation of Federal regulations

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Title X Service Grant Funding Process

• OGM Grant Management Post Award Processes and
  Concerns
• Budget development, allowable expenditure items
  and budget revisions
• Budget forecasting
• Indirect Cost issues
• Approval of Change of Scope
• Notice of Grant Award issuance
• Financial reporting requirements, such as the FSR
• Audit resolution
• Carryover requests and offset
• Grant closeout

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Title X Services GrantsSummary and Tips
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Title X Service Grant Summary and Tips

• The Program Announcement is the primary guide to
• OPA/OFP Programmatic Requirements
• Information related to the Title X Statute,
  Regulations and Guidelines
• Grants Management Requirements
• OMB Cost circulars
• Follow the information presented in the Program
  Announcement, analyze what is requested and
  respond appropriately

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Title X Service Grant Summary and Tips

• The Application Kit has useful information that
  will assist in the development of a complete
  application
• Pay particular attention to
• OPHS-1 Grant Application for the required forms
  and the instructions for completion
• Guidelines for Title X Grant Application
  Preparation, July 2008 for application content
  and sequence

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Title X Service Grant Summary and Tips

• Be clear, complete and concise in the project
  description follow and address exactly what is
  requested in the Program Announcement and the
  Guidelines for Title X Grant Application
  Preparation
• Dont make the reviewer search for the required
  information. Generally, the easier the
  application is to review, the better the score
• Clearly identify the sections of the application
  and indicate which component is being addressed
• The project narrative must include all required
  information within 65 pages. Do not use
  appendices to expand the page limit

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Title X Service Grant Summary and Tips

• The use of a systematic approach to planning,
  implementing, monitoring and evaluation (such as
  a logic model) is encouraged
• Make the goals and objectives in the program work
  plan SMART Specific Measurable Achievable
  Realistic Time-framed
• Activities presented in the work plan should
  related directly to the goals and objectives
• The program work plan, evaluation plan and budget
  should provide a complete picture of how the
  applicant will address the service area needs as
  well as address the purpose and expectations in
  the Program Announcement

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Title X Service Grant Summary and Tips

• The staffing should be appropriate and reasonable
  for the goals, objectives and activities of the
  proposed project
• Be complete in describing what staff will do, the
  expertise required and the percent time they will
  be assigned to the project
• Position descriptions and bio sketches for key
  staff can be presented in the appendices

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Title X Service Grant Summary and Tips

• The budget should include adequate funds to carry
  out the proposed work plan, evaluation plan and
  administrative responsibilities of the project
• The budget should be reasonable and relate
  directly to the goals and objectives. It should
  make sense
• Do not request more funds than is available, as
  listed in the Program Announcement in Table 1.
  This amount is inclusive of indirect costs
• The operating budget should be complete and
  include Federal and non-Federal funds, program
  income from fees and third party payers and other
  contributing funds

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Title X Service Grant Summary and Tips

• Electronic submission is encouraged
• Remember to send in the original hardcopy
  signature forms by the due dates listed in the
  Program Announcement when submitting
  electronically
• Do not wait until the last minute to begin the
  electronic submissionproblems can arise

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Title X Service Grant Summary and Tips

• Confused? Ask Questions!
• The Program Announcement has contact information
  for the Office of Grants Management and the
  Regional Program Offices
• For information related to the family planning
  programmatic requirements, contact the
  appropriate Regional Office
• For information related to the budgetary and
  administrative requirements, contact the Office
  of Grants Management