Male Family Planning Research Cooperative Agreements

1
Male Family Planning Research Cooperative
Agreements
Program Announcement Technical Assistance
Conference Call

• July, 16 2008
• 100 PM EDT

2
Welcome

• Introduction
• Purpose and format of call
• General TA will not answer questions specific
  to individual applications
• Introduction of speakers

3
Materials for Call

• What participants should have in front of them
• Program Announcement
• Application kit, including
• OPHS-1, including forms

4
Funding Opportunity

• This announcement seeks applications for Title X
  Male Family Planning Research Cooperative
  Agreements
• 5 Study Sites will be funded
• and
• 1 Coordinating Site will be funded

5
What we will cover

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

6
US Department of Health Human Services
Secretary Mike Leavitt
Assistant Secretary Joxel Garcia, M.D., M.B.A.
Office of Public Health and Science (OPHS)
Programs

• Office of Minority Health Office of
  HIV/AIDS Policy
• Office of Population Affairs Office of
  Research Integrity
• Office on Womens Health National Vaccine
  Program
• Office of Regional Health Administrators
• Presidents Council on Physical Fitness
• Office of the Surgeon General
• Office of Military Liaison and Veterans Affairs
• Office of Disease Prevention and Health
  Promotion

7
Organizational Structure

• Office of Family Planning
• Is within
• Office of Population Affairs
• Deputy Assistant Secretary for Population
  Affairs Vacant
• within
• Office of Public Health and Science
• within
• U.S. Department of Health and Human Services

8
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
  Family Planning Male Training Center, National
  Training Center and Male and other Research
  Projects and Cooperative Agreements with a
  national scope.
• Director Susan Moskosky

9
Program Overview Introduction to Title X of
PHS Act

• Mission to aid individuals to freely determine
  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

10
A Decentralized ProgramTen 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

11
Ten Public Health Service Regions
OFP Central Office

• OFP Regional Offices are
• in Cities marked

12
Federal Roles

• OFP Programmatic
• OPHS/OGM Administrative/Business/Budgetary
  (funds)

13
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
• Just under 6 are males

14
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

15
PHS Act Section 1004 Family Planning Research
Grants

• AUTHORIZED UNDER SECTION 1004 300a-2 (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 for projects for research in the
  biomedical, contraceptive development, behavioral
  and program implementation fields related to
  family planning and population.

16
Purpose of Title X Research

• To promote and encourage projects which focus on
  increasing knowledge, understanding and
  techniques related to family planning,
  reproductive health and other related fields of
  public health.

17
Family Planning Research Outcomes

• Increase access to family planning services
• Assess more effective methods and systems for the
  delivery of educational and clinical services
• Influence constructive, positive and equitable
  health behaviors

18
Family Planning Male Research

• Male Research Projects
• Round 1 1997 2002
• Round 2 2003 2008
• Service Delivery Improvement Projects
• Male focus

19
I. Funding Opportunity Description

• Male Family Planning Research Cooperative
  Agreement
• To test a comprehensive service delivery model
  and evaluate its effectiveness and replicability
  in Title X clinics.
• 5 Study Sties clinical locations where the
  model will be tested
• 1 Coordinating Center Responsible for the
  research protocol, provision of training and
  technical assistance to the study sites and the
  overall evaluation

20
I. Funding Opportunity Description

• Male Family Planning Research Cooperative
  Agreement
• A cooperative agreement is a type of financial
  award in which substantial involvement between
  the awarding agency and the recipient(s) during
  the performance period.
• This award will include OPA/OFP collaboration in
  the management of the award including the
  planning and development of the comprehensive
  service delivery model, and other related
  elements of the research initiative.

21
I. Funding Opportunity Description

• Service Delivery Model - Components
• Restructuring the Clinical Environment
• Physical modifications, administrative
  procedures, schedules, etc.
• Training of Staff
• Clinical providers the male exam and other
  related screening procedures
• All staff cultural competency, male-specific
  needs and related interactive strategies
• Targeted community outreach clinic promotion
• Outreach/education strategies, recruitment
  efforts, via community linkages, partners,
  friends and family members

22
II. Award Information

• 5 Awards for Participating Study Sites
• 1 Award for Coordinating Center
• Due date 25 July 2008
• 5 PM Eastern time if submitted in hardcopy to the
  OPHS Office of Grants Management/Grant
  Application Center
• 1100 PM Eastern Time if submitted electronically
  via GrantSolutions.gov or Grants.gov

23
II. Award Information

• Study Sites
• Year 1 225,000
• Years 2 5 250,000 maximum
• Coordinating Center
• Year 1 375,000
• Years 2 5 300,000 maximum
• Funding for years beyond year 1 are contingent
  upon the availability of funds, satisfactory
  progress on the project and adequate stewardship
  of Federal resources.
• Up to 5 years total

24
III. Eligibility Information

• Any Public or Private Nonprofit agency located in
  a State or Territory
• Faith-based agencies eligible
• Must demonstrate the capacity to carry-out the
  requirements of the project

25
Eligibility Information items of note

• Study Sties-
• Programs incorporating all 3 components as a
  deliberate model will not be considered as a
  study site
• If selected, organizations will be required to
  make any necessary modifications to existing
  serves

26
Eligibility Information items of note

• Coordinating Center Sties
• Applicants should be experienced in the
  implementation of the comprehensive service
  delivery model to be tested
• Applicants should have expertise in health
  services training and research, including data
  collection, bio-statistical analyses and the
  management of multiple research sites

27
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 [phone])
• The GrantSolutions.gov Help Desk is available
  Monday - Friday, 10 AM - 6 PM Eastern Time.  For
  assistance 1-800-618-0223 or [phone], or
  email  help_at_grantsolutions.gov
• Proof of Nonprofit Status required with
  application submission Program Announcement
  describes what is acceptable proof
• DUNS number required with applicationinfo on how
  to acquire is in the application kit and
  www.grants.gov

28
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 Male
  Family Planning Research Cooperative Agreement
• Follow it carefully!!! The Grant Announcement
  takes precedence if these is conflicting
  information in other guidance documents

29
Application Process

• OPHS-1 has all the application formsface 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

30
Application Process

• Provides useful guidance and explanation of each
  part of application
• Describes Program and Business (budget, grants)
  requirements

31
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)

32
Application and Submission Info

• Content and form
• Pay close attention!
• If there is a discrepancy of information, the
  program announcement takes precedence
• 30 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 30 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 30 page
  limit

33
Application Content General

• Demonstrate understanding of the content of the
  funding announcement, citing examples of
  experience as necessary
• Demonstrate experience in design, development,
  implementation and evaluation of family planning
  service delivery and research as applicable
• Provide examples of coordination, management and
  other methods of collaboration, especially if
  relevant to the element of the funding
  announcement
• Evidence of relevant administrative, management,
  and outside funding experience if relevant
• Application should be responsive to the
  announcement!

34
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, implementation of the service
  delivery model

35
Application Content

• Applications must clearly describe the profile of
  the proposed community to be served/represented,
  the need exhibited by the community,
  organizations experience re providing FP/RH
  services, capacity to participate in proposed
  research activity, and ability to collect data
  related to the research activity.

36
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

37
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.

38
A Note about Characteristics

• Pay attention to grant application Guidance and
  Grant Announcement--analyze what is asked for
  respond appropriately

39
Common Questions

• Due Date 25 July 2008
• 500 pm hard copy submission
• 1100 pm electronic submission
• Page Limit 30 Pages, double spaced
• This limit is exclusive of appendices, budgets,
  budget narratives, required forms and other items
  listed in Section IV, part 2 of the application.
• Institutional Review Board (IRB)
• All applicants must comply with the HHS
  Protection of Human Subjects regulations (45 CFR
  part 46)

40
Grants Management

• Eleanor Walker
• Grants Management Specialist
• OPHS Office of Grants Management

41
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.whitehouse.gov/omb/grants/grants_docs.
  html
• Director Karen Campbell, Grants Management
  Officer

42
OGMs Role

• As determined by the DHHS, OGMs 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)

43
OGMs 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

44
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

45
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 applicants
  organization)
• Budgeted costs must derive from proposed
  activities

46
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

47
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

48
Budget Tips

• Budget should be commensurate with project
  activities
• Use the correct OMB Cost Principle-
  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

49
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

50
Financial Infrastructure

• Organizational Charts
• IRS Tax Exemption Certification
• Indirect Costmust negotiate rate with DHHS DCA
  (Division of Cost Allocation) cannot exceed 8
  percent
• Signed Face Page (SF 424)
• Signed Assurances

51
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)

52
Funding Process

• Notice of Grant Award (NGA) notifies successful
  applicant of selection
• Includes any Conditions on the awardRequirements
  that must be met as a
• condition of receiving the grant funds
• Applicants who were not successful will be
  notified by the Program Office

53
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

54
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

55
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

56
Funding

• Project Period no more than 5 years
• Dependent on adequate progress of the project and
  availability of funds
• Will submit a non-competing continuation
  application for years 2 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

57
Other Administrative Requirements

• Reporting
• FSR
• Other

58
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

59
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

60
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

61
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

62
Summary and TIPS

• Be clear, complete, and concise in project
  description
• Dont 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

63
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

64
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.
• Clear justification, background research and
  supporting information should be concise,
  relevant and persuasive

65
Summary and TIPS

• Budget should be adequate and reasonable to carry
  out the project work plan and administrative
  responsibilities of the project
• It should make sense

66
Summary and TIPS

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

67
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

68
Summary and TIPS

• Review the Application Review Criteria
• Significance
• Feasibility and Likelihood of Producing
  Meaningful Results
• Competency of Staff and Adequacy of Facilities,
  Resource and Budget
• Scientific Merit

69
Summary and TIPS

• Use of a systematic approach to planning,
  implementing, monitoring, and evaluation will
  assist in maintaining focus and will provide
  feedback on progress of project
• Dont wait until last minute to begin application
  submission
• Electronic submission is
• encouraged
• If you have a question, ASK.

70
Submission Dates and Times

• Multiple submission mechanisms
  http//www.grants.gov or www.grantsolutions.gov
  or
• mailing hard-copy
• Addresssee Announcement
• Electronic submission encouraged.
• Pay close attention to due date and deadlines

71
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_at_grantsolutions.gov