1S A P P A N N U A L M E E T I N GS E P T E M B E R 1 2 , 2 0 1 3

ILLINOIS DEPARTMENT OF HUMAN SERVICES

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OVERVIEW

• Welcome & Remarks from Kim Fornero• Communication • DHS Grant Requirements• FY14 Exhibit by Sub-grant• FY14 SAPP Quality Assurance Review &

Documentation• Prevention First Training • Q & A• Sub-grant Specific Sessions: Networking and

Important Information per Sub-grant• CPRD: IYS, SAPP HUB and Annual Reviews

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COMMUNICATION

• SAPP is communicating with all Sub-grants via email• Complete the form you received on the way into

the meeting • It is incumbent upon your agency to notify the

SAPP when there is a change in program, fiscal or leadership at your agency• If you need to submit a form any time during the

fiscal year, the form is posted on either the PFI or DHS website• Email the form to Shantel High, SAPP

Administrator, and your assigned CSSC

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FY14 EXPENDITURE DOCUMENTATION FORMS (EDFs)

Starting in FY14, Expenditure Documentation Forms (EDFs) are required to be submitted to Shantel High, SAPP Program Administrator.• Due the 20th day following the proceeding month (e.g. the

September EDF is due October 20).• The method of submission is at the agency’s discretion: U.S.

mail, scan/email or fax. It is recommended that agency’s submit via email.

• EDFs need to be submitted to Shantel High, SAPP Program Administrator.

• Address: 823 East Monroe Street, Springfield IL 62701

• Fax: 217/524-3603• Email: Shantel.High@illinois.gov

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FY14 EDFs

• The FY14 EDF form and instructions can be found in the Bureau of Positive Youth Development Program Manual (email provided in another email)• If you use the form provided, it auto-calculates

information (eliminating errors)• The new FY14 EDF form needs to be used • It requires the signature or typed name of the

authorized representative• Ensure all information requested is provided• Ensure amounts provided in multiple parts of the

form are the same amounts

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FY13 EDFs

• Any payments not processed by the deadline, the Department cannot guarantee final payment will be made.

• Additionally, there is no guarantee a provider’s payment would then be able to be processed via Court of Claims (as contract language supports).

Important to submit your paperwork by the established deadlines!

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EDF TIPS

• The report should reflect the previous month’s actual expenses.

• The provider will not receive payment unless Expenditure Documentation Forms (EDFs) are submitted.

• Issues that may delay payments: • Inaccurate information on the EDF• Missing information on the EDF• An EDF may be returned to the provider if the reporting

reflects 1/12 of the contract (it is a red flag because the report needs to reflect actual expenses not projected).

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EDF TIPS

• If a provider is certain that they can not report expenses for the previous month, submit a report with $0 for the Department’s record.• You must submit a report for each month. Do

not submit a report reflecting more than one month of expenditures.

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FY14 BUDGETS & BUDGET NARRATIVES

• Each agency was required to submit a budget into the CSA Tracking System by August 30, 2013• On the same date, a budget narrative was due to

the Substance Abuse Prevention Program (SAPP) by August 30, 2013

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FY14 BUDGET NARRATIVE - TIPS

• The budget narrative must align with the program services and requirements of the grant.

• Provide calculations and descriptive narrative information. For example, commodities or supplies indicate the various types of supplies needed to operate the program and if applicable, indicate the number of supplies needed (e.g. model program workbooks for students x the cost per workbook).

• Ensure the information presented in the CSA Budget Template matches the amounts listed in the budget narrative (e.g. total grant award, by budget line item).

• For personnel include name of staff member (if unknown – Vacant), title/position, full salary, the allocation of time (% of time devoted to the grant) and the actual amount allocated for the position• Kim Fornero (name)• Prevention Specialist (title)• 100% (% of time)• $100,000 (full salary – LOL)• $100,000 (allocation to this grant)

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FY14 BUDGET NARRATIVE - TIPS

• For any equipment requests, include the estimates for the proposed equipment when submitting your budget narrative. Note: all equipment over $500 must be approved prior to purchasing the equipment.

• If you are directing other funds (e.g. local or private resources) to the grant program, identify the source and include this information in your budget narrative.

• If you are planning to sub-contract, include descriptive information in your budget narrative. Note: sub-contracts require prior approval. The sub-contract should not be signed and executed when submitted for consideration.

• If you receive funding from multiple sources (e.g. SAPT and GRF), break out the funds by the fund source and for each budget category/item.

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FY14 BUDGET REVISIONS

• Ensure timely submission• Allow for sufficient time for review, revision (if needed) and

approval

• Identify the amount of funds that you are seeking to re-direct; include the line item you are directing funds away from and the amount of funds you are directing to a new line item

• Provide rationale as to why this revision is needed and how it will support the services as outlined in your approved plan

• If you are requesting to purchase equipment over the amount of $500 include paperwork about the estimated cost of the equipment

Would you like a template for guidance?

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FY14 PLANS

• Two Sub-grants, As and Cs, submitted plans for work associated with the planning conducted over FY13• Sub-grant As• Sub-grant Cs

• Sub-grant Bs and Ds – no more new work plans!

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SG-A PLANS

• You submitted the following plans for approval:

• Implement Coalition Capacity Plan.

• Implement Illinois Youth Survey (IYS) Recruitment Plan.

• Implement FY14 Limited Service Delivery Plan.

• Implement plan to continue to build the capacity of your local coalition.

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SG-B PLAN

• Implement direct service program(s) approved by IDHS (original proposal or revised plan).

• Continue to develop a new coalition or enhance an existing one.• Engage the coalition in the development of a referral

guide and IYS promotion and school recruitment

• Encouraged to recruit schools to participate in the FY14 IYS administration.

• Deliver optional activities.

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SG-C PLANS

• Implement Strategic Plan approved by IDHS.• Implement evidence-based strategies.• Implement activities to enhance your local coalition.

• Required to recruit and secure local schools’ participation in the administration of the FY14 IYS.

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SG-D PLAN

• Implement work approved in original RFP or revised plan.

• Promote the FY14 IYS recruitment, if applicable.

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SAPP GRANT REQUIREMENTS

•Bureau of Positive Youth Development Program Manual (http://www.dhs.state.il.u/page.aspx?item=59414)• Deliverables

• Referral Guide (all Sub-grants)• Responsibilities• Reporting requirements • Fiscal information (FY14 EDF Form and Instructions)

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SAPP GRANT REQUIREMENTS

• Community Services Agreement (CSA)• Scope of services (Exhibit A)• Deliverables (Exhibit B)• Payment (Exhibit C)• Performance Measures (Exhibit D)• Performance Standards (Exhibit E)

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FY14 QUALITY ASSURANCE REVIEWS

• SAPP is in the process of developing a quality review monitoring tool

• Your Community Support Service Consultants (CSSCs) will be responsible for scheduling and conducting the quality assurance review

• The quality assurance review will be conducted on-site (at your agency)

• The quality assurance review will be geared towards reviewing documentation to verify approved activities, ensure service delivery is being conducted in the approved designated service area and other federal requirements

• More information will be forthcoming later this winter/spring

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FY14 QUALITY ASSURANCE REVIEW - DOCUMENTATION

Type of documentation (this is documentation that is not submitted via the SAPP Hub)•Linkage agreements/MOU’s•Executed sub-contracts (signed and dated)•Service delivery documentation: rosters, coalition meeting minutes and agendas, training overview and sign-in sheets, etc.•Training certificates•Training waivers

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FY14 PERFORMANCE MEASURES AND STANDARDS

• Review handout• Each Sub-grant has their own performance

measures and standards

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FEDERAL UPDATES

• Population-based services• Substance abuse prevention focus and outcomes• Evidence of effectiveness• Primary Health Care• Mental Health Promotion• Underage drinking, prescription drugs and

marijuana

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ILLINOIS YOUTH SURVEY (IYS)

• Your agency may be required to recruit schools to participate in the IYS or you may have opted to select this optional services activity• All agencies are encouraged to recruit youth to

participate in IYS recruitment including Sub-grant Bs that did not originally select this activity and Sub-grant Ds

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ILLINOIS YOUTH SURVEY (IYS)

• State Level Planning• Meeting with the Illinois State Board of Education – Five

Essentials Survey staff members• Cross promotion was discussed, high level of interest in the

IYS data• Identifying ways to work with other state agencies • Questions • Promotion• SAPP providers would serve as the lead in local level

promotion• Working with the City of Chicago’s Department of Health,

Department of Family and Support Services and Chicago Public Schools – Office of Health and Wellness• Goal: Maximum participation of CPS schools in the

administration of the 2014 IYS• Commitment to Chicago Public Schools’ Parent Handbook

(English, Spanish and Polish) – one notification regarding the Illinois Youth SurveyMore information will be forthcoming for SAPP providers located in Chicago and across the state!!!

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SUICIDE PREVENTION TRAINING

• Working with the Illinois Department of Public Health to finalize a suicide prevention training (non-clinical)• It will be implemented at some time during this

fiscal year via a webinar

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PREVENTION FIRST TRAINING & TA SERVICES

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PROFESSIONAL DEVELOPMENT STAFF

• Anne Cox, Manager of SA Training & Technical Assistance• Sara Christensen, Instructional Designer• Jessica Dicken, Provider Network Specialist• Kim Zambole, Provider Network Specialist• Heidi Alvarez, Provider Network Specialist• Kellie Henrichs, Provider Network Specialist• Cindy Dambacher, Training Registration Contact

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PREVENTION FIRST SERVICES

• Substance Abuse Prevention Training• General • Sub-grant specific

• TA Opportunities by Sub-Grant• On-line Resources• Prevention Connection & Prevention

Spotlight

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REQUIRED TRAININGS

• Illinois Introduction to Substance Abuse Prevention (IISAP)• Welcome to Prevention (online)• IDHS SAPP Overview (online) • A Framework for Prevention (1 day classroom

training)

• Training waivers (only on a case-by case basis) – submit information to anne.cox@prevention.org

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REQUIRED TRAININGS

• Foundations of Youth Prevention Education (SG-As & SG-Bs)• DISCC (SG-As & SG-Bs)• Foundations of Successful Mentoring Programs

(SG-Bs)• Coalition Coordination (SG-As & SG-Bs)

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TRAINING

• FY14 Training Calendar• Illinois Introduction to Substance Abuse

Prevention• Required training by Sub-Grant• Optional trainings to support the SAPP system• Prevention First Training Policies

• Register through Uconnect at www.prevention.org

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TECHNICAL ASSISTANCE

• Offered by Prevention First to Sub-grants A, B and C• Provider Network Specialist assigned to each provider in

SG-A, B and Cs.

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PREVENTION FIRST

•Questions?• Contact Anne Cox, Manager, SAPP Training/TA

Anne.Cox@prevention.org(217) 836-5346

PREVENTION FIRST

Springfield Office:2800 Montvale DriveSpringfield, IL 62704

217.793.7353Toll free: 800-252-8951www.prevention.org

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Chicago Office:33 W. Grand Avenue, Suite 300Chicago IL 60654

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Q & A