Community-Level Instrument—Revised (CLI–R): Intervention

Costs Section DiscussionPEP-C PFS Cross-Site Evaluation

Training and Technical Assistance Team

April 2017Partnerships for Success Grantees

Welcome

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Training Logistics

• Adobe Connect Features

• The training slides and a questions & answers document will be posted on the PEP-C Knowledge Base

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Click phone/microphone icon next to your name to mute and unmute

Agenda/Topics

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Grantee Questions

PEP-C Technical Assistance

Community-Level Instrument—Revised (CLI-R) Intervention Costs Section Guidance

CLI-R Schedule

• The CLI-R is submitted twice per year

• Subrecipients must submit the CLI-R to grantees first, and then grantees must finalize submission

• Grantees should set internal deadlines for subrecipients so that there is sufficient time for grantees to review and accept by the CLI-R submission deadline

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Reporting Period CLI-R Submission DeadlineOctober 1 – March 31 June 1April 1 – September 30 December 1

Guidance for the Intervention Costs Section of the CLI-R

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Q172–189: Intervention Costs

• Cost reporting questions appear annually on the CLI-R:– Reported at the end of the Federal fiscal year (the

December 1 CLI-R submission)– Cover costs during the entire fiscal year

• Costs are reported by intervention rather than by intervention-service type – If an intervention includes more than one service type, you

will complete the costs section only for the intervention as a whole

• Costs should be actual cost of implementing an intervention, not the total amount allocated to spend

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Intervention Costs Sections

• Intervention costs will be reported in three distinct sections:– Ongoing implementation costs (Q172–Q180)– In-kind resources for the intervention (Q181–

Q182)– Start-up intervention costs (Q183–Q188)

• The SAMHSA cost template on the PEP-C Knowledge Base can be used as a tool to track costs

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Common Costs Questions

Keep in mind!• Include all of the

implementation costs for this intervention, regardless of whether the funds are from PFS or other sources

• Do not include costs of the state/grantee

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Start-Up or Implementation Costs?

• It’s important to differentiate between start-up and implementation costs and to report these numbers in the right section

• Start-up costs are the initial expenses to get an intervention started For example, intervention planning meetings;

development of materials or promotional activities; expenses related to IT set-up, initial hiring, and staff training

• Some categories of costs (e.g., training) may occur during start-up but also after start-up is over

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Start-Up or Implementation Costs? Examples

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Activity Start-Up Ongoing

Hired new staff to implement the intervention X

Hired staff to replace staff who quit after start-up X

Developed policies & procedures for implementing intervention

X

Updated policies & procedures to reflect organization changes

X

Provided initial training to staff X

Provided ongoing training as refreshers to staff or training for replacement staff

X

Purchased computers X

Paid for regular maintenance on existing computers X

Challenging Example: Policy Change

• How do you differentiate start-up from implementation for a policy change intervention?– Costs related to an initial period of planning meetings can

be considered start-up costs – Ongoing implementation costs include efforts to build

community support and obtain the support of legislators

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Q181–Q182: In-Kind Contributions

• In Q181, report in-kind labor contributions – For example, school partners providing staff to implement

an EBP, or law enforcement personnel providing time to implement underage alcohol sale compliance checks

• In Q182, report non-labor in-kind contributions – For example, donated supplies and equipment, or donated

media time/space

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SAMHSA Cost Template

• The SAMHSA cost template is available on the PEP-C Knowledge Base:https://pep-c.rti.org/HERO/KB/PEP-C-KB/Default.htm

• A voluntary resource for grantees and subrecipients to use to help track costs if desired

• The cost template should not be submitted to the PEP-C team or CSAP

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Grantee-Created Resources

• A CLI-R Cost Tracking Tool that was developed by a grantee and adapted by the PEP-C team is available on the PEP-C Knowledge Base under Grantee-Created Resources

• It can be used to track information to enter in the CLI-R cost section

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If you have other tools that you have used to track cost information, please send to the PEP-C

Training and Technical Assistance Team.

Guidance for the Intervention Costs Section of the CLI-R

• Questions• Comments • Concerns

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Technical Assistance

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Request Technical Assistance

• If you have questions about the cross-site evaluation– Click the Technical Assistance link in the

PEP-C MRT to access the FAQ document, Knowledge Base, and TA request form• TA providers will respond by email or phone

– Contact PEP-C by email or phone:• Email: PFS-PEPC@ccs.rti.org• Phone: (866) 558-0724

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Community-Level Instrument—Revised (CLI–R) Intervention Costs Section Discussion:

Slide Notes

PEP-C PFS Cross-Site Evaluation Training and Technical Assistance Team

April 2017 Partnerships for Success Grantees

Slide 1 - Cover [Slide 1 has no notes.]

Slide 2 - Community-Level Instrument—Revised (CLI–R): Intervention Costs Section Discussion Hello, and welcome to the training on the Community-Level Instrument—Revised (CLI-R) Intervention Costs Section. My name is [name] and I am a [role on PEP-C] for the PEP-C team. I am joined today by my colleagues, [list other PEP-C team members on call].

As a reminder, the CLI-R requirement can be completed and submitted by grantee- level or community-level staff, so those responsible for entering, submitting, and approving CLI-R data should attend or review the questions and answers document developed based on this discussion today. If you are not sure about your responsibilities related to the CLI-R, please check in with your grantee-level Project Director.

Slide 3 - Welcome As a reminder, PEP-C stands for Program Evaluation for Prevention Contract. We are the team that is conducting a cross-site evaluation of the PFS efforts across the country.

Slide 4 - Training Logistics Today we will be using Adobe Connect. This platform offers a variety of features. There are several tools that you can use to communicate with us. For instance, you can raise your hand, but the most commonly used feature is the chat box located in the lower right-hand corner of your screen. You can type your questions in that box and [question moderator] will be sure to raise your questions after each section. If you prefer to ask your questions verbally and you have called into the training, you can press *6 to unmute your line and ask your question. Once you are done asking your question, we ask that you press *6 again to re-mute your line to minimize any background noise.

The PowerPoint slides as well as a Q&A document will be posted to the Knowledge Base for your reference.

Slide 5 - Agenda/Topics [Slide 5 has no notes.]

Slide 6 - CLI-R Schedule REMINDER: The CLI-R is submitted twice per year. Subrecipients and single- community grantees need to start completing CLI-Rs for the first reporting period they receive PFS funding. Subrecipients must submit the CLI-R to grantees first, and then grantees must finalize submission. Grantees should set internal deadlines for subrecipients so that there is sufficient time for grantees to review and accept by the CLI-R submission deadline.

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The two CLI-R reporting periods follow the Federal fiscal year, which begins October 1st.

The CLI-R covering the first half of the fiscal year (Oct 1 - Mar 31) is due June 1. The CLI-R covering the second half of the fiscal year (April 1 - September 30) is due December 1. Grantees now have 2 months to complete their CLI-Rs after the end of a reporting period.

Slide 7 - Guidance for the Intervention Costs Section of the CLI-R [Slide 7 has no notes.]

Slide 8 - Q172–189: Intervention Costs Cost reporting questions appear annually on the CLI-R. You will report at the end of the Federal fiscal year, the December 1 CLI-R submission. These questions will cover the cost for the entire fiscal year, so if an intervention was active at any point during the fiscal year, you will need to complete these items. Costs are reported by intervention rather than by intervention-service type. If an intervention includes more than one service type, you will complete the costs section only for the intervention as a whole.

Please note: the intervention costs reported should be the actual cost of implementing an intervention, not the total amount allocated to spend per intervention. This has been an issue for the Data Cleaning Team and they flag data if they see many interventions within a grantee or subrecipient with the exact same total cost reported. They will then follow up with you in the data feedback form about these errors.

Slide 9 - Intervention Costs Sections You will report intervention costs in three distinct sections. Ongoing implementation costs will be reported in Questions 172 - 180. In-kind resources for the intervention will be reported in Questions 181 - 182. And start-up intervention costs will be reported in Questions 183 - 188. A SAMHSA cost template is available on the PEP-C Knowledge Base. You can use it as a tool to track costs if you find it helpful.

Subrecipients are not required to submit a cost template to the PEP-C team.

Slide 10 - Common Costs Questions Some costs information to keep in mind - Include all of the implementation costs for this intervention regardless of whether the funds are from PFS or other sources. For example, if your organization has braided funding from Drug-Free Communities, other grant funding, or local contributions for the intervention, you should report the total cost to implement.

Do not include state/grantee level costs (unless you are a single-community grantee). For example, if the state provided media materials or ads for subrecipients to use in their local campaigns, or developed an education program that subrecipients use.

Instead record only your local community costs.

Slide 11 - Start-Up or Implementation Costs? Start-up costs: such as planning meetings; development of intervention procedures, materials, or promotional activities; expenses related to setting up necessary IT systems; and expenses related to initial hiring and staff training. Some categories of costs (e.g., training) may occur during start-up but also after start-up is over. Typically, the initial expenses for these types of costs are considered start-up, while ongoing expenses are considered ongoing operating costs.

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Slide 12 - Start-Up or Implementation Costs? Examples Here are some examples of what activities would be considered start-up and which would be considered ongoing costs. [Read through examples]

Slide 13 - Challenging Example: Policy Change Activities related to a policy change intervention can be challenging to break down to start-up and ongoing costs. How can these activities be differentiated?

Costs related to an initial period of planning meetings can be considered start-up costs.

Ongoing implementation costs include efforts to build community support and obtain the support of legislators.

If you have any questions about reporting start-up and ongoing costs, please contact the PEP-C TA team and we will work through your activities with you.

Slide 14 - Q181–Q182: In-Kind Contributions In Q181 and Q182 you will report your in-kind contributions to implementing PFS- funded intervention. In-kind costs refers to goods, services, and transactions not involving money.

In Q181, report in-kind labor contributions. For example, school partners providing staff to implement an evidence-based practice, or law enforcement personnel providing time to implement underage alcohol sale compliance checks.

In Q182, report non-labor in-kind contributions. For example, donated supplies and equipment, or donated media time/space.

Slide 15 - SAMHSA Cost Template SAMHSA developed a cost template that is available on the PEP-C Knowledge Base. Grantees and subrecipients are not required to complete the SAMHSA cost template, but it can be used to help track costs. You do not need to submit a completed template to the PEP-C team or to CSAP.

Slide 16 - Grantee-Created Resources A CLI-R Cost Tracking Tool that was developed by a grantee and adapted by the PEP-C team is available on the PEP-C Knowledge Base under Grantee-Created Resources.

This template can also be used to track cost information—whatever works for you and your subrecipients. This template closely aligns with the CLI-R cost section, so we encourage you to check it out.

If you have other tools that you have used to track cost information, please send them to the PEP-C Training and Technical Assistance Team.

Slide 17 - Guidance for the Intervention Costs Section of the CLI-R [Slide 17 has no notes.]

Slide 18 - Technical Assistance [Slide 18 has no notes.]

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Slide 19 - Request Technical Assistance If you have any questions about the cross-site evaluation, please contact the PEP-C Training and Technical Assistance Team. You can contact the TA team directly by clicking on the red technical assistance link in the top right corner of any page in the MRT and completing a TA form or by using the email and phone number listed here. The phone number goes right to a voicemail and we will return your call as soon as we are available. We strive to respond to all TA requests submitted within 1 business day or at the very least to acknowledge receipt and say that we are looking into the issue or tracking down a response. During high-volume times, our response time may take a little longer.