Completing the RWHAP Parts C and D Allocations …...2019/05/21 · (CLC) Report Any contracts...

Completing the RWHAP Parts C and D

Allocations Report R Y A N W H I T E H I V / A I D S P R O G R A M A L L O C A T I O N S R E P O R T

H E A L T H R E S O U R C E S A N D S E R V I C E S A D M I N I S T R A T I O N

H I V / A I D S B U R E A U

R I C H A R D A L I , C S R

M A Y 2 1 , 2 0 1 9

Presented by: Richard Ali Ryan White HIV/AIDS Program Data Support Phone: (888) 640‐9356 E‐mail: [email protected]

Presentation Date: May 21, 2019

Session Description:

Welcome to today’s webcast. Thank you so much for joining us!

My name is Rachel Gross. I’m a member of the Ryan White Data Support team, the group engaged by HAB to provide training and technical assistance to Ryan White recipients during their submission of the PTR.

Today’s webcast is presented by Richard Ali, from the Data Support Team. Richard will provide step‐by‐step guidance for how to complete the 2019 Part C and Part D Allocations Report, including accessing the report, completing the required sections, and validating and submitting your report.

At any time during the presentation, you’ll be able to send us questions using the “Question” function on your control panel on the right side of the screen. You’ll also be able to ask questions directly “live” at the end of the presentation by clicking the “raise hand” button (on your control panel); I will conference you in. You can also click the “telephone” button, and you’ll see a dial‐in number and code.

We hope you consider asking questions “live,” because we really like hearing voices other than our own.

Now I’ll turn this over to our presenter, Richard.

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mailto:[email protected]

Webcast Overview Who Completes an Allocations Report?

Accessing the Allocations Report

The Grantee Contract Management System (GCMS)

Completing the Allocations Report

Submission Timeline

Technical Assistance Resources

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Thank you, Rachel, and thank you all for joining us today.

In today’s webcast, I will discuss all the details you must know to submit your 2019 Part C and D Allocations Report. I’ll begin by explaining who completes an Allocations Report. Then, I’ll go over how to access the Allocations Report, followed by a brief overview of the Grantee Contract Management System, or GCMS. Next, I’ll discuss how to complete the Allocations Report. I’ll end it by reviewing the 2019 submission timeline and the TA resources available to help you.

Let’s get started!

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RWHAP PTR/Allocations Report Instruction Manual

Download at: https://targethiv.org/library/ ptr‐allocations‐report‐manual

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The information in today’s presentation is thoroughly covered in the Program Terms Report (PTR)/Allocations Report Instruction Manual. You’ll find this to be a valuable resource when completing your Allocations Report; you can download it on the TargetHIV website. If you have additional questions, check out the technical assistance resources displayed at the end of this presentation.

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Who Completes an Allocations Report?

All RWHAP Part C (H76) and Part D (H12) recipients are expected to complete an Allocations Report.

The Allocations Report is a reporting tool that grant recipients use to report their expected uses of Ryan White HIV/AIDS Program funds.

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Who needs to complete an Allocations Report?

• All RWHAP Part C and Part D grant recipients are expected to complete an Allocations Report.

• Grant recipients use the Allocations Report as a reporting tool to report their allocation of Ryan White HIV/AIDS Program funds in accordance with the conditions of their grant award.

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Now let’s go over how to access your Allocations Report. Log in to the HRSA EHBs site.

5


Welcome, Charles Cheese

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From the home page, hover your mouse over the Grants tab, on the top‐left side of the screen.

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7

On the Grants drop‐down menu, select “Work on Other Submissions” under the “Submissions” header.

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artWHAPns Repor


4/1/2019 – 3/31/2020

10/31/2019 Not Started St FY 2019 R Allocatio t

FY 2019 RWHAP Allocations Report

H76HA00000

H76HA00000

Allocat

3/1/2019 – 2/29/2020

10/31/2019 05/1/2019

05/01/2019

10/31/2019

10/31/2019

8

On the bottom of the “Submissions – All” page, under “Submission Name,” locate your 2019 Allocations Report. To make searching easier, use the filter tool underneath “Submission Name.” Type an identifying part of the submission name, and click the filter icon.

Once you have located your 2019 Allocations Report, select “Start” or “Edit” listed under the “Options” header; your Allocation Report will open in a new window.

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1 0000 Allocations Report

Health and Happiness Clinic

H76HA00000 4/1/2019‐3/31/2020

Not Started

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You will now be in your Allocations Report Inbox. From here, you are able to create or open your report.

If you have not already created your 2019 Allocations Report, first add your contracts with subrecipients into the Grantee Contract Management System, or GCMS, before you create your report. This will make the report submission easier. To access the GCMS, click “Search Contracts” on the Navigation panel on the left side of your screen.

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The Grantee Contract Management System (GCMS)

Download it at: https://targethiv.org/library/ gcms‐manual

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As I said at the previous slide, the first step in completing your 2019 Allocations Report is adding or reviewing your contracts in the Grantee Contract Management System. If you need a complete review of the GCMS, please attend the Grantee Contract Management System webinar that will be broadcast on June 26, 2019, or contact Data Support for further guidance. You can download the GCMS Instruction Manual on the TargetHIV website. Though this screenshot shows the 2018 manual, the 2019 manual will soon be available on the TargetHIV site.

As a reminder, the GCMS is available year round, so you can regularly review and update your contract information as needed.

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Searching for Contracts in the GCMS

H76HA00000

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The “Search Contracts” link in the Allocations Report Inbox takes you to the GCMS, the system where all the contracts for your grant are stored.

Before adding a contract into the GCMS, it is important to first search for the contract to be sure it has not already been added so you don’t create a duplicate record. To avoid confusion, your agency should establish guidelines on who will be responsible for accessing and making any modifications within the GCMS.

Your grant number will be prepopulated within its field; for today’s example, I am also searching by a start and end date range that covers 2019. By using these search parameters, my search results will only include contracts that were funded at any time during 2019 with this grant. However, you can limit or expand your search by including more or less information in the search fields.

After you’ve filled in the criteria you wish to search by, click “Search.”

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Completing the Allocations Report

1. Grantee Information

2. File Upload

3. Consolidated List of Contracts (CLC) Report

4. Allocations Report

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Once you have updated your contract information in the GCMS as needed, you are ready to work on your Part C and Part D Allocations Report. There are four major sections you must complete to successfully submit your 2019 Allocations Report.

1. Grantee Information

2. File Upload

3. Consolidated List of Contracts (CLC) Report

4. Allocations Report

I will discuss each of these sections in detail in the following slides.

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Creating the Allocations Report

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After you have created your contracts in the GCMS, you must now create the Report. From the Navigation panel on the left side of your screen, select “PTR/Allocations Report Inbox.

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Creating the Allocations Report

Not Started

12345 FY 2019 Allocations Report

Health and Happiness Clinic H76HA00000 4/1/2019 – 3/31/2020

Create

Allocations Report Inbox

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In the Allocations Report Inbox, click the “Create” envelope icon under the “Action” column. If you have already created your report, the envelope icon will be labeled “Open.” If you need a refresher on how to access the Allocations Report Inbox, please refer to slides 5 through 8.

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Grantee Information

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You are now within your 2019 Allocations Report. Once it is opened, you will be brought to the “Grantee Information” page.

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Grantee Information

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The first section, “Official Mailing Address” will be prepopulated with information from the EHBs.

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Grantee Information

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The second section includes the EIN and DUNS number, and the third section includes the contact information of the person responsible for the Allocations Report submission.

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Grantee Information

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Review all the information and make sure it is accurate and up to date. Edit any field by selecting its corresponding text box. If you need additional assistance updating this information, please contact Data Support. Once you have finished reviewing and updating all information, select “Save” on the lower‐right corner of the screen.

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File Upload

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The next section is File Upload. On the Navigation panel, click “File Upload” under the “Navigation” header.

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File Upload

4/1/2019‐3/31/2020 4/26/2019 6/30/2019

H76HA00000: Health and Happiness Clinic

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For Part C and Part D recipients, you do NOT have any required forms to upload to the Allocations Report web application through this File Upload page. However, it’s a good idea to confirm with your project officer that your agency is not required to upload any documents in this section. If your project officer requires additional documentation or your agency wants to upload additional information, select “Upload Supplemental Document.”

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Consolidated List of Contracts (CLC) Report

Any contracts changed or added within the GCMS after creating your Allocations Report must be synchronized!

$510,000.00 111111 H76HA00000 Health and Happiness Clinic

4/1/2019 3/31/2019

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The next section of the Allocations Report is Consolidated List of Contracts (CLC) Report. On the Navigation panel on the left of your screen, under the “Navigation” header, select “CLC Report” to view a full list of contractors funded by your Ryan White Part C and Part D funding.

The list is generated automatically based on the information you entered into the GCMS. If you followed our recommended steps and entered your contracts before creating your Allocations Report, you should see your contracts listed.

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Health and Happiness Clinic (Added)

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If you changed or added any contracts after creating your report, you must synchronize the contracts with the GCMS. Please remember that your report must be in working status for the changes to be synchronized.

If you see a yellow warning banner at the top of the page, such as the one shown here, you will need to synchronize your changes. Select the agency’s name in blue in the yellow banner.

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Health and Happiness Clinic (Contract ID: 555555)

4/1/2019 3/31/2020

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Confirm the changes are accurate on the page that populates, and select “Synchronize” on the bottom right of the page.

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CLC Report


12345

4/1/2019-3/31/2020 4/29/2019 02:16 pm

123456789

111111 H76HA00000 Health and Happiness Clinic, Inc. 4/1/2019 3/31/2020

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Once you have synchronized your reports, review each subrecipient listed under the “Consolidated List of Contracts” header.

Within the CLC, on the left side of each subrecipient listed, select the expansion button to display the services your organization has indicated each subrecipient is funded to provide. Confirm that the services for each subrecipient are correct. If you need to make changes to the services listed, make the changes in the GCMS and then synchronize the changes in the report for the updates to appear.

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242

11111

02:16

H76HA00000:

RWHAP Part C Allocations Report

$268,

$6,366

$22,137

$201,350

$44,755 $246,105 $268,242

4/12019-3/31/2020 4/29/2019 pm

123456789

Health and Happiness Clinic

$15,771

PCN 15‐01: • https://hab.hrsa.gov/sites/default/files/hab/Global/pcn1501.pdf

The total amount of your agency’s RWHAP Part C EIS grant.

Your agency’s RWHAP Part C EIS award allocated to Clinical Quality Management

Direct and indirect costs associated with the administration of the RWHAP Part C EIS grant.

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The final section is the Allocations Report.

On the Navigation panel on the left of your screen, under the “Navigation” header, select “Allocations Report” to view the Part C and D Allocations Report. For this particular section, we will review how Part C recipients should complete their Allocations tables.

On the Allocations Report page, there are only three editable fields that must be completed using your agency’s final Notice of Award (NoA) and your agency’s final budget. Just a reminder, when allocating funds within the Allocation Report or your internal budgets, you must only use whole numbers.

Under the Budget Year Award Information section, there are three editable fields:

1. Grant Award Amount: the total amount of your agency’s Part C award amount indicated on your agency’s final NoA.

2. Clinical Management Activities: the total amount of your agency’s Part C award amount allocated to clinical quality management.

3. Grantee Administration: the total amount of your agency’s Part C Award allocated to grantee administration.

Note: Not more than 10 percent of the total RWHAP Part C grant funds can be spent on administrative costs. Administrative costs are those direct and indirect costs associated with the administration of the RWHAP Part C EIS grant. Staff activities that are administrative in nature should be allocated to administrative costs. Planning and evaluation costs are subject to the 10 percent cap.

For further guidance on the treatment of costs under the 10 percent administrative limit, refer to HAB PCN 15‐01 Treatment of Costs under the 10 Percent Administrative Cap for Ryan White HIV/AIDS Programs Parts A, B. C and D. I have provided a download link to the document here for your reference [[THE ARROW COMING FROM THE PCN BOX IS POINTING TO THE CLINICAL QUALITY MANAGEMENT ACTIVITIES LINK, NOT THE GRANTEE ADMINITRATION LINK]]. Please note there are associated indirect costs that are considered administrative costs. Refer to HAB PCN 15‐01 and the SF‐424 Application Guide regarding indirect cost allowance guidelines.

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529

4/29/2019 02:16 pm

123456789

RWHAP Part D Allocations Report

$365,

$5,460

$3,560

$14,493

$23,513

$158,974

$183,042

$342,016

11112

1/1/2019-12/31/2020


$365,529

The total amount of your agency’s RWHAP Part D grant.

Your agency’s RWHAP Part D Award Award Allocated to Clinical Quality management

Your agency’s RWHAP Part D Award allocated to Grantee Administration

Direct and indirect costs associated with the administration of the RWHAP Part D grant

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For Part D recipients, select “Allocations Report” from the Navigation panel under the “Navigation” header. However, there are four editable fields that must be completed using your agency’s final NoA and your agency’s final budget. Just a reminder, when allocating funds within the Allocations Report or your internal budgets, you must only use whole numbers.

The four parts are:

1. Part D Grant Award Amount: the total amount of your agency’s Part D award amount indicated on your agency’s final NoA.

2. Clinical Quality Management Activities: the total amount of your agency’s Part D award allocated to clinical quality management.

3. Grantee Administration: the total amount of your agency’s Part D award allocated to grantee administration.

4. Indirect Costs: the total amount of your Part D award allocated to indirect costs, such as the cost of operating and maintaining facilities, depreciation, and administrative salaries.

Note: By law, not more than 10 percent of a RWHAP Part D award (including the RWHAP Part D base award) can be spent on administrative costs. Administrative costs are all indirect costs and those direct costs associated with the administration of the RWHAP Part D grant.

For further guidance on the treatment of costs under the 10 percent administrative limit, refer to PCN 15‐01 Treatment of Costs under the 10 Percent Administrative Cap for Ryan White HIV/AIDS Programs Parts A, B. C and D (see the link to this guide on slide 17).

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Core Medical and Support Services

Core Medical and Support Service amounts must be edited within the GCMS!

GCMS Instruction Manual https://targethiv.org/library/gcms‐manual

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The next section of the Allocations Report is the breakdown for core medical services and support services. All fields in this table are generated by the information your organization entered into the GCMS. The tables are populated in the system the same way for both Part C and Part D recipients based on the information you have entered into your contracts. If you need to modify service category totals, you must modify the contracts in the GCMS for the subrecipients providing the service. Access the GCMS Instruction Manual via the link on this slide if you need to refer to it.

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Validating the Allocations Report

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Congratulations! You have completed your Allocations Report! You are now ready to validate your report.

On the Navigation panel, under the “Actions” header, select “Validate.” A system message will appear indicating that you will need to refresh the page after several minutes. Select “Validate” again from the Navigation panel, or in your web browser, select the “Refresh” icon. The system will either display your validation results or you will be asked to continue to wait while the web application continues to process.

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Data Validation Results ERRORS: Indicates data that you must fix before you submit your

Allocations Report.

WARNINGS: Indicates data that may need correction. If

appropriate, you may submit your Allocations Report with a

comment that explains the data.

ALERTS: Indicates data that you should review and address if

necessary. You may submit your Allocations Report with an alert.

The validation checks may return messages under one of the following categories: error, warning, or alert. Each one can identify a data issue that keeps your data from properly representing your program.

Errors: An error message is triggered to identify data that is not allowed. You must resolve any errors before you can submit the Allocations Report to HAB.

Warnings: A warning message is triggered to highlight potential data‐quality problems or data inconsistencies. You should review and attempt to resolve all the warnings in your report before you submit it. However, if you cannot or should not fix the data, you may submit your Allocations Report with the warning. Just be sure to address each warning with a meaningful comment when you submit your report. We recommend that you print out the list of warnings so you can work on them for future reporting periods. Remember: Warnings may be elevated to errors for future reporting periods.

Alerts: An alert message is triggered to identify potential data issues and is typically informative. You may submit your Allocations Report with an alert. However, as with the warnings, you should review each alert, because alerts may be reclassified as warnings or errors in future reporting periods.

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The 2019 RWHAP Part C Allocations Report generated a warning.

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Once the system displays your validation results, you will be directed to the “Validation Results” page.

To add a comment to a warning, select “Add Comment” under the “Action” column.

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A new window with a comment box will appear for you to enter a comment explaining the warning. When complete, select “Save” at the bottom of the comment box.

If you make changes to the information in your report, such as when you are correcting an error, you must validate your report again.

Once you have addressed all errors, warnings, and alerts, you are ready to submit your report.

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H76HA00000 STATE HEALTH DEPARTMENT

Submitting the Allocations Report

:

4/1/2019‐3/31/2020 4/1/2019 8:00


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On the Navigation panel, under the “Action” header, select “Submit.” On the new page, a comment box appears where you are required to enter a comment. After entering a comment, indicate that you have read and acknowledged the statement under the comment box by checking the box. Next, select “Submit.”

Congratulations! You have now submitted your Allocations Report. Now let’s discuss the submission timeline.

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Submission Timeline The GCMS is available throughout the year. RWHAP Part C and Part D Allocations Reports are due 60 days from receipt of the Notice of Award. Part C Allocations Report The web system will close on June 30, 2019 (11:59 p.m. EST)

Part D Allocations Report The web system will close on September 30, 2019 (11:59 p.m. EST)

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The GCMS is available throughout the year for you to manage your contracts.

RWHAP Part C and Part D Allocations Reports are due 60 days from receipt of the Notice of Award.

The web system will close on June 30, 2019, at 11:59 p.m. EST, for the Part C Allocations Report.

The web system will close on September 30, 2019, at 11:59 p.m. EST, for the Part D Allocations Report.

Remember, submitting sooner is always better than later, so get working as soon as possible!

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TA Resources TA Resource Contact Information Type of Technical Assistance

Ryan White HIV/AIDS Program Data Support Allocations Report‐related content and Phone: 888.640.9356 submission questions Availability: 10 a.m. to 6:30 p.m. EST, Monday Interpretation of the PTR/Allocations Report through Friday Instruction Manual and HAB’s reporting Email: [email protected] requirements

Assistance with registration codes Data validation questions

HRSA Help Desk Allocations Report software‐related questions Phone: 877.Go4.HRSA (877.464.4772) o Electronic Handbook (EHB) navigation Availability: 8 a.m. to 8 p.m. EST, Monday through o EHB registration Friday o EHB access and permissions Web site: o Performance Report submission statuses http://www.hrsa.gov/about/contact/ehbhelp.aspx Web System navigation

Your Project Officer Program‐related issues o Budgets o Use of funds

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This slide shows the Ryan White technical assistance resources available to you.

Ryan White Data Support addresses PTR‐related content and submission questions, including interpretation of the PTR Instruction Manual and HAB’s reporting requirements. Data Support also assists with providing registration codes and data validation questions.

The HRSA help desk provides assistance with PTR software‐related questions, including EHB navigation, registration, and providing the proper access and permissions for recipient accounts. They also assist with performance report submission statuses and PTR web system navigation.

HRSA project officers can assist with program‐related issues such as budgets and use of program funds.

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RWHAP TA Resources TargetHIV website https://targethiv.org/

2019 RWHAP PTR/Allocations Report Manual https://targethiv.org/library/ptr‐allocations‐report‐manual

2019 RWHAP GCMS Instruction Manual https://www.targethiv.org/library/gcms‐manual

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In addition, the TargetHIV website has a wealth of materials and links related to the Ryan White HIV/AIDS Program, including both the PTR/Allocations Report and GCMS Instruction Manuals, which I’ve linked to here.

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Connect with HRSA

To learn more about our agency, visit

www.HRSA.gov

Sign up for the HRSA eNews

FOLLOW US:

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Finally, to connect with and find out more about HRSA, check out HRSA.gov.

I’d like to take a moment thank everyone for joining us on today’s presentation, and I will now turn it back over to ______ for the Q&A portion.

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https://HRSA.gov

Please use the “raise hand” function to speak. We will unmute you in the order that you appear.

OR

Type your question in the Question box.

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We will now take questions. As a reminder, you can send us questions using the “Question” function on your control panel on the right side of the screen. You can also ask questions directly “live” by clicking the “raise hand” button (on your control panel). If you are using a headset with a microphone, my colleague James will conference you in; or you can click the telephone button and you will see a dial‐in number and code. We hope you consider asking questions “live”; we really like hearing voices other than our own.

We do want to get all of your questions answered, and we do not usually run over an hour. If you have submitted your question in the Question box and we cannot respond to your question today, we will contact you to follow up. We often need to explore your question to give you the most appropriate answer. All answers will also be reflected in a written Q&A document that will be posted on the TargetHIV website in a couple of weeks, along with the webinar.

OK, let’s begin the Q&A session!

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Completing the RWHAP Parts C and D Allocations …...2019/05/21 · (CLC) Report Any contracts...

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