Maternal and Child Health Bureau February 2006 1 Your Grant Application and Program Reporting...
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Transcript of Maternal and Child Health Bureau February 2006 1 Your Grant Application and Program Reporting...
February 2006 1
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Your Grant Applicationand Program Reporting
Applying for Your Grant Electronically
and Reporting Data
Grants.gov, HRSA’s Electronic Handbooks and Program Reporting – How It Impacts You
Christopher Dykton Science Applications International Corporation
Rockville, MD
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Your Grant Applicationand Program Reporting
Faculty Disclosure Information
In the past 12 months, I have not had a significant financial interest or other relationship with the manufacturer(s) of the product(s) or provider(s) of the service(s) that will be discussed in my presentation.
This presentation will (not) include discussion of pharmaceuticals or devices that have not been approved by the FDA or if you will be discussing unapproved or "off-label" uses of pharmaceuticals or devices.
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Outline
Current Challenges for MCHB Grantees Managing Your Grant Application and
Program Activity: The Workflow Grants.gov: What is it and how do I start
the application process? HRSA’s Electronic Handbooks: What is it
and how do I complete the application process?
Non-Competing Continuation Application Reporting Data and Performance Measures:
EHB Program Specific Information Getting Help
February 2006 4
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Current Challenges for MCHB Grantees
New in 2006, MCHB grantees will submit applications in Grants.gov
Grants.gov URL = www.grants.gov Supplemental grant and program data will
be submitted in HRSA’s grants management system, HRSA’s Electronic Handbooks (EHBs)
EHBs URL: https://grants.hrsa.gov/webexternal/home.asp
Two systems 2 business processes, 2 registrations, 2 deadlines Systems will exchange information
Data and performance collection systems within the Bureaus still integrated with HRSA’s EHBs
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Outline
Current Challenges for MCHB Grantees Managing Your Grant Application and
Program Activity: The Workflow Grants.gov: What is it and how do I start
the application process? HRSA’s Electronic Handbooks: What is it
and how do I complete the application process?
Non-Competing Continuation Application Reporting Data and Performance Measures:
EHB Program Specific Information Getting Help
February 2006 6
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Managing Your Grant
Universal grants management portal for all federal grants
Unique grants system for HRSA grants Electronic systems that transfer data
Grants.gov -> HRSA’s EHBs Reporting data and performance
measures for both application and post-award
Take a look at the workflow of a sample grant cycle
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Life of an MCHB Grant
Life of an MCHB Grant (Three-Year Grant)
Year 1 Year 2 Year 3 END
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Life of an MCHB Grant
Life of an MCHB Grant (Three-Year Grant)
Year 1 Year 2 Year 3 END
New Non-competing Non-competing Application Continuation Continuation
Via Grants.gov Via Grants.gov AND HRSA’s EHBs
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Life of an MCHB Grant
Life of an MCHB Grant (Three-Year Grant)
Via HRSA’s EHBs
Post-Award Post-Award Post-Award
Reporting Reporting Reporting
Year 1 Year 2 Year 3 END
New Non-competing Non-competing Application Continuation Continuation
Via Grants.gov Via Grants.gov AND HRSA’s EHBs
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Managing Grant Application
Workflow is key to understanding the systems Application is generated and submitted in
Grants.gov Data are transmitted to EHBs For non-competing continuations,
supplemental grant and program data are submitted in EHBs
Applying electronically is stressed rather than submitting a paper application
Your guidance should be able assist you
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Workflow Timeline for Non-competing Continuation
Register In Grants.gov
Register In Grants.gov
Data Sent to HRSA’s EHBs
Data Sent to HRSA’s EHBs
Submit SF424 Face Sheet
in Grants.gov
Submit SF424 Face Sheet
in Grants.gov
Grantee Notified of
Transmission
Grantee Notified of
Transmission
Enter HRSA’s EHBs
to Enter Supplemental
Data
Enter HRSA’s EHBs
to Enter Supplemental
Data
Submit in HRSA’s EHBs
Submit in HRSA’s EHBs
Timeline Activity
Now!
From Release of Funding Announcement to Grant Deadline (Grants.gov)
From Submission of SF424 to Two weeks after Grant Deadline (Grants.gov) YOU ARE FINISHED!YOU ARE FINISHED!
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Workflow: Non-Competing Continuations
Applying as a non-competing continuation Completing Grant Application (PHS 5161) –
Grants.gov and EHBs Attaching Required Documents (e.g.,
Narrative, Attachments) - EHBs Completing Program Specific Information -
EHBs Provide application year and future year budgets Write abstract, providing experience to date Provide/revise objectives for PMs for future grant
propose grant years Report provisional indicator data for PMs for
current year
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Managing Program Data
Two times for entering program data reporting in the EHBs Providing provisional data at the
time of non-competing continuation
Reporting data after initial award and when a grant year is completed (Post-Award Reporting)
New/Competing Applications are completed only through Grants.gov No submission in HRSA’s EHBs
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Outline
Current Challenges for MCHB Grantees Managing Your Grant Application and
Program Activity: The Workflow Grants.gov: What is it and how do I
start the application process? HRSA’s Electronic Handbooks: What is it
and how do I complete the application process?
Non-Competing Continuation Application Reporting Data and Performance Measures:
EHB Program Specific Information Getting Help
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Grants.gov
What is Grants.gov? Web site that the federal government uses to
inform citizens of grant opportunities and provide a portal for submitting applications to federal government agencies
Why is HRSA making this change? Department of Health and Human Services (DHHS)
level policy change Meet the President’s Management Objective
to make grant opportunities more accessible to the public and
to encourage electronic submission of grant applications to improve efficiency and analytic capabilities.
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Grants.gov
Is MCHB Using Grants.gov? All MCHB new awards and non-competing
continuations 2006 forward Preparation for submitting a non-
competing continuation application Authorizing Official should register the
organization in Grants.gov Your organization MUST be registered in
Grants.gov Takes time – can take up to 4 weeks or
more. Do it NOW!
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Grants.gov
Follow the instructions on Grants.gov
Allow time for corrections Enter information in fields even if it is 0
or the form will remain incomplete. Required fields are highlighted in
yellow There are resources available on
the Grants.gov to help www.grants.gov
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Grants.gov Complete the SF424 Face sheet and
Checklist Submit the face sheet through the
Grants.gov portal. Contacted by Grants.gov about
successful submission to HRSA Log into HRSA’s EHBs to provide
supplemental data Budget Narrative and attachments Program specific information
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Outline Current Challenges for MCHB Grantees Managing Your Grant Application and
Program Activity: The Workflow Grants.gov: What is it and how do I start
the application process? HRSA’s Electronic Handbooks: What
is it and how do I complete the application process?
Non-Competing Continuation Application Reporting Data and Performance
Measures: EHB Program Specific Information
Getting Help
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HRSA Electronic Handbooks: What is it?
HRSA Electronic Handbooks is HRSA’s grants management and application system
Known as EHBs Supports all HRSA’s Bureaus and
Offices Integrates with data and performance
collection systems within the Bureaus https://grants.hrsa.gov/webexternal/home.as
p
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Registering in the EHBs
Access to EHBs To apply and report, registration is
required All working on an application
must register Individual registration Defined with a role
Those registered are linked to an organization
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Registering in the EHBs Register yourself as a user in this system When providing supplemental information
for a non-competing continuation: Register as a user linked to your specific
MCHB grant and grantee organization Use your grant number to identify your
organization! If you have already registered in EHBs,
use that username and password Only register once – call the HRSA Call
Center to check on your registration if unsure
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Outline Current Challenges for MCHB Grantees Managing Your Grant Application and
Program Activity: The Workflow Grants.gov: What is it and how do I start
my application in Grants.gov? HRSA’s Electronic Handbooks: What is it
and how do I provide my supplemental data?
Non-Competing Continuation Application
Reporting Data and Performance Measures: EHB Program Specific Information
Getting Help
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Non-Competing Continuation
So now that we’ve registered in both systems and provided the SF424 via Grants.gov, let’s look at finishing the non-competing continuation in the EHBs
Reviewing roles during the non-competing continuation
Completing the application – providing grant information and MCH performance data.
Non-competing Continuation = Progress Report
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Non-Competing Continuation: Roles
The project director will add the grant to his or her portfolio
Project director must approve requests for access to the grant portfolio and assign privileges to other members of your organization
Project directors will need their most recent Notice of Grant Award in order to add the grant to their portfolio
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Non-Competing Continuation: Roles
Recommended that project director register now in order to grant access to others
Once registered or granted access by your project director, to access your MCHB non-competing continuation application, click on Noncompeting Continuations link on left sidebar
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Non-Competing Continuation: Application Forms Status
Click ‘Update’ or the name of the section in the menu on the left to access the section
Data submitted in Grants.gov populates fields in these sections – you can edit inconsistencies
As you complete these sections, you are completing PHS Form 5161, Grant Application
All sections of an application must appear as ‘Complete’ in the status column before you can submit
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Look at Application Forms Status
Menu for Application Forms Status
Click on Update to access this section for data entry
This is the section and link for MCHB’s Program Specific Information and Forms
Section Status is noted. If all data entry is done, it will say ‘Complete’
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Outline Current Challenges for MCHB Grantees Managing Your Grant Application and
Program Activity: The Workflow Grants.gov: What is it and how do I start my
application in Grants.gov? HRSA’s Electronic Handbooks: What is it
and how do I provide my supplemental data? Non-Competing Continuation Application Reporting Data and Performance
Measures: EHB Program Specific Information
Getting Help
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Program Specific Information: An Overview
Developed a set of forms and performance measures to monitor MCHB discretionary grant programs
OMB approved Used in part by all MCHB grantees
during the life of a grant when both applying and reporting
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Program Specific Information: Overview
Begin collecting program and performance data at the time of the grant application and continue to collect through the life of the grant and closeout
Provide data for grant review, program analysis and public information
MCHB’s program and performance measurement data = Program Specific Information in the EHBs
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Program Specific Forms Information Menu – A Sample
Part of the Menu for Program Specific Information
Click on Update link to go to this section to enter data
Program Sections and Forms required to complete are noted.
Section Status is noted. If all required data are entered, it will say ‘Complete’
Click on Details link to go to the Status Checker which gives you more information on why the form is not complete
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Program Specific Information: Forms
Standard data for all programs are collected
Project office selects PMs for a program. Universal Newborn Hearing Screening
(UNHS) Forms: 1, 2, 4, 6, 7 UNHS National PMs: 03, 05, 07, 10, 23,
31 UNHS Additional Data Element Form:
Children with Special Health Needs Data Elements
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Program Specific Information: Financial Data Elements
UNHS reports on three Program Specific Financial Forms Form 1, MCHB Project Budget
Details for a Fiscal Year Form 2, Project Funding Profile Form 4, Project Budget and
Expenditures by Types of Services
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Program Specific Information: Financial Data Elements
Form 1, MCHB Project Budget Details for Fiscal Year __ Budget detail sheet for the application
year Includes Federal request as well as other
project funds that contribute to the project PHS financial data fields must be
completed before entering data on Form 1 because these financial data populate this form
Must be completed before completing Forms 2, and 4
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Program Specific Information: Financial Data Elements
Form 2, Project Funding Profile Tracks budgets and expenditures across
the life of the grant by source of funding Data from Form 1 populates this form for
the application year Data for future year budgets for MCHB
grant award is from PHS data fields. Must be completed before completing
Form 4
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Program Specific Information: Financial Data Elements
Form 2, Project Funding Profile Tracks budgets and expenditures across
the life of the grant by source of funding Data from Form 1 populates this form for
the application year Data for future year budgets for MCHB
grant award is from PHS data fields. Must be completed before completing
Form 4
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Program Specific Information: Financial Data Elements
Form 4, Project Budget and Expenditures by Types of Services Breaks down the budgets and
expenditure by four types of services provided for all grant years
Direct Health Care, Enabling Services, Population-based Services, Infrastructure Building Services
Budget and expenditure totals for each year must match the corresponding totals for each year on Form 2
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Program Specific Information: Program Data Elements
Universal Newborn Hearing Screening reports on two Program/Demographic Forms Form 6, MCH Discretionary Grant
Project Abstract Form 7, Discretionary Grant Project
Summary Data
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Program Specific Information: Program Data Elements
Form 6, MCH Discretionary Grant Project Abstract Synopsis of the grant Populates data from other forms for easy
viewing Allows data entry of text describing the
project Problem, Goals & Objectives,
Activities/Methodology, Coordination, Evaluation, Keywords, Annotation
Completed for each application year
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Program Specific Information: Program Data Elements
Form 7, Discretionary Grant Project Summary Data Collects other summary data
Project service focus, geographic project scope and infrastructure focus
Grantee organization type Other data for certain types of grants,
such number of products developed by type
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Program Specific Information: Performance Measures
Universal Newborn Hearing Screening reports on six national performance measures: 03, 05, 07, 10, 23, 31
PM03 and 05 are percentage-based measures
PM07, 10, 23 and 31 are scale-based measures
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Program Specific Information: Performance Measures
PM #3 The percent of completed MCHB projects publishing findings in peer-reviewed journals
PM#5 The percent of MCHB supported projects that are sustained in the community after the federal grant project period is completed
PM#7 The degree to which MCHB supported programs ensure family participation in program and policy activities
PM# 10 The degree to which MCHB supported programs have incorporated cultural competence elements into their policies, guidelines, contracts and training
PM# 23 The degree to which grantees have assisted States in increasing the percentage of children who are screened early and continuously for special health care needs and linked to medical homes, appropriate follow-up and early intervention
PM#31 The degree to which grantees have assisted States in organizing community-based service systems so that families of children with special health care needs can use them easily
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Program Specific Information: Performance Measures
Consist of detail sheet and tracking form
Detail Sheet Defines the measure, including scale of
measurement Provides background on the purpose of the
measure Tracking Form
Objectives Targets for accomplishing performance Entered for each year of the proposed grant
Indicators Numerical value measuring progress toward
accomplishing the objective Provided after grant activity occurs
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Program Specific Information: Performance Measures
Scale-based Measures Titled “The degree to which….”
Example: PM07 – The degree to MCHB supported programs ensure family participation in program and policy activities
Scale is provided for a measure. Example: PM 07 is measured on a scale of 0-18,
where grantee annually assesses its progress on six elements, each of which is scored on a scale to 0-3
Uses a data collection form to calculate an indicator for a reporting year
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Program Specific Information: Form 9 – Scale-based PM
Example of a Scale-based PM
Enter or edit future objectives
Score is entered automatically by completing data collection form
Click on Enter/Edit to complete data collection form for reporting year
Click Cancel to leave form without saving data Save data when complete
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Program Specific Information: Data Collection Form
Data Collection Form for a Scale-based PM
Total score is automatically calculated by completing score for each element
Scale is provided
Score each element by selecting a value from the pick list
Mark data as final or provisional
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Program Specific Information: Performance Measures
Percentage-based Measures Titled “The percent of ….”
Example: PM20 - The percent of women participating in MCHB supported programs who have an ongoing source of primary and preventive care services for women
Require a numerator and denominator to calculate the indicator value for a reporting year
PM20 numerator: Number of women participating in MCHB supported projects who have an ongoing source of primary and preventive care services during the reporting period
PM20 denominator: Number of women participating in MCHB supported projects during the reporting period
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Program Specific Information: Form 9 – Percentage-Based PM
Example of a Percentage-based PM
Enter or edit future objectives
Enter numerator and denominator for reporting year
Mark data as final or provisional
Click Cancel to leave form without saving data
Save data when complete
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General Information about Program Specific Forms
Errors Notes Instructions Status Checker System Timeouts
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General Information about Program Specific Forms
Errors Popup boxes
Error for a specific field. Correct immediately.
Red warnings Problem with validations between
forms Correct the red warning or you cannot
save the form
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General Information about Program Specific Forms
Notes To explain or interpret the data on
a form Access by clicking the red ‘note’
icon to the upper left, next to the form number
Enter your note and save Edit your note as necessary
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General Information about Program Specific Forms
Instructions Guide to data entry on the form Access by clicking the ‘Instructions’
link to the upper right Hyperlinked topics take you to a
specific section of the form Print complete instructions for the
form by using the right click of your mouse
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Program Specific Information:
Partial View of a Form Partial View of a Form
Click on icon to access notes
Some fields are pre-populated with data entered on other NGA and other PHS forms to avoid duplicate entry and errors. These budget figures are taken from data entered on PHS forms. These fields are read only.
Side menu allows navigation to other forms in the application
Editable fields appear as boxes
Click link for instructions
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General Information about Program Specific Forms
Status Checker Detailed summary of outstanding
issues on a specific form Shows a form as completed when
all required fields have data As forms are completed, status
checker is updated Access from both the sidebar and
the main menu (Click on the main menu link, ‘Details’)
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General Information about Program Specific Forms
System Timeouts Timeouts are a security requirement You will time out if there is no
communication with the server within 30 minutes
You will lose all unsaved data if you time out
Be careful about having multiple windows open
Warning could appear behind your active window
Turn off “pop-up blocker” software so that the warning message appears
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Where to Go to Begin Your Application Online
Grants.gov is located at:www.grants.gov
HRSA’s Electronic Handbooks is located at:
https://grants.hrsa.gov/webexternal/
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Outline
Current Challenges for MCHB Grantees Managing Your Grant Application and
Program Activity: The Workflow Grants.gov: What is it and how do I start my
application in Grants.gov? HRSA’s Electronic Handbooks: What is it
and how do I provide my supplemental data?
Non-Competing Continuation Application Reporting Data and Performance Measures:
EHB Program Specific Information Getting Help
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Getting Help
This is a lot of information incorporating many changes.
Two systems to use – two places for assistance.
Call if you need help!
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Getting Help – Grants.gov
If you need assistance in Grants.gov, contact:
Grants.gov Contact Center 1-800-518-4726 or [email protected]
M-F, 7 a.m. – 9:00 p.m. EST
Call sooner rather than later! Register today!
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Getting Help – HRSA’s EHBs
If you need assistance in HRSA’s EHBs, contact:
HRSA Call Center1-877-464-4772 or
[email protected], 9 a.m. – 5:30 p.m. EST
Call sooner rather than later!