Ryan White Part A National Technical Assistance

Webinar

FY 2011 Part A Program UpdatesMay 17, 2011

The HIV/AIDS BureauDivision of Service Systems

AgendaAnnouncements

Questions & Answers

The Federal Financial Report (FFR/SF-425)

Program Terms Report

Questions & Answers

Presenters

Gary Cook, Acting Director, DSS

Shonda Gosnell, Lead GMS, DGMO

Gbolahan Cole, NE Central Services Branch

AnnouncementsFY 2012 Comprehensive Plan

Administrative Overview Training, June 13-15

National Monitoring Standards

Part A Final NGA

I. Questions & Answers

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Federal Financial ReportShonda Gosnell

Division of Grants Management Operations

Federal Financial Report FFR (SF-425) replaces FSR

NEW submission dates for final report

Final FFR now due July 30, 2011

Carryovers Prior Approval EHB

Reconciliation of FFR with PMS

Federal Financial ReportAttachment “New”

Required to submit FFR

Breakdown of expenditures:

Authorized - Expended = Unobligated

(for each applicable category)

II. Questions & Answers

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Program Terms ReportComponents:

•Part A & MAI Planned Allocation Table

•FY 2011 Implementation Plan;

•Consolidated List of Contractors (CLC)

•Contract Review Certification (CRC)

•Revised SF 424A and Budget Narrative

Allocations TablePurpose: Serves as a monitoring tool to track and monitor the use of Ryan White funds. The Allocations Report identifies:

• Categories of services that are being

delivered

• Changes in the type of services being

provided over time

•Trends in the amount of funds being used

to deliver these services

Allocations TableAn Allocations Table:Outlines the dollar amounts allocated

for the RW program for the current fiscal year, including MAI amounts

Accounts for prioritized funding set by the planning council/planning body with regard to the 75/25 rule and needs within EMA/TGA

Accounts for administrative dollars and QM (where applicable)

Implementation PlanPurpose: Serves as a monitoring tool to verify:Service priorityGoalsObjectivesUnit of serviceNumber of Clients to be servedTotal priority allocation planned for the grant

year

Note: Plan should include all service categories and priorities established and reflected in the planned Allocations Report

Implementation PlanAn implementation plan should include:Objective(s): list objective that are required

to implement a new or continue an existing service

Service Unit Definition: provide the name and definition of the unit of service provided

Quantity: provide the number of people to be served and service unit.

Time Frame: indicate the estimated duration of the activity relating to the objectives

Funds: provide the amount allocated for each service

Outcomes: Select a minimum of two objective and list outcomes/indicators to be tracked.

Consolidated List of Contracts

Purpose: Serves as a monitoring tool to identify ALL Part A and MAI service providers receiving funds for the current grant year.

Consolidated List of Contracts

For each service provider input:

•Identifying Information

• Tax Payer Identification # (EIN)

•Service Provider Code

•Contract Amount

•Minority Provider Status

Contract Review CertificationPurpose: Serves as a monitoring tool to certify all contracts administered by the grantee for the current grant year comply with OMB circulars and other Ryan White requirements.

Contract Review CertificationDenotes the total grant amount awarded in

contracts for the current fiscal yearCertifies that the procedures used by the grantee

(or an administrative agent) to advertise and award funds meet the minimum standards required by the Office of Management and Budget (OMB) in applicable Circulars

Certifies the budgeted costs in all contracts have been determined allowable according to principles and standards established by OMB in applicable Circulars

Certifies that there are no mathematical errors in the budgets of all contracts

SF-424AThis form must be revised and submitted with the Final Part A Program Budget to reflect budget allocations based on the actual amount of funds awarded with respect to the following:

SF-424A•Administration

•HIV Services

•Clinical Quality Management

•MAI (where applicable).

Budget A program budget must be submitted for each Part A award. It must be based on: Priorities established by the Planning Council Reflect the amount of Part A funds awardedReflect costs in accordance with legislative and programmatic requirements.

BudgetA budget and narrative must be included for funds allocated to:Administration: up to 10%HIV ServicesClinical Quality Management: up to 5% no greater or $3 million, which ever is lessMAI

Budget NarrativeDescriptive information used to explain and justify the amounts budgeted within each program budget category. It must include specific information about:WhoWhat WhereWhen Why

Budget NarrativeA budget narrative is required for:

AdministrationPart A and MAI

HIV ServicesClinical Quality Management

Part A and MAIMAI

Sample BudgetAdministration

Personnel Annual Salary Part A Salary

John Doe (1.0 FTE)Program Director: Provides administrative oversight to the Ryan White program.

$81,000 $81,000

Susan Smith (.75 FTE)Fiscal Officer: Directs day-to-day financial activities to include management of federal funds, design and implementation of anaccounting system, and reconciliation of city budget reports with internal reports.

$75,000 $56,250

XXXXXXX XXXXXX XXXXXX

XXXXXXX XXXXXX XXXXXX

XXXXXXX XXXXXX XXXXXX

Subtotal: $2,109,56 $913,376

Fringe Benefits:29.97%

$391,064

Total Personnel Costs: $1,304,440

TravelLocal travel: $750= 1000miles at$ 0.75/miHRSA Sponsored Meetings/Conferences: 3people at $7,500

Total$8,500

SuppliesPens/pencils, notebooks, desk items, paper, toner, hand held calculators, support, upgrade and supplement existing computer equipment, etc.

$4,320

XXXXX $XXXXXX

XXX $XXX

Administration Grand Total $1,991,828.00

III. Questions & Answers

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Thank You!

Today’s webinar and executive summary will be available on the TARGET Center.