Ryan White HIV/AIDS Part C
Capacity Development Program
Pre-Application Technical Assistance Conference Call
HRSA-15-024
March 12, 2015
Department of Health and Human Services
Health Resources and Services Administration
HIV/AIDS Bureau, Division of Community HIV/AIDS Programs
Director: Polly E. Ross, M.D.
Agenda
• HRSA-15-024 FOA, SF424 Application Guide
• Acronyms
• Overview of Ryan White HIV/AIDS Part C Capacity
Development Program
• National Initiatives – HIV Care Continuum, ACA
• Allowable activities
• Program Narrative
• Work Plan and Progress Report Summaries
• Budget
• Application Review by HRSA
• Grant Writing and Submission Tips
• Q&A
2
Funding Opportunity Announcement (FOA)
HRSA-15-024
• This FOA solicits applications from existing Part C
grantees under the Ryan White HIV/AIDS Program
(RWHAP) for the Part C Capacity Development
Program.
• Awards will support activities that address and
impact gaps in the HIV Care Continuum which
have been identified in the grantee’s service area.
3
Two Components of the HRSA15-024 Application
1) Program Specific Instructions
• Capacity Development FOA HRSA-15-024 (“FOA”)
2) HRSA’s general guidance
• SF 424 Application Guide (“Application Guide”)
• Links are found throughout the FOA (beginning
pp. i and 5); the January 2015 version is most
current
4
Acronyms
• Application Guide
• CQM
SF 424 Application Guide
Clinical Quality Management
• DGMO
Division of Community HIV/AIDS
Programs
Division of Grants Management
Operations
• DCHAP
•
•
•
•
•
•
•
•
•
•
DUNS
EHB
EIS
FOA
GMS
HAB
HIV CoC
PO
RWHAP
SAM
Data Universal Number System
Electronic HandbooksEarly Intervention Services
Funding Opportunity Announcement
Grants Management Specialist
HIV/AIDS Bureau
HIV Care Continuum
Project Officer
Ryan White HIV/AIDS Program
System for Award Management
5
Part C Capacity Development
PURPOSE
Capacity Development funds are to be used to assist
current Part C grantees in their efforts to strengthen
their organizational infrastructure and to increase
their capacity to develop, enhance, or expand access
to high quality HIV primary health care services for
people living with HIV (PLWH).
Please refer to page 1 of the FOA.
6
FY2014 Capacity Development Awards
• Applicants may propose one (1) activity to address
the gaps and need for a comprehensive continuum
of outpatient HIV primary care services for a one
(1) year Project Period.
• Applicants may request funding amounts of up to
$100,000 for the Project Period.
• Only specific short term activities will be
funded under this grant.
Please refer to pages 3 and 4 of the FOA.
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HIV Care Continuum
www.AIDS.gov
8
Only one activity will be funded under
FY 2015 Capacity Development
1. HIV Care Innovation activity options:
•
•
•
•
Disease Case Finding;
Motivational Interviewing;
Patient-Based Treatment Adherence; or
Patient Self-Managed Chronic Disease Management.
or
2. Infrastructure Development activity options:
• Electronic Health Records (EHR)
• Financial Management Systems; or
• Management Information System.
9
FY2015 Capacity Development:
Addressing the HIV Care Continuum
• Applicants must provide baseline data
(calendar years 2013 and 2014) for each stage
of the HIV CoC.
• Proposed activities must be linked directly to a
specific stage with a target level of
improvement. (Example: increasing viral load
suppression from baseline 50% to 60%)
• The use of HHS core/HAB HIV indicators is
strongly encouraged.
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HIV Care Innovation- Option A
Disease Case Finding
• Train designated staff in disease case finding techniques
through local health departments and/or CDC funded
training centers and apply these skills in the clinical
setting to link persons into care after HIV testing
• Stages of the HIV Care Continuum: (pick one)
(1) Linkage to HIV medical care, or
(2) Retention in HIV medical care
11
HIV Care Innovation- Option B
Motivational Interviewing
• Train staff in Motivational Interviewing through the local
AIDS Education and Training Center (AETCs) or other
resources to engage patients in HIV care and work with
both staff and patients on retention and apply the training
in the clinical setting
• Stages of the HIV Care Continuum: (pick one)
(1) Linkage to HIV medical care ,or
(2) Retention in HIV medical care, or
(3) Appropriate prescription of Antiretroviral
Therapy [ART]
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HIV Care Innovation- Option C
Patient-Based Treatment Adherence
• Implement an innovative, patient-based treatment
adherence program to provide long term adherence
support for chronically non-adherent patients and
apply the program
• Stages of the HIV Care Continuum: (pick one)
(1) Appropriate prescription of ART, or
(2) HIV viral load suppression
13
HIV Care Innovation- Option D
Patient Self-Managed Chronic Disease
Management
• Institute a clinic-wide Chronic Disease Management
Program for HIV/AIDS based on the Stanford
program or other resources for patient selfmanagement to engage patients in long term disease
control and apply the program
• Stages of the HIV Care Continuum: (pick one)
(1) Retention in HIV medical care, or
(2) HIV viral load suppression
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Infrastructure Development
Option A
Electronic Health Records
• Purchasing and implementing EHRs to improve the quality,
safety, and efficiency of patient health care.
• Stages of the HIV Care Continuum: (pick one)
(1) Linkage to HIV medical care ,or
(2) Retention in HIV medical care, or
(3) Achieving a high HIV viral load
suppression rate
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Infrastructure Development
Option B
Financial Management System
• Purchasing and implementing a financial accounting system
or software capable of managing multiple sources of
funding for HIV primary care services.
• Stages of the HIV Care Continuum: (pick one)
(1) Linkage to HIV medical care ,or
(2) Retention in HIV medical care, or
(3) Achieving a high HIV viral load
suppression rate
16
Infrastructure Development
Option C
Management Information System
• Identifying, establishing and strengthening administrative,
managerial, and management information system (MIS)
structures to offer, enhance, or expand comprehensive HIV
primary healthcare.
• Stages of the HIV Care Continuum: (pick one)
(1) Linkage to HIV medical care, or
(2) Retention in HIV medical care, or
(3) Achieving a high HIV viral load
suppression rate
17
Application Structure
You must address the following sections listed in the FOA
• Project Abstract
• Project Narrative
• Introduction
• Needs Assessment
• Methodology
• Work Plan
• Resolution of Challenges
• Evaluation and Technical Support Capacity
• Organizational Information
• Budget
• Budget Justification Narrative
• Attachments
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Abstract
Include Description of:
1. Organizational Mission
2. Summary of HIV primary care services
3. Summary of proposed capacity activity
 with the specific stage in the HIV Care Continuum
to be addressed by the activity
4. Amount requested (up to $100,000) for the
entire project period
5. State if statutory preference is requested.
See pages 6 in the FOA and 37-38 of the Application
Guide.
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Project Narrative
Major Sections:
--Needs Assessment
--Methodology
-- Work Plan
--Evaluation and Technical Support Capacity
--Organizational Information
Funding preference if applicable
See pages 6-13 in the FOA
20
Needs Assessment
2 required components:
(1) Baseline HIV Care Continuum Data
--applicant’s own program data for each
stage of the Care Continuum
--calendar years 2013 and 2014
--provide definitions for denominators,
numerators
(2) HIV Service Delivery System
21
Sample Table for Baseline
Data
HIV Care Continuum
Stage
2013
2014
Numerator/Denominator
and (%)
Numerator/Denominator
and (%)
Linkage to Care
Retention in Care
Number of PLWH
prescribed ART
Viral Load less than
200 cop/mL
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Sample Table Including Specific
Target Populations
HIV Care Continuum
Stage
2013
2014
Numerator/Denominator
and (%)
Numerator/Denominator
and (%)
Linkage to Care (Total)
Linkage to Care (MSM)
Retention in Care (Total)
Retention in Care (MSM)
Number on ARVs (Total)
Number on ARVs (MSM)
Viral Load less than 200
cop/mL (Total)
Viral Load less than 200
cop/mL (MSM)
23
Sample HIV Service Delivery Table
Organizations
(1000 PLWH in
service area)
HIV CoC Stages
# or % w/ Viral Load
Suppression
# of HIV tests (#
positive tests)
# of PLWH enrolled
in HIV care
# or % prescribed
Antiretroviral
Therapy
Good Life ASO
(MSMs, youth) (RW
Parts A, B, D)
250 (5)
100
60 (60%)
50 (50%)
FQHC Central (RW
Parts A, C)
2,000 (5)
200
120 (60%)
90 (45%)
Dr. Doolittle
(women) (RW Part
D)
100 (1)
100
80 (80%)
60 (60%)
General Hospital
(RW Parts A, B, C)
500 (4)
500
350 (70%)
300 (60%)
24
Methodology
Propose methods that will be used to address
 the selected activity,
 collaboration and coordination efforts and strategies, and
 how the organization proposes to continue the activity at
the end of the project period.
The selected activity must be under one of the two
categories for funding under this FOA:
1. HIV Care Innovation, or
2. Infrastructure Development
25
Methodology
Collaboration and Coordination
Outline the needed partners for the proposed project
( if applicable)
• the tasks that each partner proposes to perform,
• the responsible party of the partner,
• the amount of funds, if any, allocated to the partner,
• letters of Support and/or Letters of Commitment from
each partner and/or collaborating entity should be
included in Attachment 3
26
Methodology
Sustainability
How will the organization maintain or continue the efforts set
forth in this project beyond the project period?
• Supporting maintenance of systems and newly trained staff;
• Supporting the activity that addresses the identified gap in the
HIV Care Continuum;
• Applicants should include a description of the plan for the
dissemination of information/products developed.
27
Work Plan- Part 1
Narrative
Separate from the table, the application should
include a narrative regarding the approach to
addressing the targeted activity. Applicants should
list all action steps that will be necessary to
implement the capacity development proposal and
accomplish the proposed objectives.
28
Work Plan- Part 2
Table
The work plan table (attachment 1) should contain
• A Problem Statement(s) (1-2 sentences);
• A description of each Goal that corresponds to a
problem statement (1-2 sentences)
• A description of each Objective that corresponds to
a goal (1 sentence);
• A listing of Key Action Steps for each objective
(1-2 sentences); and
• A targeted Completion Date (Month/Year) for each
objective and each action step.
29
Sample Work Plan- Table
Problem Statement: Only 60% of PLWH who were on antiretroviral therapy in CY2013 were
virally suppressed .
Goal: Improve viral load suppression rate of PLWH who are on ART from 60% (CY2013) to 65% for
CY 2014 and 75% for CY2015.
Objective
Designated clinic
staff will complete
treatment adherence
training
Key Steps
RN, Pharmacists,
MCMs will undergo
adherence training.
Completion
Date
Month 6
PLWH who are on
ART will receive
treatment adherence
Revise the clinic
schedule and room
assignments
Month 3
Evaluation Method
Performance Level
Track # of persons who
complete the adherence
training quarterly
95% of designated staff
will be trained by month
6
Track # of appointment
slots for treatment
adherence
Increase # of treatment
adherence slots by 50%
Track # of PLWH
attending treatment
adherence
appointments.
% on ART indicator /
HAB Viral Load
suppression indicator
Increase # of kept
adherence appointments
by 25%
Increase VL suppression
to 65% in CY2014
Increase VL suppression
to 75% in CY2015
30
Evaluation and Technical Support Capacity
The 2 required components are:
• Data Infrastructure
• Describe data collection system and infrastructure
for monitoring the HIV CoC stages
• Project Evaluation
• Describe the CQM program and evaluation
activities for the project
• Discuss the performance measures selected (HHS
core/ HAB HIV indicators are recommended.)
31
Organizational Information
• Organizational capabilities and expertise that
demonstrate the ability to implement a system of
change
• Staffing Plan (Attachment 2)
• Describe how this proposal will enable the
applicant to the address the local community’s
HIV CoC
• Involvement of PLWHA in the development and
assessment of the applicant’s HIV program – not
specific to capacity activities
Include an organizational chart as attachment 7.
32
Staffing Plan
• Table format is recommended
• Include all key staff for the HIV program and
those to be involved in Capacity Development
activities
• Names and Positions
• Education & Experience/Qualifications
Upload as Attachment 2.
DO NOT INCLUDE RESUMES !!!
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Sample Staffing Plan
Name
Ms. Doe
Education
MPH
Title
Program Coordinator
Medical Director
Dr. A. Jones
Ms. Kona
Mr. Lewis
Ms. Johnson
MD
Assoc Degree
CQM Coordinator,
Retention Specialist
Capacity
Dev. Role
Oversight of grant
award and project
implementation
Oversight of clinic
staff , SOPs, & CQI
projects
DIS training,
oversight of CQM
activities
MSW
Medical Case Mgr
treatment
adherence training
RN
Contracted
Registered Dietician
DIS & treatment
adherence training
Experience
5 years as program
coordinator, previously was
Data/CQM Manager for
same entity.
15 years providing HIV
primary care
4 years working in HIV
clinic scheduling appts,
making referrals, medical
data entry
3 years providing HIV
medical case management
20 years working as a HIV
nurse and patient educator
34
Budget
Your budget has three parts:
1. SF 424A – From the Application
Package
2. Capacity Development specific Line
Item Budget (Attachment 4)
3. Budget Justification Narrative
35
Budget
• See HRSA SF- 424 Application Guide section 4.1.iv and
v (pp. 30-37) and FOA section IV.2.iii (pp. 13-14) for
instructions on preparing the budget and budget
justification narrative.
• Upload a Capacity Development specific line item
budget in a PDF format as Attachment 4.
36
Budget Justification Narrative
• Applicants should provide specific, detailed
justifications for all allocated items in the program
specific line item budget.
• Allocations must relate to the proposed HIV CoC
activities described in the Project Narrative.
• For example, travel or training costs must specify
the unit cost per person and the number of persons to
be involved per activity.
• If indirect costs are requested, a current negotiated
cost rate agreement must be submitted as
Attachment 5.
37
Salary Limitation Cap
• The Consolidated and Further Continuing
Appropriations Act, 2015, Division G, § 203,
(P.L. 113-235) signed into law on December 16,
2014, continues the Executive Level II salary
amount that may be awarded and charged to
HRSA grants and cooperative agreements.
• Award funds may not be used to pay more than
$183,300 annually for an individual’s salary
(exclusive of fringe).
• The salary limitation applies to sub-awards/
subcontracts.
38
Example: Salary limitation
•Individual’s full time salary: $255,000
50% of time will be devoted to project
Direct salary:
• A
$127,500
Fringe (25% of salary):
$31,875
Total:
$159,375
Amount that may be claimed on the Federal grant
•Individual’s base full time salary adjusted to Executive Level II:
$183,300
50% of time will be devoted to project
Direct salary:
$91,650
Fringe (25% of salary):
$22,912.50
Total:
$114,562.50
39
Cost Allowability
Allowable Cost Meets the criteria for authorized expenditures
specified in the cost principles, program legislation,
and program policy. The costs must also be:
• Allocable
• Reasonable
• Necessary
40
Funding Restrictions
Capacity Development Funds May Not Support:
• ongoing service delivery, primary medical care,
research or prevention
• the purchase of land, or construction/ renovation of
any building or other facility
• to reimburse for pre-award costs
• to support long term activities
41
Funding Preference
• Applicants may request a funding preference if
the capacity development activities will be
implemented in one or both of the following
areas:
• Rural communities
• Underserved communities with respect to
HIV related health services
• Upload the request as Attachment 6
• More information may be found in the FOA
page 18-19
42
Attachments
• A list of Attachments is found on pages 1415 in the FOA.
• Upload attachments in the order listed
• Attachments are not to be used as a
continuation of the project narrative.
• Unless otherwise noted, attachments count
toward the 30-page application limit.
• Label each attachment clearly.
43
What is counted towards the page limit?
APPLICATIONS CANNOT EXCEED 30 PAGES!
•
•
•
•
•
•
Work Plan
Staffing Plan and Job Description for Key Personnel
Letters of Support and/or Commitment
Line-item Budget
Budget Justification Narrative
All Attachments (except where noted on pp. 14-15 of
FOA)
Applications over the page limit
will not be eligible for review.
44
Application Review
In order to be reviewed:
-applications must be submitted on time
-submission in Grants.gov by the published
deadline with confirmed validation and
receipt by HRSA
-applications must be within 30-page limit;
-applications will be reviewed for completeness and
eligibility
Ineligible applications will not be reviewed.
45
Application Review (2)
Applications will be reviewed based on the
criteria listed in the FOA (pp. 16-18).
• Pay careful attention to each of the 6 Review
Criteria
• Don’t make assumptions – explain everything
• Provide the most accurate data and
information about your program possible
46
Review Criteria Points
(1)
(2)
(3)
(4)
(5)
(6)
Need = 20 points
Response = 25 points
Evaluative Measures = 10 points
Impact = 15 points
Resources/Capabilities = 10 points
Support Requested = 20 points
See pages 16-18 in the FOA
47
Application: Where is it?
• located at www.grants.gov
• Also found at
• www.hrsa.gov/grants
• Announcement HRSA-15-024, CFDA 93.918
Application Instructions (FOA & Application Guide)
• Application Guide Package
www.hrsa.gov/grants/apply/applicationguide/
• Adobe Reader 8.1.1 version or later is required.
48
Grant Submission Tips
 Read the FOA and the Application Guide carefully and
follow instructions.
 Include your agency name and the name of this
application on all pages (Ryan White HIV/AIDS Part C
Capacity Development Program)
 Refer to the Application Guide, pg. 44, section 4.7. for
additional Tips for Writing a Strong Application
• Apply early; don’t wait until the last minute in case you
run into challenges!
• Make sure the person who can submit for your
organization will be available
• Have all your pin numbers and passwords handy!
49
424 Application Guide Tips
 What is funding amount to be entered for SF-424 #18a
(cover page)?
 Provide the year one budget period funding total of the proposed project
period.
 Do NOT go over the ceiling funding amount of $100,000.
 SF-424 cover sheet is a standard form. For additional information please
go to:
http://www.grants.gov/web/grants/form-instructions/sf-424-instructions.html
 Where do I upload the project abstract?
 Upload on page 2 of the SF-424 Box #15
 Select “Add Attachments” to upload the project abstract
 See page 41 in the SF-424 Application Guide
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Grants.gov
Contact Information
•
When to contact Grants.gov Helpdesk
•
•
•
•
•
Error messages
Other technical issues
Application DID NOT transmit to HRSA
If you have any submission problems, please
contact Grants.gov immediately!
Electronic Submission User Guide:
http://www.hrsa.gov/grants/apply/userguide.pdf
• Grants.gov Contact Center: 1-800-518-4726 or
[email protected] or https://grantsportal.psc.gov/Welcome.aspx?pt=Grants
(24/7 except Federal holidays)
51
Tracking Grants.Gov
Submissions
• Submission Receipt E-mail
• Submission Receipt (receive within 2 business days)
• “Track My Application” link
• Submission Validation E-mail
• 2nd e-mail from Grant.Gov validating your application
OR
• Rejection with errors
• Grantor Agency Retrieval Email
• Third e-mail from Grants.Gov
• HRSA has confirmed receipt of application package
Grants.Gov website
http://www.grants.gov/applicants/apply_for_grants.jsp
52
Tracking Grants.Gov
Submissions - 4 Emails (2)
4) Agency Tracking Number Assignment E-mail
Grants.Gov website
http://www.grants.gov/applicants/apply_for_grants.jsp
• An applicant must receive four (4) emails to
have successfully submitted an application
through Grants.Gov
• Receipt of all four separate emails may occur
over a week’s time.
• Do not wait until the last minute to submit an
application!
53
4 EMAILs in GRANTS.Gov
SF424 Application Guide, 8.2.5, pp. 55-56
54
Grants.gov Message
upon Application Upload
•
Home> Apply for Grants > Confirmation
•
•
Confirmation
Thank you for submitting your grant application package via Grants.gov. Your
application is currently being processed by the Grants.gov system. Once your
submission has been processed, Grants.gov will send email messages to advise
you of the progress of your application through the system. Over the next 24 to
48 hours, you should receive two emails. The first will confirm receipt of your
application by the Grants.gov system, and the second will indicate that the
application has either been successfully validated by the system prior to
transmission to the grantor agency or has been rejected due to errors.”
• “IMPORTANT NOTICE: If you do not receive a receipt confirmation and either a
validation confirmation or a rejection email message within 48 hours, please
contact us. The Grants.gov Contact Center can be reached by email at
[email protected], or by telephone at 1-800-518-4726. Always include your
Grants.gov tracking number in all correspondence. The tracking numbers issued
by Grants.gov look like GRANTXXXXXXXXX.”
55
REMINDER
• The application should be electronically submitted
in Grants.gov by April 27 , 2015, 11:59 pm ET
• We recommend submission of the application at
least four business days before due date.
• Grants.gov Contact Center:
• 1-800-518-4726 or [email protected]
• (24/7 except Federal holidays)
56
Your questions are welcome!
Applicants in need of technical assistance as they prepare
their applications may call or email
Program Contact
Marinna Banks-Shields
[email protected]
301-945-0938
Grants Contact
Potie Pettway
[email protected]
301-443-1014
HAB TARGET Website
http://careacttarget.org/webcasts.asp
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