FY 2011 Budget Period Progress Report

1. FY 2011 Budget Period Progress Report Cheri Daly 301-594-4300 cdaly1@hrsa.gov

2. FY 2011 BPR • Overview • Summary of the FY 2011 BPR Instructions • FY 2011 BPR Deadlines • Budget Forms • Scope Verification

3. Overview • Who submits a Fiscal Year (FY) 2011 Budget Period Progress Report (BPR)? • Organization whose project period DOES NOT end in FY 2011 should submit their BPR (progress report) • FY 2011 begins October 1, 2010 and ends September 30, 2011 • Organizations whose project period ends during FY 2011 should submit their competitive Service Area Competition (SAC) application in FY 2011 • SAC Technical Assistance web page is available online at http://www.hrsa.gov/grants/apply/assistance/index.html • Remember: The intent of the BPR is to report on progress and should include significant changes only

4. Summary of FY 2011 BPR Instructions • Instructions for completing the FY 2011 BPR are now available in the EHBs as well as on the BPR technical assistance webpage • http://bphc.hrsa.gov/aprta/bpr

5. Summary of FY 2011 BPR Instructions • New streamlined process for grantees applying for non-competing continuation funding in FY 2011 • Grantees will now be required to submit an annual BPR “progress report” in lieu of a BPR “application” • The BPR (progress report) will be completed within HRSA’s Electronic Handbooks (EHBs) • Grantees completing a BPR will no longer interface with Grants.gov

6. Summary of FY 2011 BPR Instructions • The BPR will be made available to grantees in their EHB handbooks at least 90 days prior to their submission deadline. • E-mails will be sent to the grantee’s Project Director and all individuals who have non-competing continuation edit and submit privileges in EHB to inform them that the BPR for FY 2011 is available as a submission requirement in the EHBs. • Progress reports must be submitted in the EHB by 5:00 p.m. Eastern on the applicable due date.

7. Summary of FY 2011 BPR Instructions • Once the BPR is submitted, Project Officers will be allowed to request changes from grantee (if there are mistakes, corrections needed, etc.).

8. FY 2011 BPR Deadlines Deadlines

9. Budget Forms • Grantee will be required to complete two new Performance Progress Report (PPR) forms in the EHBs (SF-PPR & SF-PPR2). Specific instructions to complete these forms can be found in the EHB user guide document available within EHBs. • Grantee will be required to complete the Budget Summary and Budget Category forms and the Budget Justification/Narrative. • Specific instructions for preparing the budget forms can be found in the BPR instructions accessible within EHBs and also on the BPR TA online resource page http://bphc.hrsa.gov/aprta/bpr/.

10. Budget Forms • Grantees have requested clarification of whether they should include any of their ARRA funding in the total amount of 330 funds for FY 2011.  • Grantees should NOT include any of the ARRA funding in the FY 2011 BPR applications.  • The grantees should however, continue to reflect those activities (any new sites, services, etc.) in the application to make sure they continue to be in their scope of project. 

11. Scope Verification • Grantees are encouraged to verify the accuracy of their scope of project at least 45-60 days prior to submitting their BPR. • The BPR is a progress update and cannot be used to make any changes in the scope of project. Changes can only be made to a grantee’s scope of project via a submitted and approved change in scope.

12. Attachments • Attachment 1 – Program Narrative Update (Required) • Collaboration has been added as a new reporting requirement • Attachment 2 – Service Area Map (As Applicable) • Attachment 3 – Organizational Chart (As Applicable) • Attachment 4 – Position Descriptions for key Management staff (As Applicable) • Attachment 5 – Biographical Sketches for key Management staff (As Applicable) • Attachment 6 – Action Plan Summary (As Applicable) • Attachment 7 – Other Relevant documents (As Applicable)

13. Program Specific Forms • Form 1A – General Information Worksheet • Include the ARRA projected increase in the number of provider FTEs expected by the end of the project period in the Projected column. • Form 2 – Staffing Profile • Include the ARRA funded staff on this form. • Form 3 – Income Analysis • Include the ARRA funded staff on this form.

14. Program Specific Information (Clinical and Financial Performance Measures) • Health Care and Business Plan – Name change to Clinical and Financial Performance Measures. • Performance measures are ongoing performance improvement tools that provide a summary of a grantee’s PROGRESS towards the goals that are identified in their most recently approved SAC and/or BPR. • Pages 22-26 of the BPR instructions provide detailed information about each field of the Clinical and Financial Performance Measures and clearly delineates which fields are editable. • Most fields will be pre-populated from the most recent SAC and/or BPR EXCEPT Qualitative & Comment fields which are open text.

15. Program Specific Information (Clinical and Financial Performance Measures) • There are eight required clinical measures, which includes one behavioral health and one oral health measure and five required financial measures.   • Grantees may add Other measures (Diabetes, Cardiovascular Disease, etc.). • Behavioral health and oral health measures are required even though they are listed as additional measures on the performance measures website. • The 2 prenatal program health performance measures are the only clinical performance measures that grantees may indicate as being “Not Applicable” to the organization, unless they provided data for this measure in their most recent SAC and/or BPR. If marked as “Not Applicable,” grantees are required to provide a justification response in the comments field.

16. Program Specific Information (Clinical and Financial Performance Measures) • Only grantees that identify as Tribal, Urban Indian, or Public Entity are able to select “Not Applicable” for an audit related performance measure. • Grantees are expected to provide information regarding their progress toward the performance measure goal in the comments section. Grantees should use the evaluative measures section of the Program Narrative to include any information that exceeds the 1000 character limit.

17. Resources • BPR TA Webpage – http://bphc.hrsa.gov/aprta/bpr • Health Center Program Requirements – http://bphc.hrsa.gov/about/requirements.htm • BPHC Technical Assistance Helpdesk – 301-443-7356 or e-mail BHCMISYS@hrsa.gov • Performance Measures – http://bphc.hrsa.gov/about/performancemeasures.htm • Primary Care Associations, Primary Care Offices, National Cooperative Agreements – http://www.bphc.hrsa.gov/technicalassistance/

18. Technical Assistance Date: Wednesday, June 9, 2010 Time: 2:00 p.m. Eastern Dial-In Number: 1-888-790-1740 Participant Passcode: 7523136 • Replays will be available through February 1, 2011 • Replay phone number: 1-800-262-4966

19. Technical Assistance • OPPD Program Lead • Cheri Daly, (301) 594-4300 or cdaly1@hrsa.gov • Grants Management Lead (Budget Related Questions) • Donna Marx, (301) 594-4245 or dmarx@hrsa.gov

20. Questions?