Federal - State MCHB Partnership 2009

1. Federal - State MCHB Partnership 2009 Changes to the Title V Information System Data Entry System Updates for the 2010 MCH Services Block Grant Application and TVIS Web Report Enhancements Christopher Dykton Science Applications International Corporation (MCHB Information Systems Development under HRSA GovWorks Contract GS-35F-4461G)

2. Overview • Interim Year Reporting Again – Are things the same? • EHB Process for the Block Grant Application • Dates for the 2010 Application • Accessing the 2010 Application • Review of TVIS Web Report Enhancements

3. Interim Year Reporting • Revised Guidance at OMB for approval • Minor changes based on changes in this guidance • Functioning of most of TVIS remains the same

4. Interim Year Reporting • Functioning of TVIS forms remains the same • Multi-year forms are prepopulated with previously submitted data • Single year forms are not pre-populated • Form Status Check • HTML and PDF versions of forms and narrative available • Reminder: Application Year 2010 and Annual Report 2008

5. Interim Year Reporting • Functioning of TVIS narrative remains the same • Narrative text fields are pre-populated with last year’s narrative text • Exception: performance measures narrative sections (past, present, future) are NOT pre-populated • You may access last year’s narrative to cut, paste, and edit as necessary • Length limitations for the pre-populated sections have increased by 10 percent from last year • Updates to pre-populated sections should begin with /2010/ and end with //2010//

6. What’s new this year with the Forms? • Instructions have been updated based on guidance revisions • Most of the instruction updates have been to Section II, Needs Assessment • Form 6: Expanded Picklist for Infant Screening • 29 core conditions captured in the list • Additional screenings may be added • Form 11 and 12: Data Source Field added • National and State performance and outcome measures have a data source field added • Note the data source for indicator reported • Required field

7. What’s new this year with the Narrative? • Public Input has doubled in size to 6,600 characters • Form 4a/4b instructions clarified • Activities listed are for the reporting year • Health Status Indicators • Narrative is now broken up into discussion for each HSI section – 3,000 character limit • Introductory Section has 1,500 character limit • Data from HSI will be displayed in the narrative • Similar in structure to the HSCI narrative sections

8. Title V Block Grant Application 2010 • Interim Year Reporting Again – Are things the same? • EHB Process for the Block Grant Application • Dates for the 2010 Application • Accessing the 2010 Application • Introduction to DGIS Web Reports

9. EHB Process • HRSA’s Electronic Handbooks (EHB) = HRSA’s grants management system • Grants and program data are managed through EHB • Registration • Access to the Data Entry System • View Versions of the Data • MCH Services Block Grant uses EHB only • No Grants.gov component

10. EHB Process • All those working on the application and in TVIS must register as individual users in EHB • One person from your State starts the application in EHB • Access to TVIS takes place in EHB • “Program Specific Information” = TVIS • Submission of the application takes place in EHB

11. EHB Process • Registration • Anyone working on an application must register • Two part registration • Individual registration - Defined with a role • Link your profile to your State • Use your block grant number to identify your organization! • If you have already registered in EHB, verify that you are tied to the organization noted on the block grant • https://grants.hrsa.gov/webexternal/home.asp

12. EHB Process • MCH Director or designee may start the application • Eligibility code will be sent to MCH Director and this code is needed to start the application • MCH Block Grant competes as a new application each year • Person who starts the application controls peer access to the grant for all others working on it • The one who starts the application should be the hands-on manager of the application process • Start only one application in EHB

13. EHB Process • You will create your application by searching ‘Funding Opportunities’ for the Block Grant Funding Announcement Number. Only one person creates the application. • Once created, you will access your application under ‘View Applications.’ • The person who starts the application in EHB manages access to it through the ‘Peer Access’ link.

14. EHB Process • Title V Block Grant uses an PHS 5161 Short Form • Only collects the data for the SF424 • Status on the application menu changes for each section to “Complete” when necessary data are entered • You are completing the SF424 as you complete these sections • All parts of this menu must be “Complete” before the submit link is activated • “Program Specific Information” section is TVIS and this will be where most data entry occurs • All status checks on forms must register as “Complete” on the Forms Status Checker in TVIS for the “Program Specific Information” Section on the Application Status Menu to be complete

15. EHB Process All forms and sections must read ‘Complete’ to submit. Program Specific Information link takes you to TVIS.

16. EHB Process • A State must electronically submit the grant application in EHB • The application MUST be submitted by the deadline of July 15, 2009 by 5:00 p.m. EST • Your State’s Authorizing Official must submit this application • MCH Director may not submit

17. Title V Block Grant Application 2010 • Interim Year Reporting Again – Are things the same? • EHB Process for the Block Grant Application • Dates for the 2010 Application • Accessing the 2010 Application • Review of TVIS Web Report Enhancements

18. Key Dates for the 2010 Application • ASAP: Register in HRSA’s EHB using last year’s grant number to select your organization if not previously registered • March 18, 2009: MCH Directors send the list of staff that have registered in EHB and their usernames. • Send to Chris Dykton • You will not be able to access TVIS if we do not know your user name • April 1, 2009: The funding announcement for the 2010 Application and 2008 Annual Report will go live. • MCH Directors or designee can begin the application and give access to other State users • Eligibility code is needed to start - code will be sent to MCH Directors • July 15, 2009 at 5 p.m. EST: Deadline for the 2010 Title V Block Grant Application and 2008 Annual Report. • State Authorizing Official must submit the completed application by this time

19. Accessing the 2010 Application • The URL is at: https://grants.hrsa.gov/webexternal/Login.asp • Register today • Once, there – bookmark it for direct access!

20. Title V Block Grant Application 2010 • Interim Year Reporting Again – Are things the same? • EHB Process for the Block Grant Application • Dates for the 2010 Application • Accessing the 2010 Application • Review of TVIS Web Report Enhancements

21. TVIS Web Reports • Data collected annually in TVIS populates the TVIS Web Reports in November • Financial Data • Program Data • Measurement and Indicator Data • National and State performance measures • HSI/HSCI data • Narrative – download and search • State MCH/CSHCN Contact Information • State Snapshots, including abstract links for MCHB discretionary grants • Wealth of historical and trend data for performance and outcome measures • Each year the Web Reports are reviewed for enhancements

22. TVIS Web Reports - Enhancements • Program Data: Access to Archived Data for Single Year Reports • Program Data: Form Reports for All States – Forms 13, 14, 15 • Measurement and Indicator Data: Dynamic National Map Comparison of Indicator Data for Performance Measures Across Five Reporting Years • Narratives Searches: View by section or search by text string

23. TVIS Web Reports - Enhancements

24. Contact Information HRSA Call Center CallCenter@HRSA.GOV, 877-464-4772 TVIS Technical Assistance: Christopher Dykton, Project Manager dyktonc@saic.com, 301-230-4715 EJ Tom, Business Analyst tome@saic.com, 301-230-4713 MCHB Program Assistance: Division of State and Community Health Maternal and Child Health Bureau 301-443-2204