HRSA Grant Application and Program Reporting

1. HRSA Grant Applicationand Program Reporting Applying for Your Grant Electronically and Reporting Your Data Grants.gov, HRSA’s Electronic Handbooks and Program Reporting Christopher Dykton Science Applications International Corporation (MCHB Information Systems Development under HRSA GovWorks Contract GS-35F-4461G) The speaker in this session has no relevant financial relationships with the manufacturer(s) of any commercial product(s) and/or provider of commercial services discussed in this CME activity. The speaker will not discuss or demonstrate pharmaceuticals and/or medical devices that are not approved by the FDA and/or medical or surgical procedures that involve an unapproved or "off-label" use of an approved device or pharmaceutical. )

2. Outline • Program Specific Information • Life cycle of MCHB grant • Non-Competing Continuation Application • Current Challenges for MCHB Grantees • Grants.gov • HRSA’s Electronic Handbooks • Workflow • Performance Reporting • Background • Workflow/Constraints • Submitting Performance Report • Getting Help

3. Program Specific Information • Program Specific Information • MCHB developed a set of forms and performance measures, which were approved by OMB, to monitor MCHB discretionary grant programs • Used by all MCHB grantees during the life of a grant when both applying and reporting • Providing provisional data at the time of non-competing continuation • Reporting data after initial award and when a grant year is completed – performance reporting • MCHB’s program and performance measurement data = “Program Specific Information”

4. Program Specific Information • Program Specific Information • Standard data for all programs are collected • Financial • Abstract • Project Summary • Project office may select additional forms including: • Performance Measures • Additional Data Elements • Program have different forms depending on type of program and information needs of project office

5. Program Specific Information • The Program Specific Information forms for Healthy Tomorrows (H17): • Three 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 • Two Program/Demographic Forms • Form 6, MCH Discretionary Grant Project Abstract • Form 7, Discretionary Grant Project Summary Data • Performance Measures • PM05: The percent of MCHB supported projects that are sustained in the community after the federal grant project period • PM07: The degree to which MCHB supported programs ensure family participation in program and policy activities. • PM10: The degree to which MCHB supported programs have incorporated cultural competence elements into their policies, guidelines, contracts, and training.

6. Life of an MCHB Grant Application and Performance Reports Via HRSA’s EHB Performance Performance Performance Final Report Report Report Report Year 1 Year 2 Year 3 END New Non-competing Non-competing Application Continuation Continuation Via Grants.govVia Grants.gov AND HRSA’s EHB

7. Non-Competing Continuation Application • Activities for MCHB grantees • All MCHB applications submit SF424 face sheet electronically in Grants.gov • Supplemental grant and program data is submitted in HRSA’s grants management system, HRSA’s Electronic Handbooks (EHB) • Two systems • 2 business processes, 2 registrations, 2 deadlines • Systems will exchange information

8. Non-Competing Continuation Application • Web site that the federal government uses to inform citizens of grant opportunities and provide a portal for submitting applications to federal government agencies • Registration • One time registration of 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. • Download • Software (PureEdge Viewer and Acrobat Adobe Reader) and then application package • Prepare offline • Submit – only authorizing official representative (AOR) of your organization can submit to grants.gov www.grants.gov

9. Non-Competing Continuation Application • HRSA’s grants management and application system • Registration • Anyone working on an application must register • Two part registration • Individual registration - Defined with a role • Link to an organization • Use your grant number to identify your organization! • Project Director must register in EHB • Initiates non-competing continuation application • Controls access to the grant for all others • If you have already registered in EHB, use that username and password https://grants.hrsa.gov/webexternal/home.asp

10. Non-Competing Continuation Application Process TimelineActivity Register In Grants.gov Now! From Release of Funding Announcement to Grant Deadline (Grants.gov) Data Sent to HRSA’s EHB Grantee Notified of Transmission Submit SF424 in Grants.gov From Submission of SF424 to Two weeks after Grant Deadline (Grants.gov) Enter HRSA’s EHB to Enter the Remaining Data YOU ARE FINISHED! Submit in HRSA’s EHB

11. Non-Competing Continuation Application Grants.gov/EHB Workflow • Application is generated and submitted in Grants.gov • SF424 Face Sheet • Checklist • Data are transmitted to EHB • Contacted by Grants.gov about successful submission to EHB • Supplemental grant and program data are submitted in EHB • Complete other budget data (PHS 5161) • Narrative and other attachments • Program specific information

12. Non-Competing Continuation Application: Financial Forms • Form 1, MCHB Project Budget Details for a Fiscal Year • Complete the form • Form 2, Project Funding Profile • Modify budgets for future grant years, if necessary • Form 4, Project Budget & Expenditures by Types of Services • Modify budgets for current and future grant years, if necessary

13. Non-Competing Continuation Application: Program Forms • Form 6, MCH Discretionary Grant Project Abstract • Modify form, if necessary • Enter Experience to Date for previous grant year • Form 7, Discretionary Grant Project Summary Data • Modify form, if necessary • Enter Products and Dissemination for previous grant year

14. Non-Competing Continuation Application: PMs • PM05 • Not ready to report • PM07 and PM10 • Modify current and future objectives, if necessary • Report on indicator (score) for completed grant year – may be provisional

15. Life of an MCHB Grant Application and Performance Reports Via HRSA’s EHB Performance Performance Performance Final Report Report Report Report Year 1 Year 2 Year 3 END New Non-competing Non-competing Application Continuation Continuation Via Grants.govVia Grants.gov AND HRSA’s EHB

16. Performance Reporting • Setting • Applications submitted • Applications reviewed and awarded • Notice of Grant Award (NGA) issued • Grantee has 120 days from the NGA to complete performance reporting requirements • Performance reports are the Program Specific Forms included in the program guidance • Completed through HRSA EHB • URL: https://grants.hrsa.gov/webexternal/

17. Performance Reporting • Workflow • Workflow is key in completing the post award reporting • Different requirements for completing the forms for post award reporting depending if it is a new or non-competing continuation grant • Application Scenarios • New grants: Completed only in Grants.gov • Non-competing continuation (NCC): In Grants.gov & EHB • Workflow constraints and application scenarios impact the post award reporting activities for the Program Specific Information forms.

18. Performance Reporting: Financial Forms • Form 1, MCHB Project Budget Details for a Fiscal Year • New awards: Complete form • Non-competing continuations: Modify form, if necessary • Form 2, Project Funding Profile • New awards: Enter budgets for future grant years • Non-competing continuations: • Modify budgets for future grant years, if necessary • Enter expenditures for previous grant year • Form 4, Project Budget & Expenditures by Types of Services • New awards: Enter budgets for current and future grant years • Non-competing continuations • Modify budgets for current and future grant years, if necessary • Enter expenditures for previous grant year

19. Performance Reporting: Program Forms • Form 6, MCH Discretionary Grant Project Abstract • New awards: Complete form • Non-competing continuations: Modify form, if necessary • Form 7, Discretionary Grant Project Summary Data • New awards: Complete form • Non-competing continuations: Modify form, if necessary

20. Performance Reporting: Performance Measures • PM05 • New awards: Not applicable • Non-competing continuations (EHB): Not necessary to report at this time as the way to report on the measure is under development • PM07 and 10 • New awards: Enter objectives for future years • Non-competing continuations (EHB): • Modify objectives for future years, if necessary • Report a final indicator (score) for completed grant year

21. Performance Reporting • Submitting the Performance Report • All forms must be complete • Once forms are complete, click the “Submit Report” link on the EHB Performance Reports page • A confirmation page will appear • Must be submitted prior to deadline • If you are not the Project Director, you must be given privileges by Project Director to submit the Performance Report

22. Come to the Learning Lab! Practice noncompeting continuation application or performance report Friday, 7:30 a.m. – 5:00 p.m. Saturday, 7:30 a.m. – 1:00 p.m.

23. Getting Help – Grants.gov If you need assistance in Grants.gov, contact: Grants.gov Contact Center 1-800-518-4726 or support@grants.gov M-F, 7 a.m. – 9:00 p.m. EST Register today! Call if you have problems! Submit in grants.gov sooner rather than later

24. Getting Help – HRSA’s EHB If you need assistance in HRSA’s EHB, contact: HRSA Call Center 1-877-464-4772 or CallCenter@HRSA.GOV M-F, 9 a.m. – 5:30 p.m. EST Call sooner rather than later!