FY 2016 Reporting Requirements for HIV/AIDS Programs

1. FY 2016 Reporting Requirements Gary Cook, DMHAP Deputy Director Mark Peppler, DMHAP Branch Chief Durkia Hudson, DMHAP Project Officer Anderson Tesfazion, DMHAP Project Officer Vimal Rao, DPD, Branch Chief Department of Health and Human Services Health Resources and Services Administration HIV/AIDS Bureau May 19, 2016

2. Housekeeping Rules • Please mute your lines • Please hold all questions until the designated sections breaks

3. Announcements

4. Questions

5. Agenda (Part 1)2015 Annual Progress Report • Certification of Aggregate Administrative Costs • Technical Assistance • FY 2015 Women, Infants, Children, and Youth (WICY) Expenditures Report • Local Pharmacy Assistance • Program (LPAP) Summary • Planning Council/Body Activities • Early Identification of Individuals with HIV/AIDS (EIIHA) Update • Annual Minority AIDS Initiative (MAI) Report Narrative • Administration Final Expenditures • 2015 Final Expenditure Table (separate submission)

6. 2015 Final Implementation Plan • Submit an updated version of your previously approved FY 2015 Implementation Plan showing actual spending, service utilization, and outcomes data for the reporting period (March 1, 2015 through February 29, 2016) • Planning Council/Body Activities • Discuss planning council accomplishments and challenges • Identification of Individuals with HIV/AIDS (EIIHA) Update • Follow guidance in the 2015 instructions to complete update

7. 2015 MAI Annual Report Narrative • Provide a summary of outcomes, including but not limited to: • Progress toward achieving specific goals and objectives identified in the recipient’s approved MAI plan • Achievements in relation to client-level health outcomes and any capacity development or provider-level technical assistance activities • Summary of challenges or barriers at the provider or recipient levels, the strategies and/or action-steps implemented to address them, and lessons learned • Discussion of MAI technical assistance needs identified by the EMA/TGA Note: Project Officers will send recipients their 2015 MAI plan report sheet via email. Recipients will be expected to update the report sheet and submit it as part of the 2015 Annual Progress Report.

8. 2015 MAI Report Sheet

9. 2015 Annual Progress Report • Administration of Final Expenditures • Compare the approved Part A and MAI administrative budget by Object Class Categories with the actual expenditures • Certification of Aggregate Administrative Costs • Certify that the actual amount of funds expended on administrative costs by sub-recipients does not exceed 10% of the aggregate total of all HIV subawards • Technical Assistance • Describe the outcome of technical assistance received and/or identify technical assistance to address current challenges

10. FY 2015 Women, Infants, Children and Youth (WICY) ReportProgress Report • Recipients may use the Part A FY 2015 WICY report workbook template to prepare the EMA/TGA’s report of WICY expenditures for FY 2015 • For further guidance on preparing the WICY report, use the instructions provided in the WICY report workbook • The WICY data is included as a separate tab on the WICY template (2013 data) • If expenditures for WICY population do not exceed or equal the CDC’s estimated percentage for HIV/AIDS prevalence, then a WICY waiver must be requested

11. Local Pharmaceutical Assistance Program (LPAP) Summary Tip • A Local Pharmaceutical Assistance Program (LPAP) is an allowable Ryan White HIV/AIDS Program (RWHAP) core medical service. • Provide an update to the LPAP profile which was included in the 2015 Program Terms Report • Review the LPAP summary guidance provided in the Annual Progress Report instructions

12. 2015 Part A and MAI Expenditure Report 2015 Final Expenditure Table

13. Questions

14. Agenda (Part 2)2016 Program Terms Report • Part A & MAI Allocations Table • Planning Council Membership Roster & Reflectiveness • Current SF-424A and Budget Narrative • FY 2016 Implementation Plan • MAI Plan Narrative • Consolidated List of Contracts (CLC) • Contract Review Certification • Local Pharmacy Assistance Program (LPAP) Profile • Grants Contract Management System (GCMS)

15. Part A and MAI Allocation Table Purpose: Serves as a reporting tool used by grant recipients to report their allocation of Ryan White HIV/AIDS Program funds, in accordance with the conditions of the award The allocation table: • Identifies categories of services that are being funded • Compares allocation table with prior year’s for trends and changes in the type of services being funded

16. Part A & MAI Allocation Table

17. Part A & MAI Allocation Table 75% of total award amount on CM services after admin and CQM Max allowable on CQM Amount actually spent on CQM % of Total award on Admin.

18. Part A & MAI Allocation Table Tips Before submitting your Allocation Table, compare the following: • Make sure the current year template is used • Verify Total Part A Funds (section B) equals the Total Allocations under Combined Total (section C5) • Total award amount by type of funding can be found on the final notice of award (NoA) • Match the allocations table to the: • Implementation plan • SF - 424A • Budget narrative Note: • Include a letter from the HIV Health Services PC Chairperson/co-Chairs, endorsing the allocations and program priorities. • The Allocations Table should be submitted in Excel format

19. Planning Council Membership Roster & Reflectiveness Purpose: identifies the membership of the Planning Council (PC), the PC representation, and the PC reflectiveness of the HIV/AIDS epidemic in the EMA/TGA jurisdiction.

20. Planning Council Membership Roster & Reflectiveness

21. Planning Council Membership Roster & Reflectiveness Planning Council Membership Roster & Reflectiveness

22. Planning Council Membership Roster & Reflectiveness Tips Before submitting your PC roster, ensure the following: • Planning Council membership must comply with mandated membership categories (i.e., the legislative representation requirement) • 33% of PC are non-aligned people living with HIV (PLWH) consumers, accessing Part A Services • Non-aligned means there is no benefitting party affiliation with the PLWH consumer • PC as a whole, including the 33% PLWH non-aligned consumers, must reflect HIV/AIDS demographics

23. SF - 424A Tip Purpose:identifies award amounts in the appropriate budget categories and object class categories for the current fiscal year • Budget Categories - Administration, Clinical Quality Management, HIV Services, MAI • Object Class Categories - Personnel, Fringe Benefits, Travel, Equipment, Supplies, Contracts, Other, and Indirect Costs • Program Income Please ensure that you are using the most recent format of the SF-424A

24. SF - 424A SF - 424A

25. SF - 424A SF - 424A Explain costs within the budget narrative Administration CQM HIV Services MAI Contractual total = CLC/CRC Total Admin Amt = total listed on allocations tableb Is not greater than 10% of the award amount SF 424A total = Total award amount on NoA CQM Amt = total listed on allocations table is ≤ 5% or $3 million, whichever is less

26. SF - 424A Tips • Before submission ensure: • Appropriate budget categories (i.e., Administration, CQM, HIV Services, MAI) are used • SF-424A amounts correspond with: • Notice of Award (NoA) • Amount on the Budget Narrative • Amount on Contract Review Certification • Allocations Report • To access the SF-424A form, use the form found on grants.gov: http://www.grants.gov/web/grants/forms/sf-424-family.html#sortby=1 • To access instructions for completing the SF-424A form: http://www.grants.gov/web/grants/form-instructions/sf-424a-instructions.html

27. Budget Narrative Purpose: provides justification for all budgeted line items with regard to: • Administration • Planning Council • Clinical Quality Management (CQM) • HIV services • MAI

28. Budget Narrative

29. Budget Narrative Budget Narrative

30. Budget Narrative Budget Narrative

31. Budget Narrative Budget Narrative

32. Budget Narrative Budget Narrative

33. Budget Narrative Budget Narrative $7,500.00 Computer server upgrade—equipment is for the sole use of the Ryan White Part A Program Staff. This Equipment is needed to ensure staff has the necessary tools to complete deliverables and carry out the administrative tasks of the program.

34. Budget Narrative Budget Narrative

35. Budget Narrative Budget Narrative Tips • Review the instructions before completing the budget narrative • For personnel: • Include Annual Salary, FTE allotment, and Program Salary Subtotal within the Personnel Category Object class • Ensure award funds are not used to pay the salary of an individual at a rate in excess of Executive Level II ($185,100) • Before submission ensure: • Administrative Cost ≤10% • CQM ≤ 5%, or $3 million, whichever is less • Cross reference with Allocations Table and SF-424A • Ensure sufficient descriptions have been provided where applicable

36. Questions

37. Implementation Plan Purpose: demonstrates how funded services are implemented to achieve positive health outcomes along the HIV Care Continuum. The Implementation Plan contains objectives and outcomes, which are related to the stages of the HIV Care Continuum. It is comprised of two main components: Service Category Table HIV Care Continuum Table

38. Implementation Plan Other

39. Implementation Plan Other

40. Implementation Plan-HIV Care Continuum Table- Implementation Plan

41. Implementation Plan Implementation Plan-HIV Care Continuum Table-

42. Implementation Plan Tips When reviewing the Implementation Plan, ensure compliance with the following: • Services are allowable per the service category definitions • Service category goals are linked to current Comprehensive Plan goals and strategies • Objectives describe how the service goal for the specified service category was accomplished • Cross reference service category funds allocated with Allocations Report • Ensure recipients identify race/ethnicity for MAI funded service categories • Ensure the you select the Program Terms Report box on the service category table

43. MAI Plan Narrative Purpose: describes the plan for the MAI funded service categories and populations served • Changes/additions from 2016 application • Justification for changes and/or additions • Ensure sufficient justification on how MAI funded service categories and populations served are unique from other Part A funded services

44. Questions

45. Consolidated List of Contracts (CLC) Purpose: Identifies all Part A and MAI service providers receiving funds for the current grant year • The CLC form is the only form that identifies minority and faith-based providers • To be considered a minority provider, the organization must: • Have more than 50% of the positions on the executive board or governing body filled by persons of the racial/ethnic minority group to served • Have more that 50% of key management, supervisory, and administrative positions filled by persons of the racial/ethnic populations to be served • A faith-based organization is one that is owned and operated by a religiously affiliated entity

46. Consolidated List of Contracts (CLC)

47. Consolidated List of Contracts (CLC) Tips Before submitting your CLC, ensure compliance with the following: • Agencies funded for multiple service categories are listed separately for each contracted service, with corresponding amounts • The minority and faith-based sections are filled • Executed contracts are clearly identified • Allocations Table and Implementation Plan are cross referenced

48. Contract Review Certification (CRC) Purpose: certifies all service contracts awarded by the grantee for the current grant year, were reviewed and comply with OMB in 45 CFR 75 and other Ryan White HIV/AIDS Program requirements

49. Contract Review Certification (CRC) Contract Review Certification (CRC)

50. Contract Review Certification (CRC) Tips • Before submitting your CRC report, ensure compliance with the following: • Certify that the procedures used to advertise and award funds meet the minimum standards required by the HHS in 45 CFR 75 • Certify that the budgeted costs in all contracts have been determined allowable according to principles and standards established in the Uniform Guidance (45 CFR 75) • Certify that there are no mathematical errors in the budget of all contracts • Ensure the number of unexecuted contracts and date of execution is provided • Ensure the report is signed by both the Program Director and Recipient’s Budget (Fiscal) Officer • Cross reference with SF-424A and Budget Narrative