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National Monitoring Standards 2013

National Monitoring Standards 2013. CDR Matthew Newland Public Health Analyst Department of Health and Human Services Health Resources and Services Administration HIV/AIDS Bureau Division of Metropolitan HIV/AIDS Programs. Purpose of National Monitoring Standards HRSA/HAB Expectations

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National Monitoring Standards 2013

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  1. National Monitoring Standards 2013 CDR Matthew Newland Public Health Analyst Department of Health and Human Services Health Resources and Services Administration HIV/AIDS Bureau Division of Metropolitan HIV/AIDS Programs

  2. Purpose of National Monitoring Standards HRSA/HAB Expectations Monitoring Standards Implementation Updates to Standards Resources Session Overview

  3. Purpose of National Monitoring Standards (NMS) • Provide a compilation of all major Ryan White Program documents used for COMPLIANCE, OVERSIGHT, and EXPECTATIONS • Assist grantees in meeting Federal requirements for program and fiscal management, monitoring, and reporting • Help standardize project officer monitoring of grantees • Clarify the oversight expectation of Ryan White Part A Program • Assist/guide grantees in compliance to monitoring expectation • Identify specific roles regarding monitoring of sub-grantees

  4. Purpose of NMS Compliance, Oversight, and Expectations • Ryan White Legislation • Code of Federal Regulations • HHS Grants Policy Manual • HRSA/HAB Policies • Part A Funding Opportunity Announcement • Part A Manual (clarification, best practice) • Program Terms and Conditions of Award • OIG/GAO Reports and Recommendations

  5. National Monitoring Standards • NMS • Developed in response to OIG, Congress, and GAO oversight issues • Published April 2011 • Revised May 2013 • Three Components to the NMS • Universal Monitoring Standards (18 pages) • Fiscal Monitoring Standards (43 pages) • Program Monitoring Standards (78 pages) • Monitoring Standards: FAQs (19 pages)

  6. Why Do We Need National Monitoring Standards? Contract Monitoring • Fiscal Monitoring – a system to assess the appropriate use of funds including the control, disbursement, use, and reporting of allowable costs • Program Monitoring – a system to assess whether allowable services are provided to eligible clients according to service limits • Quality Management – a system to assess the degree to which a service meets or exceeds established professional standards and user expectations

  7. HRSA/HAB Expectations • Any agency or individual receiving Federal funding is required to be monitored for compliance with federal and programmatic requirements • Grantees must perform fiscal monitoring activities to ensure Ryan White funding is being used for approved purposes • Grantees are required to conduct “comprehensive” annual monitoring site visits to all sub-grantees, unless an exemption has been granted by HAB/DMHAP

  8. NMS-OIG Recommendations • Specify and enforce standards and guidelines for how grantees should monitor grantees • Standardize a corrective action process and address grantee issues more formally • Increase the frequency and comprehensiveness of site visits

  9. NMS Implementation Grantee Responsibilities: • Conduct annual visit • Develop its own Monitoring Standards • Ensure compliance with all the National Monitoring Standards • Make National Monitoring Standards available to sub-grantees and document monitoring activities • Keep POs informed about its monitoring activities

  10. Monitoring Standard Elements Each Monitoring Standard has four elements: • Performance Measure/Method • Grantee Responsibility • Provider/Sub-grantee Responsibility • Source Citation

  11. Example of a Part A FiscalMonitoring Standard

  12. Universal Monitoring Standards • Section A: Access to Care • Section B: Eligibility Determination • Section C: Anti-Kickback Statute • Section D: Grantee Accountability • Section E: Reporting • Section F: Monitoring • Appendix 1 – Report Due Dates

  13. Universal Standards - Updates

  14. Part A Fiscal Monitoring Standards • Section A: Limitation on Uses of Part A Funding • Section B: Unallowable Costs • Section C: Income from Fees for Services Performed • Section D: Imposition and Assessment of Client Charges • Section E: Financial Management • Section F: Property Standards • Section G: Cost Principles • Section H: Auditing Requirements • Section I: Matching of Cost-Sharing Funds • Section J: Maintenance of Effort • Section K: Fiscal Procedures • Section L: Unobligated Balances

  15. Part A “Fiscal” Monitoring Standards - Updates

  16. Part A “Fiscal” Monitoring Standards - Updates

  17. Part A Program Monitoring Standards Section A: Allowable Uses of Part A Service Funds Section B: Core Medical Services Section C: Support Services Section D: Quality Management Section E: Administration Section F: Other Service Requirements Section G: Prohibitions and Additional Requirements Section H: Chief Elected Official (CEO) Agreements and Assurances Section I: Minority AIDS Initiative

  18. Part A “Program” Monitoring Standards Updates

  19. Part A “Program” Monitoring Standards Updates

  20. Monitoring Standards: FAQs • FAQs are divided into seven sections: • National Monitoring Standards (NMS) Basics • Structure of the NMS Documents • Implementation of the NMS • Universal Monitoring Standards Questions • Program Monitoring Standards Questions • Fiscal Monitoring Standards Questions • Appendix 1

  21. FAQ - Updates

  22. FAQ - Updates

  23. FAQ - Updates

  24. Resources Part A and B Monitoring Tool: https://careacttarget.org/category/topics/program-monitoring (click the “Grantee” tab at the top of the page)

  25. Contact Information CDR Matthew Newland Public Health Analyst (301) 443-0296 mnewland@hrsa.gov

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