April 13, 2016 Princess Jackson, PhD Regional Administrator Office - - PowerPoint PPT Presentation

Health Resources and Services Administration Technical Assistance Workshop

April 13, 2016 Princess Jackson, PhD Regional Administrator Office of Regional Operations/Dallas Regional Office

U.S. Department of Health and Human Services Health Resources & Services Administration

Learning Objectives

• Improve awareness of HRSA programs throughout

Louisiana,

• Provide targeted outreach through technical assistance,

grant resources and tools to assist in developing stronger applications, and

• Support HRSA’s mission of improving access to health

care services to underserved populations

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Table of Contents

• 1. Who We Are, Our Work – Slides 4-17
• 2. The HRSA Grant Application Process – Slides 18-46
• 3. Helpful Hints & Suggested Tips – Slides 47-93

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Who We Are, Our Work

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HRSA Mission

“To improve health and achieve health equity through access to quality services, a skilled health workforce and innovative programs.”

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HRSA Strategic Plan

• 1. Improve Access to Quality Health Care and Services
• Integrate primary care and public health
• Strengthen health systems to support the delivery of quality health services
• 2. Strengthen the Health Workforce
• Align the composition and distribution to best meet needs of communities
• Support development of interdisciplinary teams
• 3. Build Healthy Communities
• Lead and collaborate with others
• Strengthen the focus on illness prevention and health promotion across populations and

communities

• 4. Improve Health Equity
• Partner with diverse communities to create, develop, and disseminate innovative

community-based health equity solutions, with a particular focus on populations with the greatest health disparities

• Further integrate services and address social determinants of health
• 5. Strengthen HRSA Program Management and Operations
• Support the development, enhancement, and use of technology
• Integrate financial, programmatic, and customer data to drive operational improvements

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HRSA Overview

HRSA focuses on six major program areas:

• Health Workforce
• Primary Health Care
• Healthcare Systems
• HIV/AIDS Care
• Maternal and Child Health
• Rural Health

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Bureau of Health Workforce (BHW)

Programs Include:

• National Health Service Corps Scholarship and Loan Repayment
• NURSE Corps Scholarship and Loan Repayment
• Diversity Programs including Centers of Excellence and

Scholarship for Disadvantaged Students

• Inter-Professional Training
• Behavioral Health Workforce Education and Training
• Grants to health professions schools and training programs

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Bureau of Primary Health Care (BPHC)

• Health Center Program grantees – Public and private non-profit health

care organizations that meet certain criteria under section 330 of the PHS Act and receive funds under the Health Center Program.

• Health Center Program look-alikes – Health centers that have been

designated as meeting the requirements of a health center, but do not receive grant funding under the Health Center Program

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Healthcare Systems Bureau (HSB)

• Organ and Blood Stem Cell Transplantation Program
• Poison Control Program
• 340B Drug Pricing Program
• National Vaccine Injury Compensation Program
• National Countermeasures Injury Program
• Hill-Burton Program
• National Hansen’s Disease Program

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HIV/AIDS Bureau (HAB)

• Ryan White HIV/AIDS Program Funds primary health care
• Provides support services and medications
• The AIDS Drug Assistance Program (ADAP)
• The Global HIV/AIDS Program

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Maternal and Child Health Bureau (MCHB)

• Title V Block Grants
• Healthy Start Programs
• Maternal, Infant, and Early Childhood Home Visiting Program
• Family-to-Family Health Information Centers
• Universal Newborn Hearing Screening
• Traumatic Brain Injury
• Emergency Medical Services for Children
• Children with Autism and Epilepsy
• Family-to-Family Health Information Centers

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Federal Office of Rural Health Policy (FORHP)

• Supports and funds State Offices of Rural Health
• Administers Outreach and Network Development grant

programs

• Funds and conducts research
• Provides technical assistance
• Oversees the University of North Dakota’s Rural

Assistance Center

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Federal Office of Rural Health Policy (FORHP)

Other Major Grant Programs:

• Hospital – State
• State Offices of Rural Health, Rural Hospital Flexibility Grant, Small

Rural Hospital Improvement Programs

• Telehealth
• Licensure Portability, Telehealth Network, Telehealth Resource Center

Grant Programs

• Community Based
• Rural Health Outreach, Rural Network development, Network

Planning, Quality Improvement, Rural Workforce and Delta States Rural Development

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HRSA’s Regions

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Office of Regional Operations

HRSA’s national network of 10 Regional Offices strive to increase access to quality care, information and resources.

• Provide responsive outreach and assistance to HRSA grantees, target

populations and stakeholders

• Partner with and convene local and regional stakeholders to advance HRSA

priorities

• Extend the reach of HRSA’s Bureau and Office programs
• Represent HRSA at meetings and events to promote HHS/HRSA initiatives
• Identify emerging regional/state trends, priorities, and effective strategies

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Acting Administrator James Macrae Headquarters 5600 Fishers Lane Rockville, MD 20857 Staff 1,860 employees Budget Authority $10 billion in FY 2015

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The HRSA Grant Application Process

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Technical Assistance Overview

Planning to Apply 101

• Where Do I Start?
• Where and How to find Funding Opportunities
• Forecast for FOA’s
• The 5 “Rs” To submitting a Strong Application
• Why/How to Become an Objective Reviewer
• Data Information Resources
• Assessing your organization and its infrastructure
• TA Resources
• Common Mistakes and Tips
• Questions?

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Planning to Apply 101

http://www.hrsa.gov/grants/apply/index.htm

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Where Do I Start?

Get Registered Now

• There are three different systems that you must register

in before applying for a federal grant

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Get Registered

SAM

Up to 4 weeks

System Importance Website Data Universal Number System (DUNS) DUNS numbers are required to identify organizations and it tracks how federal grant money is allocated. http://fedgov.dnb.com/webform System for Award Management (SAM) Designating an E-business Point of

• Contact. Registering with SAM is

required for organizations to use Grants.gov. https://www.sam.gov/ Grants.gov System by which organizations can submit applications for Federal funding. http://www.grants.gov/

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First Things First

• Before any entity can work with the Federal Government

through Grants or contracts they must register in Grants.gov

• Even if you are not going to apply this year, register NOW

Grants.gov

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Required Steps for Grants.gov Registration

These Steps MUST be completed prior to registering for Grants.gov:

• Obtain an organizational Data Universal Number System (DUNS)

number

• Register the organization with System for Award Management (SAM)
• Register an Authorized Organization Representative (AOR) in SAM,

MPIN, and select the E-Biz contact

SAM AOR

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Dun & Bradstreet Number (DUNS)

1st Step:

• Your organization must have a DUNS Number:

http://fedgov.dnb.com/webform

• DUNS number will be emailed to you

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System for Award Management (SAM)

2nd Step:

• Register with the System for Award Management (SAM):

http://www.sam.gov

• Must be updated annually
• Can take 5 days to 2 weeks!
• Per 2 CFR Part 25, Registration with SAM is an eligibility requirement

to submit applications through grants.gov

SAM

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System for Award Management (SAM)

• Need DUNS number to register
• Designate E-Business Point of Contact (E-Biz POC)
• MPIN
• Authorized Organization Representatives (AORs)
• AORs must have complete profile
• E-Biz POC must approve the AOR to submit applications on behalf of the
• rganization
• Renew SAM annually

SAM

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The SAM/Grants.gov Connection

Designate an E-Biz Point of Contact

• E-Biz POC identifies a special password called the “MPIN”.
• E-Biz POC gives authority to the Authorized Organization

Representative (AOR) to submit applications into Grants.gov Designate E-Biz POC

AOR

AOR

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Grants.gov

3rd Step

• Log on to www.grants.gov
• AOR must complete profile on grants.gov
• Wait one day after SAM registration
• Need DUNS
• E-Biz POC must log into grants.gov to approve AOR registration
• Registration must be updated annually
• Passwords must be updated every 90 days

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• Grants.gov (http://www.grants.gov/)
• HRSA Website (http://www.hrsa.gov/grants/)
• HHS Forecast
• http://www.acf.hhs.gov/hhsgrantsforecast/ttp://www.hrsa.gov/grants/
• Register to get email notifications when opportunities are available:
• http://www.grants.gov/web/grants/manage-subscriptions.html

Find Funding Opportunities

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Grants.gov Support

Grants.gov Contact Center

• 24 hours a day, 7 days a week
• Closed on federal holidays
• Phone: 1-800-518-4726
• Email: support@grants.gov
• iPortal: Top 10 requested help topics (FAQs),

Searchable knowledge base, self service ticketing and ticket status, and live web chat

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HHS Forecast

• Check the forecast to see planned upcoming

Funding Opportunity Announcements

• Helps organizations view federal agencies

funding plans and begin the planning stage of applying for a grant

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HHS Forecast

• Review the HHS Forecast

http://www.acf.hhs.gov/hhsgrantsforecast/index.cfm

• In the “Search” box, enter HRSA
• System will return
• Title of Program
• OpDiv
• Last date when FOA was updated
• The Catalog of Federal Assistance Number (CFDA)
• Posted to Grants.gov
• Status of the Funding Opportunity Announcement (FOA)

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Funding Opportunity Announcement

• Explains available funding, application, and eligibility information
• All Federal announcements must follow the same format (set by OMB)
• Contains information applicants need to know to apply for funding
• Program history, regulations, and HRSA contact information

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The 5 “R’s” when Planning to Write a Strong Application

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The Five “Rs”: Submitting Strong Applications

• 1. Do the Research
• 2. Recruit a Team
• 3. Respond to the Guidance
• 4. Review the Application
• 5. Revise It As Needed

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Do the Research

• Learn about the grant program
• Study projects that have been awarded in the past
• Assess the specifics of the Funding Opportunity Announcement (FOA) and

how it relates to HRSA’s overall missions and goals

• Ensure you understand the application requirements
• Consider your organization’s capacity (i.e., staffing, fiscal infrastructure, etc.)
• Evaluate the time-cost benefit of applying for the funding opportunity
• Do not ask yourself if the organization needs the funding, but rather whether

the organization can commit to the potential project.

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Recruit a Team

• Internal Team
• Help draft the application
• Talk with colleagues and partners
• Provide honest feedback
• Have knowledge of the your organization
• Grant Writer (Advantages/Disadvantages)
• Consortium/Network Members
• Determine the roles and participation levels
• Obtain written commitments (i.e. MOUs)
• Consider overall network structure

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Respond to the FOA

General Tips

• Use clear and concise language and make it enjoyable to read
• Stay focused on the project activities
• Avoid acronyms
• Stress the need in the community and benefit from funding

(create the picture)

• Don’t assume reviewer knowledge of your area/program

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Review Your Application

• Be willing to utilize all available resources to strengthen the application
• Did you respond to all sections of the FOA?
• Do you have all required attachment per the FOA?
• Are you within page limit?
• Ensure all registrations are up to date.

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Revise It As Needed

• If corrections are needed, make them in all places

applicable (ie) Program Narrative and any attachments

• Budget calculations
• Work plan

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The HRSA Review Process

• Division of Independent Review (DIR)
• Assemble an Objective Review Committee (ORC)
• The ORC Panel is comprised of external Reviewers
• Review is based on the Review Criterion as stated in the FOA
• ORC responsible for evaluating and rating eligible applications in

response to the FOA

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We Need You!

• Advantages of Becoming a Reviewer

Organization can become familiar with the objective review process Knowledge gleamed from becoming a reviewer could assist

• rganizations in writing a better proposal/application
• You must register to be a reviewer

https://grants.hrsa.gov/webReview/

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Assessment of Organization and Infrastructure

How to Assess your Organization for Readiness:

1. Organizational Values

a. Mission/Vision and primary goals

2. Structure

a. By laws

• b. Board of Directors

c. CEO d. CFO e. Management Team and staff f. Organizational Chart 57

How to Assess your Organization for Readiness cont.

3. Systems

Financial Operations: Accounting practices that conform with standards

a. Policies & Procedures (check & balance) b. Annual Financial Reports c. Fundraising

4. Human Resources Management Operations

a. Written Policies and Procedures b. Capacity Building c. Volunteers

5. Organizational Culture

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Assessment of Organization and Infrastructure

Infrastructure:

1. Physical-Building and grounds 2. Technology

a. Telephone

• b. Fax

c. Computer Hardware

• d. Computer Software

e. Webpage f. Databases 59

Technical Assistance Resources

• HRSA has developed the: HRSA Grants Technical Assistance (TA) Webpage,

viewed at: http://www.hrsa.gov/grants/apply/

• This is a one-stop-shop for potential applicants on how to apply for HRSA

Federal assistance.

• Applicants will find valuable information on how to apply for HRSA grants,

including webcasts, videos, and other technical assistance guidance and a wealth of other relevant & useful information and links tailored to HRSA- specific process and requirements.

• Please utilize this resource to better understand the HRSA grant application

process.

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Common Mistakes

• Not Registered with Grants.gov
• Missing or Incorrect DUNS on application
• Expired SAM registration
• Going over the page limit
• Application is rejected for errors and applicant did not

leave enough time to correct before the deadline

• Rejection email is in spam folder
• AOR is not approved by E-Biz Point of Contact
• AOR is not available to submit the application
• Applying to the wrong announcement number

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Important Tips!

• Check registrations as soon as you hear about a Federal

grant opportunity!

• Or Get Registered NOW: DUNS, SAM, Grants.gov
• AOR, passwords
• Do not wait until the last minute to submit application to

grants.gov!

• If application is rejected due to errors, may not be able to re-submit!
• Waivers/extensions rarely granted!

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Top Ten Tips to Remember

67 http://www.hrsa.gov/grants/apply/grantips.html

Start Preparing the Application Early

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• Time is needed to:
• ensure registration,
• assemble team,
• review materials, outreach to funder,
• participate in Technical Assistance events
• Respond to the FOA
• Submit before the deadline

Follow the Instructions in the Funding Opportunity Announcement

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All information should be placed in the order

• requested. A careful and
• rdered response is key

because it,

• Allows an applicant ease
• f review before

submission

• Eliminates the possibility
• f Reviewers having to

look for information or possibly overlooking information

Keep Your Audience in Mind

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Reviewers can not include

• utside information and will

review what is in your proposal. Responses should speak to the program requirements. Assume nothing, and keep the Review criteria in mind.

The Busy B’s

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• Be Brief
• Be Concise
• Be Clear
• Be Consistent
• Be Confident
• Be Specific
• Be On Time (in

submitting, registrations)

Be Organized and Logical

• Applications that fail to

project a complete and thorough thought process, run the risk of receiving low scores during the review process.

• Completeness is key in

thought as well as required attachments.

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Show Evidence of Fiscal Stability and Sound Fiscal Management

• Review your internal fiscal operations.
• Do you have the capacity to handle

federal funds.

• Cite past experiences where and when

possible

• At the end of the project, where does

your organization sit financially?

• The possible award would be what

percentage of your Annual Operating Revenue?

• HRSA assesses and organization risk

possibilities

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Attend to Technical Details

Top Grants.gov Failures:

• Invalid DUNS Numbers
• SAM.gov Expirations
• File Type Associations

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Careful and Correct Use of Attachments

• Do not use attachments for information

required in the narrative

• Cross reference tables and attachments to

the appropriate section of the application

• Upload required forms in the proper order

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Writing a Competitive Grant Application

The Eight basic components of a proposal package:

1. The Proposal Summary 2. Introduction of Organization 3. The Problem Statement or Needs Assessment 4. Project Objectives 5. Project Method or Design 6. Project Evaluation 7. Future Funding 8. The Project Budget

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The Proposal Summary

• Tell the story of the proposal on one page.
• Include the need for the program, population served,

a brief description of the project and its goals and

• bjectives. Highlight the organizations background

and qualifications.

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Introduction of Organization

• Historical Background
• Biographical Sketches of Professional Staff
• Organizational Chart

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Problem Statement

• To collect information for the Problem Statement, conduct and

document formal and informal needs assessment for the program in the target/service area. Areas to include documentation are:

Purpose for Developing the Proposal Stress what gaps exist in addressing the problem that will be addressed by the proposal. Beneficiaries – Who they are and How they will benefit Remaining alternatives available when funding has been exhausted. Explain what will happen to the project and the impending implications. Social and Economic Costs to be affected Most Important, the specific manner through which problems might be solved. How the applicant came to realize the problem exists, and what is currently being done about this problem. Review the resources needed, considering how they will be used and to what end.

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Data Information Resources

Where to find:

• Affordable Care Act, www.healthcare.gov
• Community Health Status Indicators, https://www.healthdata.gov/
• Health Related Datasets, https://www.data.gov/health/
• UDS Mapper, http://www.udsmapper.org/
• County Health Rankings, http://www.countyhealthrankings.org/

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Program Goals and Objectives

• Goal – General Statement of the Program’s Purpose
• Objectives – Concrete and Specific Statements of

how the Goal will be Achieved

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Program Description

• The program description refers to how the project is

expected to work and solve the stated problem.

• Just as the statement of objectives builds upon the

problem statement, the description of methods or strategies builds upon the statement of objectives.

• For each objective, a specific plan of action should

be laid out.

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Program Description

Program Action-Logic Model

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Program Evaluation

• How will the proposed program/project

achieve the desired goals and objectives?

• How with the program’s success be

measured?

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Sustainability

Within the proposal, provide information on:

• Ongoing relationships with partners
• Networks that will be developed and maintained

within the community

• Infrastructure that will be retained for future use
• How the project will be used in the future

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Budget Considerations

• Personnel (Salaries & Wages)
• Fringe Benefits
• Travel
• Equipment
• Supplies
• Indirect Cost
• Matching Requirements (if applicable)

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Technical Assistance Resources

• View HRSA Grant webcasts and various other informative

presentations on You Tube (search HRSA grants)

• Tips for Writing & Submitting Good Grant Proposals
• The HRSA Grants Life Cycle and Process
• Navigating and Preparing a HRSA Application
• Debunk the Myths Video Series
• HRSA Competitive Application Objective Review Process

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Contact

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Princess Jackson, PhD pdjackson@hrsa.gov