FY18 LPHA Planning & Contracting Guidance S ession Out comes - - PowerPoint PPT Presentation

FY18 LPHA Planning & Contracting Guidance

S ession Out comes

Participants will be familiar with:

• FY 18 planning process including steps, timeline,

resources

• FY 17 reminders regarding upcoming deadlines,

reporting and expenditures processes

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5 Year Planning and Implement at ion Cycle

2014 Needs Assessment Ident ificat ion of 5-year MCH Priorit ies Development and implement at ion of st at e logic models & act ion plans Collaborat ive development of local LMs and APs FY18: 2nd year of local implement at ion

• f new priorit y act ion plans

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Cont ract ing Goal

To meet state and federal funding requirements and ensure that funds are being utilized in the most effective manner to serve the MCH

• populations. Through reporting, tell

the story of our impact.

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Agencies receiving >$50K participate in MCH planning, implementat ion, and reporting process Contracts are administered by the state MCH team in partnership with HCP team Award amounts are represented on the Local Funding Distribution Plan unless otherwise determined; FY18 amounts are consistent with FY17

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Agencies execut ing Grant Fund Change Let t ers for Year 2 t hrough PS D in FY18

• Boulder
• Denver
• El Paso
• Garfield (Year 1)
• Jefferson
• Larimer
• Mesa
• Northeast
• Pueblo
• S

an Juan Basin

• Tri County
• Weld
• Alamosa (for HCP only)
• Montrose (for HCP only)

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• Year 2 of a 2-year contract
• We will use a Grant Fund Change Letter

process

• This requires the submission of an updated, 1-

year budget

• Unilateral signature process: New signatures

from local boards are not required

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Timeline for Planning Process

April

Meet in person or via phone with MCH Generalist Consultant to discuss budget development (as well as action plan updates and

readiness tool responses, if applicable) This may include: Discussion with HCP Consultant on HCP Planning forms and MCH implementation Team (MIT) on specific action plans particularly if changes are being planned

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Act ion Plan Tips & Reminders

• Local action plan templates span 2 years worth of

work

• As a reminder, final versions of the original templates

are posted at www.mchcolorado.org

• Obj ectives and activities may be updated in coordination

with MITs at any time

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Timeline for Planning Process, cont .

By May 17 S ubmit DRAFT budget forms and HCP planning forms to your MCH

• Generalist. Also submit action plans if there are changes.

May-June Receive summarized CDPHE team feedback from MCH Generalist. If needed, complete requested revisions and re-submit. By June 13 Final deadline to submit budget forms and HCP planning forms to cdphe.psmchreports@ state.co.us

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Timeline for Planning Process, cont .

By June 20: MCH Generalist will send a final budget approval email to LPHA. Oct.1: Begin implementat ion of FY18 MCH plans.

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FY17-18 Cont ract Expect at ions: Training

• Engage with CDPHE on technical assistance and/ or

shared learning focused on community engagement in MCH work

• Engage in patient navigation training
• Practice based care coordination
• Improving cost effectiveness
• Multifaceted HCP care teams

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FY17-18 Cont ract Expect at ions

Implement the HCP Care Coordination Model, as in previous years (required for all agencies over $15k)

• In accordance with HCP Policies and Guidelines

and the HCP Planning Form

• Includes data entry into CDS
• Described in statement of work, not included

as separate action plans

• Large agencies provide 1:58 ratio of FTE to

active care coordination clients at any one time

• HCP care coordination funds tied to

performance targets

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• County trends analysis

(provided on 3 yr. cycle)

• Colorado Health Indicators

website

• County Health Information

Dataset (CoHID)

• Community health assessments

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• HCP snapshot data

www.hcpcolorado.org

• CDS

reports (care coordination and specialty clinics)

• Estimated CYS

HCN population by county (map)

MCH Generalist Consultants Work collaboratively year round with LPHA staff to support the MCH process MCH Implementation Team Leads (MITs) Provide TA & consultation on MCH Priorities HCP Consultants Provide TA and support on specialty clinics, care coordination & local systems building MCH and CYS HCN S ection Managers Overall management, support, and quality improvement

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GFCL Budget Templat e

GFCL Budget Templat e

GFCL Budget Templat e

GFCL Budget Templat e

GFCL Budget Templat e

FY17-18 MCH HCP Cont ract Expect at ions

MCH contracts include both federal funds and state general funds. These include specific requirements to serve the Children and Youth with S pecial Healthcare Needs population (30%

• f federal funds; 100%
• f state funds).

We ask that LPHAs continue to budget with the goal of spending at least 60%

• n efforts serving

the CYS HCN population and approximately 40%

• n

CA and WORA, although this amount may be less.

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FY18 Budget Template

There will be 5 population groups to select:

• Child/ Adolescent
• Women of Reproductive Age
• Medical Home
• Care Coordination
• S

pecialty Clinics

Budgets will continue to target the following ratio

At least 60%

• f spending

40%

• r less of spending

S trategies serving the C YS HC N population:

• medical home
• care coordination
• specialty clinics

S trategies serving children, adolescents, & women

• f reproductive age:
• African American infant mortality
• early childhood screening
• early childhood obesity
• pregnancy related depression
• suicide and bullying
• substance abuse

GFCL Budget Templat e

Budget Tips

Reference t he “ Inst ruct ions” and “ S ample” budget t abs “ Open” operat ing and t ravel line, when appropriat e, t o prevent t he need t o do formal budget revision for small unforeseen

• perat ing and t ravel charges

Personal S ervices

• Only put t he posit ion t it le in t he cell
• Add staff names in t he comment box for t hat cell

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Fact ors Affect ing Allowabilit y

฀

Expenses must be “ reasonable/ necessary, allocable and allowable.”

฀

Reasonable/ necessary: Is the purchase necessary to complete the work plan? Is it reasonable to need paper, computers, furniture, etc to complete the work plan?

฀

Allocable: Is there a logical connection with/ to the statement of work

฀

Allowable: Is the purchase allowed by the funding source? Food and incentives, as an example, are often unallowable expenditures.

Food

Allowed:

• Food used for events related to MCH action plan (“ …

for events whose primary purpose is the dissemination of technical information “ beyond” the non-federal entity… ) 45 CFR Part 75.432

• Training
• Community Meetings
• External S

takeholder Engagement Events

• Multi-County Regional Meetings, etc.

NOT Allowed:

• Food for agency staff meetings and specialty clinics

Budget Revisions

Grantees may move up to 25%

• f the total budget for direct

costs between maj or budget categories (e.g., personal services, travel, operating, and contractual) or between budgets (e.g., care coordination, child & adolescent). Budget Revisions are required for CUMULATIVE changes in excess of 25%

• f the total budget for direct costs or

$250,000, whichever is less, between approved budget categories (personnel, operating, etc.) and/ or MCH budgets (CA, CC, etc.).

Unspent Funds

The PS D monitoring process works to ensure

• ptimal and maximum use of funds

S tate program and fiscal staff regularly review grantee spending data If an agency is significantly under-spent or

• verspent at the time of review, state

program staff will contact the agency to discuss circumst ances surrounding the spending pattern as well as a plan of action.

Unspent Funds, cont .

A final assessment will be conducted by PS D program and fiscal staff at the end of each contract period. If a contractor/ grantee is under-spent by 10%

• r

$15,000, whichever is less, subsequent awards may be reduced. If an agency anticipates or identifies a risk of un-spent funds during their contract period, they should contact the PS D program staff to request an adj ustment to the budget and/ or award amount so that the funds may be redistributed and utilized in the most optimal way.

FY17 Reminder

The following attribution is required on products produced with block grant funding, including those of sub- recipients: “ This proj ect was supported by the Health Resources and S ervices Administration (HRS A) of the U.S . Department of Health and Human S ervices (HHS ) under grant number B04MC30601, Maternal and Child Health S

• ervices. This

information or content and conclusions are those of the author and should not be construed as the official position or policy of, nor should any endorsements be inferred by HRS A, HHS

• r the U.S

. Government.”

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FY17 Reminders

• Deadline to add or delete an entire action plan: May 30,

2017

• Deadline to submit a budget revision (without S

OW changes): June 30, 2017

• FY17 Annual Reports: Due October 31, 2017
• Final FY17 invoice: Due by November 14, 2017
• CMS

ratings will occur only once per year (late summer/ early S ept.)

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Fall Webinar

• Oct. 2017 as an FY18 contract year kick-off

Topics

• FY17 Annual report
• FY 18 implementat ion, TA, progress check-

ins, budget revisions, updated policy and guidelines, CMS rating system, invoicing, etc.

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To Revisit Today’ s Informat ion

S lides will be archived at mchcoloarado.org

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3 9

Heather Baumgartner MCH S ection Manager 303.692.2427 Jennie Munthali CYS HCN S ection Manager 303.692.2435