Ryan White HIV/AIDS Part D Grants for Coordinated HIV Services and - - PowerPoint PPT Presentation

Ryan White HIV/AIDS Part D Grants for Coordinated HIV Services and Access to Research for Women, Infants, Children and Youth (WICY) Competing Supplemental

Department of Health and Human Services Health Resources and Services Administration HIV/AIDS Bureau, Division of Community HIV/AIDS Programs Director: Mahyar Mofidi, DMD, Ph.D.

Agenda

• HRSA-16-087 FOA, SF-424 Application Guide
• Acronyms
• Overview of Ryan White HIV/AIDS Part D Program
• NHAS 2020 and HIV Care Continuum
• Allowable Activities
• Application Structure/Sections
• Budget
• Funding Restrictions
• Attachments
• Application Review by HRSA
• Grant Writing and Submission Tips
• Q & A

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Acronyms

• Application

Guide SF-424 Application Guide

• CQM

Clinical Quality Management

• DUNS

Data Universal Numbering System

• EHB

Electronic Handbook

• NHAS

National HIV AIDS Strategy

• EHR

Electronic Health Records

• MIS

Management Information System

• EIS Early Intervention Services
• FOA

Funding Opportunity Announcement

• GMS Grants Management

Specialist

• HAB HIV/AIDS Bureau
• PO Project Officer
• RWHAP Ryan White HIV/AIDS

Program

• SAM System for Award

Management

• WICY Women, Infant, Children, and

Youth 3

Funding Opportunity Announcement (FOA) HRSA-16-087

• This FOA solicits applications from existing Part D

recipients under the Ryan White HIV/AIDS Program (RWHAP) Part D Program.

• Awards will support recipients’ efforts to

strengthen their organizational interventions to improve health outcomes along the HIV care continuum.

• Project Period is August 1, 2016 – July 31, 2017

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Funding Opportunity Announcement (FOA) HRSA-16-087

PURPOSE To assist currently funded RWHAP Part D WICY recipients in their efforts to strengthen innovative organizational interventions and program infrastructure to improve health outcomes along the HIV care continuum and consistent with the National HIV/AIDS Strategy 2020. Applicants may propose one activity in either: 1) HIV Care Innovation OR 2) Infrastructure Development Please refer to pages 1 to 3 of the FOA.

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Announcement Guidance

Two Components of the HRSA 16-087 Announcement

1) Program Specific Instructions

• Part D Supplemental FOA HRSA-16-087 (“FOA”)

2) HRSA’s General Guidance

• SF 424 Application Guide (“Application Guide”)
• Links are found throughout the FOA (beginning
• pp. ii and 7; the August 2015 version is the most

current)

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National Strategy

National HIV/AIDS Strategy: Updated to 2020

• The National HIV/AIDS Strategy for the United States: Updated to

2020 (NHAS 2020) is a five-year plan that details principles, priorities, and actions to guide the national response to the HIV epidemic. To the extent possible, program activities should strive to support the four primary goals of NHAS 2020:

• Reduce new HIV infections
• Increase access to care and optimizing health outcomes for people living

with HIV

• Reduce HIV-related health disparities and health inequities; and
• Achieve a more coordinated national response to the HIV epidemic.

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HIV Care Continuum

Source: NHAS 2020 8

FY2016 Part D Supplemental Awards

• Applicants may propose one activity that will fill gaps identified in its

HIV care continuum for underserved WICY living with HIV/AIDS in the recipient’s current service area.

• Applicants may request funding amounts of up to $100,000 for the
• ne year project period (8/1/16-7/31/17).
• Applicants may propose an expansion of activities currently

supported with Part D supplemental funding; however, the same activity proposed and funded in FY 2015 will not be considered for funding in FY 2016.

• Only specific short-term (one year) activities will be funded under

this announcement. Please refer to pages 1 to 3 of the FOA.

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Funding for Only One Activity under the FY 2016 Part D Supplemental Award

• 1. HIV Care Innovation:
• HIV Case Finding;
• Motivational Interviewing;
• Patient-Based Treatment Adherence; or
• Patient Chronic Disease Self-Management.

OR

• 2. Infrastructure Development:
• Electronic Health Records (EHR);
• Financial Management Systems; or
• Management Information System.

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Addressing the HIV Care Continuum

• Applicants must provide baseline data (by calendar

years 2014 and 2015) for each stage of the HIV care continuum.

• Proposed activities must be linked directly to specific

point(s) along the HIV care continuum, with a target level of improvement. (Example: increasing viral load suppression from baseline 50% to 60%.)

• The use of HHS Common HIV Core Indicators/HAB HIV

performance measures is strongly encouraged.

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HIV Care Innovation

• Train designated staff in HIV case finding techniques through

local health departments and/or CDC-funded training centers (http://nnptc.org) and apply these skills in the clinical setting to link persons into HIV primary care after HIV testing to address the stages of the HIV care continuum.

• Identify the stage of the HIV care continuum (pick one):

(1) Linkage to HIV medical care or (2) Retention in HIV medical care.

HIV Case Finding

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HIV Care Innovation

• Train staff in Motivational Interviewing through the local AIDS

Education and Training Center (AETC) or other resources to engage patients in HIV care.

• Work with both staff and patients on retention in care and apply

the training in the clinical setting to address the stages of the HIV care continuum.

• Identify the stage of the HIV care continuum (select one):

(1) Linkage to HIV medical care; (2) Retention in HIV medical care; or (3) Appropriate prescription of Antiretroviral Therapy (ART).

Motivational Interviewing

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HIV Care Innovation

• Implement an innovative, patient-based treatment adherence

program to provide long term adherence support for chronically non-adherent patients and apply the program to address the stages of the HIV care continuum.

• Identify the stage of the HIV care continuum (select one):

(1) Appropriate prescription of ART or (2) Achieving a high HIV viral load suppression rate.

Patient-Based Treatment Adherence

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HIV Care Innovation

• Institute a clinic-wide Chronic Disease Management Program for

HIV/AIDS based on the Stanford program or other resources for patient self-management to engage patients in long-term disease control and apply the program to address the stages of the HIV care continuum.

• Identify the stage of the HIV care continuum (select one):

(1) Retention in HIV medical care or (2) Achieving a high HIV viral load suppression rate.

Patient Chronic Disease Self-Management

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Infrastructure Development

• Purchasing and implementing an EHR system to improve the

quality, safety, and efficiency of patient health care.

• Identify the stage of the HIV care continuum (select one):

(1) Linkage to HIV medical care; (2) Retention in HIV medical care; (3) Appropriate prescription of ART; or (4) Achieving a high HIV viral load suppression rate.

Electronic Health Records (EHR)

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Infrastructure Development

• Purchasing and implementing a financial accounting system
• r software capable of managing multiple sources of

funding for HIV primary care services, as well as actual expenses by line item and enhancing the billing process for third-party reimbursement.

• Identify the stage of the HIV Care Continuum (select one):

(1) Linkage to HIV medical care; (2) Retention in HIV medical care; or (3) Achieving a high HIV viral load suppression rate.

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Financial Management System

Infrastructure Development

• Identifying, establishing and strengthening administrative,

managerial, and management information system (MIS) structures to offer, enhance, or expand comprehensive HIV primary healthcare, especially in the context of the Affordable Care Act.

• Identify the stage of the HIV care continuum (pick one):

(1) Linkage to HIV medical care; (2) Retention in HIV medical care; (3) Appropriate prescription of ART; or (4) Achieving a high HIV viral load suppression rate.

Management Information System

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Application Structure

• Project Abstract
• Project Narrative
• Introduction
• Needs Assessment
• Methodology
• Work Plan
• Resolution of Challenges
• Evaluation and Technical

Support Capacity

• Organizational Information

Applicants must include the following sections in their application:

• Budget
• Budget Justification

Narrative

• Attachments (5)

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Abstract

Include:

• Project Title: FY16 Part D WICY Supplemental
• Requirements listed in the SF-424 Application Guide
• Summary of the proposed activity
• Include the specific stage in the HIV care continuum to be

addressed by the activity

• Amount requested (up to $100,000)

* Note: Abstract must be single-spaced and no more than one page in length. See page 7 in the FOA and page 41 in the Application Guide.

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Project Narrative

Major Sections:

• Introduction
• Needs Assessment
• Methodology
• Work Plan
• Resolution of Challenges
• Evaluation and Technical Support Capacity
• Organizational Information

See pages 8-12 in the FOA.

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Introduction

• Briefly describe the purpose of the application.
• Clearly state the proposed activity – within HIV

Care Innovation or Infrastructure Development.

• Explain why it is needed and how health outcomes

along the HIV care continuum will improve.

• Address how the proposed project will meet one or

more of the NHAS 2020 goals.

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Needs Assessment

• Describe unmet need based on evaluation of the gaps in the

HIV care continuum.

• Provide baseline HIV care continuum data as whole

numbers for the numerator and denominator as well as percentages.

• -Applicant’s own data for each stage of the care

continuum (CY 2014 and CY 2015)

• -Definitions for numerators and denominators
• Describe target population(s), if applicable.
• Identify and define the gaps in the HIV care continuum.
• Describe the barriers impacting accessing care and the HIV

care continuum.

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Sample Table for Baseline Data

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Sample Table Including Specific Target Populations

2014 2015 HIV Care Continuum Stage Numerator/Denominator and (%) Numerator/Denominator and (%) Linkage to Care (Total) Linkage to Care (Young MSM) Retention in Care (Total) Retention in Care (Young MSM) Number on ARVs (Total) Number on ARVs (Young MSM) Viral Load less than 200 cop/mL (Total) Viral Load less than 200 cop/mL (Young MSM)

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Methodology

Propose methods that will be used to address:

• The selected activity;
• Collaboration and coordination efforts and

strategies; and

• How the applicant proposes to continue the activity

at the end of the project period. The selected activity must be under one of the two categories for funding under this FOA:

• 1. HIV Care Innovation, or
• 2. Infrastructure Development.

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Methodology Collaboration and Coordination

Outline the needed partnerships for the proposed project (if applicable), and

• The tasks that each partner proposes to perform;
• The responsible party of the partner;
• The amount of funds, if any, allocated to the

partner; and

• Letters of Support and/or Letters of Commitment

from each partner and/or collaborating entity should be included in Attachment 5.

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Methodology Sustainability

Explain how the applicant will maintain or continue the efforts set forth in this project beyond the project period.

• Supporting maintenance of systems and newly

trained staff

• Supporting the activity that addresses the

identified gap in the HIV care continuum

• Also, applicants should include a description of the

plan for the dissemination of information and/or products developed as a result of this funding.

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Work Plan – Part 1 Narrative

• Separate from the table, the application

should include a narrative regarding the approach to addressing the targeted activity.

• Applicants should list all action steps that will

be necessary to implement the proposed project and accomplish the proposed

• bjectives.

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Work Plan – Part 2 Table

The work plan table (Attachment 4) should contain:

• A Problem Statement(s) that identifies the specific stage(s) in the

HIV care continuum to be addressed (1-2 sentences);

• A description of each Goal that corresponds to a problem

statement (1-2 sentences), corresponding to the specific stage(s) in the HIV care continuum to be addressed;

• A description of each Objective that corresponds to a goal (1

sentence) and how each objective addresses the corresponding stage(s) of the HIV care continuum;

• A listing of Key Action Steps for each objective (1-2 sentences);

and

• A targeted Completion Date (Month/Year) for each objective and

each action step.

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Sample Work Plan – Table

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Evaluation and Technical Support Capacity

Two required components:

• Data Collection and Management
• Describe data collection system and the methods used to collect

and monitor the outcomes of the proposed activity.

• Project Evaluation
• Describe the evaluation activities, including quality management,

that will be used to assess the impact of the proposed project.

• Describe the CQM program and other resources devoted to

evaluation activities for the project.

• Discuss the performance measures selected (HHS core/ HAB HIV

indicators are recommended), timeline and expected outcomes.

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Organizational Information

• Describe organizational skills or capabilities that

contribute to the ability to implement the proposed project, strengthening organizational interventions to improve health outcomes along the HIV care continuum.

• Staffing Plan (Attachment 3).
• Describe how PLWH and organizations representing

them are included in the decision-making process and execution of the activity.

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Staffing Plan

• Table format is recommended.
• Include all key staff (names and positions) for

the HIV program involved in the proposed project and their roles in the project implementation. Upload as Attachment 3. DO NOT INCLUDE RESUMES !

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Sample Staffing Plan

Name Education/ Credentials Title Project Role Experience

• Mrs. Doe

MPH Program Coordinator Oversight of grant award and project implementation 5 years as program coordinator, previously was Data/CQM Manager for same entity

• Dr. A. Jones

MD Medical Director Oversight of clinic staff, SOPS and CQI projects 15 years providing HIV primary care

• Ms. Kona

Assoc Degree CQM Coordinator, Retention Specialist Oversight of CQM Activities 4 years working in HIV clinic scheduling appointments, making referrals, medical data entry

• Mr. Lewis

MSW Medical Case Manager Treatment adherence training 3 years providing HIV medical case management

• Ms. Johnson

RN Contracted Registered Dietician Treatment adherence training 20 years working as a HIV nurse and patient educator

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Budget

Three parts:

• 1. SF-424A – From the Application Package
• 2. Specific Line Item Budget (Attachment 1)
• 3. Budget Justification Narrative

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Budget

• See HRSA’s SF- 424 Application Guide section 4.1.iv and

v (pp. 31-39) and FOA section IV.2.iii (pp. 12-13) for instructions on preparing the budget and budget justification narrative.

• Upload a specific line item budget in a PDF format as

Attachment 1. Most applicants will include the following budget categories:

• Salaries-staff who will be monitoring the EHR, staff

implementing patient based adherence

• Other – Cost of EHR, Motivational Interviewing

trainings, Supplies-training materials

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Budget Justification Narrative

• Applicants should provide specific, detailed justifications

for all allocated items in the program specific line item budget.

• For example, travel or training costs must specify the unit

cost per person and the number of persons to be involved per activity.

• Allocations must relate to the proposed HIV care

continuum activities described in the Project Narrative.

• If indirect costs are requested, a current negotiated cost

rate agreement must be submitted as Attachment 2.

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Salary Limitation Cap

• The Consolidated and Further Continuing

Appropriations Act, 2015, Division G,§203, (P.L. 113-235) continues the Executive Level II capped salary amount that may be awarded and charged to HRSA grants and cooperative agreements.

• Award funds may not be used to pay more than

$183,300 annually for an individual’s salary (exclusive of fringe).

• The salary limitation also applies to

subawards/subrecipients.

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Example: Salary Limitation

• Individual’s full time salary: $255,000.

Amount that may be claimed on the Federal grant

• Individual’s base full time salary adjusted to Executive Level II:

$183,300.

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Cost Allowability

Allowable Cost - Meets the criteria for authorized expenditures specified in the cost principles, program legislation, and program policy. The costs must also be:

• Allocable
• Reasonable
• Necessary

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Funding Restrictions RWHAP Part D Supplemental Funds May Not Support:

• Ongoing service delivery, primary medical care, research or

prevention;

• The purchase of land or construction/renovation;
• Pre-award costs;
• Syringe services programs; and
• Payments for the provision of EIS or any such service to the extent

that payment has been made or is expected to be made by another source of funding No more than 10% of the award can be used for administrative

• expenses. All indirect costs count toward this 10% limit.

See pages 15-16 of the FOA.

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Attachments

• A list of Attachments is found on pages 13-14

in the FOA.

• Upload attachments in the order listed
• Attachments are not to be used as a

continuation of the project narrative.

• Unless otherwise noted, attachments count

toward the 30-page application limit.

• Label each attachment clearly.

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What is Counted Towards the Page Limit?

• Abstract
• Project Narrative
• Work Plan
• Staffing Plan for Key Personnel
• Letters of Support and/or Commitment
• Line-item Budget
• Budget Justification Narrative
• All Attachments (except where noted on pages 13-14 of FOA)

APPLICATIONS CANNOT EXCEED 30 PAGES! Applications over the page limit will not be considered for funding.

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Application Review

In order to be reviewed:

• Applications must be submitted on time.
• Submission in Grants.gov by the published deadline with a

confirmed validation and receipt by HRSA.

• Applications must be within the 30-page limit.
• Applications may not request more than the ceiling amount
• f $100,00
• Applications must address the programmatic goals and

requirements outlined in the FOA

Ineligible and/or unresponsive applications will not be reviewed.

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Application Review

• Applications will be reviewed based on the criteria

listed in the FOA (pages 16-18)

• Pay careful attention to each of the six Review

Criteria

• Do not make assumptions – provide explanations
• Address the criteria through the relevant sections
• f the program narrative

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Review Criteria Points

• 1. Need = 20 points
• 2. Response = 25 points
• 3. Evaluative Measures = 10 points
• 4. Impact = 15 points
• 5. Resources/Capabilities = 10 points
• 6. Support Requested = 20 points

See pages 16-18 in the FOA.

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Application: Where is it?

• Located at www.grants.gov.
• Also found at
• www.hrsa.gov/grants
• Announcement HRSA-16-087, CFDA 93.153

Application Instructions (FOA & Application Guide)

• Application Guide Package

www.hrsa.gov/grants/apply/applicationguide/

• Adobe Reader 8.1.1 version or later is required.

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Grant Submission Tips

• Read the FOA and the Application Guide carefully and follow

instructions.

• Include your agency name and the name of this application on all pages

(Ryan White Part D WICY Supplemental).

• Refer to the Application Guide, pg. 47, section 4.7. for additional Tips for

Writing a Strong Application.

• Apply early; do not wait until the last minute in case you run into

challenges!

• Make sure the person who can submit for your organization will be

available.

• Ensure SAM.gov and Grants.gov registration and passwords are

current immediately!

• Have all your PIN numbers and passwords handy!

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SF-424 Application Guide Tips

• What is funding amount to be entered for SF-424 #18a

(cover page)?

• Provide the year one budget period funding total of the

proposed project period.

• Do NOT go over the $100,000 ceiling funding amount
• SF-424 Application Face Page is a standard form. For

additional information please go to: SF 424 Application Guide Section 4.1

• Where do I upload the project abstract?
• Upload on page 2 of the SF-424 Box #15.
• Select “Add Attachments” to upload the project abstract.
• See pages 41-42 in the SF-424 Application Guide.

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Grants.gov Contact Information

• When to contact Grants.gov Helpdesk
• Error messages
• Other technical issues
• Application DID NOT transmit to HRSA
• If you have any submission problems, please contact

Grants.gov immediately!

• Electronic Submission User Guide:

http://www.hrsa.gov/grants/apply/userguide.pdf.

• Grants.gov Contact Center: 1-800-518-4726 or

support@grants.gov or https://grants- portal.psc.gov/Welcome.aspx?pt=Grants. (24/7 except Federal holidays)

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Tracking Grants.gov Submissions

• Submission Receipt E-mail
• Submission Receipt (receive within 2 business days)
• “Track My Application” link
• Submission Validation E-mail
• Second e-mail from Grants.gov validating your application

OR

• Rejection with errors
• Grantor Agency Retrieval Email
• Third e-mail from Grants.gov
• HRSA has confirmed receipt of application package

Grants.gov website http://www.grants.gov/applicants/apply_for_grants.jsp

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Tracking Grants.gov Submissions (2)

• Fourth email is the Agency Tracking Number Assignment E-mail.

Grants.gov website http://www.grants.gov/applicants/apply_for_grants.jsp Refer to SF-424 Application Guide Section 3.3

• An applicant must receive four (4) emails to have successfully

submitted an application through Grants.gov.

• Receipt of all four separate emails may occur over a week’s time.
• Check your SPAM folder
• Do not wait until the last minute to submit an application!

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Four E-mails from Grants.gov

SF424 Application Guide, 8.2.5, pp. 58-59

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Grants.gov Message upon Application Upload

• Home> Apply for Grants > Confirmation
• Confirmation
• Thank you for submitting your grant application package via Grants.gov.

Your application is currently being processed by the Grants.gov system. Once your submission has been processed, Grants.gov will send email messages to advise you of the progress of your application through the

• system. Over the next 24 to 48 hours, you should receive two emails. The

first will confirm receipt of your application by the Grants.gov system, and the second will indicate that the application has either been successfully validated by the system prior to transmission to the grantor agency or has been rejected due to errors.”

• “IMPORTANT NOTICE: If you do not receive a receipt confirmation and either

a validation confirmation or a rejection email message within 48 hours, please contact us. The Grants.gov Contact Center can be reached by email at support@grants.gov, or by telephone at 1-800-518-4726. Always include your Grants.gov tracking number in all correspondence. The tracking numbers issued by Grants.gov look like GRANTXXXXXXXXX.”

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REMINDER

• The application must be electronically submitted

through and successfully validated Grants.gov by February 1, 2016, 11:59 pm EST.

• We recommend submission of the application at least

four business days before due date.

• Grants.gov Contact Center:
• 1-800-518-4726 or support@grants.gov
• (24/7 except Federal holidays)

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Your questions are welcome!

Applicants in need of technical assistance as they prepare their applications may call or email : Program Contact Grants Contact Monique G. Hitch Adejumoke Oladele mhitch@hrsa.gov aoladele@hrsa.gov (301) 443-3944 (301) 443-2441 HAB TARGET Website http://careacttarget.org/webcasts.asp

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