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Prevention and Public Health Fund (PPHF) Recipient Reporting Guidance -Grants and Cooperative Agreements- Centers for Disease Control and Prevention Prevention.

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Presentation on theme: "Prevention and Public Health Fund (PPHF) Recipient Reporting Guidance -Grants and Cooperative Agreements- Centers for Disease Control and Prevention Prevention."— Presentation transcript:

1 Prevention and Public Health Fund (PPHF) Recipient Reporting Guidance -Grants and Cooperative Agreements- Centers for Disease Control and Prevention Prevention and Public Health Fund Centers for Disease Control and Prevention

2 Agenda  Webinar Objectives  PPHF Reporting Requirements  PPHF Recipient Reporting Data Elements  Recipient Reporting Process  Questions & Discussion 2

3 Objectives  Review the PPHF reporting requirements and process  Review the recipient reporting data elements and prepopulated templates  Review and discuss recipient reporting and data quality review process 3

4 SEC (a) The Secretary shall establish a publicly accessible website to provide information regarding the uses of funds made available under section 4002 of Public Law (5) Semi-annual reports from each entity awarded a grant, cooperative agreement, or contract from such funds with a value of $25,000 or more, summarizing the activities undertaken and identifying any sub-grants or sub-contracts awarded (including the purpose of the award and the identity of the recipient), to be posted not later than 30 days after the end of each 6-month period.* PPHF Reporting Requirements 4 * H.R th Congress: Consolidated Appropriations Act, (2011).

5 PPHF Reporting Requirements  All recipients that received PPHF awards of $25,000 or more are required to submit semi-annual recipient reports  The recipient reporting requirement includes awards made in previous fiscal years that were continued with FY12 funds  Recipients that received continuation funds only need to report on activities supported by FY12 funds  Recipients should submit reports to CDC by January 15 th and no later than January 20 th  PPHF recipient reports must be posted on the web no later than 30 days after the end of each 6-month period Reporting Period Recipient Report Due Date to CDC Recipient Report Due Date to HHS/ASPA Recipient Report Date Posted to Web July 1 – December 31January 20January 25January 30 January 1 – June 30July 20July 25July 30 5

6 PPHF Reporting Requirements Oct. 1, 2011 Beginning of FY2012 Sept. 30, 2012 End of FY2012 July 1, 2012 Beginning of Reporting Period Dec. 31, 2012 End of Reporting Period Reporting Period** Federal Fiscal Year 2012* * Grants and Cooperative Agreements that were awarded with PPHF funds in FY12 will be required to submit a recipient report to ** Recipient reports should only include information on activities supported by FY12 PPHF funds between July 1, 2012 and Dec. 31, 2012 Oct. 1, 2011 Beginning of FY2012 Sept. 30, 2012 End of FY2012 Federal Fiscal Year 2012* Example Reporting Period*** Aug. 14, 2012 Recipient Award Date 6 *** For recipient’s with an award start date after July 1, 2012, the reporting period will be from the award start date through December 31, 2012

7 PPHF Recipient Reporting Data Elements Grants/Cooperative Agreements Report 7 CDC: CDC will be responsible for populating data element; Recipient: PPHF recipient will be responsible for reporting data element * PPHF recipient reporting data elements are subject to change pending further guidance from HHS ** Recipient reporting templates will include 20 subaward reporting tables; recipients should add additional tables if necessary Data Element Responsibility Report Information 1. AgencyCDC 2. PPHF ProgramCDC 3. Award TitleCDC 4. Recipient NameCDC 5. Reporting PeriodCDC 6. PPHF Fiscal Year AllocationCDC 7. PPHF Funding AmountCDC 8. Award NumberCDC 9. Mechanism / Procurement TypeCDC 10. CFDA numberCDC 11. Summary of ActivitiesRecipient Subaward Information (applies to any sub-contract with a value of $25,000 or more, and ALL sub-grants (no minimum threshold for sub-grants) 1. Subaward Recipient NameRecipient 2. Subaward DateRecipient 3. Subaward NumberRecipient 4. PPHF Funding AmountRecipient 5. Subaward PurposeRecipient Summary of Activities (3000 character limit) Provide a high level description of the award and the activities undertaken during the reporting period Subaward Date Enter the subaward date (MM/DD/YYYY) Should not be before the FY12 award date or after the end of the reporting period - 12/31/12 Subaward Number If applicable, enter the award number listed in row 8 of the report information section Subaward Amount Enter the total subaward amount of PPHF funds Subaward Purpose Provide a high level description of the subaward Subaward Recipient Name Enter the subaward recipient’s name

8 PPHF Grant/Cooperative Agreement Recipient Reporting Template 8

9 9

10 PPHF Recipient Reporting Process 10 CDC Distributes Reports Recipients Submit Reports CDC Reviews Reports CDC Submits Final Reports December 17 th – 31 st January 1 st – 20 th January 20 th – 25 th January 25 th CDC will prepopulate and distribute reports to recipients Recipients complete and submit reports to CDC will perform data quality review as soon as report is submitted CDC will have 5-days to complete the data quality review for all recipient reports* CDC will submit recipient reports to HHS * CDC will have 750 recipient reports; it is critical for recipients to submit reports by January 15th to ensure final reports are completed by January 25th

11 CDC Distributes Reports Recipients Submit Reports CDC Reviews Reports CDC Submits Final Reports  CDC will prepopulate and lock standard data elements prior to distributing the reporting templates to recipients  Distribution of PPHF reports will include reporting instructions, deadlines, and any guidance updates  Each recipient will receive a template for each of their PPHF FY12 awards from CDC develops report templates CDC prepopulates standard recipient information CDC distributes prepopulated reports to recipients 11 December 17 th – 31 st

12  PPHF recipients will prepare and complete the required data elements in the recipient report with information on activities supported by PPHF funds only*  Recipients are required to submit the final report to the by January 15 th and no later than January 20  Recipients must not alter their final reports document file name  CDC will begin contacting recipients who have not submitted reports by the 10th day of the reporting period  Recipients that do not submit a report by January 20 th will be viewed as non- compliant and will be in violation of the terms and conditions of their award CDC Distributes Reports Recipients Submit Reports CDC Reviews Reports CDC Submits Final Reports PPHF recipients receive prepopulated report Recipients prepare and finalize reports* Recipients submit reports to PPHFSIO mailbox CDC contacts recipients with pending reports 12 January 1 st – 20 th * Recipients should engage CDC program points of contact for reporting questions and guidance

13  CDC will review recipient reports and identify errors  CDC will begin data quality review as soon as reports are received  If errors are identified, the CDC program point of contact will work with recipients to correct and resubmit reports  Recipients must be prepared to respond quickly to program requests for corrections CDC Distributes Reports Recipients Submit Reports CDC Reviews Reports CDC Submits Final Reports 13 January 20 th – 25 th CDC will gather and review recipient reports Reporting Error? No CDC consolidates final reports CDC programs will work with recipients to correct errors and resubmit reports Yes

14  CDC will review updated recipient reports and ensure that all errors are corrected and reports are finalized  CDC will submit forms to HHS for review and posting to HHS.gov/Open website (http://www.hhs.gov/open/recordsandreports/prevention/index.html)http://www.hhs.gov/open/recordsandreports/prevention/index.html CDC Distributes Reports Recipients Submit Reports CDC Reviews Reports CDC Submits Final Reports CDC reviews error corrections and finalizes reports CDC submits final reports to HHS 14 January 25 th HHS reviews and posts reports to the web

15 Summary 15  CDC will distribute prepopulated reports to PPHF recipients between December 17 th and 31 st  Recipients should only complete the unlocked data fields in the reports  Recipients must not alter their final reports document file name  All PPHF recipient reports must be finalized and submitted to by January 15 th and no later than January 20  Non-compliant recipients – recipients that do not submit a report by January 20 th – will be in violation of the terms and conditions of their award  If CDC identifies errors within the PPHF report, the CDC programs will work with recipients to correct and resubmit reports  Recipients must be prepared to respond quickly to programs requests for corrections  All recipient reports will be posted on HHS.gov/Open website by January 30 th (http://www.hhs.gov/open/recordsandreports/prevention/index.html)http://www.hhs.gov/open/recordsandreports/prevention/index.html

16 Questions & Discussion Prevention and Public Health Fund Centers for Disease Control and Prevention


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