2013 Assessment of the Administrative Mechanism-- Results Friday, August 15, 2014 Burroughs Community Center 1

5) d. Administrative Assessment The Ryan White HIV/AIDS Program mandates that the EMA/TGA Planning Councils must assess the efficiency of the administrative mechanism to rapidly allocate funds to the areas of greatest need within the EMA/TGA.  Provide a narrative that describes the results of the Planning Council’s assessment of the administrative mechanism in terms of: ◦ Activities such as timely payments to contractors or data collection; and ◦ Corrective action or suggested methods of improvement that were recommended. ◦ If any deficiencies were noted, what were the deficiencies, what was the grantee’s response to those deficiencies, and what is the current status of the grantee’s response? 2

1. Part A funds were expended in a timely manner (Net 30?). 2. Part A contracts with service providers were signed in a timely manner 3. During FY 2013, the EMA had less than 3%(?) carryover in Part A funds. 4. Part A resources were reallocated in a timely manner to ensure the needs of the community are met. 5. Part A Programs funded in FY 2013 matched the service categories and percentages identified during the Council’s Priority Setting and Resource Allocation process 6. Planning Council Directives were reflected in Part A programs funded in FY 2013  Net 30 means that buyer will pay seller in full on or before the 30th calendar day (including weekends and holidays) of when the Goods were dispatched by the Seller or the Services were fully provided 3

MarAprMayJunJulyAugSepOctNovDecJanFebAvg

Partial Award received on February 27, 2013 Award Letter to Providers on March 6, 2013 ContractorDate of RequestContract Execution REGION 14/17/20136/6/2013 REGION 24/19/20136/7/2013 REGION 34/16/20135/17/2013 REGION 44/17/20135/17/2013 REGION 54/16/20135/17/2013 5

 1.85% carryover requested in FY

Q4: Part A resources were reallocated in a timely manner to ensure the needs of the community are met. Q4: Part A resources were reallocated in a timely manner to ensure the needs of the community are met. The Grantee has a clause in all provider contracts that requires final budget revisions be submitted no later than November 30. This allows the Grantee to review and reallocate funds early in the final quarter to minimize the amount of funds that would be returned to the federal government. All budget revisions were submitted on or before the November 30 deadline and funds were reallocated promptly resulting in an overall expenditure rate of 99.26%. 7

Q5: Part A Programs funded in FY 2013 matched the service categories and percentages identified during the Council’s Priority Setting and Resource Allocation process 8

 DIRECTIVE TO FACILITATE GEOGRAPHIC FUNDING DISTRIBUTION- TRUE  DIRECTIVE TO FACILITATE COST EFFECTIVENESS AND FULL EXPENDITURE OF FUNDING ACROSS ALL SERVICE CATEGORIES-TRUE  DIRECTIVE 1.3 – TO PREVENT THE POTENTIAL CONFLICT OF INTEREST IN RYAN WHITE AWARDS – TRUE  DIRECTIVE 2.1 – TO PROMOTE COLLABORATIVE PLANNING AND POLICY-MAKING WITHIN EACH OF THE PLANNING COUNCIL’S FIVE REGIONS—TRUE  DIRECTIVE 2.2 – TO FACILITATE DEVELOPMENT OF AND ADHERENCE TO THE EMA’s STANDARDS OF CARE—TRUE  DIRECTIVE 2.3 – TO FACILITATE SERVICE UTILIZATION DATA-TRUE 9

2013 Assessment of the Administrative Mechanism 10