FY 2011 Part A Program Updates May 17, 2011 The HIV/AIDS Bureau Division of Service Systems

Agenda Announcements Questions & Answers The Federal Financial Report (FFR/SF-425) Program Terms Report Questions & Answers

Presenters Gary Cook, Acting Director, DSS Shonda Gosnell, Lead GMS, DGMO Gbolahan Cole, NE Central Services Branch

Announcements FY 2012 Comprehensive Plan Administrative Overview Training, June National Monitoring Standards Part A Final NGA

Questions & Answers I. Questions & Answers Chat box is on the right panel

Shonda Gosnell Division of Grants Management Operations

Federal Financial Report FFR (SF-425) replaces FSR NEW NEW submission dates for final report Final FFR now due July 30, 2011 CarryoversPrior Approval EHB Carryovers Prior Approval EHB Reconciliation of FFR with PMS

Federal Financial Report “New” Attachment “New” Required to submit FFR Breakdown of expenditures: Authorized - Expended = Unobligated (for each applicable category)

Questions & Answers II. Questions & Answers Chat box is on the right hand panel

Components : Part A & MAI Planned Allocation Table FY 2011 Implementation Plan; Consolidated List of Contractors (CLC) Contract Review Certification (CRC) Revised SF 424A and Budget Narrative

Purpose: Serves as a monitoring tool to track and monitor the use of Ryan White funds. The Allocations Report identifies: Categories of services that are being delivered Changes in the type of services being provided over time Trends in the amount of funds being used to deliver these services

Allocations Table An Allocations Table: Outlines the dollar amounts allocated for the RW program for the current fiscal year, including MAI amounts Accounts for prioritized funding set by the planning council/planning body with regard to the 75/25 rule and needs within EMA/TGA Accounts for administrative dollars and QM (where applicable)

Implementation Plan Purpose: Serves as a monitoring tool to verify: Service priority Goals Objectives Unit of service Number of Clients to be served Total priority allocation planned for the grant year Note: Plan should include all service categories and priorities established and reflected in the planned Allocations Report

Implementation Plan An implementation plan should include: Objective(s): list objective that are required to implement a new or continue an existing service Service Unit Definition: provide the name and definition of the unit of service provided Quantity: provide the number of people to be served and service unit. Time Frame: indicate the estimated duration of the activity relating to the objectives Funds: provide the amount allocated for each service Outcomes: Select a minimum of two objective and list outcomes/indicators to be tracked.

Purpose: Serves as a monitoring tool to identify ALL Part A and MAI service providers receiving funds for the current grant year.

For each service provider input: Identifying Information Tax Payer Identification # (EIN) Service Provider Code Contract Amount Minority Provider Status

Contract Review Certification Purpose: Serves as a monitoring tool to certify all contracts administered by the grantee for the current grant year comply with OMB circulars and other Ryan White requirements.

Contract Review Certification Denotes the total grant amount awarded in contracts for the current fiscal year Certifies that the procedures used by the grantee (or an administrative agent) to advertise and award funds meet the minimum standards required by the Office of Management and Budget (OMB) in applicable Circulars Certifies the budgeted costs in all contracts have been determined allowable according to principles and standards established by OMB in applicable Circulars Certifies that there are no mathematical errors in the budgets of all contracts

SF-424A This form must be revised and submitted with the Final Part A Program Budget to reflect budget allocations based on the actual amount of funds awarded with respect to the following:

Administration HIV Services Clinical Quality Management MAI (where applicable).

Budget A program budget must be submitted for each Part A award. It must be based on: Priorities established by the Planning Council Reflect the amount of Part A funds awarded Reflect costs in accordance with legislative and programmatic requirements.

Budget A budget and narrative must be included for funds allocated to: Administration: up to 10% HIV Services Clinical Quality Management: up to 5% no greater or $3 million, which ever is less MAI

Budget Narrative Descriptive information used to explain and justify the amounts budgeted within each program budget category. It must include specific information about: Who What Where When Why

Budget Narrative A budget narrative is required for: Administration Part A and MAI HIV Services Clinical Quality Management Part A and MAI MAI

Sample Budget Administration PersonnelAnnual SalaryPart A Salary John Doe (1.0 FTE) Program Director: Provides administrative oversight to the Ryan White program. $81,000 Susan Smith (.75 FTE) Fiscal Officer: Directs day-to-day financial activities to include management of federal funds, design and implementation of an accounting system, and reconciliation of city budget reports with internal reports. $75,000$56,250 XXXXXXXXXXXXX XXXXXXXXXXXXX XXXXXXXXXXXXX Subtotal:$2,109,56$913,376 Fringe Benefits: 29.97% $391,064 Total Personnel Costs:$1,304,440 Travel Local travel: $750= 1000miles at$ 0.75/mi HRSA Sponsored Meetings/Conferences: 3people at $7,500 Total $8,500 Supplies Pens/pencils, notebooks, desk items, paper, toner, hand held calculators, support, upgrade and supplement existing computer equipment, etc. $4,320 XXXXX$XXXXXX XXX$XXX Administration Grand Total$1,991,828.00

Questions & Answers III. Questions & Answers Chat box is on the right hand panel

Thank You! Today’s webinar and executive summary will be available on the TARGET Center.