ARRA Federal Reporting (Section1512) and Health Center Quarterly Report (HCQR) Reporting Period 9 Overview (Quarter Ending 07/14/2011) Lessons Learned Call June 30,

Agenda HCQR Reporting Brief Overview HCQR Reporting common problems/issues HCQR Reporting Using HRSA’s Electronic Handbook System American Recovery and Reinvestment Act (ARRA) Federal Reporting ARRA Reporting common problems/issues Noncompliance with ARRA Section 1512 Federal Reporting 2

HCQR Reporting Overview: Who Reports? Health Center Program grantees who received support under ARRA will submit the HCQR report: –ARRA New Access Points (NAPs – H8A grants) –Increased Demand for Services (IDS – H8B grants) –Capital Improvement Program (CIP – C81 grants) –Facility Investment Program (FIP – C80 grants) 3

HCQR Reporting Overview: Due Date 4 Report NumberPeriod CoveredDue Date 1Initial Award – 6/30/097/10/09 2Initial Award – 9/30/0910/10/2009 3Initial Award – 12/31/091/15/2010 4Initial Award – 3/31/104/10/2010 5Initial Award – 6/30/107/14/2010 6Initial Award – 9/30/1010/13/2010 7Initial Award – 12/31/101/14/2011 8Initial Award – 3/31/114/14/2011 9Initial Award – 6/30/117/14/2011 9th HCQR Report (July 1 – July 14, 2011) In July 2011, grantees will report HCQR Report 9 for New Access Point (NAP), Increased Demand for Services (IDS), Capital Improvement Program (CIP), and Facilities Improvement Program (FIP). Reports 1-8 are closed for submission.

HCQR Reporting Overview: General Timeline 5 Grantees begin collecting next Quarter data 1 – 10 days after end of Quarter 11– 29 days after end of Quarter 30 days after end of Quarter Grantees Enter HCQR Reporting Data 10 days after end of Quarter BPHC Reviews HCQR Data 90 days after end of Quarter Grantees Adjust Reports BPHC Reviews Data Initial Submission Grantees Make Final Corrections Reports are finalized BPHC Communicates to Grantees

HCQR Reporting Overview HCQR Reporting Overview: General Timeline 1.Grantee enters data  1 to 14 days after quarter 2.Initial submission  1 to 14 days after quarter 3.BPHC reviews data  14 to 27 days after quarter 4.Grantee makes final corrections  11 to 27 days after quarter 5.Reports are finalized  30 days after quarter 6.Grantee begins collecting next quarter data  90 days after quarter 6

HCQR Reporting: Reporting Deadline Deadline for reports –Reports deadline is July 14, 2011 midnight EST –Due date for HCQR reports are extended if OMB extends the due date for ARRA Section 1512 Submit/edit HCQRs in EHB –Only the Authorizing Official (AO) can submit the report to HRSA –The AO will receive an confirming that the report was submitted to HRSA 7

HCQR Reporting: CIP Grant – Final Report CIP project periods end on June 28, 2011 If a health center has completed all of its CIP projects, it should: –Mark the “Final Report” as “Yes” on SF-PPR Page 1 for the C81 Grant. –Mark all projects as “Complete” on SF-PPR Page 3 (may have occurred in previous quarters for some projects) –Complete the SF-PPR Page 4 for all projects (may have occurred in previous quarters for some projects) 8

HCQR Reporting: CIP Grant – Final Report Cont’d Refer to the Project Implementation and Submissions section of for more information on the definition of a completed project, required EHB submissions for completed projects, and the process by which C81 grants are closed outhttp://bphc.hrsa.gov/recovery/capitalimprovement.html Health centers that were granted an Extension without Funds (EWF) must continue to adhere to all requirements, conditions, and terms of award, including the requirement to submit ARRA Federal Reporting (Section 1512) and Health Center Quarterly Reports CIP and FIP –After submitting close out HRSA has to confirm close out and then you do not need to submit anymore 9

HCQR Reporting: Common Problems/issues (cont’d) Reporting patient visits –All visits that are generated as a result of ARRA funding are to be reported, including those that are generated by providers that weren’t hired/retained as a result of the ARRA funding but have increased capacity that is filled with new patients as a result of the ARRA funding or were supported by program income or other grants or contracts. –Refer to HCQR9 Manual page 13 Accessing your HCQR in EHB –You may access the HCQR in your H80 grant handbook. Select “Performance Reports” under the “Submissions” header on the left side of the screen. A common mistake is looking for the HCQR in your IDS or CIP grant handbook. Please call the BPHC Help Line at BPHC (2742) for assistance in locating the HCQR. 10

HCQR Reporting Using HRSA’s EHB Systems HRSA EHB allows you to work on your report in parts, save it online, and return to complete it later Multiple users can work on the report at the same time EHB sessions “time out” after 30 minutes of inactivity –You must key either the Save or Save and Continue buttons or navigate to a new page within 30 minutes –EHB does not interpret keying/entering text as activity –Remember click on save often 11

HCQR Reporting BPHC Helpline Extended Hours 12 DateHours Monday, July 118:30 – 5:30pm EST Tuesday, July 128:30 – 7:00pm EST Wednesday, July138:30 – 8:00pm EST Thursday, July 148:30 – 8:00pm EST

HCQR Reporting Overview: HCQR Support 13 ResourceTypePurpose HCQR reporting manual, FAQ’s, replay information, and TA slides Electronic Handbooks URL Call the BPHC Help Line at BPHC (2742) (8:30 AM to 5:30 PM ET M-F) Phone and/or System help by phone or via Use this for technical issues Call the UDS Help Desk at (866-UDS-HELP) (8:30 AM to 5:00 PM ET M-F) Phone and/or Programmatic help by phone or

ARRA Federal Reporting Update (Section 1512 Reports) 14

ARRA Federal Reporting Report Submission Who must submit reports? –All recipients of ARRA grants (H8A, H8B, C81, C80) are required by law to submit reports to the Federal government- wide reporting system ( ARRA New Access Points (NAPs – H8A grants) ARRA Increased Demand for Services (IDS – H8B grants) ARRA Capital Improvement Program (CIP – C81 grants) ARRA Facility Investment Program (FIP – C80 grants) 15

ARRA Federal Reporting Differences between HCQR and ARRA ARRA Federal Reporting is SEPERATE from Health Center Quarterly Reporting (HCQR) ARRA Federal Reporting is based on the grant received, whereas HCQR is by project Submit ONE report for each ARRA grant received—please do not combine information from multiple grants into one report or include H80 grant After Grant Award Close out (all awarded monies have been drawn down and activities completed) –ARRA—Do not report after close out is confirmed by HRSA –HCQR—CIP most should be final in July 2011; CIP and FIP do not report after close out is confirmed by HRSA HCQR due date midnight July 14, 2011 EST and ARRA Section 1512 due date midnight July 14, 2011 PST 16

ARRA Federal Reporting Update How will recipients submit reports? –Recipients will register at and submit reports through the Federal Reporting website at –Three methods to submit data: Data Entry Form (on Federal Reporting website) Excel Spreadsheet (download from XML Schema (download from –Please ensure that the report has been submitted and not merely saved as a draft or uploaded successfully. You should receive a confirmation that the report was submitted as an Initial Submission. 17

JULY REPORTING TIMELINE July 1 – 14Recipients Report July 15Recipient Review July 16 – 29Agency Review July 30 Recipient reports published on ortedData/Pages/RecipientLanding.aspx ortedData/Pages/RecipientLanding.aspx August 2 – September 19Continuous QA Period September 21 Final Continuous QA reports published on ortedData/Pages/RecipientLanding.aspx ortedData/Pages/RecipientLanding.aspx Reporting Timeline 18

Reporting Timeline Federal Reporting will be locked at midnight PST on July 14th; reports not submitted by July 14th will be marked as non- compliant –No exceptions or waivers –Recipients who did not submit a report will be considered in noncompliance with their grant agreement Recommend that Grantees complete their HCQR report for reporting period 9 prior to completing the Federal Reporting Section 1512 report –The HCQR forms, the calculator feature and audit checks will support accurate completion of Federal Reporting data fields –Example: Total FTEs reported on Federal Reporting Section 1512 should be the same as HCQR ARRA grant recipients that fail to submit a required Section 1512 recipient report within the deadline established by the Recovery Accountability and Transparency Board (RATB) shall be classified as noncompliant 19

ARRA Common Problems/Issues Central Contractor Registration (CCR) Expired –Please check to make sure your CCR is current before submission deadline of July 14, You will not be able to submit your report if you do not have an up to date CCR. –Renew your CCR by July 1, 2011 –Update CCR by visiting: Check DUNS Number –Make sure you’re using the correct DUNS number Check Award Number –Use “Grant Number” found in NGA Box 4B in EHB 20

ARRA Common Problems/Issues (cont’d) Award Description and Project Description –Please review you award and project descriptions before submission. These will be checked by HRSA. If the descriptions are not correct or sufficient HRSA will contact you to fix the error. –Award Description Includes: Description of the overall Award goal. Can stay the same every quarter. Include grant name and purpose. List goals of project and importance of achieving these goals. Avoid providing overviews of the organization and population served as this information was submitted in the grant application. Avoid explaining CHC operations and descriptions. Avoid acronyms not widely known or accepted. Avoid providing overviews of the organization and population served as this information was submitted in the grant application. Do not include personal names and references. –Example for CIP Award Description: The Capital Improvement Program grant allows funding for projects that feature construction and alteration/repair/renovation, IT/Equipment only, health information technology, and overall electronic health record projects. The $1.2 M award will allow the organization to meet goals of improved access to the physical plant by disabled persons through the parking lot redesign project; improve care and promote safety through the purchase and implementation of an electronic health record system; and, improve diagnostic capability to save lives. 21

ARRA Common Problems/Issues (cont’d) Project Description Includes: –Description of the quarterly activities accomplished this quarter. Should change every quarter. –Only report on activities related to the quarter. This section reports progress on goals outlined in the Award Description (AD). Do describe accomplishments relative to AD goals however do not repeat goals under this section as AD serves that purpose. Include percent completed, timeline progress, etc. Also, provide information as to how many and/or how much, or what changed. For example: “We served 230 more patients in April 2010.” Avoid acronyms not widely known or accepted. Avoid providing overviews of the organization and population served as this information was submitted in the grant application. Do not include personal names and references. Check spelling in all submissions. –Example of CIP Project Description: As of 12/31/2010 the CIP project goals are 70 percent complete. The parking lot has been repaved, 10 new handicapped spaces were added, and ramps to the building are complete. the mammography unit is purchased and installed with electronic transmission to the radiology group contracted for reading. We have performed 35 mammograms. The electronic health record system is installed and functional. All portable components were distributed to providers on 10/28/2010. Education for the staff began on 11/04/2010 and all employees are undergoing education on system use, slated to be complete on 1/14/2011 and system to go live on April 22,

Federal Reporting Resources The Federal Reporting Service Desk will be available 24 hours, 7 days a week during reporting period. –Phone: –TTY: – User Guide and Data Dictionary may be accessed at For sample NAP, IDS, CIP, and FIP reports, go to HHS Recipient Reporting Tool is available now at