Outreach Program Closeout Process & Performance Improvement Measurement System (PIMS) Kathryn Umali, MPH, CHES U.S. Department of Health & Human Services (HHS) Health Resources & Services Administration (HRSA) Office of Rural Health Policy (ORHP) September 1, 2009

Presentation Overview Closeout Process –No-cost extension request –Financial Status Report –Final closeout reports Performance Improvement Measurement System (PIMS) –Background –Purpose –Access to PIMS –Using PIMS –Walk Through/Live Demo –Expectations –Deadlines Questions?

Closeout Process

No-Cost Extension Request Grantee may request to extend the final budget and project period (no-cost extension) for up to one-year beyond the original project period end date shown on the Notice of Grant Award (NGA). Grantee must submit the no-cost extension request to their GMS at least 60 days prior to the expiration of the project period. Once the no-cost extension request is approved, grantee will receive an NGA authorizing the expenditure of those funds.

No-Cost Extension Request (con’t.) No-cost extension request must have the following information: –Original signature of the authorized official listed on the NGA –Grant number –the project activities for which the funds were originally awarded and the reason these activities were not completed prior to the expiration of the project period –Grant project goals and objectives to be completed –Additional time desired (1-12 months) –Federal funds available to complete the goals and objectives

Financial Status Report Can be accessed through EHB. For questions on how to fill out the FSR, please contact your GMS. For technical assistance, please call the HRSA Call Center at Due 90 days after budget period ends.

Final Closeout Reports Grantee needs to submit a final closeout narrative and data report. Final closeout narrative and data reports are due 90 days after the end of your project period (July 30). Grantee still needs to submit final closeout narrative and data reports even though they requested a no-cost extension.

Performance Improvement Measurement System (PIMS)

Background To help quantify the impact of ORHP funding on access to health care, quality of services, and improvement of health outcomes, PIMS—a data collection tool-- was developed to be compatible with HRSA’s Electronic Handbook (EHB). Data reported through PIMS fulfills the Government Performance Results Act (GPRA) requirements, which shares programmatic impact information with Congress.

Background (con’t) The measures in PIMS were developed by ORHP with input from ORHP grantees over the period of roughly 2 years. Measures were standardized to allow for comparison across the varied programs within ORHP. Measures are nationally-accepted.

Purpose Grantees use the system to track their own performance ORHP uses the system to improve their programs as a whole; and ORHP can better explain all of the great activities grantees have accomplished by generating program reports with this data.

PIMS Access Grantees will access PIMS through HRSA’s Electronic Handbook (EHB) at: You must have your EHB username and password to login. From the EHB welcome page you can view your grants portfolio. Select the appropriate grant program and click on “Open Grant Handbook”.

PIMS Access (cont.) Next you will click on “Performance Reports” in the Grant Menu bar on the left of the screen. Choose “Start Report” in the ORHP report box to begin data entry in PIMS. You will be re-directed at this point to the PIMS Home Page. Click “Continue” to begin using PIMS.

Using PIMS There are 3 sections to the PIMS report: –Demographics –Environment & Technology –Measures You can navigate between sections from the “Report Navigation” menu. Instructions –Located at the very top of each page. Reference this section for clarification on terms/definitions.

Using PIMS (cont.) PDF Print Feature –Allows you to save and/or print hard copies of all 3 reports within PIMS. Save Function –After entering information for each of the 3 reports be sure to click the “Save” button to write the information to the PIMS database. –Data entry is self-paced. Once you have entered all the data for a report select “Yes” for “Is the form Complete” field. –The system will prompt you to save or discard any changes made on a form when you choose another link or try to close your browser.

Using PIMS (cont.) Edit Function –Modifications can be made anytime before you validate and send the report to your project officer. Validate/Submit Report –If there are validation errors, a warning message is generated listing the items that need to be corrected. –Once validated you will be prompted to submit the report to your project officer. If you need to make corrections after this point, you will need to contact your project officer.

Walk Through/Live Demo I.Demographics

Walk Through/Live Demo (cont.)

II. Environment and Technology

Walk Through/Live Demo (cont.)

III. Measures

Walk Through/Live Demo (cont.)

Expectations We expect grantees to make a good faith effort to report as much information as possible since realize that not all of the questions may be applicable for every grantee. Provide an explanation in the “Comments” section located on the bottom of each report page if there are any answers that needs explanation.

Deadlines Grantees need to report in PIMS at the end of each budget period. Data from the reporting period 5/1/ /30/2010 is due by 5/30/2010.

Questions????