1. Program Terms Report and Program Submission
Steven Young, DMHAP Director
Durkia Hudson, DMHAP Project Officer
Jose Ortiz, DMHAP Project Officer
Andy Tesfazion, DMHAP Project Officer
Tempestt Woodard, DMHAP Project Officer
Department of Health and Human Services
Health Resources and Services Administration
HIV/AIDS Bureau
July 19, 2017

2. Housekeeping Rules Please mute your lines
Please hold all questions until the designated sections breaks
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3. Announcements

4. Changes to 2017 Submission Process
The components that comprised the Program Terms Report in previous years have been separated into two distinct submissions in 2017:
Program Terms Report (PTR)
Program Submission
The PTR will be submitted in the PTR Web System, and is comprised of the Consolidated List of Contracts (CLC) and Allocation Table
The Program Submission will be submitted in Electronic Handbooks (EHB) and will contain the remaining components
Include in script: trying to reduce the admin burden around submission of the different components (i.e., CLC submission in PTR Web system and in template). Also allocations table is streamlined. Also the PTR web system is linked to RSR.
Include additional detail in script on program submission components

5. 2017 Program Terms Report Consolidated List of Contracts (CLC)
Ryan White HIV/AIDS Program (RWHAP) Part A & Minority AIDS Initiative (MAI) Allocations Table

6. PTR Web System Guidance
PTR is a single submission that all recipients must submit as a requirement for the FY 2017 RWHAP Part A award.
Process is two-fold:
Entry of contract information into the Grantee Contract Management System (GCMS)
Subsequent generation of the CLC and Allocations Table in the PTR Web System
GCMS is a data entry system that allows recipients to enter and maintain RWHAP Part A contracts with HIV service and non-HIV service entities
The PTR Web System provides a customizable data collection and reporting system through which recipients can generate and submit the CLC and Allocations Table

7. PTR Web System Guidance
Attachments 1 and 2 included with the written guidance from HRSA provide additional instruction on how to develop and submit the CLC and Allocations Table
Note: These attachments are in draft format. If there are any questions or issues with the Program Terms Report Submission process, please follow up with your project officer or the data support team by phone at or by at

8. Consolidated List of Contracts (CLC)
Purpose: Identifies all RWHAP Part A and MAI service contracts and non-service contracts being funded for the current grant year
All contracts that have been executed or planned to be executed should be reflected in the CLC
Enhancements have been incorporated to allow unexecuted contracts to be included as well as placeholders (i.e., an “unidentified subrecipient provider”) for intended contracts where a subrecipient has not yet been identified at the time of the CLC submission
Refer to Attachment 2 included with HRSA written guidance for details on how to generate and modify the CLC
Add to script:

9. Consolidated List of Contracts (CLC)

10. Consolidated List of Contracts (CLC)
Tips
Before submitting your CLC, ensure compliance with the following:
Review Attachment 2 included with the written guidance from HRSA
Ensure executed and unexecuted contracts are clearly identified
Cross reference with the Allocations Table and Implementation Plan
Check to confirm all contracts (i.e., both HIV service contracts and non- HIV service contracts) are included
Update unexecuted or placeholder contracts (i.e., unidentified subrecipient provider”) prior to the deadline for RSR data submission

11. RWHAP Part A and MAI Allocations Table
Purpose: Serves as a reporting tool used by grant recipients to report their allocation of Ryan White HIV/AIDS Program funds in accordance with the conditions of the award
The allocation table:
Identifies categories of services that are being funded
Ensures the 75/25 core medical and support service requirements
Ensures Administrative and clinical quality management (CQM) caps are met
Is submitted via PTR Web System

12. RWHAP Part A and MAI Allocations Table
The allocations table is generated in the PTR Web System after all contracts have been entered into the GCMS
The allocations table will auto-populate based on the contract information entered in GCMS
To change HIV service allocations, contract information in GCMS must first be updated
Non-HIV service allocations need to be entered manually
Validation checks
Refer to Attachment 2 for written guidance

13. RWHAP Part A & MAI Allocation Table

14. RWHAP Part A & MAI Allocation Table

15. RWHAP Part A & MAI Allocation Table
Tips
Before submitting your Allocation Table:
Ensure that errors and warnings encountered during validation are addressed
Ensure 75/25 core medical services and support service requirement is met
Check to confirm caps on Administrative and CQM are met
Cross-reference the Allocations Table with the:
Implementation plan
SF - 424A
Budget narrative
CLC

16. Questions

17. 2017 Program Submission
A signed letter from Planning Council Chair(s) endorsing priorities and allocations (including a copy of RWHAP Part A & MAI Planned Allocations Table)
Budget Information for Non-Construction Programs (SF-424A) and Budget Narrative
Implementation Plan (Service Category Table and HIV Care Continuum Table)
MAI Plan Narrative
Planning Council Membership Roster and Reflectiveness
Local Pharmacy Assistance Program (LPAP) Profile

18. Signed Letter from PC/PB Chair(s) Endorsing Priorities and Allocations
The letter must indicate that the PC/PB concurs with the funded service categories and the dollar amount reflected on the FY 2017 RWHAP Part A and MAI Allocations Table.
Include a copy of the RWHAP Part A & MAI Allocation Table, submitted with the Program Terms Report, that is signed by the PC chair.
Note: the Allocations Table can be printed from the PTR Web System.

19. SF - 424A
Purpose: Identifies award amounts in the appropriate budget categories and object class categories for the current fiscal year
Budget Categories - Administration, Clinical Quality Management, HIV Services, MAI
Object Class Categories - Personnel, Fringe Benefits, Travel, Equipment, Supplies, Contracts, Other, and Indirect Costs
Program Income
Please ensure that you are using the most recent format of the SF-424A.
Tip

20. SF - 424A
SF - 424A

21. Contractual total = CLC Total
SF - 424A
SF - 424A
Explain costs within the budget narrative
Administration
CQM
HIV Services
MAI
Contractual total = CLC Total
Admin Amount = total listed on allocations table
Is not greater than 10% of the award amount
SF 424A total = Total award amount on NoA
CQM Amount = total listed on allocations table
is ≤ 5% or $3 million, whichever is less

22. SF - 424A Before submission ensure:
Tips
Before submission ensure:
Appropriate budget categories (i.e., Administration, CQM, HIV Services, MAI) are used
SF-424A amounts correspond with:
Notice of Award (NoA)
Amount on the Budget Narrative
Amount on Consolidated List of Contracts
Allocations Report
To access the SF-424A form, use the form found on grants.gov:
To access instructions for completing the SF-424A form:
The appropriate budget categories should be used when completing the SF424A. It is important to check the funding categories outlined in the Notice of Award. The SF424A total should equal to the total award in the Notice of Award.

23. Budget Narrative
Purpose: Provides justification for all budgeted line items with regard to:
Administration
Planning Council
CQM
HIV services
MAI

24. Budget Narrative

25. Budget Narrative
Budget Narrative

26. Budget Narrative
Budget Narrative

27. Budget Narrative
Budget Narrative

28. Budget Narrative
Budget Narrative

29. Budget Narrative Budget Narrative
Computer server upgrade—equipment is for the sole use of the Ryan White Part A Program Staff. This Equipment is needed to ensure staff has the necessary tools to complete deliverables and carry out the administrative tasks of the program.
$7,500.00

30. Budget Narrative Budget Narrative
Information Technology Services: including internet installation and access for program staff, computer maintenance, data back-up services, charges for maintaining existing applications, and website support. Dedicated on-site technical support of PCs, software, systems and peripherals and server maintenance.

31. Budget Narrative Budget Narrative
Tips
Review the instructions before completing the budget narrative
Review PCN 15-01/15-01 FAQs; and PCN 15-02/15-02 FAQs for guidance on allowable Administrative and CQM costs
For personnel:
Include Annual Salary, FTE allotment, and Program Salary Subtotal within the Personnel Category Object class
Ensure award funds are not used to pay the salary of an individual at a rate in excess of Executive Level II ($187,000)
Before submission ensure:
Administrative cost ≤10%
CQM ≤ 5%, or $3 million, whichever is less
Cross reference with Allocations Table and SF-424A
Sufficient descriptions have been provided where applicable

32. Questions

33. Implementation Plan
Purpose: Demonstrates how funded services are implemented to achieve positive health outcomes along the HIV care continuum. The Implementation Plan contains objectives and outcomes, which are related to the stages of the HIV care continuum.
It is comprised of two main components:
Service Category Table
HIV Care Continuum Table

34. Implementation Plan – Service Category Table
Program Submission

35. Implementation Plan – Service Category Table (Part A)
Program Submission

36. Implementation Plan – Service Category Table (MAI)
Program Submission

37. Implementation Plan – HIV Care Continuum Table

38. Implementation Plan – HIV Care Continuum Table

39. Implementation Plan
Tips
When reviewing the Implementation Plan, ensure compliance with the following:
Services are allowable per the PCN service category definitions
SMART objectives describe how the service goal for the specified service category was accomplished
Service category funds allocated are cross referenced with the Allocations Report
Recipients identify race/ethnicity for MAI funded service categories
The “Program Submission” radio button is selected on the service category table

40. Implementation Plan (cont.)
Tips
The baseline percentage should be the most recent data available (i.e., previous grant year or earlier)
The numerator for the Outcome Target should be the number of clients that are anticipated to have the desired outcome based on the number of people targeted to be served in the corresponding objective(s) (i.e., the Outcome Target Denominator)
The denominator for the Outcome Target should reflect the targeted number of people to be served in the identified objectives for the service category. This is necessary to be able to measure direct impact
The Target percentage should reflect the proportion of clients you intend to have an impact on based on the corresponding identified objective(s)

41. MAI Plan Narrative
Describe your MAI plan by expanding upon what was included in the application.
Ensure all populations targeted with MAI funds, as indicated in your implementation plan, are reflected in your MAI Plan narrative.
Discuss any changes to the MAI narrative submitted in your FY application.
Describe the data (e.g., data from your needs assessment) and other information that prompted the programming of MAI funds.
Describe unique barriers and challenges faced by hard-to-reach, disproportionately impacted MAI populations and/or sub-populations targeted in your MAI plan.
Describe how proposed interventions will address the identified barriers and challenges.

42. Questions

43. Planning Council Membership Roster & Reflectiveness
Purpose: Identifies the membership of the Planning Council (PC), the PC representation, and the PC reflectiveness of the HIV/AIDS epidemic in the EMA/TGA jurisdiction.

44. Planning Council Membership Roster & Reflectiveness

45. Planning Council Membership Roster & Reflectiveness

46. Planning Council Membership Roster & Reflectiveness
Tips
Before submitting your PC roster, ensure the following:
Planning Council membership must comply with mandated membership categories (i.e., the legislative representation requirement)
33% of PC are non-aligned people living with HIV (PLWH) consumers, accessing RWHAP Part A services
Non-aligned means there is no benefitting party affiliation with the PLWH consumer
PC and the 33% PLWH non-aligned consumers, must both reflect HIV/AIDS demographics

47. Local Pharmacy Assistance Program (LPAP)
Purpose: “To provide therapeutics to treat HIV/AIDS or to prevent the serious deterioration of health arising from HIV/AIDS in eligible individuals, including measures for prevention and treatment of opportunistic infections.” An LPAP is not a substitute for the AIDS Drug Assistance Program (ADAP). It is to provide medications when an ADAP has a restricted formulary, waiting list and/or restricted financial eligibility criteria and is to be instituted based on need and in accordance with the National Monitoring Standards (NMS). Note: LPAP is not to be used for short-term or emergency medication needs.

48. Local Pharmacy Assistance Program Profile
LPAP Profile Components:
Statement of Need – Supports and justifies funding of an LPAP and, at a minimum, describes inability of ADAP to meet medication needs of clients. Describes process for ensuring LPAP is payer of last resort.
Structure of the LPAP – Describes compliance with NMS, advisory board, comparison of LPAP and ADAP formularies, eligibility and enrollment process and cost savings strategies etc.
Note: The LPAP Profile is applicable only to recipients that are allocating funds to the LPAP service category if funds were not allocated in the previous year. The LPAP profile should be limited to 3 pages or less.

49. 2017 Part A Grant Requirements Calendar
FY 2016 Requirements
Contents
Deadline
Requirement Type
FY 2016 Ryan White Services Data Report (RSR)
Ryan White Services Data Report (RSR)
March 27, 2017
Reporting Requirement
Annual Progress Report
Final Implementation Plan, PC/PB Activities Narrative, EIIHA Update, MAI Report, Certification of Aggregate Administrative Costs, TA Narrative, LPAP Summary, and WICY Expenditures Report
May 30, 2017
Reporting Requirement
Part A & MAI FINAL Expenditure Report
Part A & MAI Expenditure Table
Federal Financial Report (FFR) and Carryover Request
FFR (SF 425) and Carry Over Request (note: carryover request can be submitted up to 30 days after July 30, 2017)
July 30, 2017
FY 2017 Requirements
Program Terms Report
SF 424A, Budget Narrative, Implementation Plan, CLC, Allocation Table + PC Letter of Concurrence, MAI Plan Narrative, Planning Council Roster, LPAP Profile
September 30, 2017
Estimated Unobligated Balances (UOB)
UOB Estimates and Estimated Carryover Table
December 31, 2017
FY 2017 Ryan White Services Data Report (RSR)
March 26, 2018
Part A & MAI Final Expenditure Table
May 29, 2018
FFR (SF 425) and Carry Over Request (note: carryover request can be submitted up to 30 days after July 28, 2017)
July 28, 2018

50. Questions