1. Program Terms Report and Program Submission Overview May 31, 2018
Division of Metropolitan HIV/AIDS Programs (DMHAP)
HIV/AIDS Bureau (HAB)
Health Resources and Services Administration (HRSA)
Moderator:
Luigi Procopio
Presenters:
Steven Young, Director
Durkia Hudson, Project Officer
Tempestt Woodard, Project Officer
Andy Tesfazion, Project Officer

2. Things to Remember . . . Please mute your lines.
Please hold all questions until the designated sections breaks.
We realize that the screenshots of the forms during this presentation may be difficult to read. A copy of this PowerPoint presentation and all of the forms in this presentation will be available for download at the end of the webinar.
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3. Announcements

4. 2018 Submission Process Program Terms Report (PTR)
The PTR will be submitted in the PTR Web System, and is comprised of:
Consolidated List of Contracts (CLC)
Allocation Table
Program Submission
The Program Submission will be submitted in EHB, and is comprised of:
Planning Council (PC) or Planning Body (PB) Chair(s) letter
PC/PB Membership Roster and Reflectiveness
Clinical Quality Management (CQM) Plan
Local Pharmacy Assistance Program (LPAP) Profile

5. PTR Web System Guidance
PTR submission 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

6. 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
If there are any questions or issues with the PTR Submission process, contact your project officer or the data support team at or

7. Consolidated List of Contracts
Purpose: Identifies all Ryan White HIV/AIDS Program (RWHAP) Part A and Minority AIDS Initiative (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 entered into GCMS and will be reflected in the CLC
Refer to Attachment 2 included with HRSA written guidance for detail on how to generate and modify the CLC

8. CLC

9. CLC Before submitting your CLC, ensure compliance with the following:
Tips
Before submitting your CLC, ensure compliance with the following:
Address any validation issues (i.e., errors, warnings, and/or alerts)
Review Attachment 2 included with the written guidance from HRSA
Executed and unexecuted contracts are clearly identified
Placeholder contracts (i.e., unidentified subrecipient provider”) are identified
All contracts (e.g., HIV service, administrative, CQM contracts, etc.) are included
Cross reference with the Allocations Table

10. RWHAP Part A and MAI Allocations Table
Purpose: Reports planning council or planning body allocations of RWHAP funds in accordance with the conditions of the award
Identifies funded service categories
Reports the percentage of allocations for core medical and support services
Ensure the 75/25 requirement is met (unless waiver is approved)
Reports the Administrative and CQM percentages
Ensure the 10% Administrative and the 5% or $3 million (whichever is less) CQM caps are not exceeded

11. 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 using contract amounts in GCMS
To change HIV service allocations, contract information in GCMS must first be updated
Non-service amounts for Administration and CQM are entered manually
Perform validation checks
Refer to Attachment 2 for written guidance

12. RWHAP Part A & MAI Allocation Table

13. RWHAP Part A & MAI Allocation Table

14. RWHAP Part A & MAI Allocation Table
Tips
Before submitting your Allocation Table:
Ensure the allocations table service category amounts match the list of allocations included with the PC or PB letter
Ensure that errors, warnings, and/or alerts encountered during validation are addressed, for example:
75/25 core medical and support service requirement is met (unless waiver is approved)
Caps on Administrative and CQM are not met
Cross-reference the allocations table with the:
Application (SF-424A, Budget, and Service Category Table)
Final NoA

15. Questions

16. 2018 Program Submission
A signed letter from Planning Council (PC) or Planning Body (PB) Chair(s)  endorsing priorities and allocations
Including a list of the approved service category allocations signed by the PC or PB chair(s)
PC/PB Membership Roster and Reflectiveness
Quality Management (QM) Plan
Local Pharmacy Assistance Program (LPAP) Profile

17. 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 amounts reflected on the FY 2018 RWHAP Part A and MAI Allocations Table.
Include a list of the FY 2018 RWHAP Part A & MAI service category allocations approved by the PC or PB

18. PC/PB Membership Roster and Reflectiveness
Purpose: ensures the PC/PB membership is in compliance with legislative reflectiveness and representation requirements.

19. PC/PB Membership Roster and Reflectiveness

20. Planning Council Membership Roster & Reflectiveness
PC/PB Membership Roster and Reflectiveness

21. PC/PB Membership Roster and Reflectiveness
Tips
Before submitting your PC/PB roster ensure:
Membership complies with membership categories (i.e., the legislative representation requirement)
33% of PC/PB are non-aligned people living with HIV (PLWH) accessing RWHAP Part A Services
Non-aligned means there is no benefitting party affiliation with the PLWH client
Overall PC/PB membership, and the 33% PLWH non-aligned clients, must both reflect HIV/AIDS demographics

22. CQM Plan
Recipients must submit their most recent Clinical Quality Management (CQM) Plan
CQM Plan must be submitted as a PDF and describe all aspects of the CQM program.
The CQM Plan should follow guidance in the Part A Manual and Policy Clarification Notice 15-02

23. LPAP Profile
The purpose of an LPAP is “…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 provides medications when the ADAP is not meeting the needs of the clients.
Note: LPAP cannot be used for short-term or emergency medication needs.
The LPAP is developed based on need and complies with the National Monitoring Standards (NMS).
See the LPAP Clarification Program Letter and FAQs for reference.

24. LPAP Profile Components:
Statement of Need – Supports and justifies LPAP funding and, at a minimum, describes the inability of ADAP to meet medication needs of clients. It also describes process for ensuring LPAP is payer of last resort.
Structure of the LPAP – Describes compliance with NMS including a description of: advisory board, formulary, eligibility, coordination with other payers, cost savings strategies, and distribution/record keeping.
Note: 1) LPAP Profile is not required if previously submitted, 2) limit LPAP Profile to 3 pages or less, 3) provide brief description of any changes in previously submitted LPAP Profile and the impact on clients

25. 2018 RWHAP Part A Grant Requirements Calendar
FY 2018 Requirements
Contents
Submission
Deadline
Requirement Type
Program Terms Report
CLC and Allocation Table
90 Days after receipt of Final Award
Reporting Requirement
Program Submission
PC/PB Letter of Concurrence, PC/PB Roster, QM Plan, LPAP Profile
Estimated Unobligated Balances (UOB)
UOB Estimates and Estimated Carryover Table
December 31, 2018
FY 2018 Ryan White Services Data Report (RSR)
Ryan White Services Data Report (RSR)
March 25, 2019
Part A & MAI Final Expenditure Table
May 29, 2019
Annual Progress Report
PC/PB Activities Narrative, EIIHA Update, Certification of Aggregate Administrative Costs, TA Narrative, LPAP Summary, and WICY Expenditures Report
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 28, 2019)
July 30, 2019

26. Questions

27. DMHAP Reporting Requirement Workgroup Members:
Durkia Hudson, Jose Ortiz, Mark Peppler, Andy Tesfazion, Tempestt Woodard

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