1. Health Resources & Services Administration “Changes in Grants Management” HRSA/MCHB All Grantee Meeting October 2004 Office of Federal Assistance Management Division of Grants Management Operations October 2004

2. Opening Statement There have been concerns raised throughout the grantee community that HRSA Grants Process has changed! Let me reassure you that the Grants Process and requirements have not changed. The rules and requirements for administering and managing grants, remain the same.

3. Opening Statement What has changed is the refinement and efforts to create a more consistent internal & external application of the rules and requirements of the Grants Administration and Process. These changes are designed to create a more efficient grants process in order for YOU to carry out the important work that you do in addressing the health issues and needs of this country. In summary, those changes are:

4. HRSA GRANTS ORGANIZATIONAL STRUCTURE

5. Division of Financial Integrity X Conducts pre-award audits of grantees including reviewing departmental Alert List X Recommends appropriate grant restrictions X Advises on grants policy issues X Assists in identifying and resolving grants policy issues and problems

6. Division of Grants Policy X Provides oversight and establishes Agency grants policies and procedures aiding in consistent policy interpretations. X Monitors and reviews application guidance to assure consistency across the Agency. X Assists in identifying and resolving grants policy issues and problems

7. 7 Division of Grants Management Operations

8. Health Services Branch Governmental & Special Focus Branch Research & Training Branch Est. Grant workload – 2,298Est. Grant workload – 2.000Est. Grant workload – 2,000 The primary lead/expertise of this branch will be grants that are awarded primarily to community and faith based entities whose focus is service delivery or the improvement of services. The primary lead/expertise of this branch will be grants that are awarded primarily to governmental entities whose focus is service delivery or the improvement of services. In addition, this branch will also focus on grants of special focus and interest. The primary lead/expertise of this branch will be grants that are awarded primarily to entities whose focus is training and research. DGMO Branch Focus

9. ALLOCATION OF MAJOR MCH GRANT PROGRAMS by BRANCH Health Services Branch Governmental & Special Focus Branch Research & Training Branch MCHB – Title V, Healthy Start In addition, grants through BPHC, HAB, and ORHP MCHB – Poison Control, Block grants, EMS-Children In addition, grants through BHPr, BPHC, HAB, HCSB, and ORHP MCHB – All Training & Research In addition, grants through BHPr, HAB, HCSB, and ORHP

10. E-Grants/GEMS-EHB A system of electronic handbooks allowing for external and internal user interaction at various levels X Application module – allows for the electronic submission for all types of HRSA applications X Creation of an electronic grant folder containing the application and all subsequent grant actions X Award module- allows for electronic awarding of NGA and various communication with grantee X Frame work for project management allowing PO’s to collect performance measures

11. Grant Application Center (GAC) Acts as support for the Agency’s Grant Process X Scans paper applications and converts them to a CD-ROM format X Instrumental in creating electronic grant file X Populate electronic grants handbook and electronic folders

12. “ALL” Grant Applications must be electronically submitted through the HRSA Grants Electronic Management System – EHB. For registration information and electronic submission issues: https:/grants.hrsa.gov/webexternal Be sure to register your organization in the GEMS-EHB. HRSA CALL CENTER HELP DESK: 877-GO4-HRSAE-MAIL: CallCenter@hrsa.gov Items of Interest & Reminders

13. All recipients of Federal grants and cooperative agreements will be required to register with the Central Contractor Registry (CCR) and obtain a Dun & Bradstreet Universal Numbering Systems number (DUNS). 1-800-705-5711 or go to the HRSA web site for more information. http://www.hrsa.gov/grants/preview/dunsccr.htm Items of Interest & Reminders

14. NGAs are electronically sent to the Business Official and/or the persons identified in the application. Make sure that the e-mail addresses identified in the application are correct. In order to submit an application electronically, the organization must be registered.

15. Items of Interest & Reminders Budget Period Start Dates will always be on the 1 st of the month, with the exception of a few new projects funded at the end of the fiscal year. Budget Period End Dates will always be at the end of the month. For those new grants funded at the end of the fiscal year, the end date will be established at the end of August instead of September. READ YOUR ENTIRE NOTICE OF GRANT AWARD, INCLUDING THE ATTACHED PAGES WHICH CONTAINS CRITICAL INFORMATION & REQUIREMENTS RELATIVE TO THE GRANT.

16. Key Grants Management Contacts Director, Division of Grants Management Operations Lawrence R. Poole, Senior Grants Management Officer - 301/443-2728 lpoole@hrsa.gov lpoole@hrsa.gov Pamela M. Hilton, E-Grants Operations Officer - 301/594-4248 philton@hrsa.gov philton@hrsa.gov Government & Special Focus Branch Dorothy M. Kelley, Chief - 301/443-3288 dkelley1@hrsa.govdkelley1@hrsa.gov Health Services Branch Janice M. Gordon, Chief - 301/443-2385 jgordon@hrsa.govjgordon@hrsa.gov Research & Training Branch John Gallicchio, Chief - 301/443-3099 jgallicchio@hrsa.govjgallicchio@hrsa.gov