Maternal and Child Health Bureau February 2006 1 Your Grant Application and Program Reporting Applying for Your Grant Electronically and Reporting Data

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Your Grant Applicationand Program Reporting

Applying for Your Grant Electronically

and Reporting Data

Grants.gov, HRSA’s Electronic Handbooks and Program Reporting – How It Impacts You

Christopher Dykton Science Applications International Corporation

Rockville, MD

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Your Grant Applicationand Program Reporting

Faculty Disclosure Information

In the past 12 months, I have not had a significant financial interest or other relationship with the manufacturer(s) of the product(s) or provider(s) of the service(s) that will be discussed in my presentation.

This presentation will (not) include discussion of pharmaceuticals or devices that have not been approved by the FDA or if you will be discussing unapproved or "off-label" uses of pharmaceuticals or devices.

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Outline

Current Challenges for MCHB Grantees Managing Your Grant Application and

Program Activity: The Workflow Grants.gov: What is it and how do I start

the application process? HRSA’s Electronic Handbooks: What is it

and how do I complete the application process?

Non-Competing Continuation Application Reporting Data and Performance Measures:

EHB Program Specific Information Getting Help

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Current Challenges for MCHB Grantees

New in 2006, MCHB grantees will submit applications in Grants.gov

Grants.gov URL = www.grants.gov Supplemental grant and program data will

be submitted in HRSA’s grants management system, HRSA’s Electronic Handbooks (EHBs)

EHBs URL: https://grants.hrsa.gov/webexternal/home.asp

Two systems 2 business processes, 2 registrations, 2 deadlines Systems will exchange information

Data and performance collection systems within the Bureaus still integrated with HRSA’s EHBs

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Outline



the application process? HRSA’s Electronic Handbooks: What is it




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Managing Your Grant

Universal grants management portal for all federal grants

Unique grants system for HRSA grants Electronic systems that transfer data

Grants.gov -> HRSA’s EHBs Reporting data and performance

measures for both application and post-award

Take a look at the workflow of a sample grant cycle

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Life of an MCHB Grant

Life of an MCHB Grant (Three-Year Grant)

Year 1 Year 2 Year 3 END

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New Non-competing Non-competing Application Continuation Continuation

Via Grants.gov Via Grants.gov AND HRSA’s EHBs

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Via HRSA’s EHBs

Post-Award Post-Award Post-Award

Reporting Reporting Reporting


New Non-competing Non-competing Application Continuation Continuation

Via Grants.gov Via Grants.gov AND HRSA’s EHBs

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Managing Grant Application

Workflow is key to understanding the systems Application is generated and submitted in

Grants.gov Data are transmitted to EHBs For non-competing continuations,

supplemental grant and program data are submitted in EHBs

Applying electronically is stressed rather than submitting a paper application

Your guidance should be able assist you

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Workflow Timeline for Non-competing Continuation

Register In Grants.gov

Register In Grants.gov

Data Sent to HRSA’s EHBs

Data Sent to HRSA’s EHBs

Submit SF424 Face Sheet

in Grants.gov

Submit SF424 Face Sheet

in Grants.gov

Grantee Notified of

Transmission

Grantee Notified of

Transmission

Enter HRSA’s EHBs

to Enter Supplemental

Data

Enter HRSA’s EHBs

to Enter Supplemental

Data

Submit in HRSA’s EHBs

Submit in HRSA’s EHBs

Timeline Activity

Now!

From Release of Funding Announcement to Grant Deadline (Grants.gov)

From Submission of SF424 to Two weeks after Grant Deadline (Grants.gov) YOU ARE FINISHED!YOU ARE FINISHED!

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Workflow: Non-Competing Continuations

Applying as a non-competing continuation Completing Grant Application (PHS 5161) –

Grants.gov and EHBs Attaching Required Documents (e.g.,

Narrative, Attachments) - EHBs Completing Program Specific Information -

EHBs Provide application year and future year budgets Write abstract, providing experience to date Provide/revise objectives for PMs for future grant

propose grant years Report provisional indicator data for PMs for

current year

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Managing Program Data

Two times for entering program data reporting in the EHBs Providing provisional data at the

time of non-competing continuation

Reporting data after initial award and when a grant year is completed (Post-Award Reporting)

New/Competing Applications are completed only through Grants.gov No submission in HRSA’s EHBs

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Outline


Program Activity: The Workflow Grants.gov: What is it and how do I

start the application process? HRSA’s Electronic Handbooks: What is it




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Grants.gov

What is Grants.gov? Web site that the federal government uses to

inform citizens of grant opportunities and provide a portal for submitting applications to federal government agencies

Why is HRSA making this change? Department of Health and Human Services (DHHS)

level policy change Meet the President’s Management Objective

to make grant opportunities more accessible to the public and

to encourage electronic submission of grant applications to improve efficiency and analytic capabilities.

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Grants.gov

Is MCHB Using Grants.gov? All MCHB new awards and non-competing

continuations 2006 forward Preparation for submitting a non-

competing continuation application Authorizing Official should register the

organization in Grants.gov Your organization MUST be registered in

Grants.gov Takes time – can take up to 4 weeks or

more. Do it NOW!

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Grants.gov

Follow the instructions on Grants.gov

Allow time for corrections Enter information in fields even if it is 0

or the form will remain incomplete. Required fields are highlighted in

yellow There are resources available on

the Grants.gov to help www.grants.gov

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Grants.gov Complete the SF424 Face sheet and

Checklist Submit the face sheet through the

Grants.gov portal. Contacted by Grants.gov about

successful submission to HRSA Log into HRSA’s EHBs to provide

supplemental data Budget Narrative and attachments Program specific information

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Outline Current Challenges for MCHB Grantees Managing Your Grant Application and


the application process? HRSA’s Electronic Handbooks: What

is it and how do I complete the application process?

Non-Competing Continuation Application Reporting Data and Performance

Measures: EHB Program Specific Information

Getting Help

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HRSA Electronic Handbooks: What is it?

HRSA Electronic Handbooks is HRSA’s grants management and application system

Known as EHBs Supports all HRSA’s Bureaus and

Offices Integrates with data and performance

collection systems within the Bureaus https://grants.hrsa.gov/webexternal/home.as

p

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Registering in the EHBs

Access to EHBs To apply and report, registration is

required All working on an application

must register Individual registration Defined with a role

Those registered are linked to an organization

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Registering in the EHBs Register yourself as a user in this system When providing supplemental information

for a non-competing continuation: Register as a user linked to your specific

MCHB grant and grantee organization Use your grant number to identify your

organization! If you have already registered in EHBs,

use that username and password Only register once – call the HRSA Call

Center to check on your registration if unsure

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my application in Grants.gov? HRSA’s Electronic Handbooks: What is it

and how do I provide my supplemental data?

Non-Competing Continuation Application

Reporting Data and Performance Measures: EHB Program Specific Information

Getting Help

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Non-Competing Continuation

So now that we’ve registered in both systems and provided the SF424 via Grants.gov, let’s look at finishing the non-competing continuation in the EHBs

Reviewing roles during the non-competing continuation

Completing the application – providing grant information and MCH performance data.

Non-competing Continuation = Progress Report

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Non-Competing Continuation: Roles

The project director will add the grant to his or her portfolio

Project director must approve requests for access to the grant portfolio and assign privileges to other members of your organization

Project directors will need their most recent Notice of Grant Award in order to add the grant to their portfolio

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Non-Competing Continuation: Roles

Recommended that project director register now in order to grant access to others

Once registered or granted access by your project director, to access your MCHB non-competing continuation application, click on Noncompeting Continuations link on left sidebar

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Non-Competing Continuation: Application Forms Status

Click ‘Update’ or the name of the section in the menu on the left to access the section

Data submitted in Grants.gov populates fields in these sections – you can edit inconsistencies

As you complete these sections, you are completing PHS Form 5161, Grant Application

All sections of an application must appear as ‘Complete’ in the status column before you can submit

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Look at Application Forms Status

Menu for Application Forms Status

Click on Update to access this section for data entry

This is the section and link for MCHB’s Program Specific Information and Forms

Section Status is noted. If all data entry is done, it will say ‘Complete’

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Program Activity: The Workflow Grants.gov: What is it and how do I start my

application in Grants.gov? HRSA’s Electronic Handbooks: What is it

and how do I provide my supplemental data? Non-Competing Continuation Application Reporting Data and Performance

Measures: EHB Program Specific Information

Getting Help

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Program Specific Information: An Overview

Developed a set of forms and performance measures to monitor MCHB discretionary grant programs

OMB approved Used in part by all MCHB grantees

during the life of a grant when both applying and reporting

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Program Specific Information: Overview

Begin collecting program and performance data at the time of the grant application and continue to collect through the life of the grant and closeout

Provide data for grant review, program analysis and public information

MCHB’s program and performance measurement data = Program Specific Information in the EHBs

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Program Specific Forms Information Menu – A Sample

Part of the Menu for Program Specific Information

Click on Update link to go to this section to enter data

Program Sections and Forms required to complete are noted.

Section Status is noted. If all required data are entered, it will say ‘Complete’

Click on Details link to go to the Status Checker which gives you more information on why the form is not complete

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Program Specific Information: Forms

Standard data for all programs are collected

Project office selects PMs for a program. Universal Newborn Hearing Screening

(UNHS) Forms: 1, 2, 4, 6, 7 UNHS National PMs: 03, 05, 07, 10, 23,

31 UNHS Additional Data Element Form:

Children with Special Health Needs Data Elements

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Program Specific Information: Financial Data Elements

UNHS reports on three Program Specific Financial Forms Form 1, MCHB Project Budget

Details for a Fiscal Year Form 2, Project Funding Profile Form 4, Project Budget and

Expenditures by Types of Services

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Form 1, MCHB Project Budget Details for Fiscal Year __ Budget detail sheet for the application

year Includes Federal request as well as other

project funds that contribute to the project PHS financial data fields must be

completed before entering data on Form 1 because these financial data populate this form

Must be completed before completing Forms 2, and 4

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Form 2, Project Funding Profile Tracks budgets and expenditures across

the life of the grant by source of funding Data from Form 1 populates this form for

the application year Data for future year budgets for MCHB

grant award is from PHS data fields. Must be completed before completing

Form 4

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Form 2, Project Funding Profile Tracks budgets and expenditures across

the life of the grant by source of funding Data from Form 1 populates this form for

the application year Data for future year budgets for MCHB

grant award is from PHS data fields. Must be completed before completing

Form 4

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Form 4, Project Budget and Expenditures by Types of Services Breaks down the budgets and

expenditure by four types of services provided for all grant years

Direct Health Care, Enabling Services, Population-based Services, Infrastructure Building Services

Budget and expenditure totals for each year must match the corresponding totals for each year on Form 2

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Program Specific Information: Program Data Elements

Universal Newborn Hearing Screening reports on two Program/Demographic Forms Form 6, MCH Discretionary Grant

Project Abstract Form 7, Discretionary Grant Project

Summary Data

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Form 6, MCH Discretionary Grant Project Abstract Synopsis of the grant Populates data from other forms for easy

viewing Allows data entry of text describing the

project Problem, Goals & Objectives,

Activities/Methodology, Coordination, Evaluation, Keywords, Annotation

Completed for each application year

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Form 7, Discretionary Grant Project Summary Data Collects other summary data

Project service focus, geographic project scope and infrastructure focus

Grantee organization type Other data for certain types of grants,

such number of products developed by type

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Program Specific Information: Performance Measures

Universal Newborn Hearing Screening reports on six national performance measures: 03, 05, 07, 10, 23, 31

PM03 and 05 are percentage-based measures

PM07, 10, 23 and 31 are scale-based measures

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PM #3 The percent of completed MCHB projects publishing findings in peer-reviewed journals

PM#5 The percent of MCHB supported projects that are sustained in the community after the federal grant project period is completed

PM#7 The degree to which MCHB supported programs ensure family participation in program and policy activities

PM# 10 The degree to which MCHB supported programs have incorporated cultural competence elements into their policies, guidelines, contracts and training

PM# 23 The degree to which grantees have assisted States in increasing the percentage of children who are screened early and continuously for special health care needs and linked to medical homes, appropriate follow-up and early intervention

PM#31 The degree to which grantees have assisted States in organizing community-based service systems so that families of children with special health care needs can use them easily

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Consist of detail sheet and tracking form

Detail Sheet Defines the measure, including scale of

measurement Provides background on the purpose of the

measure Tracking Form

Objectives Targets for accomplishing performance Entered for each year of the proposed grant

Indicators Numerical value measuring progress toward

accomplishing the objective Provided after grant activity occurs

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Scale-based Measures Titled “The degree to which….”

Example: PM07 – The degree to MCHB supported programs ensure family participation in program and policy activities

Scale is provided for a measure. Example: PM 07 is measured on a scale of 0-18,

where grantee annually assesses its progress on six elements, each of which is scored on a scale to 0-3

Uses a data collection form to calculate an indicator for a reporting year

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Program Specific Information: Form 9 – Scale-based PM

Example of a Scale-based PM

Enter or edit future objectives

Score is entered automatically by completing data collection form

Click on Enter/Edit to complete data collection form for reporting year

Click Cancel to leave form without saving data Save data when complete

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Program Specific Information: Data Collection Form

Data Collection Form for a Scale-based PM

Total score is automatically calculated by completing score for each element

Scale is provided

Score each element by selecting a value from the pick list

Mark data as final or provisional

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Percentage-based Measures Titled “The percent of ….”

Example: PM20 - The percent of women participating in MCHB supported programs who have an ongoing source of primary and preventive care services for women

Require a numerator and denominator to calculate the indicator value for a reporting year

PM20 numerator: Number of women participating in MCHB supported projects who have an ongoing source of primary and preventive care services during the reporting period

PM20 denominator: Number of women participating in MCHB supported projects during the reporting period

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Program Specific Information: Form 9 – Percentage-Based PM

Example of a Percentage-based PM

Enter or edit future objectives

Enter numerator and denominator for reporting year

Mark data as final or provisional

Click Cancel to leave form without saving data

Save data when complete

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General Information about Program Specific Forms

Errors Notes Instructions Status Checker System Timeouts

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Errors Popup boxes

Error for a specific field. Correct immediately.

Red warnings Problem with validations between

forms Correct the red warning or you cannot

save the form

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Notes To explain or interpret the data on

a form Access by clicking the red ‘note’

icon to the upper left, next to the form number

Enter your note and save Edit your note as necessary

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Instructions Guide to data entry on the form Access by clicking the ‘Instructions’

link to the upper right Hyperlinked topics take you to a

specific section of the form Print complete instructions for the

form by using the right click of your mouse

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Program Specific Information:

Partial View of a Form Partial View of a Form

Click on icon to access notes

Some fields are pre-populated with data entered on other NGA and other PHS forms to avoid duplicate entry and errors. These budget figures are taken from data entered on PHS forms. These fields are read only.

Side menu allows navigation to other forms in the application

Editable fields appear as boxes

Click link for instructions

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Status Checker Detailed summary of outstanding

issues on a specific form Shows a form as completed when

all required fields have data As forms are completed, status

checker is updated Access from both the sidebar and

the main menu (Click on the main menu link, ‘Details’)

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System Timeouts Timeouts are a security requirement You will time out if there is no

communication with the server within 30 minutes

You will lose all unsaved data if you time out

Be careful about having multiple windows open

Warning could appear behind your active window

Turn off “pop-up blocker” software so that the warning message appears

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Where to Go to Begin Your Application Online

Grants.gov is located at:www.grants.gov

HRSA’s Electronic Handbooks is located at:

https://grants.hrsa.gov/webexternal/

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Outline


Program Activity: The Workflow Grants.gov: What is it and how do I start my

application in Grants.gov? HRSA’s Electronic Handbooks: What is it

and how do I provide my supplemental data?



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Getting Help

This is a lot of information incorporating many changes.

Two systems to use – two places for assistance.

Call if you need help!

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Getting Help – Grants.gov

If you need assistance in Grants.gov, contact:

Grants.gov Contact Center 1-800-518-4726 or [email protected]

M-F, 7 a.m. – 9:00 p.m. EST

Call sooner rather than later! Register today!

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Getting Help – HRSA’s EHBs

If you need assistance in HRSA’s EHBs, contact:

HRSA Call Center1-877-464-4772 or

[email protected], 9 a.m. – 5:30 p.m. EST

Call sooner rather than later!