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Child Maltreatment Prevention UnitGrantee Orientation Web Conference
Presented:August 16, 2012August 21, 2012August 23, 2012
Fiscal Year 2012-2013
Welcome
Goals:• Introduce CDPHE Fiscal &
Program staff• Increase contractors
understanding of new CDPHE fiscal processes
• Increase contractor understanding of fiscal monitoring requirements
• Clarify program evaluation requirements
• Provide overview of program reporting
Today’s agenda:Introduction of presentersBrief Child Maltreatment
Prevention Unit overviewFiscal:
Budget & BillingStandardized InvoiceContract Monitoring ProcessAccepted Source Documents
Programmatic:Evaluation componentsReporting
Budget & Billing
• Grants Coordinator– Aerin LaCerte
• [email protected]• 303-692-2530
– Receives any in-coming invoices and budget change requests
• Fiscal Contact– Patricia Nord
• [email protected]• 303-692-2566
– Contacts you with questions/discrepancies on invoices and budget changes
In-Coming Information
Out-Going Correspondence
New Standardized Invoice
• Required for all invoices and expense reimbursements
• Must submit both the invoice and expenditure details
• How-To webinar found at: https://new.livestream.com/cdphepsd/grants
• Blank template and other background info found at: http://www.cdphe.state.co.us/StandardizedInvoice/index.html
Standardized Invoice
Invoice Submission
• Due monthly by the 10th
• Submit to the Grants Coordinator, Aerin LaCerte
• Submit signed standardized invoice and expenditure details pages, preferably via e-mail.
• Questions we may have regarding your invoice will come from your Fiscal Officer, Tricia.
New Contract Monitoring Process• Request source documentation based on risk
• High Risk: Request full source 4 times a year• Medium Risk: Request full source 2 times a year• Low Risk: Request full source 1 time per year• DO NOT submit source documentation unless we ask
• Risk Assessment– Conducted annually– Conducted by Quality and Assurance Officer– If a risk assessment has not been completed or
you have not been notified of your risk yet, the default is Low Risk, unless issues arise.
Accepted Source Documentation
• Payroll records• Description of fringe benefits calculations and
included benefits• Time and effort certification forms or time
sheets (personnel activity reports)• Copies of original receipts, invoices etc., for all
items charged to this contract/program (supplies, utilities, etc.)
Accepted Source Documentation • Documentation of the methodology used for
allocation of direct and indirect costs (where applicable)
• Travel authorization and expense forms• Signature pages of MOU’s or subcontracts and
copies of paid invoices from the sub-contracted agencies**Please note that sub contract information cannot include
Protected Health Information. This must be marked off or de-identified before being shared with CDPHE to comply with HIPAA.
Contract Monitoring Process Continued
• Contractor Orientation – New contracts– New funding cycles
• Internal Quality Assurance Tracking– Documents discrepancies and solutions
• Internal Quality Assurance Status Board– Monitors the same vendor across programs
Budget Revision• No changes in overall total budget• Moving funds from one budget line to another– If moving less than 10% of total budget:• Notify grants coordinator via e-mail• No revision approval needed• Changes are cumulative until budget revision
– If moving more than 10% of total budget: • Budget revision approval REQUIRED• Contact grants coordinator to complete a Budget
Revision Request Form.• Submit budget revision request to program coordinator• Resets your budget
Child Maltreatment Prevention Program Staff
• Program Manager– Scott A. Bates• [email protected] • 303-692-2942
• Program Specialist– Teri Haymond• [email protected]• 303-691-4098
Colorado Children’s Trust Fund
Family Resource Centers
Evaluation ComponentsData required for evaluation includes:
– Aggregate demographics and number of children and parent participants directly served.
– Subset, number of parents and children with disabilities served. • To capture child with a disability, contractors should utilize the disability definitions
as defined in section 602 of the Individuals with Disabilities Education Act (2024 U.S.C. 1401).
• To capture parent with a disability served, contractors should utilize disability definition as defined in the Americans with Disabilities Act of 1990 (ADA).
– Aggregate number of participants served through public awareness and/or educational events.
– Outreach activities to special populations and cultural competence.• Families with a child who has special needs• Highly-stressed families• Families who are geographically or linguistically isolated
Evaluation Components continued
Aggregate Assessment Analysis• Invest In Kids will provide Incredible Years analysis• Colorado Parent and Child Foundation will provide
Parents As Teachers (PAT) analysis• Colorado Bright Beginnings will provide Bright
Beginnings analysis• Family Resource Center Association (FRCA) will provide
the following analysis:– Colorado Family Support Assessments (CFSA) via OMNI– Ages & Stages Questionnaire (A&SQ), as entered in ETO– Adolescent & Adult Parenting Inventory (AAPI-2) sten scores, as entered
in ETO– Client Satisfaction Surveys, entered in ETO
Reporting
CCTF:• Mid-year report due
January 31, 2013• Final report due July 31,
2013
CBCAP:• Mid-year report due
December 31, 2012• Final report due April 30,
2013
Shared report content:•Snapshot of projected outcomes and served year to date outcomes•Collaborative relationships and added value to programming•Outreach activities toward special populations and cultural competence efforts•Uniform Minimum Standards•Strengthening Families Protective Factors implementation efforts•Colorado’s 10 Winnable Battles supported by programming
Questions & Discussion
Thank you for your time and participation today.
We are most grateful to have suchcaring, dedicated experts as
yourselves planting and nurturing the seeds of child
maltreatment prevention in Colorado.