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HRSA GranteeConference Call and Q&AUS Affiliated Pacific Island Grantees

October 2017

Office of Federal Assistance Management (OFAM)Health Resources and Services Administration (HRSA)

Operator

• Listen-only mode initially

•How/when to ask a question

•HRSA personnel will present information. Then open the call for questions and answers

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Agenda

•Welcome

• Reminders

•Division of Grants Policy Update

• Prior Approvals

•Delinquent Federal Debt

• EHB

•Q&A

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Welcome

•HRSA Contact Center hours: 8 a.m. to 8 p.m. (ET)

•HRSA Contact Center number: (877) 464-4772.

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Reminders

• Payment Management Services (PMS):877-614-5533 or http://www.dpm.psc.gov/

• Bureau of Primary Health Care: 1-877-974-2742 or http://www.hrsa.gov/about/contact/bphc.aspx

• Update your Grants.gov registrations.

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Reminders

• EHBs Help and Ticketing System: http://www.hrsa.gov/about/contact/ehbhelp.aspx

• HRSA is on YouTube!

• Additional Resources: etc. Visit http://www.hrsa.gov/grants/manage/index.html

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Reminders

Correspondence with HRSA

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Reminders

• The HRSA Grants TA webpage: http://www.hrsa.gov/grants/apply/

• Provide Feedback on your Grant Experiences: https://cxo.dialogue2.cao.gov/

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Updates in SAM.gov

• Data accuracy and transparency can take many forms.

• Please update your SAM.gov registration by updating your organizations street address and complete 9-digit zip code in Government systems.

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Updates in SAM.gov

• Take a few moments to review your grantee address profile in SAM.gov.

• Look-up your complete 9-digit zip code atUSPS.com: https://tools.usps.com/go/ZipLookupAction_input

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Updates in SAM.gov

• Go to Dun & Bradstreet web form: http://fedgov.dnb.com/webform/CCRSearch.do?val=1updateto update your legal entity name and physical address.

• D&B could take up to 48 hours to update their records. It could take another 48 hours for SAM.gov to update.

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New Feature to the FFR Module in EHB

• With the new FFR module in EHB it will allow recipients to delete an FFR revision that was started in error.

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Division of Grants Policy – Application Forms

• Application Guide updatesThe link is in every Notice of Funding Opportunity

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Division of Grants Policy update

Grants.gov Forecast for Federal Grants

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Division of Grants Policy - Grants.gov

New Features in Grants.gov Workspace

• Workspace Owners may add people from outside your organization to your Workspace using their existing account from another organization.

• Workspace now has a progress bar showing you what you have finished and the work still ahead of you in submitting an application.

If you are interested in learning more about Grants.gov Workspace, go to YouTube channel, https://www.youtube.com/watch?v=JfZcLr4Ynj4.

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Prior Approval Requests

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Prior Approval Requests

•When recipient needs to change certain aspects of the approved application (such as a change of Program Director (PD) or change of scope), HRSA approval is required

•Recipient submits formal request through the EHBs.

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Prior Approval Requests

Types of Requests – Most Common

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Prior Approval Requests

Types of Requests – Most Common (cont’d.)

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Prior Approval Requests

Types of Requests – Less Common

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Prior Approval Requests

Types of Requests – Less Common (cont’d.)

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Delinquent Federal Debt (DFD)

• Periodically check SAM.Gov to determine if your entity has a Delinquent Federal Debts (DFD)

• If a DFD is noted (that you are not aware of), contact SAM.Gov at http://www.fsd.gov or 866-606-8220 to determine the source of the DFD

• Follow up with the identified Federal Agency to resolve the DFD

Why is this important? DFD is checked as part of HRSA’s pre and post award grant activities.

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Contact Information

• Periodically review your EHB Contact Information

• Update any EHB Contact Information that has changed as soon as possible

• EHB presentation is available to show you how to updated your EHB Contact Information. • Go to: https://www.hrsa.gov/grants/manage/index.html• Then: “Grants” Tab “Manage Your Grant” EHB Registration Walk Through

presentation slide 6 “How do I update my contact information in the EHBs?”

Why is this important? HRSA staff uses your organization’s EHB contact information doing pre and post award monitoring.

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Financial Capability Reviews

• For recipients not required to have single audits (did not meet the $750,000 federal expenditure threshold)

• Purpose – to determine if recipients are capable of adequately administering federal awards• Do financial management systems incorporate the necessary controls

prescribed in 45 CFR 75?

• Are recipients financially stable?

• Review of policies & procedures, chart of accounts, financial data

• Request revised and strengthened policies & procedures, as necessary

• Perform similar reviews for recipients with financial mgmt. issues identified in other audits or program site visits

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Allowable and Unallowable Costs

• Memberships, subscriptions, and professional activity costs. (45 CFR 75.454)• Allowable

• Membership in business, technical, and professional organizations.• Subscriptions to business, professional, and technical periodicals.• Membership in any civic or community organization are allowable

with prior approval by the HHS awarding agency or pass-through entity

• Unallowable• Membership in any country club or social or dining club or organization• Membership in organizations whose primary purpose is lobbying are

unallowable

• Lobbying (45 CFR 75.450)• Unallowable

• Training and Education Costs (45 CFR 75.472)• The cost of training and education provided for employee development is

allowable.

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HRSA Electronic Handbooks (EHBs) –Usability Enhancements

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Grantee Survey – EHBs Usability EnhancementsSurvey Results

Grantee overall satisfaction with the usability enhancements

Survey responses from April 9, 2017 – August 22nd, 2017 Total Grantee Responses: 695

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We would like to hear from you!

We make every effort to improve your user experience with HRSA EHBs and your feedback is very important to us.

Please complete this EHBs new home page survey and provide feedback to help us make EHBs better.

HRSA EHBs Usability Enhancements Survey:

https://goo.gl/forms/ziDydPWTE6ZJiOgj1

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EHBs Videos – New and Helpful Resource

• How to Register to an Organization -https://youtu.be/QB_Wi4H_MNM

• How to Add a Grant to Your Portfolio -https://youtu.be/47A7oZoNLk0

List of all EHBs Interactive Videos -https://help.hrsa.gov/display/public/EHBSKBFG/Interactive+Videos

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HRSA EHBs Upcoming Features Timeline

Winter 2017• Features to delete applications that have not been submitted from the pending

task. • Capability to archive old and no longer relevant tasks in EHBs. • An easy way to access and print previously submitted applications and

submissions, along with all supporting documents.• Capability to select the person to approve the request when a notification is sent

out to request grant access.

Spring 2018• Homepage enhancements, including additional Smart Assist features.• Capability to access a submitted task directly from the tracking widget.

Spring 2018Winter 2017

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HRSA EHBs Usability Enhancements -Performance Improvements

• Improved overall EHBs system performance by over 20% last year!

• In Winter 2017, new web technologies will be used to implement additional performance improvements across EHBs.

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Contact Information

Jason MastrangeloDivision of Financial Integrity JMastrangelo@hrsa.gov301-443-3626

Neera AgarwalEHB- IT SpecialistNAgarwal@hrsa.gov301-945-9784

James WillieDivision of Grants PolicyJWillie@hrsa.gov301-443-8989

Melissa ReyesOFAM/ODOM EHB SupportMReyes2@hrsa.gov301-443-5157

Web: https://www.hrsa.gov/about/organization/bureaus/

Twitter: https://twitter.com/HRSAgov

Facebook: https://www.facebook.com/HRSAgov/

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Question & Answer

•Please have your grant number ready

• If we cannot answer your question, we will take your contact information and get back to you

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Upcoming Topics

•Do you have a topic you would like to see presented during an upcoming TA call?

• Email your ideas to HRSAPostAwards@hrsa.gov

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