cancer, cardiovascular and pulmonary disease grants ......support prevention, early intervention and...
TRANSCRIPT
Cancer, Cardiovascular and Pulmonary Disease Grants Program (CCPD)
Program Orientation for Fiscal Year 2018
July 20, 2017
Purpose of Orientation
• Introduction to CCPD Program Team and Program Overview
• Introduction to Kaiser Permanente Institute for Health Research and Overview of Program Evaluation Process
• Introduction to Contracting Unit and Contract Requirements
• Introduction to Fiscal Unit and Fiscal Requirements
• Introduction to Fiscal Compliance Unit and Compliance Requirements
Today’s Presenters:
• Andrea Wagner: CCPD Program Manager
• Selam Abebe: CCPD Program Contract Coordinator
• Andi Bradley: CCPD Program Contract Coordinator
• Eric Taber: CCPD Program Contract Coordinator
• Brooke Bender: Kaiser Permanente Institute for Health Research
• Lenora Kingston: Contract Administrator
• Abigail Aukema: Fiscal Manager
• Ryan Rivera: Lead Auditor
• Novia Collins: Auditor
Webinar Participants:
• 17 2-year CCPD Grantees (FY17-18) FY18 start date: July 1, 2017
• 30 3-year CCPD Grantees (FY16-18) FY18 start date: July 1, 2017
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16% Cancer, Cardiovascular
Disease, Chronic Pulmonary Disease Prevention, Early
Detection & Treatment Fund
3% Infant Immunization
Fund Supplemental OAP Health & Medical
Care Fund Local Governments
46% Health Care
Expansion Fund, including
reinstatement of Medicaid for legal
immigrants
19% Primary Care
Fund
16% Tobacco Education,
Prevention & Cessation Grant Programs Fund
Grants Program Administration
Up to 5%
Breast and Cervical Cancer Expansion
Up to $5M
CCPD Competitive Grants Program Remaining Funds
Health Disparities Grant Program
15%
Tobacco Taxes for Health-Related Purposes Statutory Distribution of .64 cent tax (A35) Revenue
5
Purpose of the CCPD Grants Program
By statute, the CCPD program funds competitive grants to support prevention, early intervention and treatment of cancer, cardiovascular and pulmonary disease.
The program is administered by the Prevention Services Division of the Colorado Department of Public Health and Environment (CDPHE).
Oversight of the program is provided by a 16-member Review Committee and the State Board of Health.
The CCPD Review Committee sets priorities of the program,
including the 17 strategies to be implemented by 3-year grantees and a sub-set of 10 strategies to be implemented by 2-year grantees.
CCPD Grants Program Focus Areas
CCPD grant funding was awarded with a focus on five primary goal areas, while allowing for innovation:
• Healthy Eating Active Living (HEAL)
• Cancer
• Cardiovascular Disease (CVD)
• Chronic Pulmonary Disease
• Patient Navigation/Community Health Work (Crosscutting)
• Evidence-informed Innovation (Crosscutting)
CCPD Grant Cycle FY 16-18 Funding Priorities
Strategy 1: Built Environment
Strategy 2:
Breastfeeding-Friendly
Environments
Strategy 3: Healthy Food Retail
Strategy 4:
Healthy Food and Beverage
Strategy 5:
Comprehensive Worksite Wellness
HEALTHY EATING & ACTIVE LIVING
Strategy 6: Provider/Clinic-based Cancer Prevention
Strategy 7:
Individual-Level Cancer Prevention
Strategy 8:
Community-Based Cancer Prevention
CANCER
Strategy 9: Self-Measured Blood Pressure
Monitoring
Strategy 10: Team-Based Care
(MTMS)
Strategy 11: Clinical Systems
Quality Improvement
Strategy 12:
National Diabetes Prevention Program
(DPP)
Strategy 13: Diabetes Self-Management
Education (DSME)
CARDIO-VASCULAR DISEASE
Strategy 14: School-Centered
Asthma Management
PULMONARY DISEASE
Strategy 15: Patient Navigator
Programs
Strategy 16: Community Health Worker Programs
Strategy 17:
Patient Navigator & Community Health
Worker Training
PATIENT NAVIGATOR/ COMMUNITY
HEALTH WORKER/ CROSS CUTTING
CCPD Grant Cycle FY 16-18 Funding Priorities
CCPD Team Roles and Responsibilities
Program Contract Coordinators: Selam Abebe, Andi Bradley, and Eric Taber
• Primary contacts for CCPD Grants Program
• Contract monitoring, coordination and support
• Negotiate Statement of Work (SOW) and Budget and any subsequent revision requests
• Provide CCPD quarterly/annual progress report templates
• Receive and review quarterly/annual progress reports and Deliverables
• Coordinate and attend monthly/quarterly update meetings
• Receive and review monthly invoices
• Distribute CCPD monthly e-newsletter and other communications
• Schedule and perform programmatic site visits
• Prepare Annual Performance Evaluations as required by CDPHE which rate each grantee program based on progress of activities in the SOW and invoice timeliness and accuracy
CCPD Program Staff Roles and Responsibilities
CDPHE Program/Subject Matter Expertise Staff: • Share evidence-based approaches and up-to-date information
with grantees • Assist with SOW and Budget negotiations • Review requests for modifications on SOWs related to content
area • Review quarterly/annual reports and Deliverables • Attend monthly/quarterly update meetings • Attend programmatic site visits • Support networking among CCPD grantees • Provide ongoing content-related technical assistance to
support the success of grantees’ projects (i.e. resources, conference calls and peer learning opportunities, webinars, content trainings, etc.)
CCPD Grantee Requirements • Quarterly progress reports using CCPD-required template
provided by the program
• Deliverable documentation due as specified in the SOW
• Quarterly update meetings to discuss quarterly progress reports and to identify technical assistance needs (additional meetings, as needed)
• Participate in learning opportunities
• Semi-annual evaluation progress reports using online tool provided by Kaiser Institute for Health Research
• Final Evaluation Report
CCPD Quarterly Progress Report Template
CCPD Quarterly Progress Report Template
CCPD Quarterly Progress Report Template
CCPD Quarterly Progress Report Template
CCPD Quarterly Progress Report Template
CCPD Due Dates
Quarterly Progress Reports are due 15 days following the end of each quarter • Q1 (July 1-September 30), Due October 16, 2018
• Q2 (October 1-December 31), Due January 15, 2018
• Q3 (January 1-March 30), Due April 16, 2018
• Q4/Final (April 1-June 30), Due June 30, 2018
• Cannot extend past the end of the contract period
Sustainability Plan • Final, Due June 30, 2018
Program
Questions?
Program Evaluation
Kaiser Permanente Institute for Health Research (IHR): Brooke Bender
• The IHR evaluation team’s mission is to implement collaborative and meaningful evaluation and research by:
• designing projects which answer relevant evaluation questions
• providing results that help organizations learn and take action
• building the capacity of organizations to conduct evaluation
Program Evaluation: Overview
• The evaluation of CCPD includes several components
Evaluation planning (all grantees)
Micro-level evaluation or in-depth evaluation (subset of strategies and grantees)
Grantee-led evaluation with evaluation technical assistance (subset of strategies and grantees)
Evaluation technical assistance and training opportunities (all grantees)
Program Evaluation: Important Dates
Just completed - July 17, 2017 Web-Based Semi-Annual Report Due July 31, 2017: Annual Evaluation Report Due
(Three-year grantees)
August 15th, 2017: Qualitative Webinar 2 – Coding & Themes October 2017 (TBD): Qualitative Webinar 3 – Reporting January 15, 2018: Web-Based Semi-Annual Report Due
(All grantees except DPP)
May 30, 2018: Web-Based Semi-Annual Report Due June 30, 2018: Final Evaluation Report Due All Micro-Level Evaluation Work Completed
(Subset of grantees)
Evaluation
Questions?
PSD Contracts Unit
Contract Administrator: Lenora Kingston
• Prepare contracts and send out for signature
• Review and approve revisions/amendments to Statements of Work
• Review requests for budget revisions/amendments as related to impact on Statement of Work/contract
Contract Requirements
Additional Provisions:
• The Contractor shall notify the State of a change in key personnel, such as the Project Director or Principal Investigator, within 30 days of the change.
• CDPHE does have the option to reduce current funding and reallocate monies if the Contractor is unable to fully expend funds.
• The Contractor shall request prior approval in writing from CDPHE for all modifications to the Statement of Work during the contract term. An amendment to the contract may be required.
• Amendment 35 funds shall not be used for lobbying purposes as defined in Colorado Revised Statutes (CRS) 24-6-301(3.5)(a).
Contract Requirements
Additional Provisions Continued: • The Publications, presentations, or public events resulting from
Amendment 35 CCPD Grants Program funding must include the following acknowledgment of grant support and a disclaimer.
o Funding for this event/project/program was provided (in part) by Amendment 35 Cancer, Cardiovascular, and Pulmonary Disease Program (CCPD) funding. The views expressed do not necessarily reflect the official policies of, nor does the mention of imply endorsement by, the Colorado Department of Public Health and Environment.
• Contractors that provide direct services of benefit to individuals 18 years of age or older shall ensure, as specified by regulation, they only provide services to individuals lawfully present in Colorado. Contractor shall maintain documentation demonstrating the individual's establishment of lawful presence, which shall include documentation of an appropriate identification document and an affidavit as required by section 24-76.5-103, C.R.S.
Contracting
Questions?
PSD Fiscal Staff
Fiscal Officer: Abigail Aukema The Fiscal Unit performs the following functions:
• Review of invoices and tracking of expenditures • Review of budgets and budget narratives • Process payments and other reimbursements • Primary contact for invoice discrepancies
General Reminders
Cost reimbursable contract Before requesting reimbursement from the Colorado Department of
Public Health and Environment (CDPHE), grantees must: • Incur the cost • Perform work associated with the cost (if applicable) • Also applies to sucontractors
Fiscal/Contract Requirements
Important Fiscal Guidelines:
• The Contractor shall submit monthly reimbursement invoice forms • Invoices must be submitted to the designated Program Contract Coordinator within 45 days of the end of each month • Invoice should list line items as approved in the budget • All expensed items must be paid for AND received by end of grant year • Expenses must be:
▪ Necessary ▪ Reasonable ▪ Allocable AND ▪ Allowable
A
Standardized Invoice Form
Two Parts: Expenditure Details (enter data here) and Cover (print and sign). We need BOTH.
Standardized Invoice
A pre-populated budget template will be provided to each grantee • Each invoice must have a unique invoice number (such as Program Name
October 2018) • A regular monthly invoice is expected. This is comprised of two (2)
documents that make up your invoice:
-Expenditure Detail form (enter data in this tab). -Reimbursement Cover Page (print the summary document in this tab)
which requires a signature.
Invoicing Process
Send to Program Contract Coordinator (Andi, Eric or Selam) as listed on invoice template. Coordinator reviews invoice and compares costs to approved scope of work and program progress. Will forward to Fiscal Officer.
Fiscal Officer reviews information in invoice. Compares costs to approved
budget and disallowed costs, if any. If Program or Fiscal staff has questions about your invoice, you will typically be contacted by the Fiscal Officer.
Incoming Invoice
Outgoing Correspondence
Expense Billing Period and Tracking
• Project billing period: • July 1, 2017 (or upon execution of the contract) through June 30, 2018
• Funds must not be co-mingled. Each agency should have a mechanism in place to track expenses relating to this project separately from other agency expenses.
• State and federal rules mandate that fund recipients may not bill a contract for expenses that occur outside the contract period.
Supporting Documentation Requirements
DO NOT submit source documentation with invoices unless it is specifically requested.
✓Local Public Health Agency (LPHA) – CDPHE’s Financial Risk
Management System (FRMS) Unit will request and review invoice documentation
✓Non-LPHA – PSD’s Fiscal Compliance Unit will request and review invoice documentation. Review will happen 1 to 4 times a year based on an agency’s risk determination via: - Invoice documentation review. - Desk audit. - Site visit.
Budget Flexibility
Agencies have budget flexibility to allow for change(s) in costs between budget establishment and implementation of the project.
➢You may move a cumulative total of up to 25% of your contract’s Total Direct Costs between approved, or “open”, major budget categories in your budget.
➢Any moves in excess of this threshold requires a written Budget Revision Request Form approved by your program and fiscal contacts at CDPHE.
Budget flexibility is allowed only when there is no change to the approved Scope of Work. Talk to your Program Contract Coordinator if you have
questions. They can help.
Budget Revisions
If a budget revision is needed and there is no change to the Scope of Work: Expenses must be “necessary, reasonable, allocable and allowable” • Ask yourself if the cost is necessary? If yes, is the proposed cost
reasonable? Know costs for services and materials in your area or conduct research when needed!
• Ask yourself if the cost is allocable to your project? Know your Scope of Work!
• Ask yourself if the cost is allowable? Know your Request for Applications and your Agreement!
Budget Revisions (continued)
Discuss your needs with your Program Contract Coordinator as soon as
possible. A budget revision: • Takes time (10-15 days to review the request typically). • Requires signatures. • Is required if you want to add a budget category (Travel, Personal
Services, Operating, Contractual) that was not in your original approved budget.
• Must be reviewed by PSD contract staff. May require a contract amendment if it is determined that the Scope of Work is affected.
Budget Revisions (continued)
• Budget Revisions are prospective (relating to or effective in the future), not retroactive. So if a budget revision is approved, new costs are only allowed as of the revision approval date.
• CDPHE cannot reimburse for expenses in excess of 25% per budget category that have been incurred without prior approval. In other words, if an agency exceeds allowable costs, the grantee is responsible for costs.
• Budget Revision requests may not be submitted in the last 90 days of the contract period, or after the end of March 2018.
Final Invoice and Fiscal Year Close
Final invoice: • Enter “Yes” in the appropriate field on the standardized invoice form
when submitting the final invoice for your project. • Is due 45 days after the end of your contract period, or no later than
August 15, 2018. Fiscal year-end accounts payable estimate letter/matrix: • CDPHE must accrue all financial obligations (invoices not paid) that
have not been submitted or paid by June 30 of any year. Grantees and contractors will see a request for information related to costs incurred but not invoiced in June 2018.
Fiscal
Questions?
Ryan Rivera, Lead Auditor PSD Compliance Unit 303 692 2433 [email protected]
Novia Collins, Auditor PSD Compliance Unit 303 692 2533 [email protected]
PSD Fiscal Compliance Unit
Training Objectives
• Financial Risk Assessments
• Rules and Regulations
• Fiscal Monitoring
• Frequent Findings
• Additional Monitoring Guidance
Financial Risk Assessments
• Financial Risk Management System (FRMS)
o Local Public Health Agencies and Denver Health
• Compliance Unit Financial Risk Assessments
o Nonprofit Agencies
Rules and Regulations
• 2 CFR, Part 200 Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards
o Subpart E-Cost Principles Basic Considerations 200.402
o Subpart E- Cost Principles General Provisions for Selected Items of Cost
• Grant Program Requirements
• Contract Requirements
• Audit Requirements
Fiscal Monitoring
• Site Visits
• Desk Reviews
• Source Documentation Reviews
Frequent Findings
Food and Meal Requirements
• Food at staff meetings is not an allowable cost. There are a few circumstances where purchasing food/drink is an allowable cost. For example, food for outside stakeholders tied to an event or conference.
• Food/meal costs are subject to scrutiny.
• Contracting agencies are required to be good stewards of State and Federal money, using it in the most effective way possible.
Frequent Findings
Time and Effort Requirements • If employees work on and are charged to multiple projects,
the employees must complete timesheets/activity reports detailing time worked on each project.
• Salary must be allocated to the projects based on those timesheets/activity reports. DO NOT use budget estimates to prepare invoices (e.g., 1/12 method). It is recommended that actual salary, fringe, and time percentages are used to determine Personal Services costs for each invoice.
• Records of these expenses will be reviewed during source documentation reviews, desk reviews, or site visits.
Additional Monitoring Guidance
Indirect Costs
Subcontractor Monitoring
Gift Cards Travel Costs Pre Payments
Miscellaneous Expenditures
Fiscal Compliance
Questions?
Contact Information for CCPD staff*
CCPD Contact Phone Email address
*Selam Abebe Program Contract Coordinator 303-692-2357 [email protected]
*Andi Bradley Program Contract Coordinator 303-692-2389 [email protected]
*Eric Taber Program Contract Coordinator 303-692-2299 [email protected]
*Andrea Wagner CCPD Program Manager 303-692-2516 [email protected]
Lenora Kingston Contract Administrator 303-692-6402 [email protected]
Abigail Aukema Fiscal Officer 303-692-2527 [email protected]
Ryan Rivera, Lead Auditor Novia Collins, Auditor
303-692-2433 303-692-2533
Additional Resources
CCPD Grants Program web page (includes links to 3-year and 2-year RFAs):
https://www.colorado.gov/cdphe/A35-ccpd-grants Code of Federal Regulations (i.e. Super Circular): http://www.ecfr.gov/cgi-bin/text-
idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl
Additional
Questions?
Thank you!