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

• Aerin.lacerte@state.co.us• 303-692-2530

– Receives any in-coming invoices and budget change requests

• Fiscal Contact– Patricia Nord

• patricia.nord@state.co.us• 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• scott.bates@state.co.us • 303-692-2942

• Program Specialist– Teri Haymond• teri.haymond@state.co.us• 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.