Fiscal Year (FY) 2014 Budget Period Progress Report (BPR)

Noncompeting Continuation (NCC)

BPR Technical Assistance (TA) page: http://bphc.hrsa.gov/policiesregulations/continuation

Agenda

• Overview

• Due Dates & Times

• Changes to the BPR

• Submission Process & Requirements

• Budget Requirements

• Program Narrative Update

• Important Facts

• Technical Assistance Contacts

• Question & Answer Session

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Overview

The BPR provides an update on the progress of Health Center Program grantees who do not have a project period end date in FY 2014 (October 1, 2013 – September 30, 2014).

PLEASE NOTE:

A Health Center Program grantee whose project period ends in FY 2014 must complete a Service Area Competition (SAC) application instead of a BPR. See the SAC TA page for details: http://www.hrsa.gov/grants/apply/assistance/sac

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Overview

• The BPR is submitted only in the HRSA Electronic Handbook (EHB).

• Grantees will be given access to complete the BPR approximately 6 weeks prior to the submission deadline.

• Information on completion of the BPR can be found in the BPR Instructions and the BPR EHB User Guide available in EHB and on the BPR TA page at http://bphc.hrsa.gov/policiesregulations/continuation.

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Due Dates & Times

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Budget Period Start Date

EHB Access EHB Deadline (5:00 PM ET)

November 1, 2013 July 10, 2013 August 14, 2013

December 1, 2013 July 24, 2013 September 11, 2013

January 1, 2014 August 21, 2013 October 2, 2013

February 1, 2014 September 18, 2013 October 30, 2013

March 1, 2014 October 23, 2013 December 4, 2013

April 1, 2014 November 13, 2013 January 8, 2014

May 1, 2014 December 11, 2013 February 5, 2014

June 1, 2014 January 22, 2014 March 5, 2014

Changes to the BPR

Overall Streamlining

• The BPR has been streamlined as part of an overall update to BPHC’s program oversight plan, which includes the introduction of a 3-year project period.

• The BPR will provide an annual progress report on a health center’s performance as well as a status update on any recent supplemental funding.

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New Program Oversight Approach

Technical assistance and support throughout the project period

Changes to the BPR - Content

EHB User Interface

• The BPR submission has been upgraded in EHB. Information icons are available for accessing directions while completing forms.

Attachments and Forms

• 1 Attachment: budget narrative/justification

• 4 Forms: 2 new forms and 2 standard forms

• The Program Narrative Update will be provided directly in EHB (it will no longer be an attachment).

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Submission Requirements

https://grants.hrsa.gov/webexternal

• SF-PPR and SF-PPR-2 (basic information forms)

• Budget Information: Budget Details

• Budget Narrative Attachment

• Program Specific Forms– Federal Object Class Categories– Form 2: Staffing Profile– Form 3: Income Analysis– Program Narrative Update

see Tables 2-3 (pages 4-5) in the BPR Instructions

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Submission Process

• Incomplete or non-responsive progress reports will be returned through a Request Change notification.

• Failure to submit the BPR by the deadline or submission of an incomplete or non-responsive progress report may result in a delay in Notice of Award issuance or a lapse in funding.

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Budget Presentation

• The Budget Information: Budget Details form is the NCC equivalent of the SF-424A. It provides a breakdown of funding for the upcoming budget period by funding type (i.e., CHC, MHC, HCH, PHPC).

• The total budget value will appear at the top of the Budget Information: Budget Details form. Outreach and Enrollment supplements will not be included in the FY 2014 BPR.

• Reminder: HRSA funds may not be used to pay the salary of an individual at a rate in excess of $179,700.

see Section IV of the BPR Instructions (pages 12- 15)

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Budget Presentation

• The Federal Object Class Categories form corresponds to Section B of the Budget Information: Budget Details form, with total funding broken down by federal and non-federal.

• The budget narrative should: – Be broken down by federal and non-federal (corresponds

to the Federal Object Class Categories form).– Include a line-item budget and any narrative required to

explain costs.– Provide sufficient information to show that costs are

reasonable and necessary.– Demonstrate adherence to the $179,900 salary

limitation.

see Section IV of the BPR Instructions (pages 12- 15)

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Federal Object Class Categories Form

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Standard Form Revisions

• Form 2: Staffing Profile has been updated with a column to report staff expenses to be supported by the H80 grant (requested Federal dollars).

• Form 3: Income Analysis has been revised to simplify the reporting of projected income.

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Form 3

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Program Narrative Update

• The Program Narrative Update is now a structured form in EHB. Each narrative field is limited to 3,000 characters. (Approximately 1 page).

• Grantees will describe FY 2013 progress and any predicted changes for the FY 2014 budget period in the follow five areas:– Environment – Organizational Capacity– Patient Capacity – Supplemental Awards – Clinical and Financial Performance Measures

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Program Narrative Update

1. Key Area: Environment

Discuss broad changes in the region, state, and/or community over the past year that have impacted the project (e.g., changing service area demographics/shifting target population needs, changes in major health care providers in the service area, changes in key program partnerships, Affordable Care Act implementation at the state/local level).

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Program Narrative Update

2. Key Area: Organizational Capacity

Discuss major changes in the organization’s capacity over the past year that have impacted or may impact the implementation of the funded project, including changes in:

• Staffing, including staff composition and/or key vacancies

• Sites

• Systems, including financial, clinical, and/or practice management systems

• Financial status

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Program Narrative Update

3. Key Area: Patient Capacity

Discuss the trend in unduplicated patients and report progress in reaching the projected number of patients to be served by the end of the project period in the identified categories. Explain significant changes in patient numbers and discuss progress toward reaching the projected patient goals, including the key factors impacting patient numbers.

• Total Unduplicated Patients • Total Migratory and Seasonal Agricultural Worker

Patients• Total People Experiencing Homelessness Patients• Total Public Housing Resident Patients

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Q3: Patient Capacity – EHB Example

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Program Narrative Update

4. Key Area: Supplemental Awards

Discuss progress made in implementing recent supplemental Health Center Program awards, as applicable. For each of the following, describe progress toward goals; key factors impacting progress; and plans for sustaining progress and/or overcoming barriers to ensure goal achievement.

• FY 2012 Quality Improvement Supplement;• FY 2012/FY 2013 HIV Supplement; • FY 2013 Outreach and Enrollment (O/E)

Assistance Supplement;• FY 2012 New Access Point (NAP) Satellite Grant;• FY 2013 New Access Point (NAP) Satellite Grant.

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Q4: Supplemental Awards – EHB Example

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Program Narrative Update

5. Key Area: Clinical and Financial Performance Measures

Discuss the trends in performance measures. Explain significant changes and discuss progress toward reaching the projected goals, including key factors impacting performance.

• Perinatal Health

• Preventive Health Screenings and Services

• Chronic Disease Management

• Financial Measures

• Other Measures

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Q5: Performance Measures – EHB Example

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Program Narrative UpdateGeneral Information

• If pre-populated data (UDS data or projected data) is not accurate, provide accurate data and an explanation in the corresponding narrative field.

• In many cases, if data does not pre-populate or is not available, the system will allow data to be provided in the appropriate field (e.g., public housing patient data).

• If clinical performance measures (e.g., prenatal) were not provided in the past, grantees must provide a projection by the end of the project period.

• Previous applications/submissions are available for reference; see the BPR EHB User Guide for instructions on accessing these documents.

• Current state and national comparison data is available for performance measures comparison purposes (http://bphc.hrsa.gov/healthcenterdatastatistics/datacomparisons.html).

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Technical Assistance Contacts

• BPR TA Page

– http://bphc.hrsa.gov/policiesregulations/continuation

• Program Related Questions

– Rene Herbert and Vesnier Lugo BPHCBPR@hrsa.gov or 301-594-4300

• Budget Related Questions

– Carolyn Testerman ctesterman@hrsa.gov or 301-594-4244

• EHB Related Questions

– BPHC Helpline BPHCHelpline@hrsa.gov or 877-974-2742

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Question & Answer Session

REMINDERS

•Failure to include all required information may result in a submission being returned for changes which could delay award.

•Throughout the application process, please refer to the Frequently Asked Questions (FAQ) on the BPR TA page located at http://bphc.hrsa.gov/policiesregulations/continuation

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