Transcript Pushing the Right Buttons: How to Successfully Submit your

Renewals Review
January 12 2011
Why are We Here Today ?
During today’s web-conference, we’ll :
• Review the renewals “package”
• Discuss the process for completing and
submitting the renewals forms
• Provide tips for ensuring your renewal
documents are correctly submitted to HIVCS
What we will not be reviewing
• Specific renewal concerns related to service families
• Specific dollar amounts of MRAs
Basics – Why renew contracts?
• HIVCS requests renewal documents to:
– Ensure scope of service reflects current practices and
requirements
– Receive updated and approved appendices, service target
grids, service level rate analysis tool (SLRAT)
– Obtain required administrative documents
The Renewal Package - Content
• Award letter period/MRA
• Instruction document (includes a discussion of all amendments
and appendices)
• Amendment to Schedule A: Scope of Services
– Generally, if your program has additional changes, a description of
each change is to be indicated in the Amendment to Schedule A:
Scope of Services. If there are no changes, check the box ‘NO” and
each of above sections will remain in your contract as last year. If
changes have occurred, check the ‘YES’ box, and list the
section/question of the Scope of Services that is being revised and
provide a description of the changes
Renewal Package-Content, cont’d
Renewal Documents – Appendices B,A,C,D
• This workbook contains various worksheets. These
documents must be completed by providing updated
information about your program.
Renewal Package-Content, cont’d
Appendix B: Program Information Summary
• This form indicates where your program targets clients-citywide, borough-wide, or neighborhood-based and the
language(s) spoken by staff. Please update this
Appendix with the most current contract information.
Renewal Package-Content, cont’d
Appendix A: Arrangements for Comprehensive HIV Services
• Outlines key services for which clients may need referrals (housing, food,
etc.) as well as types of places from where clients may be referred to your
program.
• You must list the agencies in each category with whom you have a
linkage to receive referrals.
• You must list whether you have a Memorandum of Understanding (MOU)
or a formal linkage agreement (definitions at the bottom of Appendix A)
and the date that the MOU or formal linkage agreement was or will be
established for each.
• If your own agency will provide the service, list “Internal” in the
Arrangement Status column. At least one provider must be identified for
each service need, but multiple providers may be listed. Please update
this Appendix with the most current contract information.
Renewal Package-Content, cont’d
Appendix C: Target Neighborhoods
• This form describes if services provided by this contract
are neighborhood-based, identifies the target areas by
ZIP code from which the program recruits clients. Please
update this Appendix with the most current contract
information by placing an “x” in the corresponding boxes.
Renewal Package-Content, cont’d
Appendix D: Target Client Demographics
• This provides information on the clients targeted by your
contract. Information includes age, gender,
race/ethnicity, and other population characteristics.
Target percentages are reported as percentages of your
total population served by this contract. Please update
this Appendix with the most current contract information.
(note – Appendix D differs for Ryan White and Prevention
contracts, please refer to your instructions
Renewal Package-Content, cont’d
Appendix F: Required Data Elements
• Appendix F details the data to be documented and reported under
this contract. It is a part of your final contract and enforceable as
such. Column one of Appendix F details all of those data elements
required to be collected and documented in client files. This
documentation is subject to review during monitoring visits.
Column 2, a subset of elements in column 1, details data that is
required to be entered into the reporting system. The language and
form of this document is prescribed.
Renewal Package-Content, cont’d
Service Target Grids
• The Service Target Grid has been pre-populated with
pro-rated service target projections.
• You may adjust monthly allocations without changing
annual totals. If you wish to further revise service target
projections, please contact your HIVCS Contract
Manager.
Renewal Package-Content, cont’d
Schedule F: Service Level Analysis (Performancebased only)
• The Service Level Analysis lists the approved rate for
each service type and populates the projected number
of each service type from the Service Target Grid.
Please do not make any changes to this document
Work Analysis
• The work analysis populates project numbers of services
for the contract year and the approved time per service
based on the scope of services.
Deliverables Schedule
• The deliverables schedule pre-populates with contract
deliverables, the description of the deliverables, the rate
and total reimbursable amount.
Renewal Package-Content, cont’d
Service Site Locations Workbook
• Appendix G.1: Service Site Location
• You will need to complete all items for each service site where contracted services are
provided, including administrative services. Information to be completed includes:
• Site name;
• Location of site or location of mobile unit where services are delivered;
• Complete street address; city; borough; ZIP code; phone number
• Type of contracted services performed;
• Site type;
• Percentage of the total services provided via this contract provided at each site; and
frequency services are provided at this location.
Services Tab
• This section has a drop down list of all contracted services. Using your Service Target
Grid, select only the services funded under this contract.
Renewal Package-Content, cont’d
Appendix G.2: Services by Service Site
• The service sites listed in Appendix G.1 and the service
types listed on the Services Tab automatically populate
to this page. The yellow cells with “x” indicate the
service provided at each site. Please update this
Appendix with the most current contract information.
Budget
• All contracts are required to submit a line-item budget
• Budget templates and instruction will be provided in your renewal
packages
• Ryan White Cost-Based – budgets are required at renewal
• Ryan White Performance-Based – budgets are required by
February 2011
• HIV Prevention Cost-Based – budgets are required at renewal
• HIV Prevention Performance-Based* – budgets re required by
April 2011
* For HIV Prevention RTS, RTV, RTH contracts, due dates are TBD
NICRA
• Indirect Costs may only be included in the budget if the
agency has a current DHHS-approved NICRA approved.
• Contractors who do not currently have a DHHSapproved NICRA must reallocate the funds previously
under Indirect Cost to individual direct administrative
cost budget line items.
Reporting Schedule
• A reporting schedule customized for service categories
will be sent in the renewal package
• The reporting schedule will include which reports are
required and due dates
Deliverables Voucher
• For Deliverables-Based contracts only or the
Deliverables component of a contract
• A template form is used when submitting the
deliverables document (hard copy or email)
Service Category Specific Documents
• Intervention Addendum
• Evaluation Addendum
• Program Guidance
• Manual Reporting Forms (certain service categories that require
additional information)
Tips for a successful renewal
• Changes are to be made in cells highlighted in yellow only.
• In the document, some cells have been pre-populated with data that must
not be changed. Blue cells contain formulas that must not be altered.
These formulas either perform various calculations or populate cells with
data from other locations.
• The format of the documents should not be changed or altered.
• Review the forms and ensure the information contained therein is
applicable to this year.
• If there have been any changes to your program from last year, describe
the changes in detail in the Amendment to Schedule A: Scope of Services.
• To check a box, double left-click on the box and select “check” then OK.
Boxes in Schedule A that are already checked are required and a response
is necessary.
Last, but not least..
Email your completed renewal packages to
[email protected] (Prevention contracts)
[email protected] (Ryan White contracts)
Questions?
Thanks for Participating!