FY 2005 Continuation Guidance, State Oral Health Collaborative Systems (SOHCS) Program Page 1
FY 2005 MATERNAL AND CHILD HEALTHGRANT APLICATION GUIDANCE
for
NON-COMPETING CONTINUATION PROPOSALS
for the
STATE ORAL HEALTH COLLABORATIVE SYSTEMS (SOHCS)
Grant Program
Announcement No. 5-H47-05-005
(CFDA# 93.110, Activity Code H47)
Application Due Date: July 7, 2005
Department of Health and Human Services
U.S. Public Health Service
Health Resources and Services Administration
Maternal and Child Health Bureau
Division of Child, Adolescent and Family Health
NOTE: Read this entire document carefully before starting to prepare an application.
FY 2005 Continuation Guidance, State Oral Health Collaborative Systems (SOHCS) Program Page 1
TABLE OF CONTENTS
INTRODUCTION AND REQUIRED SUBMISSIONS …..……………………..….….. …..1
- GRANT APPLICATION FORM 5161-1 ….…………………………………..…………… 1
II.NARRATIVE PROGRESS REPORT AND PLAN FOR THE COMING YEAR …………..3
III.PUBLIC HEALTH SYSTEM REPORTING REQUIREMENT……………………………..5
IV. ADDITIONAL INTRUCTIONS…………………………..…………………………… ……5
HRSA Contacts…………………………………………………………………………………….. 8
APPENDIX A………………………………………………………………………….…………….9
Part 1:Performance Measures…………………………………………………………………….9
Part 2:Financial and Demographic Data Elements ...... 13 Form 1 – MCHB Project Budget Details for FY 2005 ...... 13
Form 2 – Project Funding Profile ...... 16
Form 4 – Project Budget and Expenditures by Types of Services ...... 18
Form 6 – MCH Discretionary Grant Project Abstract ...... 21
Form 7 – Discretionary Grant Project Summary Data ...... 25
INTRODUCTION
We are pleased to provide you with the Grant Application Guidance for a non-competing continuation project. This guidance supplements the "Public Health Service Grant Application, Form PHS 51611" (revised 7/00), required for all Maternal and Child Health Special Projects of Regional and National Significance grant applications. Please review item #2, "Noncompeting continuation" under "Types of Applications," on page 2 of Form PHS 5161-1.
SUBMISSIONS REQUIRED
Please submit the following: an original inksigned and two signed copies of each of the following documents:
1.Grant Application Form PHS 51611:
a.Standard Form (SF) 424
b.Budget Information
c.Assurances - Non-Construction Programs
d.Checklist (see pages 25-26 of Form 5161-1). Complete all items on the checklist including Part C, information regarding the business office official and official responsible for project direction.
2.Disclosure of Lobbying Activities (if applicable).
3.Project Abstract (summary of the program narrative), Annotation and Key Words. Follow the instructions for and use Form 6 on page 21 of this program guidance, or as a guide if not submitting electronically.
4.Narrative Progress Report (followed by Appendices: Key Personnel Form and, if applicable, the Project Personnel Allocation Table).
5.Proposed Amendments to the Project Plan (if applicable).
I.GRANT APPLICATION FORM PHS 51611
Form PHS 51611 contains general instructions for development of the application; specific
budget forms and instructions; assurances and certifications to be signed by the applicant; and a check list to be completed and included with the application.
This guidance primarily supplements the "Program Narrative" section of the PHS 51611, pages 21-23, but because of revisions in the form and because some applicants have overlooked or misinterpreted certain items, selected portions of the instructions are amplified and highlighted as follows:
Face Page (SF 424)
Federal Identifier: enter the Federal project grant number A5 H47 MC 000 __.@
Catalog of Federal Domestic Assistance Number: Item #10, enter A93.110@; for Title, enter “State Oral Health Collaborative Systems.”
Item 13: enter the dates for the approved project period, not the upcoming budget period.
SF 424A
Budget Form SF424A and the accompanying instructions should be used. Item 1 on the Budget Information Sheet, Non-Construction Programs, Section A, Budget Summary is AState Oral Health Collaborative Systems Grant Program."
Estimated unobligated balances, if applicable, must be included in Section A Budget Summary, Lines 14, Columns (c) through (g). See page 3 of the instructions for the SF424A.
Section F "Other Budget Information" (424A, Page 2), applicants should submit on supplemental sheet(s) a justification of each individual budget category itemized in Section B.
Applicants typically identify the specific needs but often fail to write a justification of those needs. Budget justifications require the applicant to show specific references to the project plan that would relate to how the dollar amount requested was developed. Provide a narrative budget justification which describes how the costs for all categories are derived. Discuss the necessity, reasonableness, and distribution of the proposed costs. If you are proposing changes in the project objectives, location or approach, or project activity(ies) have been delayed, explain and justify in the narrative budget justification as well as in the program narrative.
Justifications must be provided for all requested personnel costs, travel items, equipment, contractual services, supplies and other categories, and for indirect costs.
Each application should also include funds for two trips annually to the Washington, D.C. area for the specific purpose of conferring with MCHB program staff.
Line 22, Indirect Charges: enter the latest negotiated indirect costs rate (i.e., other sponsored programs rate) or a lower rate under which the applicant chooses to apply. (Note: The research rate is not acceptable for demonstration-like projects.) Indirect Charges are included in the Estimated Federal Funding figure on the Face Page (Standard Form 424), item 15(a). Please submit a copy of your most recent Negotiated Rate Agreement.
The Key Personnel form, labeled as Appendix B, should be used to identify the name/
position title, personhours/full-time equivalent (FTE) required, and salary levels, including fringe benefits, required to implement the project plans. If project personnel are also compensated by other grant programs, the percentage of time such personnel are covered by other funding sources should be indicated in the application. In addition, personnel resources that are committed to the project implementation, but are not supported by requested grant funds, should also be identified on the Key Personnel Form as "In-Kind" in the same manner as described above for each person.
Federal grant regulations permit grantees to use funds for contracts but not for subgrants. If the applicant decides to enter into a contract, the applicant's budget justification should include an itemized budget (direct and indirect costs) and proposed scope of work for each contractual agreement. The total of each contract's budget (direct and indirect) should be reflected in the applicant's itemized budget under the "Contractual" budget item.
II.NARRATIVE PROGRESS REPORT AND PLAN FOR THE COMING YEAR
This report serves as the primary source of information regarding progress toward achieving the project's objectives and detailed plans for the coming year. The report should not exceed 25 pages double-spaced, should be unbound and unstapled, and typed on one side only.
Provide the following:
Cover sheet entitled "Progress Report", which includes the project title, grant number, name of grantee, name of contact person, and grant year to which the report applies. This information should be centered in the middle of the page.
Narrative Progress Report
This report should provide the current status and progress since the previous application. It should include the following sections:
A.PROBLEM: Include a concise and direct statement of the health problem and the target population the project is addressing as described in the original application or approved modification.
B.EXPERIENCE TO DATE: For each major objective pertaining to the period covered by the progress report, identify the activities carried out (through May, 2005) and those to be carried out during the remainder of the current budget period.
Summarize goals and achievements to be realized through the current budget period ending in 2005. Supporting data may be provided concisely in tabular form. Review progress made toward achievement of the measurable milestones and outcome objectives stated in the project plan.
Clearly include the reasons for lessthanexpected progress toward, or failure (if appropriate) to accomplish planned activities or achieve milestones and outcome objectives. Describe problems encountered and planned approaches to overcome them.
Indicate trends, significant problems, constraints, etc., both in realizing progress toward achieving the project's outcome objectives and in implementing project activities that led to that progress.
C.CONDITIONS AND REQUIREMENTS: Briefly address the current status of any conditions and/or recommendations made in the most recent Notice of Grant Award or accompanying letter. If conditions have been removed, so indicate; otherwise give status of negotiations.
D.EVALUATION: Describe the mechanisms implemented to:
1) monitor changes/improvements in the status of the health problem(s) or the attainment of objectives, and how the information gained is used to make appropriate internal management decisions; and,
2) track whether or not planned project activities were actually carried out and, using this information, describe the success, or lack of, in achieving process objectives and/or activities.
Wherever possible, the measurements of progress toward goals should focus on health outcome indicators, rather than on intermediate measures such as process or outputs.
E.REGIONAL AND NATIONAL SIGNIFICANCE: What contributions, if any, has your project made in one or more States, other than the one it is located, to improve health status or address health problems. Include discussion of significant activities directed toward the adaptation and use in other settings of the experiences, information, or other benefits arising from the project. Explain how the project has strengthened the Maternal and Child Health Services Block Grant program in one or more States.
F.PLAN FOR THE COMING YEAR: Provide a detailed statement of the milestones or progress toward the outcome objectives planned for the next project year, and a description of the process objectives and activities that will be undertaken to achieve those milestones.
Copies of curricula vitae of new key personnel and any new or revised job descriptions must be provided and should be included in the appendices. Supporting data and correspondence relevant to the Narrative Progress Report and Plan for the Coming Year may also be included in the appendices.
If the Plan for the Coming Year involves significant changes in the project, the plan must have the written approval of the funding agency before they are implemented. The project plan includes outcome objectives, timetable for implementation, key personnel, methodology, etc. If significant changes are proposed in any of these elements, submit them concurrently as a separate document. Use a cover sheet entitled "Proposed Amendments to the Project Plan" and include on the cover sheet the project title, grant number, name of grantee, name of contact person, and grant year to which the changes apply. References to the original plan and a full description of the proposed amendments and resultant alterations in the budget must be provided in the document. If significant changes to the project are planned/requested, a revised Project Personnel Allocation Chart (Label as Appendix C) should also be submitted as an appendix. This table detailsactivities necessary to carry out each methodological approach, including approaches to major categories of activities and appropriate tracking methods. It includes a format to describe the “who, what, when, where, and how” of each approach.
G.COPIES OF PUBLICATIONS AND OTHER MATERIALS: These documents, if available, cannot be submitted with your continuation application. If applicable, please provide a list of relevant materials with your application, and, if requested by the Federal project officer, provide under separate cover at a later date.
III.PUBLIC HEALTH SYSTEM REPORTING REQUIREMENT (PHSIS)
All grantees which are "community-based, non-governmental organizations" (i.e., not State or local health agencies), must 1) prepare and submit a one-page PHSIS and 2) a copy of the application face page (SF 424 of the PHS 5161) to appropriate State and local health agencies located in the areas to be served by their projects at the same time they submit their application. The Project Abstract may be used in lieu of the one page Public Health System Impact Statement (PHSIS), if the applicant is required to submit a PHSIS.
- ADDITIONAL INSTRUCTIONS
Electronic Submission
HRSA strongly encourages grantees to submit noncompeting continuation applications electronically using the HRSA Electronic Handbooks (EHBs). To access the HRSA EHBs, go to In order to take advantage of this electronic system, existing grantee organizations must register within the EHBs. The purpose of the registration process is to collect consistent information from all users, avoid collection of redundant information and uniquely identify each system user.
Registration within HRSA EHBs is a two-step process. In the first step, individual users from an organization who participate in the grants process such as applying for noncompeting continuations must create individual system accounts. In the second step, the users must associate themselves with the appropriate grantee organization. Note that since all existing grantee organization records already exist within EHBs, there is no need to create a new one. Also note that registration within HRSA EHBs is required only once for each user for each organization they represent.
Applications can be prepared by multiple individuals within your organization in a collaborative manner, but they can only be submitted by the Authorized Official. Ensure that your AO registers so that applications can be submitted.
To complete the registration quickly and efficiently we recommend that you have the following information handy:
1. Identify your role in the grants management process. HRSA EHBs offer three functional roles for external organization users namely Authorizing Official (AO), Business Official (BO) and Other Employee (for project directors, assistant staff, AO designees and others). For more information on functional responsibilities refer to the online help.
2. 10-digit grant number from an NGA belonging to your grant. Use the grant number to find your organization during registration.
To start your noncompeting continuation application, click on “Noncompeting Continuations” after logging in. Use your grant number to search for the funding opportunity and follow the instructions."
For more detailed information about the online application and how to get started, go to MCHB Critical Highlights at
For assistance in using HRSA EHB, call 877-Go4-HRSA (877-464-4772) between 9:00 am to 5:30 pm ET or e-mail .
The new online application and reporting system has been implemented during FY 2005 for MCHB grantees. Ultimately, this system will provide grantees with information from previous years, including budget and services data. There are several features of the online system that are designed to ease the reporting burden on grantees:
- Since electronic submissions are saved to a central database, you will not need to resubmit the same information year after year. In subsequent years, data previously submitted will be accessed and displayed.
- When the same item is requested on multiple forms, you will only be required to enter it once. The system will insert the data to the appropriate fields on subsequent forms. This reduces the need for redundant data entry.
- The system has built-in checks to help improve the quality of reported data, including features that guard against data entry or calculation errors. For example, the system checks to ensure that budget totals match across financial forms, and alerts the applicant when errors are detected. Similarly, the online system helps ensure that performance data reported fall within valid ranges. It also automatically calculates performance indicators using raw numerator and denominator (where applicable), thus sparing the grantee the need to calculate these indicators and ensuring against mathematical errors.
For grant reviewers, the system will provide near immediate access to submitted data, because data will be transmitted to the HRSA database, and it will be able to be accessed immediately thereafter by program management. Compared to the paper submission process, lag time will be greatly reduced.
Required Financial and Demographic Data Elementsfor all MCHB grantees appear in Appendix A of this guidance.
You will complete the standard forms online, such as PHS Form 5161, and MCHB Financial and Demographic Data Elements (Appendix A) as you enter data in the electronic forms. Application narratives, spreadsheets and other supporting supplemental documents are completed offline and attached to the online application. You will be prompted to complete the required forms as part of the application process. Applications submitted electronically will be time/date stamped electronically, which will serve as receipt of submission.
Online applications are ONLY required to submit one form in signed hard copy: the SF-424 Face Sheet, since that all other elements of your application have been captured and transmitted electronically.
Formal submission of the electronic application: Applications completed online are considered “formally submitted” when the Authorizing Official electronically submits the application to HRSA. However, to complete the submission requirements, you must print, sign, and submit a hard-copy of the SF-424 Face Sheet.
Signed Hard Copy of the SF-424 Face Sheet. In addition to your submitted online application, you must print, have signed and submit only the face page, SF-424, to the HRSA Grants Application Center. The SF-424 for your application can be printed out from the online application.
For an online application, the signed SF-424/5161 must be sent to the HRSA GRANTS APPLICATION CENTER at the following address, and received by HRSA by no later than five days after the July 7, 2005 due date.
Grants Management Officer, CFDA# 93.110
Announcement No. 5-H47-05-005
Government & Special Focus Branch
Division of Grants Management Operations
Attn: Ms. Theda Duvall
HRSA Grants Application Center
901 Russell Avenue
Suite 450
Gaithersburg, MD 20879
Telephone: 1-877-477-2123
Paper Submission
If you complete your application on paper, you should follow the rules of submission as described in Page 1 of this guidance for Required Submissions. Please submit one (1) original and two (2) unbound copies of the application. Please do not bind or staple the application. Application must be single sided.