HEALTH RESOURCES & SERVICES ADMINISTRATIONOFFICE OF FEDERAL ASSISTANCE MANAGEMENT

DIVISION OF GRANTS MANAGEMENT OPERATIONS (DGMO)

Presented by the:

HEALTH PROFESSIONS BRANCH (HPB)

Bruce A. Holmes, Ph.D. & Ms. Shelia BurksSenior Grants Management Specialists

301-443-0752 / Bholmes@hrsa.gov04/18/23 1

AGENDAAGENDA

• Grants Management Specialist Role

• Expectation of Reviewers

• Reviewer Resources

• Budget Evaluation & Tips

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Grants Management Grants Management Specialist RoleSpecialist Role

• Advisory in Nature.• Provides Grants Policy and Budgetary

Guidance:

• As Necessary / When Requested

• When Proposed Actions are in Conflict with HRSA Policies and Procedures

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EXPECTATION OF EXPECTATION OF REVIEWERSREVIEWERS

• Review the Entire Application – includes the Budget matter and completeness of Forms / Compliance ot the FOA’s specific budget traits.

• Trust Your Own Experience and Judgment in Regard to Direct Costs, Labor Categories, Hours proposed and other programmatic details when evaluating the budget

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EXPECTATION OF EXPECTATION OF REVIEWERSREVIEWERS

• YOU ARE NOT EXPECTED to determine if costs are “allowable.” (See SF424 Application Guide pages 32 -34 / Applicant Compliance at a Glance Authorities Page 9 – 10).

• Make a note in the Summary Statement

• If it’s not in the application, it’s not there…..

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REVIEWER REVIEWER RESOURCESRESOURCES• DIR REVIEWER’S GUIDE (DRG):

o GUIDELINES FOR WRITING STRENGTHS AND WEAKNESSES (See DRG Attachment)

o BUDGET TIPS (See DRG Attachment)

• The FOA / SF 424 Application Guide /HRSA Staff (DIR, PO, DGMO)

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BUDGET TIPSBUDGET TIPS

• Are the line items logically linked to activities outlined in the project narrative.

Are they:o NECESSARY (Needed?)o REASONABLE (Use Your Judgment) ***o ALLOCABLE (Assigned to specific objective)o JUSTIFIED IN THE BUDGET NARRATIVE

o MAXIMUM AWARD: Main Budget $750,000 (includes direct and indirect costs)

o ADDITIONAL AWARD: ADRD Education $100,000 (includes direct and indirect costs

o Combined for a TOTAL MAIN + ADRD = $850,000 (inclusive of direct and indirect cots

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BUDGET TIPSBUDGET TIPS

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BUDGET TIPSBUDGET TIPSUse Criterion 5: Support Requested (10 POINTS) (FOA page 25) Non-responsive: reduce the points.

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BUDGET FORMSBUDGET FORMS

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BUDGET FORMSBUDGET FORMS

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BUDGET FORMSBUDGET FORMS

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EXPECTATIONSEXPECTATIONS

• Allowable/Unallowable Costs (Make a note in the Summary Statement) (See SF424 Application Guide pages 32 -34 / Applicant Compliance at a Glance Authorities Page 9 – 10).

• If it’s not in the application, it’s not there…..

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BUDGET TIPSBUDGET TIPS

• The law limits the MAXIMUM SALARY: $183,300: This also applies to subaward(s) / subcontracts under a HRSA grant or cooperative .

• INDIRECT COSTS = (Division of Cost Allocation property) OFF LIMITS

• FIXED @ 8% with exceptions as outlined in the FOA Guidelines. (Do Not try to calculate indirect costs)

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BUDGET SUMMARYBUDGET SUMMARY

BE AS CONCRETE & DEFINITIVE

AS POSSIBLE IN YOUR REMARKS

o “This budget is too high.” This TOO VAGUE.

o Expressions of vague discomfort that stop short of quantitative recommendations are not enough

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BUDGET TIPSBUDGET TIPS

• Budget Reductionso Approved, As Requested; Reduced to A bottom line amount

• Ideally: Reduce by over $ amount or by % .o “Data Analyst is more appropriate at 50% time on this project than 100%

time.”

• NOTE: Do not allow for travel to HRSA BHPr meeting (It’s not scheduled as in the past).

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BUDGET TIPSBUDGET TIPSConditions / RecommendationsConditions / Recommendations

• Recommendation(s):

o A general suggestion or suggested improvement(s) to the applicant/project.

o e.g. “The grantee may want to hire a “XXX” to supplement the Personnel component of this project.”

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Conditions of AwardConditions of Award

• Condition(s): A restriction placed on the Notice of Grant Award requiring a specific action from the grantee.

o Not a Means of amending or clarifying substantive matters improperly or inadequately addressed in the application

o It is time sensitive (usually 30 – 90 days)

e.g. “Within 30 days, the grantee must submit a revised budget.”

It’s not a re-write but a request for clarification: otherwise make a note to HRSA

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WRAP UPWRAP UP

• LASTLY… THE GRANTS MANAGEMENT STAFF IS RESPONSIBLE FOR MAKING FINAL DERTERMINATIONS ON BUDGET RECOMMENDATIONS AND CONDITIONS.

• DGMO WILL CONDUCT A COMPLETE BUDGET ANALYSIS OF THE APPROVED APPLICATION BUDGETS IAW THIS FOA’S GRANT AUTHORITIES & CONSIDER THE ORC AND HRSA PROGRAM RECOMMENDATION(S).

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