Non-Competing Continuation Progress Report - Bureau of Primary ...

FY 2012 NCA TA CallNon-Competing ContinuationPage 2such short notice. The listserv announcement just went out yesterday so ifyour colleagues were not able to attend, this call will be recorded and it willbe posted on our technical assistance Website as an MP3 file.I’m also joined by my Branch Chief, Olivia Shockey, who has some openingremarks before I begin.Olivia Shockey:Thanks Denise and thanks to everyone for taking time out of your busyschedule for today’s call. We’re hoping to make today’s call brief and to thepoint so that we can help you complete your non-competing continuationprogress report applications and to provide you with some technicalassistance that’s going to assist you in that process.First, I want to profusely thank you for all of the feedback that you providedon last year’s competitive application process. Please know that we took allof that feedback to heart.We really looked at what we could do to streamline our applicationprocesses to make the work plans and forms easier and more intuitive foryou to complete and Denise is going to highlight some of the changes thatwe’ve made as she goes through today’s presentation.Rest assured that we’ve tried to implement fewer clicks, fewer pages and astreamlined process for this non-competing continuation progress report.You will find that you’re able to make modifications in almost of the featuresof your work plan.And so that should help you to align your work plan with any updates thatyou’ve provided to your project officer between that original submission and

FY 2012 NCA TA CallNon-Competing ContinuationPage 5required forms and they include the SF-PPR which is the Standard FormPerformance Progress Report.Page 2 of that which is the SF-PPR2, a budget information, budget detailsform. A budget narrative is an attachment that you upload in the SF-PPR. TheForm 12 is also going to be pre-populated with the information that yousubmitted in the NCA submission application, so just review that and if thereare updates needed, please enter new contacts.The project work plan information and the performance measures form areforms that I’ll provide more details to you shortly but all of the informationthat you entered during the NCA application will pre-populate.See Pages 7 to 8 for a list of attachments to submit. I will provide moredetails on Attachment 1 which is the Program Narrative Update shortly. Asapplicable, upload a revised Staffing Plan in Attachment 2 only if the staffingplan has changed since your last submission.For Attachment 3 if position descriptions for key management staff havechanged since the last submission, please include any vacant positions andupload them.Key personnel include any individual who will be directly involved in theactivities proposed under the cooperative agreement and include forexample Chief Executive Officer, Chief Financial Officer, Project Director,among others as determined by you.For Attachment 4 if there have been any key management staff hired sincethe last recent NCA submission, upload their biographical sketches.

FY 2012 NCA TA CallNon-Competing ContinuationPage 6In Attachment 5 upload a summary describing any new or revised contractand/or agreements. For Attachment 6 Other Relevant Documents, pleaseinclude any information that supports the information that you shared in theprogress report - Attachment 1 - of the progress report.For example it may include publications that you distributed. Note that all ofthe attachments will be counted toward the 40-page limit. With theperformance progress report form which is the SF-PPR, you are required tocomplete both of these forms.The SF-PPR form contains basic information about your organization and isthe cover page for the progress report. The SF-PPR2 form containsinformation about the grant and is a continuation of the first page, so itcontains the funding opportunity number which is already pre-populated andpoint of contact information.In the budget presentation, you need to complete a budget presentation thatincludes the budget information details form and the budget narrative whichis a line item budget attachment. The budget information mirrors theinformation that you submitted in the SF-424A.Specific instructions for preparing the budget presentation is on Pages 8through 10 of the progress report instructions. Your budget request may notexceed the recommended level of support found on Line 13 of the mostrecent notice of award.The approved level of funding will be dependent upon the availability ofappropriated funds, satisfactory progress, adequate justification for all

FY 2012 NCA TA CallNon-Competing ContinuationPage 7projected costs and a determination that continued funding is in the bestinterest of the federal government.For the budget narrative attachment, you need to provide for one year basedon the upcoming 12-month period which is July 1, 2012 through June 30,2013. The budget narrative, often referred to as the budget justification,should specifically describe how each item will support the achievement ofthe proposed objectives and clearly describe each cost element.You can find more information on Pages 9 to 10 of the progress reportinstructions and again I just want to note that you will be uploading thebudget narrative in the SF-PPR form in EHB.For the project work plan form, as Olivia mentioned, we’ve taken yourfeedback and tried to incorporate as many enhancements to the form aspossible to make it easier to complete and provide your progress.So refer to Appendix A for instructions. If you go to the overview of projectwork plan fields, you’ll notice in terms of what will pre-populate, what youcan edit and then just a brief description of what to provide in each of thefields.The work plan version of your project work plan for instance, after awardedand you negotiated the project work plan with your project officer, youuploaded a Word version of the project work plan and so all the informationthat was uploaded there needs to be captured in this structured form.

FY 2012 NCA TA CallNon-Competing ContinuationPage 8So however if you have no changes to your project plan, you can simply go tothe progress report field and provide a short progress update not to exceed500 characters for each objective.Updates exceeding the charter limit should be included in the programnarrative update which is Attachment 1. If information pre-populated fromyour last NCA-awarded application does not reflect your current project workplan, you need to modify and delete the existing objectives and objectivedetails or you can add new goals and objectives and objective details.So again if the uploaded Word version of your project work plan last yeardoes not match, you need to make sure that the edits are incorporatedduring this progress reporting period.Objective details include the following elements: the activity, expectedoutcomes, data, the person responsible and the timeframe. So any edit,addition or deletion that you make you will need to provide a justification inthe comments field.With the performance measures form, refer to Appendix B of the progressreport instructions. Again the field will appear - there’s an overview ofperformance measures field - and you’ll see that all of the fields may beedited in the form. However, note that items marked with an asterisk shouldnot be edited for the four required performance measures.You need to provide a summary of progress towards the goal identified in themost recently-awarded application. Updates again exceeding 1000-characterlimit should be included in the program narrative updates.

FY 2012 NCA TA CallNon-Competing ContinuationPage 9And also if you do not have any updates for instance for the additionalperformance measures that you added, if you don’t need to make any editsto it, you can go directly to the progress toward goal field to providequantitative and qualitative details on your progress toward each measureand by qualitative we mean identify restricting and contributing factors.You can also identify new performance measures in this form. Again I want toemphasize that you should not edit information that’s pre-populated in thefields for the four required performance measures.There were four required national measures which include PerformanceMeasure 1, national grantee satisfaction; Performance Measure 2, programrequirements TA; Performance Measure 3 which is performanceimprovement TA and Performance Measure 4 which is program developmentand analysis.For these four required measures, complete the progress towards goal fieldand complete any comments field as applicable. The program narrativeupdate expands on information that you provide in the structured projectwork plan and the performance measures form in EHB.So please address broad issues and changes that have impacted thecommunity or target audiences served and your organization. Discussprogress on the project work plan since September 1st.And in terms of the reporting period, it will be up to you to decide. Since thereport is not due until April 13 th , you can potentially select March 31st asyour project reporting period end date. But again, it would be up to you todecide.

FY 2012 NCA TA CallNon-Competing ContinuationPage 10Also you submitted a quarterly report at the end of January to the projectofficers. The information that was captured in that should also be included inthis progress report.Broad issues and changes for the program narrative update include anysignificant progress or changes again beyond what’s included in thestructured project work plan and include any updates to your proposed keyactivities.Also address any significant changes or outcomes that occurred as a result ofthe TA activities, including challenges that have been encountered andstrategies taken to overcome them.Include any significant changes that have occurred to linkages orpartnerships. Include significant updates to the staffing plan, if any, sinceyour last NCA submission, for instance hiring of new staff.Updates should address any significant challenges encountered in recruitingand retaining key management or project staff, as appropriate, to accomplishthe key objectives in the work plan and lastly address any major expectedchanges to the proposed key activities for the upcoming budget period July1st, 2012 through June 30th, 2013.Note that you should discuss any significant anticipated changes to yourwork plan with your project officer prior to submission. I’d like to share a fewimportant reminders. First the progress report must be submitted in EHB by5:00 pm Eastern Time on April 13th.

FY 2012 NCA TA CallNon-Competing ContinuationPage 11Progress reports may not exceed 40 pages and that includes all of yourattachments. The project work plan and performance measures form will notbe counted towards this page limit.The data submitted in the program narrative update, the project work planand performance measures must be aligned. If your project officerdetermines that your submission is insufficient, you will receive a changerequest notification in EHB.You will be required to provide clarification or submit missing documentationor information. Failure to submit the required information by the establisheddeadline or submission of an incomplete or nonresponsive progress reportmay result in a delay in notice of award issuance or a lapse in funding.It is recommended that you carefully review submissions carefully to ensureit is both complete and responsive before submitting it in EHB. In terms ofresources, the best place to go to is our NCA technical assistance websitewhich currently has slides, frequently-asked questions and a very handy UserGuide.And also when you are submitting your applications, if at all possible, don’twait until late in the day on April 13th to submit it as there may be computerglitches that we have no control of so please be sure to submit theinformation in advance of April 13th.For technical assistance feel free to contact me for program-relatedquestions at bphcnca@hrsa.gov or 301-594-4300. For budget-relatedquestions, you can contact Brian Feldman at bfeldman@hrsa.gov or 301-443-3190.

FY 2012 NCA TA CallNon-Competing ContinuationPage 12You can also find contacts on Page 3 and if you need assistance withcompleting or submitting the project work plan or any forms in EHB, you cancontact the BHPC helpline. So that concludes my presentation. I’d like to nowopen the floor up to questions that you may have.Coordinator:If you’d like an open line, please unmute your phone, press star 1 and recordyour name when prompted. If you’d like to remove your question from thequeue, you can press star 2. It can take a moment for questions to load soplease standby. We don’t appear to have any questions on the phone today.Coordinator:Thanks for your participation in today’s call. You may disconnect at this time.END