FY 2018 Annual Progress Report FY 2019 Program

FY 2018 Annual Progress Report & FY 2019 Program Terms Report and Program Submission Overview February 28, 2019 Division of Metropolitan HIV/AIDS Programs (DMHAP) HIV/AIDS Bureau (HAB) Health Resources and Services Administration (HRSA) Presenters: • • • Luigi Procopio, Project Officer Steven Young, Director Durkia Hudson, Project Officer Andy Tesfazion, Project Officer Jose Ortiz, Project Officer

Housekeeping Rules • Please mute your lines • Please hold all questions until the designated sections breaks • The screenshots are not very visible; a template of each screenshot is available for download on your screen at the end of the webinar. 2

Announcements 3

Agenda (Part 1) 2018 Annual Progress Report • Final FY 2018 Service Category and Care Continuum Tables & Narrative • Planning Council/Body Activities • Early Identification of Individuals with HIV/AIDS (EIIHA) Update • MAI Report Narrative • Certification of Aggregate Administrative Costs • FY 2018 WICY Expenditures Report • Local Pharmacy Assistance Program (LPAP) Summary 4

2018 Final Service Category & Care Continuum Table • Submit an updated Part A and MAI Table previously submitted in your 2018 application, showing actual spending, service utilization, and outcomes data. - Any variance(s) exceeding 20% need justification, to include how variances impacted: - expenditures, - unduplicated clients, and - service units 5

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2018 Final Service Category & Care Continuum Table • Submit an updated Care Continuum Table showing actual outcomes, including FY 2018 baselines and targets. • Service categories related to each stage of the continuum must be included in the service category column of the table. • Please provide in the comments section any factors contributing to or barriers prohibiting meeting your target goals. 7

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Planning Council/Body Activities & EIIHA • Description of PC/PB accomplishments and challenges • Describe EIIHA activities to include: - Contributions to the NHAS goals - Activities surrounding the target populations - Successes and challenges, and - Other criterion listed in the instructions 9

MAI Annual Report Narrative For each of the targeted MAI populations, provide an update on the following: - Viral suppression rates - Subrecipient performance, and/or changes in programming or interventions have impacted health outcomes - Interventions that had the greatest impact on improved outcomes - Jurisdictional changes that may have contributed to the lack of improvement in health outcomes. 10

Certification of Aggregate Administrative Costs & Women, Infants, Children and Youth (WICY) Report Certification of Aggregate Admin. Costs Women, Infants, Children and Youth (WICY) Report • Certify that the actual amount of funds expended on administrative costs by Sub-recipients does not exceed 10% of the aggregate total of all HIV service dollars expended • The 2016 WICY data is included as a separate tab on the WICY template • Further guidance on preparing the WICY report, refer to the instructions tab 11

Local Pharmacy Assistance Program (LPAP) • If dollars were allocated either in the application and/or in the 2018 Program Submission, provide an update to your LPAP on the provided template. 12

Questions 13

Agenda (Part 2) 2019 Program Terms Report & Program Submission 1. Program Terms Report (PTR) • The PTR will be submitted in the PTR Web System, and is comprised of: • Consolidated List of Contracts (CLC) • Allocation Table 2. Program Submission • The Program Submission will be submitted in EHB, and is comprised of: • Planning Council (PC) or Planning Body (PB) Chair(s) letter • PC/PB Membership Roster and Reflectiveness • Local Pharmacy Assistance Program (LPAP) Profile 14

PTR Web System Guidance • PTR submission process is two-fold: 1. Entry of contract information into the Grantee Contract Management System (GCMS) 2. Subsequent generation of the CLC and Allocations Table in the PTR Web System 15

PTR Web System Guidance • If there any questions or issues with the PTR Submission process, contact your project officer or the data support team at 1 -888 -640 -9356 or ryanwhitedatasupport@wrma. com 16

Consolidated List of Contracts Purpose: Identifies all service and non-service contracts being funded for the current grant year • All contracts that have been executed or planned to be executed should be entered into GCMS and will be reflected in the CLC 17

CLC 18

CLC Tips Before submitting your CLC, ensure compliance with the following: 1. Address any validation issues (i. e. , errors, warnings, and/or alerts) 2. Executed and unexecuted contracts are clearly identified 3. Placeholder contracts (i. e. , unidentified subrecipient provider”) are identified 4. All contracts (e. g. , HIV service, administrative, CQM contracts, etc. ) are included 5. Cross reference with the Allocations Table 19

RWHAP Part A and MAI Allocations Table Purpose: Reports planning council or planning body allocations of RWHAP funds in accordance with Notice of Award (No. A) reporting requirements 1. Identifies funded service categories 2. Reports the percentage of allocations for core medical and support services a. Ensure the 75/25 requirement is met (unless waiver is approved) 3. Reports the Administrative and CQM percentages a. Ensure the 10% Administrative and the 5% or $3 million (whichever is less) CQM caps are not exceeded 20

RWHAP Part A and MAI Allocations Table The Allocations Table is generated in the PTR Web System after all contract information has been entered into the GCMS • The Allocations Table will auto-populate using contract amounts in GCMS • To change HIV service allocations, contract information in GCMS must first be updated • Amounts for Administration and CQM are entered manually • Perform validation checks 21

RWHAP Part A & MAI Allocation Table 22

RWHAP Part A & MAI Allocation Table 23

RWHAP Part A & MAI Allocation Table Tips Before submitting your Allocation Table: • Ensure the allocations table service category amounts match the list of allocations included with the PC or PB letter • Ensure that errors, warnings, and/or alerts encountered during validation are addressed, for example: • 75/25 core medical and support service requirement is met • (unless waiver is approved) Caps on Administrative and CQM are not met • Cross-reference the Allocations Table with the: • Final No. A 24

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Program Submission 1. A signed letter from Planning Council (PC) or Planning Body (PB) Chair(s) endorsing priorities and allocations • Including a signed document containing the service category allocations approved by the PC or PB 2. PC/PB Membership Roster and Reflectiveness 3. Local Pharmacy Assistance Program (LPAP) Profile 26

Signed letter from PC/PB Chair(s) • The letter must indicate that the PC/PB concurs with the funded service categories and the dollar amounts reflected on the FY 2019 RWHAP Part A and MAI Allocations Table. • Include the document containing the FY 2019 RWHAP Part A & MAI service category allocations approved by the PC or PB 27

PC/PB Membership Roster and Reflectiveness Purpose: ensures the PC/PB membership is in compliance with legislative reflectiveness and representation requirements. 28

PC/PB Membership Roster and Reflectiveness 29

PC/PB Membership Roster and Reflectiveness Planning Council Membership Roster & Reflectiveness 30

Tips PC/PB Membership Roster and Reflectiveness Before submitting your PC/PB roster ensure: • Membership complies with membership categories (i. e. , the legislative representation requirement) • 33% of PC/PB are non-aligned people living with HIV (PLWH) accessing RWHAP Part A Services • Non-aligned means there is no benefitting party affiliation with the PLWH client • Overall PC/PB membership, and the 33% PLWH non-aligned clients, must both reflect HIV/AIDS demographics 31

LPAP Profile • An LPAP is not a substitute for the AIDS Drug Assistance Program (ADAP). It provides medications when the ADAP is not meeting the needs of the clients. • Note: LPAP cannot be used for short-term or emergency medication needs. • The LPAP is developed based on need and complies with the National Monitoring Standards (NMS). • See the LPAP Clarification Program Letter and FAQs for reference. 32

LPAP Profile Components: 1. Statement of Need – Supports and justifies LPAP funding and, at a minimum, describes the inability of ADAP to meet medication needs of clients. It also describes process for ensuring LPAP is payer of last resort. 2. Structure of the LPAP – Describes compliance with NMS including a description of: advisory board, formulary, eligibility, coordination with other payers, cost savings strategies, and distribution/record keeping. Note: 1) LPAP Profile is not required if previously submitted, 2) limit LPAP Profile to 3 pages or less, 3) provide brief description of any changes in previously submitted LPAP Profile and the impact on clients 33

2019 RWHAP Part A Grant Requirements Calendar FY 2019 Requirements Contents Submission Deadline Requirement Type Program Terms Report CLC and Allocation Table 90 Days after receipt of Final Award Reporting Requirement Program Submission PC/PB Letter of Concurrence, PC/PB Roster, QM Plan, LPAP Profile 90 Days after receipt of Final Award Reporting Requirement Estimated Unobligated Balances UOB Estimates and Estimated Carryover Table (UOB) December 31, 2019 Reporting Requirement FY 2018 Ryan White Services Data Report (RSR) March 23, 2020 Reporting Requirement Part A & MAI Final Expenditure Table May 29, 2020 Reporting Requirement Annual Progress Report PC/PB Activities Narrative, EIIHA Update, Certification of Aggregate Administrative Costs, TA Narrative, LPAP Summary, and WICY Expenditures Report May 29, 2020 Reporting Requirement Federal Financial Report (FFR) and Carryover Request FFR (SF 425) and Carry Over Request (note: July 30, 2020 carryover request can be submitted up to 30 days after July 28, 2019) Reporting Requirement 34

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DMHAP Reporting Requirement Workgroup Members: • Durkia Hudson, Jose Ortiz, Andy Tesfazion, Mark Peppler, Lawrence Momodu, and Lennie Green 36

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