cdc-rfa-ps09-93704cont12 final 01 30 12.doc

Centers for Disease Control and Prevention (CDC)

Procurement and Grants Office

Instructions for Preparing an Interim Progress Report Catalog of Federal Domestic Assistance (CFDA) Number: 93.944 Funding Opportunity Announcement (FOA) Number: CDC-RFA-PS09-93704CONT12 Medical Monitoring Project National Center for HIV/AIDS, Viral Hepatitis, STD, and TB Prevention (NCHHSTP)

Eligibility:

This award will be a continuation of funds intended only for grantees previously awarded under PS09-937: Medical Monitoring Project.

Application Submission:

CDC requires grantees to submit their Interim Progress Reports through www.Grants.gov. If you encounter any difficulties submitting your interim progress report through www.Grants.gov, please contact CDC’s Technical Information Management Section at (770) 488-2700 prior to the submission deadline. If you need further information regarding the application process, please contact Merlin Williams at (770) 488-2851. For programmatic information, please contact Catherine Sanders at (404) 639-0959.

Reports must be submitted by March 19, 2012. Late or incomplete reports could result in an enforcement action such as a delay in the award/or a reduction in funds. CDC will accept requests for a deadline extension on rare occasions and after adequate justification has been provided. The funding level for each grantee is anticipated to be the same, however, the amounts are subject to the availability of funds, and may be reduced in case of a possible rescission in FY 2012.

General Application Packet Tips:

· Properly label each item of the application packet

· Each section should use 1.5 spacing with one-inch margins

· Number all narrative pages only

· Do not exceed 10 pages excluding appendices, excluding budget and support)

· Use a 12 point font

· Where the instructions on the forms conflict with these instructions, follow these instructions

1. CDC requires the use of PDF format for ALL attachments.

2. Use of file formats other than PDF may result in the file being unreadable by CDC staff.

3. Directions for creating PDF files can be found on www.Grants.gov.

Checklist of required contents of application packet:

1. Application for Federal Domestic Assistance-Short Organizational Form

2. SF-424A Budget Information-Non-Construction Programs

3. Budget Justification

4. Indirect Cost Rate Agreement

5. Project Narrative

Instructions for accessing and completing required contents of the application package:

a) Go to: www.Grants.gov

b) Select: “Apply for Grants”

c) Select: “Step 1: Download a Grant Application”

d) Insert the Funding Announcement Number only, formatted as:

CDC-RFA-PS09-93704CONT12

e) Download application package and complete all sections.

1. Application for Federal Domestic Assistance-Short Organizational Form:

A. Complete all sections.

i. In addition to inserting the legal name of your organization in Block #5a, insert the CDC Award Number provided in the CDC Notice of Award. Failure to provide your award number could cause delay in processing your application.

ii. Please insert your organization’s Business Official information in Block #8.

SPECIAL NOTE: Items 2, 3, and 4 should be attached to the application through the “Mandatory Documents” section of the “Grant Application” page. Select “Other Attachments Form” and attach as a PDF file.

2. SF424A Budget Information and Justification:

A. Download the form from www.grants.gov.

B. Complete all applicable sections.

C. Estimated Un-obligated

1. Provide an estimate of anticipated un-obligated funds at the end of the current budget period.

2. If use of estimated un-obligated funds is requested in addition to funding for the next year, complete all columns in Section A of 424A and submit an interim

Financial Status Report (FSR), Standard Form-269, available on the CDC internet at http://grants.nih.gov/grants/forms.htm#closeout.

D. The estimated un-obligated balance should be realistic in order to be consistent with the annual FSR to be submitted following the end of the budget period.

E. Based on the current rate of obligation, if it appears there will be un-obligated funds at the end of the current budget period, provide detailed actions that will be taken to obligate this amount.

F. If it appears there will be insufficient funds, (1) provide detailed justification of the shortfall; and (2) list the actions taken to bring the obligations in line with the authorized funding level.

G. The proposed budget should be based on the federal funding level stated in the letter from CDC.

H. In a separate narrative, provide a detailed, line-item budget justification of the funding amount requested to support the activities to be carried out with those funds. Specifically address eHARs Evaluation activities and related costs separately from core activities. Attach in the “Mandatory Documents” box under “Budget Narrative Attachment Form.” Document needs to be in the PDF format.

I. The budget justification must be prepared in the general form, format, and to the level of detail as described in the CDC Budget Guidance. The sample budget guidance is provided on CDC’s internet at: http://www.cdc.gov/od/pgo/funding/grants/foamain.shtm.

J. For any new proposed subcontracts provide the information specified in the Budget Guidance.

K. When non-federal matching is required, provide a line-item list of non-Federal contributions including source, amount, and/or value of third party contributions proposed to meet a matching requirement.

3. Indirect Cost Rate Agreement: (This is not applicable to grantees subject to OMB Guidance A-21 – Educational Institutions. The rates stay the same as the first year award.)

A. If indirect costs are requested, include a copy of the current negotiated Federal indirect cost rate agreement or a cost allocation plan approval letter for those Grantees under such a plan.

B. Clearly describe the method used to calculate indirect costs. Make sure the method is consistent with the Indirect Cost Rate Agreement.

C. To be entitled to use indirect cost rates, a rate agreement must be in effect at the start of the budget period.

D. If an Indirect Cost Rate Agreement is not in effect, indirect costs may be charged as direct if (1) this practice is consist with the grantee’s/applicant’s approved accounting practices; and (2) if the costs are adequately supported and justified. Please see the Budget Guidelines (http://www.cdc.gov/od/pgo/funding/grants/foamain.shtm) for additional information.

E. If applicable, attach in the “Mandatory Documents” box under “Other Attachments Form”. Name document “Indirect Cost Rate”.

4. Project Narrative:

Current Budget Period Progress:

Provide a brief report listing objectives for the 6-month reporting period June 1, 2011 through November 30, 2011 addressing the following elements of each objective or activity.

A. Objective: the objectives must support the original intent of the program announcement and include project area specific benchmark evaluations as listed in Attachment B-2011 (MMP Benchmarks Evaluation) of this document.

B. Benchmark (if applicable)

C. Status (met, ongoing, or unmet) D. Discussion:

1. Major findings, significance of those findings and how they impact the public health goal of strengthening the capacity to monitor the HIV epidemic for development and implementation of effective HIV prevention interventions and evaluation of prevention programs.

2. Barriers encountered, and how the barriers were addressed

3. If applicable, include the reasons that goals were not met and a discussion of assistance needed to resolve the situation.

Attach this document in the “Mandatory Documents” box under “Project Narrative Attachment Form”. Document needs to be in the PDF format.

For example:

Objective 1

A. Abstract medical records. Abstractions will be conducted and uploaded successfully via the DCC portal according to project area schedule.

B. Benchmark: 15% complete by November 1, 2011 C. Status – Unmet D. Discussion – 10% (23) medical record abstractions were completed as of the benchmark date. Abstractors divide up abstractions according to regions within the state. Once an interview is completed the abstractors schedule visits to facilities to conduct abstractions. Due to the geographic locations of the facilities (several are hundreds of miles from the health department) it has been a challenge to schedule visits to facilities. In order to maximize the opportunity to conduct medical record abstractions, interviewers and abstractors will be cross trained to perform both interviews and abstractions. Additionally, since MMP is part of the health department’s surveillance effort, the abstractors will now have the ability to conduct abstractions even if the patient does not consent for an interview. We expect these changes to improve our progress and ability to meet the next benchmark.

New Budget Period Proposed Objectives and Activities:

A. List proposed objectives, including MMP program evaluation tasks, for the upcoming budget period June 1, 2012 through May 31, 2013. These objectives must support the intent of the original Funding Opportunity Announcement (FOA) or Program Announcement (PA). Evaluation activities for the upcoming budget period should include two activities that will help assess the feasibility of eHARS-based sampling for MMP: a SAS data run on enhanced HIV/AIDS Reporting System (eHARS) data and a National HIV Surveillance System (NHSS) case surveillance data management survey for all project areas.

1. eHARS Data Run: Conduct an evaluation of the project area’s local enhanced HIV/AIDS Reporting System (eHARS) databases by adapting and running template SAS code produced at CDC. Return SAS output to CDC via a secure mechanism such as CDC’s secure data network (SDN). This evaluation will cover issues of relevance to eHARS-based sampling such as:

a. Completeness and age of contact information of potential MMP participants and reporting facilities in eHARS

b. Availability of CD4 and viral load data in eHARS

c. Geographic distribution of patients in eHARS to predict the likely geographic distribution of an eHARS-based sample

2. NHSS Project Area Survey: Completing a survey about local data management for National HIV Surveillance System case surveillance data on issues not covered in the above described data run such as:

a. Description of any databases other than eHARS used for capturing HIV laboratory information

b. Description of local reporting laws regarding CD4 and viral load test results

B. Each objective and activity must contain a performance or outcome measure that assesses the effectiveness of the project. Where appropriate, include project area specific benchmarks as a gauge of intended progress. Please refer to Attachment B-2012 (MMP Benchmarks Evaluation) of this document.

C. For each objective:

1. List activities that will be implemented;

2. Provide a timeline for accomplishment;

3. Identify and justify any redirection of activities; and

4. Explain the methods you will use to implement the new, redirected activities.

D. In addition to this information, include comments pertaining to budgetary issues that might hamper the success or completion of the project as originally proposed and approved. Please utilize the work plan format in the original work plan, if applicable.

For example:

Objective 1 – Consent and interview sampled patients who agree to participate by April 30, 2013. Interviews will be uploaded successfully via the DCC portal according to project area schedule. Propose to complete 35% of target for interviews by November 1, 2012. Interviewers will work with facility staff to consent and interview patients in the field. Interviewers will contact patients and set up appointments accordingly. In the new budget period interviewers will contact patients directly instead of the provider making first contact in order to maximize the opportunity to interview the patient after first contact. There are no noted budgetary issues for this objective.

5. Additional Program Requirements Submit an updated “Assurance of Compliance with the Requirements for Contents of AIDS-Related Written materials…” etc. (see Attachment A). These materials have to be reviewed and approved by an established program review panel. A list of reviewed materials, panel members, and approval dates must be submitted as part of your Interim Progress report. All forms must be completed and returned. If NOT APPLICABLE, indicate this on the form, sign and return.

SEQ CHAPTER \h \r 1 Attachment A

ASSURANCE OF COMPLIANCE

with the “REQUIREMENTS FOR CONTENTS OF AIDS-RELATED WRITTEN MATERIALS, PICTORIALS, AUDIOVISUALS, QUESTIONNAIRES, SURVEY INSTRUMENTS, AND EDUCATIONAL SESSIONS IN CENTERS FOR DISEASE CONTROL AND PREVENTION (CDC) ASSISTANCE PROGRAMS” By signing and submitting this form, we agree to comply with the specifications set forth in the “Requirements for Contents of AIDS-Related Written Materials, Pictorials, Audiovisuals, Questionnaires, Survey Instruments, and Educational Sessions in Centers for Disease Control and Prevention (CDC) Assistance Programs,” as revised June 15, 1992, 57 Federal Register 26742.

We agree that all written materials, audiovisual materials, pictorials, questionnaires, survey instruments, proposed group educational sessions, educational curricula and like materials will be submitted to a Program Review Panel. The Panel shall be composed of no less than five (5) persons representing a reasonable cross-section of the general population; but which is not drawn predominantly from the intended audience. (See additional requirements in attached contents guidelines, especially paragraph 2.c. (1)(b), regarding composition of Panel.)

The Program Review Panel, guided by the CDC Basic Principles (set forth in 57 Federal Register 26742), will review and approve all applicable materials prior to their distribution and use in any activities funded in any part with CDC assistance funds.

Following are the names, occupations, and organizational affiliations of the proposed panel members: (If panel has more members than can be shown here, please indicate additional members on the reverse side.)

(Health Department Representative)

CDC 0.113 (Revised 3/93) Attachment B

MMP Benchmarks Evaluation

Facility Recruitment

Description: Notify sampled providers that they have been selected and discuss next steps

Deadline: Through Population Definition Period (PDP) (January 1-April 30, 2011)

Patient Sampling Frame Complete

Description: Collection and compilation of de-identified patient lists from all sampled providers submitted to CDC to draw patient samples

Deadline: June 30, 2011

Interview Patients

Description: Conduct interviews of sampled patients who agree to participate

Deadline: First interview 3 weeks from time sample received; 35% by 11/01/2011; 75% by 02/01/2012; 100% by 04/30/2012; final data sent by 05/15/2012

Abstract Medical Records

Description: Conduct medical record abstractions

Deadline: 15% by 11/01/2011; 35% by 02/01/2012; 100% by 05/31/2012; final data sent by 06/15/2012

Minimal Data

Description: Collect minimal data from HARS/eHARS on all sampled patients to assess non-response bias and for use in weighting the data

Deadline: June 15, 2012 Facility Recruitment

Description: Notify sampled providers that they have been selected and discuss next steps

Deadline: Through Population Definition Period (PDP) (January 1-April 30, 2012)

Patient Sampling Frame Complete

Description: Collection and compilation of de-identified patient lists from all sampled providers submitted to CDC to draw patient samples

Deadline: June 30, 2012

Interview Patients

Description: Conduct interviews of sampled patients who agree to participate

Deadline: First interview 3 weeks from time sample received; 35% by 11/01/2012; 75% by 02/01/2013; 100% by 04/30/2013; final data sent by 05/15/2013

Abstract Medical Records

Description: Conduct medical record abstractions

Deadline: 15% by 11/01/2012; 35% by 02/01/2013; 100% by 05/31/2013; final data sent by 06/15/2013

Minimal Data

Description: Collect minimal data from HARS/eHARS on all sampled patients to assess non-response bias and for use in weighting the data

Deadline: June 15, 2013

Program Evaluation Activities

Description: eHARS data run (described under Objectives and Activities) Deadline: CDC expects to distribute template SAS code for this data run in Spring, 2012. Project areas should adapt and run this code and return output within 1 month of receipt.

Description: NHSS project area survey (described under Objectives and Activities)

Deadline: CDC expects to distribute this survey in Spring, 2012. Project areas should complete and return this survey within 1 month of receipt.