HOWTO Round 6 Webinar session 2 11-7-2024 Q and A.pdf

Addenda 5

November 7, 2024: HOWTO Round 6 RFGP Info session #2 Q & A

Link to recording of info session:

https://www.youtube.com/watch?v=weNPXyQ6uhU

Question Answer Can it include transportation costs, including vehicle leasing or purchasing?

Transportation costs are allowable. Grant funds may not be used for capital construction costs or maintenance of effort of existing activities. In the Budget Narrative, discuss the necessity, reasonableness, and allocation of the proposed costs included in the budget. Please see section 8.

Content and Form of Proposal, part c for more information on the Budget Narrative.

The Budget table can we add fields? Rows can be added to the budget table for additional line items

Do you like bullet points? For specific formatting requirements, Proposers should include a cover page and table of contents using 12-point font with margins of one inch on all sides. When creating your proposal, Proposers should consider the suggested page lengths using plain language that is clear, relevant, brief, and active.

We don’t have specific requirements regarding bullet points.

Do we need to use any particular formatting model (i.e. APA)?

We do not require a specific formatting style but have instead asked that Proposers include a cover page and table of contents using 12-point font with margins of one inch on all sides. When creating your proposal, Proposers should consider the suggested page lengths using plain language that is clear, relevant, brief, and active.

Would that include other funders for the project? (Asked during Letter of Commitment section):

Letters of Commitment are required from partner organizations participating in the project. Partner organizations are those that have a substantial role in the project and are contributing roles and/or resources to (or are receiving funding from) the project. For more information on Appendix A: Letters of Commitment, please see section 8, part d. Appendices.

Seeing the types of awardees, as a government entity managing two city programs focused on responding to mental and behavioral health crises, substance use, and low-acuity medical

We are not able to offer a recommendation on whether to apply for a project with a budget above or below $300,000.

https://www.youtube.com/watch?v=weNPXyQ6uhU issues, would you recommend submitting a combined application if the total request is under one million dollars, or would it be better to apply for one program in the range of $300,000?

In lieu of letters of commitment, what about existing MOUs? What if entity isn't a subcontractor/will not be receiving any of grant funds?

Letters of commitment should be specific to the project proposed for this Round 6 RFGP, rather than reflective of a broader partnership that may be established in an existing MOU.

Letters of Commitment are only required from partner organizations participating in the project.

Partner organizations are those that have a substantial role in the project and are contributing roles and/or resources to (or are receiving funding from) the project.

If I am working with well over 20 clinical sites do I need a letter for each or just a handful.

It will depend on the level of involvement for the organizations responsible for the clinical sites.

Letters of commitment (LOC) are needed for each partner organization, which are those that have a substantial role in the project and are contributing roles and/or resources to (or are receiving funding from) the project. Each LOC must clearly delineate the roles and resources (including in-kind) that each entity will bring to the project; state the duration and terms of the agreement and cover the entire project period.

Each LOC must be signed by the authorized representatives of each partner organization.

We are a FQHC and have assistant level staff members who would like to advance their careers by attending nursing or hygienist school. What would happen if the grant was awarded but the employee was unable to get into placement with the school?

Proposals should include a comprehensive plan to address the training need they are seeking to address. Aspects of the training plan that are crucial to the project outcomes should be within the scope of work that can be accomplished by the proposer and project partners.

If funds are in hopes of improving electronic health record management, implementing AI features for documentation, etc. for retention efforts - would that require a letter of commitment from a potential EHR or AI company? Or are these letters just for people who are going to be partnering with my organization and receiving funds? I think I'm struggling with the definition of "partnership"

Letters of commitment are needed for each partner organization, which are those that have a substantial role in the project and are contributing roles and/or resources to (or are receiving funding from) the project. Each LOC must clearly delineate the roles and resources (including in-kind) that each entity will bring to the project; state the duration and terms of the agreement and cover the entire project period.

Each LOC must be signed by the authorized representatives of each partner organization. Use of an available tool would not necessarily require a letter of commitment if the tool is being purchased and is not working in partnership/collaboration with the proposer.

What are restrictions on funding of existing workforce development activity - to what extent are these funds required to be used for new programs vs funding to lengthen the duration of existing programs?

Grant funds may not be used for maintenance of effort of existing activities.

Maintenance of effort consists of maintaining current funding levels and existing activities. The objective of this Round 6 HOWTO funding is for new project or expansion efforts to support innovative, transformative, and community-based training initiatives. For the HOWTO Grant Program, applications that seek to continue funding for existing programs will need to explain in the proposal how the HOWTO funding will alter the existing work.

How is OHA scoring on budget requests versus overall project budget? For example, if an org hasn’t identified other sources of funding to cover the remaining amount of the project after the HOWTO funds, will that negatively impact the score?

Documents 4 and 5 outline the items that will be scored by reviewers. Document 4, rows 40-42 describe the budget scoring and Document 5, row 16 includes sustainability of the project beyond the grant period.

Also, can we show pending/planned to submit funds for total project revenue?

Pending proposals for other funds can be listed but should clearly note the status of those pending funds.

If we have staff that are interested in going back to school, meaning they drop from FT to PT can we supplement their salary to help pay for childcare? And are we able to hire replacement employees with the funding to cover gaps in patient service while our employees attend school?

These would be considered allowable budget items. HOWTO funds are frequently used to reduce barriers for trainees participating in training and for capacity building in organizations.

Who will be serving on the evaluation committee?

Oregon Health Authority staff and community members familiar with health care workforce challenges will be recruited to take part in the review process.

Can funds be used for incumbent training in healthcare organizations?

Proposals can use a wide range of strategies to address the health care workforce need they identify. Examples include training opportunities for retention or for career advancement for current employees as well as recruiting new health care workforce trainees.

Can another OHA grant be used towards the project budget?

The budget narrative can include descriptions of other funds (including grants) being utilized. OHA divisions or programs cannot be a direct beneficiary of the funding or serve as direct partners in a proposal.

Does there need to be matching grants? There are no specific requirements for matching funds.

Can this be close out funding, if an eligible project has started with other sources but could utilize HOWTO funding to complete?

Grant funds may not be used for maintenance of effort of existing activities.

Maintenance of effort consists of maintaining current funding levels and existing activities. The objective of this Round 6 HOWTO funding is for new project or expansion efforts to support innovative, transformative, and community-based training initiatives. For the HOWTO Grant Program, applications that seek to continue funding for existing programs will need to explain in the proposal how the HOWTO funding will alter the existing work.

Is the new employment of the healthcare trainees required within the grant timeline?

New employment is not a specific requirement for projects, which may address workforce needs in different ways (for example, retention of health care employees or recruitment of new staff).

Proposers are asked to include the goals, objectives, and outcomes for their project within the project narrative. In addition, the evaluation plan should describe how the proposer will measure if the program and its implementation are successful, and identify victories, challenges, and lessons learned throughout the project (not just at the end of the project).

If aware is given what is the ongoing reporting requirement.

HOWTO grantees have a semi-annual report requirement for expenditures and progress reports.