Family Planning Services Grants

Program Guidelines for Project Grants for Family Planning Services, 2001

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Title X Service Grants Purpose of Title X

- To make certain that people who want and need family planning services can receive them. Priority is for individuals from low-income families.

- To provide individuals with the educational, medical, and social services they need to plan their families.

- To include related preventive health services such as Pap smears, breast exams, HIV and STD tests, and other services related to reproductive health and family planning.

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Title X Service Grants Requirements

Title X funded Family Planning Services must be:
- Voluntary
- Confidential
- Provided to any person, male and female, desiring services, with priority for persons from low-income families
- Provided regardless of the inability to pay
- Provided under the direction of a physician with training or experience in family planning

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Title X Service Grants Requirements

Scope of Title X Service Requirements:
- Broad range of acceptable and effective FP methods
- Education and counseling related to FP
- Physical exam and related preventive health services
- Pregnancy diagnosis and counseling
- Adolescent services
- Clinical procedures as indicated for method
- Laboratory tests as indicated for method
- Level I infertility services
- STD and HIV prevention education; counseling and testing either on-site or by referral

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Title X Service Grants Grantee Profile

Title X Service Grantee Network:
- 88 Service Grantees, including State, territorial, tribal, county or local health agencies, universities, faith-based and community-based nor for profit agencies
- 4,500 Family Planning Clinics, at least one in 75% of all US counties
- 5,000,000 Clients Served Annually, with family planning and related preventive health care services

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Title X Services Grants 2009 Family Planning Funding Announcement

Application and Award Information Application Forms, Narrative and Budget

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Title X Service Grants 2009 Family Planning Funding Announcement

2009 Funding Opportunity:
- Availability of Funds for Family Planning Services Grants
- Applicants must be able to offer comprehensive service programs that provide all Title X required services, according to the Statute, Regulations and Guidelines
   - Family Planning services include clinical family planning and related preventive health services; information, education and counseling related to family planning; and referral as indicated
- Applications must be responsive to OPA Program Priorities, Legislative Mandates and Key Issues

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Title X Service Grant Application & Award Information
- http://www.grants.gov/
- http://www.grantsolutions.gov/

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Title X Service Grant Application & Award Information

Eligible Applicants:
- Any public or nonprofit private entity located in a US State or Territory
   - Private nonprofits entities must provide proof of nonprofit status
- Faith-based and community-based organizations and American Indian/Alaska Native/Native American organizations

Applicants must be able to demonstrate the capacity to carryout the requirements of the project

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Title X Service Grant Application & Award Information

2009 Title X Program Announcement
- The Program Announcement provides information and guidance related to Title X applications.
- Follow the Program Announcement carefully! The information provided in the Program Announcement takes precedence over any conflicting information in other grant related documents

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Title X Service Grant Application & Award Information

2009 Title X Program Announcement
- Table 1 contains a listing of the competitive service areas, the approximate funds available. and the application due date
- Application due dates and grant funding dates vary by service area, but are clearly indicated in Table 1
- There may be multiple awards for the service areas listed in Table 1
- The approximate award amount listed includes indirect costs
- Total awards will not exceed those listed in Table 1

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Title X Service Grant Application & Award Information

OPHS Grant Application
- OPHS-1 version 3.0 has standard application forms and instructions (e.g., face page, budget forms, certifications and assurances) that must be submitted
- Be complete and do not leave blanks on forms unless the information is not applicable
- The individual signing the OPHS application forms must have the legal authority to act on behalf of the organization

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Title X Service Grant Application and Award Information

Guidelines for Title X Grant Application Preparation

The Guidelines for Grant Application Preparation-Title X Family Planning Services Program provide a detailed description of all application requirements, including:
- Application style and sequence
- Application submission mechanisms
- Required Forms and where to find them
- Application Content: Narrative and Budget requirements
- Required Exhibits
- Appendices

Pay close attention to these Guidelines and the Program Announcement when preparing the application!

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Title X Service Grant Application and Award Information

Other Important Information for Applicants...

Refer to GrantSolutions.gov:
- Additional required forms, such as Title X Assurances and HHS 690; application checklists and notification forms
- Federal grants management requirements related to all Federal grants
- Title X Statute, Regulations and Guidelines
- Program instructions and other related family planning background information
- Title X program reporting requirements
- Regional Office contact information

Note: All of these documents are important for informing the development of successful Title X Applications
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Title X Service Grant Application and Award Information

General Application Content:
- Applications must clearly describe administrative, management, and clinical capability of applicant to deliver required services
- Proposed project must include all required clinical services—refer to Regulations & Title X Guidelines
- Characteristics of a successful application are included in the Announcement (e.g., evidence of systems for service provision; quality assurance; delegate monitoring; reporting of abuse; personnel administration; fiscal management)

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Title X Service Grant Application Content
I.   Required Forms
II.  Table of Contents
III. Project Narrative (65 pages)
  - Needs Assessment
  - Applicant & Project Information
        ~ Organizational Management
        ~ Clinical Service System
        ~ Community Education & Outreach
        ~ Quality Assurance
        ~ Financial Management
  - Family Planning Service Delivery Plan
        ~ Work Plan  
        ~ Evaluation Plan

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Title X Service Grant Application Required Forms & Other Information

New Applicants must submit:

- A DUNS number
- A one page HHS project abstract that will be used as an application summary
- SF 424 Application for Federal Assistance
- SF 424A Budget Information
- OPHS Checklist
- Disclosure of Lobbying Activities
- HHS 690 Assurance of Compliance
- Title X Assurance of Compliance
- Grant Application Checklist for Competing Family Planning Service Grants
- Notification of Project Management Form
- Evidence of Nonprofit Status, if applicable
- Indirect Cost Rate Agreement

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Title X Service Grant Application Narrative

- The suggested sequence and format for the narrative and budget sections of the application are provided in the Guidelines for Title X Grant Application Preparation
- The application narrative is limited to 65 double-spaced pages using 12 point font. (Does not include the forms, budget, budget justification, assurances, certifications, abstract). If the application exceeds 65 pages, only the first 65 pages will be read
- Limit the appendices -- do not include brochures or bound materials

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Title X Service Grant Application Narrative

Project Narrative:
- Along with the budget, this is the “heart” of the application
- Provides information related to the need for the project
- Describes organizational capacity
- Provides specific information related to how the applicant will develop and implement the required services
- Details the “Scope of Services/Project”
- Includes Goals and Objectives that are “SMART”
- Establishes a specific work plan & evaluation plan

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Title X Service Grant Application Narrative

The Project Narrative provides details on the Scope of Services/Project:
- The activities described in the application, if approved for funding, become the agreement between the Federal government and the successful applicant
- This is referred to as the “Scope of the Project and/or Scope of Services”
- Refer to Title X Statute, Regulations, Program Guidelines, legislative mandates, Program Priorities, and other Key Issues for a full description of what is required for the project scope
- If funded, any change to the Scope of the Project, or significant change in activities or use of funds, requires prior approval of the OGM and OFP program offices

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Title X Service Grant Application Budget

The Project Budget Information:
SF 424A budget pages
Detailed budget
Budget justification

- Must be consistent with the requirements of the Project Guidelines for Title X Family Planning Services
- Budgeted costs must be derived from proposed activities

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Title X Service Grant Application Budget

424A Budget Information
- Follow 424A form directions as written in OPHS-1
- Identify all sources of project funds
- Indicate the approved indirect cost rate with the Division of Cost Allocation
- Project costs for future years

Detailed Budget and Budget Justification
- Provide the details of the budget
- Breakdown each line item
- Provide adequate justification (e.g., cost per unit)
- Detail personnel by salary, FTE charged, and fringe benefit information
- Line by line breakdown for Federal and non-Federal sources

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Title X Service Grant Application Budget
- OMB Circulars define cost principles for Federal grants and describe:
  - How to manage the financial aspects of the award
  - Allowable costs (personnel, supplies, equipment, etc.)
  - Restrictions on the use of funds (lobbying, construction/renovations, fund raising, etc.)
- Refer to OMB Circulars for Cost Principles when preparing budgets: http://www.whitehouse.gov/omb/circulars/
  - OMB Circular A-21 (Institutions of Higher Education)  
  - OMB Circular A-87 (State and Local Government)  
  - OMB Circular A-122 (Nonprofit Organizations)
  - Plus: 45 CFR 74, Appendix E (Hospitals)

OPHS Office of Grants Management is responsible for the oversight of all financial and business related to the grant

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Title X Service Grant Application Budget

The Title X Budget and Cost Sharing
- Title X cannot make up 100% of the project’s estimated costs
- Projects must include resources from other sources (e.g., Medicaid, patient fees)
- Applications must clearly identify the amount and sources of funding contributed to the project on the 424A and budget justification
- Contribution of other funding has historically been interpreted as a minimum of 10%
- Program income:   
  - is expected and is generated from third party payers and patient fees
  - may be counted as part of the cost sharing requirement
  - Must be reinvested to further the objectives of the project

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Title X Services Grants Application Submission

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Title X Service Grant Application Submission

Submission Mechanisms:

Electronic Submission (preferred)
- Grants.gov Web site Portal
- GrantSolutions.gov Grant Management System
- Must be submitted by 11:PM ET on the due date
- All hard copy original signature and mail-in items must be received by OGM no later than 5:00PM ET on the next business day after the due date

Hardcopy Submission
- OPHS Office of Grants Management
- Must be submitted no later than 5:00PM ET on the due date
- Must submit the original and 2 hard copies

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Title X Service Grant Application Submission

Additional Submission Information:
- Applications submitted after the deadline will not be accepted
- Applications not conforming to the requirements will not be reviewed
- Application will not be considered valid until all electronic components, hardcopy original signatures and mail-in items are received by OGM according to the due dates
- Applicants are encouraged to initiate electronic applications early in the development process to address any problems with submission prior to the deadline
- Applications submitted under this announcement are subject to the requirement of “Intergovernmental Review of Federal Programs” and applicant should discuss the project with the State Single Point of Contact (SPOC), as appropriate

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Title X Services Grants Application Review

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Title X Service Grant Application Review

- Applications are reviewed:
  - According to the criteria listed in the Program Announcement
  - By the OGM staff for administrative & business compliance
  - By the Regional Office program staff for programmatic compliance
- Eligible applications will be reviewed and scored by a panel of independent reviewers with technical expertise in applicable fields
- Objective Review Committee process is formal and confidential. OGM and Regional staff is available for questions and to ensure the process

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Title X Service Grant Application Review

Funding Decisions:
- Input from the Objective Review Committee and from the Federal reviews, as well as the likelihood of achieving the benefits expected are considered when making the funding decisions
- Final grant award decisions are made the Regional Health Administrator (RHA) in consultation with OPA/OFP
- The length of the Project Period awarded can be from 1-5 years and is generally 3-5 years
  - Non-competing, continuing applications are submitted in the interim years that include progress reports, work plans, budgets and budget justification
- Budget periods are one year only

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Title X Services Grants Funding Process

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Title X Service Grant Funding Process

The Office of Grants Management and Regional Program partnership:
- OGM is the official contact for the grantee
- All official communication related to the grant is between OGM and the successful applicant
- Applicants who are unsuccessful will be notified by the Regional Program Office
- Grantees communicate regularly with the program project officer who oversees the programmatic aspects of the grant
- OGM maintains the official grant file. The Regional Program Office maintains working files for each grant and forwards records to OGM for the official grant file

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Title X Service Grant Funding Process

The Office of Grants Management and Regional Program partnership:
- The final project budget will be negotiated after selection. The total amount will not change but the allocation to various activities may be modified
- Flexibility in schedule and resource planning is expected and will enable the successful applicant to respond to emerging needs, lessons learned and annual Title X Priorities
- All activities and budget will be approved by the OFP Regional Office prior to their implementation

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Title X Service Grant Funding Process

Notice of Grant Award (NGA)
- Notifies the successful applicant of the selection; award amount; project & budget periods
- Includes any conditions on the award (e.g., requirements that must be met as a condition of receiving the grant funds)
- Includes standard terms, reporting requirements and contact information for OGM and the Regional Program Office

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Title X Service Grant Funding Process

OGM Grant Management Post Award Processes and Concerns:
As determined by the US Department of Health and Human Services, OGM …

- Official signatory for obligating Federal grant funds
- Official signatory for all grant business
- Manages prior approval requests
- Monitors the business and financial transactions for compliance with Federal grant requirements, including interpretation of Federal regulations

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Title X Service Grant Funding Process
OGM Grant Management Post Award Processes and Concerns:
- Budget development, allowable expenditure items and budget revisions
- Budget forecasting
- Indirect Cost issues
- Approval of Change of Scope
- Notice of Grant Award issuance
- Financial reporting requirements, such as the FSR
- Audit resolution
- Carryover requests and offset
- Grant closeout

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Title X Services Grants Summary and Tips

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Title X Service Grant Summary and Tips

The Program Announcement is the primary guide to:
- OPA/OFP Programmatic Requirements
- Information related to the Title X Statute, Regulations and Guidelines
- Grants Management Requirements
- OMB Cost circulars

Follow the information presented in the Program Announcement, analyze what is requested and respond appropriately

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Title X Service Grant Summary and Tips

The Application Kit has useful information that will assist in the development of a complete application

Pay particular attention to:
- OPHS-1 Grant Application for the required forms and the instructions for completion
- Guidelines for Title X Grant Application Preparation, July 2008 for application content and sequence

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Title X Service Grant Summary and Tips
- Be clear, complete and concise in the project description; follow and address exactly what is requested in the Program Announcement and the Guidelines for Title X Grant Application Preparation
- Don’t make the reviewer search for the required information. Generally, the easier the application is to review, the better the score
- Clearly identify the sections of the application and indicate which component is being addressed
- The project narrative must include all required information within 65 pages. Do not use appendices to expand the page limit

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Title X Service Grant Summary and Tips
- The use of a systematic approach to planning, implementing, monitoring and evaluation (such as a logic model) is encouraged
- Make the goals and objectives in the program work plan “SMART;” Specific; Measurable; Achievable; Realistic; Time-framed
- Activities presented in the work plan should related directly to the goals and objectives
- The program work plan, evaluation plan and budget should provide a complete picture of how the applicant will address the service area needs as well as address the purpose and expectations in the Program Announcement

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Title X Service Grant Summary and Tips
- The staffing should be appropriate and reasonable for the goals, objectives and activities of the proposed project
- Be complete in describing what staff will do, the expertise required and the percent time they will be assigned to the project
- Position descriptions and bio sketches for key staff can be presented in the appendices

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Title X Service Grant Summary and Tips
- The budget should include adequate funds to carry out the proposed work plan, evaluation plan and administrative responsibilities of the project
- The budget should be reasonable and relate directly to the goals and objectives. It should make sense
- Do not request more funds than is available, as listed in the Program Announcement in Table 1. This amount is inclusive of indirect costs
- The operating budget should be complete and include Federal and non-Federal funds, program income from fees and third party payers and other contributing funds

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Title X Service Grant Summary and Tips
- Electronic submission is encouraged
- Remember to send in the original hardcopy signature forms by the due dates listed in the Program Announcement when submitting electronically
- Do not wait until the last minute to begin the electronic submission—problems can arise

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Title X Service Grant Summary and Tips

Confused? Ask Questions!

- The Program Announcement has contact information for the Office of Grants Management and the Regional Program Offices
- For information related to the family planning programmatic requirements, contact the appropriate Regional Office
- For information related to the budgetary and administrative requirements, contact the Office of Grants Management