ARKANSAS CANCER PLAN IMPLEMENTATION GRANT REQUEST FOR APPLICATIONS (RFA)

Transcription

1 ARKANSAS CANCER PLAN IMPLEMENTATION GRANT REQUEST FOR APPLICATIONS (RFA) Competitive Grant WEBINAR Tuesday, November 28, :00am

2 TRENA MITCHELL, MA EXECUTIVE DIRECTOR ARKANSAS CANCER COALITION

3 ARKANSAS CANCER COALITION Mission Statement of the Arkansas Cancer Coalition (ACC): To facilitate and provide partnerships to reduce the human suffering and economic burden from cancer for the citizens of Arkansas.

4 INTRODUCTION The Arkansas Cancer Coalition (ACC) staff wants you and your program to be successful. This presentation is one tool to assist you in reaching that goal. This presentation has been prepared as a reference and guide for questions arising in the application and administration of grant contracts and funding administered by ACC. This presentation includes essential elements of an effective grant proposal and a management system to properly administer, record, control and monitor funds which your program receives for its operations.

5 KIMBERLY ENOCH, MPH, MCHES GRANTS MANAGER ARKANSAS CANCER COALITION

6 AGENDA Application for Funds Arkansas Red County Report 2015 Apricot Online System Final Thoughts: Do s and Don ts Selection Criteria and Process Questions and Comments

7 PURPOSE ACC will award community grants to ACC Partners who work to implement evidence based and promising practices of proven cancer control strategies in communities that advance specific goals, objectives and strategies of the Arkansas Cancer Plan (ACP) chapters outlined below. Prevention Lung Cancer Colorectal Cancer Breast Cancer Prostate Cancer Oral Cancer Skin Cancer Cervical Cancer Palliative Care Survivorship Evaluation Bone Metastasis Genomics

8 Arkansas Cancer Plan 3 rd Edition ( ) source/arkansas-cancer-plan-3rdedition-full-version

9 HELPFUL LINKS - United States Preventive Services Task Force (USPSTF) - National Guideline Clearinghouse (AHRQ) - Guide to Community Preventive Services (The Community Guide) - MMWR Recommendations - Best Practices for Comprehensive Tobacco Control Program prehensive.pdf - Model Practice Database NACCHO - AHRQ Innovations Exchange - Promising Practices Partnership to Fight Chronic Disease

10 GRANTS MANAGER

11 GRANTS MANAGER 1. Serves as liaison between ACC and membership organizations a. During Request for Application (RFA) process b. Apricot Grant Submission Process c. After Grant Awarded 2. Primary contact for step-by-step technical support 3. Ensures Compliance with ACC Guidelines/Regulations

12 APPLICATION FOR FUNDS

13 WHO SHOULD APPLY Arkansas private and public tax-exempt non-profit organizations are eligible to apply. To be eligible for funding, applicants or its fiduciary agent must: Be a member of the Arkansas Cancer Coalition. Be registered with the Office of the Secretary of State of Arkansas Be a Nonprofit 501(c)3 and cannot be a 501(c)4

14 APPLICANT QUALIFICATIONS A qualified applicant is one that: Demonstrates effectiveness and capacity to provide programs consistent with proven cancer control strategies that advance specific goals, objectives and strategies of the Arkansas Cancer Plan (ACP). Demonstrates administrative, fiscal, and programmatic ability to manage grant funds. Demonstrates the availability of adequate equipment (including computers) to support staff and program needs.

15 APPLICATION OVERVIEW Applications submitted in response to this RFA must not duplicate applications approved by other funding agencies. Tobacco Control-related proposals and/or initiatives must not duplicate funding from the Arkansas Department of Health Tobacco Prevention and Cessation Program and the University of Arkansas at Pine Bluff Minority Initiative Sub-Recipient Grant Office.

16 OTHER REQUIREMENTS FOR FUNDING ACC provides technical support to all grant recipients. As a condition to receiving funding, grant recipients must: - Review the RFA webinar presentation as a reference and guide for questions arising in the application and administration of grant contracts and funding administered by ACC. - Commence project activities within 30 days after the effective date of the grant contract. - Be in Attendance at Meetings. Representatives must attend Summit, ACC Quarterly Meetings and a minimum of one (1) other meeting required by ACC grant (TBD.)

17 OTHER REQUIREMENTS FOR FUNDING As a condition to receiving funding, ACC grantees ae required to; Submit Reports: 1. Progress reports quarterly to the ACC no later than the 5th of the month following the quarter. 2. Monthly expenditure reports for the previous month by the 5th of each month. 3. Coordinate with ACC on all media efforts and must: a. Directly support a work plan element b. Be approved in advance by ACC staff (at least five days) c. Be contained in the original work plan or an approved work plan revision. 4. Participate in scheduled site visits by ACC staff

18 OTHER REQUIREMENTS FOR FUNDING In the event of unmet conditions, grant recipients will be placed on probation until conditions are met and/or subject to contract termination. Grant recipients will be responsible for reimbursements to the Arkansas Cancer Coalition.

19 AVAILABILITY OF FUNDS Award Range: Minimum Award: $35,000 Maximum Award: $55,000 Number of Awards: Undetermined Fiscal Period: July 1 to June 30 Type Grant Payment Method: Monthly Cost Reimbursement Reporting Timeframe: Quarterly

20 USE OF FUNDS AND OTHER REQUIREMENTS Eligible costs meet the following criteria: 1. Expenditures must be allowable costs under the terms of the grant contract. 2. Expenditures must be necessary and reasonable for proper and efficient administration of the specific grant project defined in the Scope of Work and not a general expense required to carry out the overall responsibility of the grantee. 3. The ACC financial staff will not approve costs which are excessive for value received or otherwise unreasonable. 4. Expenditures must be authorized or not prohibited by federal, state, or local laws or regulations or the terms of the grant contract including the Scope of Work.

21 USE OF FUNDS AND OTHER REQUIREMENTS Eligible costs meet the following criteria: 5. Expenditures must conform to the Project Budget and with any other financial limitations in the terms of the grant contract. Costs in excess of the budget and costs which do not conform to other restrictions are not eligible. 6. Expenditures must be incurred after the effective date and before the financial expiration date of the grant contract. 7. Expenditures must be net of all applicable credits (such as rebates, discounts, refunds). The amount which is eligible is the net cost after the credit is applied. 8. Expenditures must be documented. Costs which are not supported by invoices, time sheets or other required documentation are not eligible.

22 USE OF FUNDS AND OTHER REQUIREMENTS Eligible costs meet the following criteria: 9. Expenditures must align with policies and procedures that apply to other grant activities. A cost is not eligible if it is computed differently than it would have been if incurred as part of any other organization activity. Allocation of shared costs to the grant contract must be based on a documented cost allocation plan that is consistently applied to all funding sources. 10. Expenditures charged against the grant contract must not be charged against any other contract, subcontract, or other funding source in any past, present, or future period.

23 ARKANSAS RED COUNTIES REPORT 2015

24 AR RED COUNTY LIFE EXPECTANCY PROFILE Prepared by: ADH Office of Minority Health & Health Disparities In conjunction with the AMHC In accordance to Act 790 and Act 798 of 2011

25 AR RED COUNTY LIFE EXPECTANCY PROFILE 10 Arkansas Counties: Highest to lowest life expectancies are shown below Poinsett, Phillips, Cross, Mississippi, Lafayette, Ouachita, Bradley, Jackson, Woodruff, and Lawrence Prepared by: ADH Office of Minority Health & Health Disparities In conjunction with the AMHC In accordance to Act 790 and Act 798 of 2011

26 APRICOT ONLINE SYSTEM

27 APPLY FOR MEMBERSHIP Unless your organization has already created a log in, you will need to register using our online system (Apricot). Our grant process is based through this system and you will need to log in to apply for grants. To register. Go to This is the ACC website. Click on the link for organizational partners and this will redirect you to the Apricot New Membership form.

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29 MEMBERSHIP FORM

30 At the end of the form you will be asked to create a username and password. The username MUST be an address, keep this information safe so you don t forget. Click Save Record on the right hand side of the screen. You are now able to print a copy of your membership application and log in.

31 Apricot Website Enter your log in details.

32 APRICOT ONLINE SYSTEM APPLYING FOR A GRANT

33 MY SHARED FILES Before we begin the application, I would like to share with you an important resource in Apricot. My Shared Files is a resource where you can download documents that you may need to upload or use in your application; Arkansas Cancer Plan Arkansas Red County Report 2015 Budget Justification Template Grant Disclosure & Certification Form Grant Application User Guide Tobacco-free Policy Template

34 My Shared Files is always located on the left hand tab. To download a document, click the arrow next to the item you want to download, hover over Actions and select Download.

35 To begin your application you have to complete the grant application cover sheet found in Application Overview under Grants on the left hand side

36 After clicking Application Overview Select Click Here to Apply. This will open a new tab for you to complete the Grant Application Cover Sheet.

37 GRANT APPLICATION COVER SHEET

38 GRANT APPLICATION COVER SHEET CONT.

39 GRANT APPLICATION COVER SHEET CONT.

40 GRANT APPLICATION COVER SHEET DOCUMENT FOLDER Clicking View Folder at any time will take you to the page Grant Application Cover Sheet Document Folder. There are 4 sections to complete within the grant application. Hover over Actions and select Create New for the section you want to work on. You will need to repeat this for each section. Narrative Program Goal and Objective Budget Uploads

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42 SECTION 1. NARRATIVE Required Information: - Abstract - Statement of Need, Vision, and Sustainability - Program Narrative - Goals, Objectives and Strategies - Project Management Plan Complete all required information in the Narrative. You can save the record at any time and work on it later.

43 Abstract *Succinct and accurate description of the proposed work

44 The abstract is a concise description of: 1) How the proposed work will be done 2) How the project will support the ACP 3) The importance of the work and its public health impact 4) How you are going to do the work 5) Who is going to do the work 6) Targeted geographic area 7) Target population This abstract is meant to serve as a succinct and accurate description of the proposed work when separated from the application. If the application is funded, this description, as is, will become public information. Therefore, do not include proprietary/confidential information. Cite the Chapter, Goal, Objective and Strategy(s) from the ACP when addressing goals and objectives. Do not repeat abstracts submitted previously.

45 Statement of Need, Vision and Sustainability

46 Statement of Need The application should preface the community vision and provide evidence to support statement of need. This should include the target geographic area and target population in which the program will be implemented. It identifies the conditions that contribute to cancer incidence and mortality specific to the service area and target populations to be served through this initiative (cite source of data). Applications should clearly describe how the proposed project will advance/support the ACP. Statement of Vision In more simple terms, explain what affect the program will have on the target population after the program has been implemented.

47 Statement of Sustainability Include how the program will continue beyond this funding cycle. Please explain in detail how the program will evolve and be sustained. The sustainability plan should include how the organization will seek additional resources, financial or otherwise, to support the continuance of this initiative. Indicate in this section the total project budget and other funding sources that will be utilized by your organization during this grant period. Document in these section previous accomplishments, successes, and/or past program results.

48 Program Narrative * Describe the overall methods and strategies that are being proposed to address the problems indicated in the abstract utilizing proven cancer control strategies.

49 This section must describe the program in detail, provide clear and concise goals, outline the major focus of the application and describe how it relates to the Arkansas Cancer Plan priority funding Chapters. Goals and objectives should be realistic in terms of outcomes and budget, time-framed, measurable and relate directly to the stated problems. For example: What activities will be included? How/Why was the planned activity chosen over others? What is the target population? Who is responsible for directing the activity? Where and when will the activity occur? How will it be accomplished? What materials are being utilized? This section should answer the questions who, what, when, where, how and why for reviewers.

50 After completion, click save record and view folder to take you back to the Grant Application Cover Sheet Document Folder.

51 GRANT APPLICATION COVER SHEET DOCUMENT FOLDER Clicking View Folder at any time will take you to the page Grant Application Cover Sheet Document Folder. Hover over Actions and select Create New on the next section. Narrative Program Goal and Objective Budget Uploads

52 SECTION 2. PROGRAM GOAL AND OBJECTIVE SLIDE Fill out this record for one goal and one objective. You will need to slide the bar to the right and click New to add a Strategy/Activity (multiple activities can be added to an objective).

53 Arkansas Cancer Plan 3 rd Edition

54 SMART OBJECTIVES Specific Measurable Attainable Realistic Timeline

55 EXAMPLES OF NOT SMART OBJECTIVES Reduce the amount of cancer in men by June (Not specific or measurable) Create a cancer screening event. (Not specific, measurable, or time-bound ) Increase colorectal cancer knowledge by developing a poster contest. (Not specific, measurable, achievable, time-bound, or relevant)

56 EXAMPLES OF SMART OBJECTIVES By June 30, 2018, provide case management and patient navigation services to 500 newly diagnosed cancer patients. Provide breast health education at 140 industrial and rural clinic sites by June 30, By June 30, 2018, increase from 10 to 20 the number of businesses in ABC County who report implementing a tobacco free policy.

57 Once you have entered all of the activity information, click save/store linked record. This will take you back to the previous page (goal & objective) where you will need to save your record again. After saving, click continue if you want to add more activities to your goal & objective.

58 If you are on the Grant Application Cover Sheet Document Folder page, you can add activities to a goal & objective by clicking on the goal in the table. To add additional Program Goals and Objectives, hover over Actions and select Create New.

59 GRANT APPLICATION COVER SHEET DOCUMENT FOLDER Clicking View Folder at any time will take you to the page Grant Application Cover Sheet Document Folder. Hover over Actions and select Create New on the next section. Narrative Program Goal and Objective Budget Uploads

60 RACHAEL MOORE, AAS OPERATIONS MANAGER ARKANSAS CANCER COALITION

61 SECTION 3. BUDGET The budget form automatically calculates as you complete the form to give you a grand total. Complete all information accurately in the Budget and click save.

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63 BUDGET JUSTIFICATION

64 ALLOWABLE VS. UNALLOWABLE

65 *Some restrictions apply: Funds may not be used for fundraising activities or for lobbying or expenses related to either fundraising or lobbying. Funds may not be used for entertainment or incidental costs related to entertainment (beverages, alcohol, rentals, transportation, gratuities.) Examples of allowable costs are speaker fees and travel, educational tools, workforce development, advertising, conference/meeting costs, and printing.

66 KIMBERLY ENOCH, MPH, MCHES GRANTS MANAGER ARKANSAS CANCER COALITION

67 GRANT APPLICATION COVER SHEET DOCUMENT FOLDER Clicking View Folder at any time will take you to the page Grant Application Cover Sheet Document Folder. Hover over Actions and select Create New on the next section. Narrative Program Goal and Objective Budget Uploads

68 SECTION 4. UPLOADS Items to Upload: 1. Budget Justification, 2. Certificate of Good Standing, 3. Contract & Grant Disclosure & Certification Forms 4. Tobacco-Free Policy These forms can be found in My Shared Files located on the left hand tab.

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70 CERTIFICATE OF GOOD STANDING FROM THE ARKANSAS SECRETARY OF STATE S OFFICE

71 CONTRACT AND GRANT DISCLOSURE AND CERTIFICATION FORM Blank Document found in My Shared Files

72 TOBACCO-FREE POLICY The Arkansas Cancer Coalition will not provide grant funding to an organization unless the organization has a comprehensive tobacco-free policy in place. The policy must prohibit all tobacco products (combustible and smokeless) and electronic smoking devices (electronic cigarettes and vapors) at all locations owned or leased by the organization, must apply to all staff, visitors, vendors, patients, clients etc. and should not include designated smoking areas.

73 TOBACCO-FREE POLICY Blank Document found in My Shared Files

74 SUBMITTING THE APPLICATION

75 SUBMIT APPLICATION Review your application thoroughly. You will not be able to submit your application if there is a red X next to a required form or field. You can edit up until the point you click Submit Application. Once you submit your application you are no longer able to make changes and it is final. But do remember to click Submit Application before the deadline. Deadline: See website for anticipated timeline

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77 FINAL THOUGHTS

78 Do s Follow RFA exactly. Use Arkansas Cancer Plan as your guideline. Make your strongest selling point. Base decisions on reliable, accurate data. Use proven interventions. Put information in appropriate section. Explain ALL expenses.

79 Don ts Miss deadline for proposal. Guidelines for application not met exactly. Not a priority topic. Cost appears greater than the benefits. Budget too high or too low. If it wasn t asked for, don t send it! Wait until the deadline!

80 SELECTION CRITERIA AND PROCESS The ACC Review policy and procedure is intended to ensure that grant applications submitted to the ACC are evaluated on the basis of a process that is fair, equitable, timely, and unbiased. - 1 st level of review Scientific Review Panel - 2 nd level of review Peer Review Panel

81 SCIENTIFIC REVIEW PANEL (SRP) The SRP is composed of members of the ACC Board of Directors Implementation Committee. This review determines if the application is supported by current data (need), if the application interventions are evidence based, if the application has the potential to advance specific focus areas of the ACP, and if the application indicates a high potential for success.

82 PEER REVIEW PANEL (PRP) The PRP is composed of individuals that are selected based on their expertise, interest, or activity in matters related to the Arkansas Cancer Plan. This review determines if the application is responsive, well-executed and meets the needs of the requirements of the RFA with a high potential for success.

83 PEER REVIEW PANEL (PRP) PRP members score each assigned application utilizing the following criteria: I. Abstract % Clearly describes: Work to be done, Importance of the work (public health impact), How the work is to be done, Who will do the work, and Targeted geographic area(s) and population(s).

84 PEER REVIEW PANEL (PRP) PRP members score each assigned application utilizing the following criteria: II. Statement of Need, vision and sustainability % Clearly describes: Statement of need, Target geographic area and target population to be served, Specific conditions that contribute to cancer incidence and mortality specific to the service area and target population to be served, Anticipate outcomes the program will have on the target population, How the program will continue beyond the funding cycle including past results and successes, and Additional funding sources (list total amounts).

85 PEER REVIEW PANEL (PRP) PRP members score each assigned application utilizing the following criteria: III. Program Narrative % Clearly describes: Outline the major focus of the application and how it relates to the ACP, Evidence based methods and strategies proposed to address the problems indicated in statement of need, and For planned activities, what will be done, who will do it, how the activities will be accomplished and a timeline.

86 PEER REVIEW PANEL (PRP) PRP members score each assigned application utilizing the following criteria: IV. Goals, Objectives and Strategies % Clearly describes: Are the goals, objectives, and strategies taken from the Arkansas Cancer Plan, Goals and objectives outlined are clear and reasonable, Performance measures are clearly identified and appropriate for measuring success, How the anticipated funding will impact the community or service area proposed in the application, and Work plan template is utilized.

87 PEER REVIEW PANEL (PRP) PRP members score each assigned application utilizing the following criteria: V. Project Management Plan % Clearly describes: Clear description of the management structure, financial systems, and facilities essential to the management of the program, Staff roles and qualifications are identified and appropriate for the proposed program and Brief history of past experience with similar programs.

88 PEER REVIEW PANEL (PRP) PRP members score each assigned application utilizing the following criteria: VI. Budget Matrix and Narrative % Clearly describes: Costs are reasonable for the program as outlined; Costs are within fund allowance, and Budget narrative provides justification of budget expenditures

89 PEER REVIEW PANEL (PRP) PRP members score each assigned application utilizing the following criteria: VII. Red County Consideration % Clearly describes: Special consideration is given to those working in any of the 10 "Red Counties" in the 2015 Red County Report. Does the organization plan to work in any of the red counties listed? 2015 Red Counties: Poinsett, Phillips, Cross, Mississippi, Lafayette, Ouachita, Bradley, Jackson, Woodruff, and Lawrence

90 Questions?

91 For technical assistance, please contact: Kimberly Enoch office cell