MDH Grants Management Update Alyssa Haugen & DeeAnn Finley 8/26/15

MDH Grants Management Update Alyssa Haugen & DeeAnn Finley 8/26/15

Presenters Alyssa Haugen, Grants and Special Projects Manager, Health Operations Bureau DeeAnn Finley, LPH Policy and Administration Specialist, Health Partnerships Division

Welcome and Housekeeping Welcome Mute your computer Mute your phone Use the mute on your phone or *6 to mute #6 to unmute Don t put us on hold

Agenda Overview of MDH Grants Indirect Policy Subcontracting Guidelines Invoice Naming Master Grant Contract Budget Modifications Ideas for Future Updates

OVERVIEW OF MDH GRANTS

How Funds Are Spent Total FY 2014 Budget of $595 million Grants: $393 million (66%) Payroll: $113 million (19%) Non-payroll Operating: $89 million (15%) Staffing Base FY 2014-15 MDH Staffing Levels Total FTEs: 1,264 General Fund FTEs: 135 (10.7%)

MDH Grants by the Numbers $393 million administered 112 grant programs across 9 divisions 950 unique grantees 14% higher education (MERC) 35% nongovernmental 51% local government and tribes

MDH Sections Most Reliant on Federal Funds Section % of Funding from Federal Sources Emergency Preparedness and Response 99% Infectious Disease Epidemiology Prevention and Control 85% Community and Family Health 81% Health Promotion and Chronic Disease 65%

Minnesota s Grants Landscape Increased use of grants. More grants administered than contracts, but fewer guidelines and standard review processes. Office of Legislative Auditor report in 2007 Focused on grants to nonprofits (about $1B in 2005) Ongoing issues during audits Inadequate oversight by agencies fraud/misuse reports received Fragmented, inconsistent, weak oversight

Calls for Increased Standardization and Accountability Enterprise approach, but maintain local control Establish Office of Grants Management Formalize and require agencies to follow best practices Require use of standard grant contract Basic grant policy standards Reimbursement payments preferred Financial reconciliations required at least once during grant period Legislature shouldn t mandate grantees in law Enhance use of competitive processes Mitigate conflict of interest

State of Minnesota Grant Policies Comprehensive grants management policies apply to all Executive branch agencies, boards, commissions, councils, authorities and task forces. 13 Policies Aid government organizations and nonprofits by establishing general guidance and creating expectations. All Policies: http://mn.gov/admin/government/grants/policie s-statutes-forms/

Overview of State Grant Policy Requirements Conflict of Interest Disclosure Grant opportunity notification & competitive process Grantee pre-award financial capacity reviews Executing and amending grant agreements Monitoring, reporting, grant progress and payment Grant closeout and evaluation State policies are broad, up to individual agencies to operationalize ways to meet policy requirements and not all agencies interpret the same way

Grant Agreement Training Office of Grants Management training on core elements of a grant agreement: http://mn.gov/admin/images/grantagreement.s wf Training may be useful to understand terms and conditions that will apply to state grantees. Federal terms and conditions also apply if federal funds part of award include any award specific requirements in grant agreement.

Administering Grants @ MDH: Draft and issue request for proposals Organize & facilitate review teams Conduct pre-award due diligence reviews Develop program performance measures and reporting requirements Draft agreements and amendments Monitoring progress (program and financial)

Administering Grants @ MDH Individual MDH program responsibilities: Develop RFP and grant terms Coordinate review teams Negotiate budgets and work plans Draft grant agreements Set reporting requirements Develop programmatic forms Monitor and reconcile grants Review and approve invoices Centralized MDH responsibility: Budget check and encumbrance Legal agreement review Grant policy guidance and training Pay invoices

MDH Grant Policies All OGM policies apply to MDH Grants Some OGM policies have been modified for MDH Also issue grant guidance for info on specific stages of grant process Advance Payment Memo Single and Sole Source Justification Form Conflict of Interest Disclosure Form Due Diligence Review Policy 240.01 Organizations with Limited Fiscal Capacity, Policy 241.01 Grantee Monitoring for Nonprofits, Policy 238.01 NEW Indirect costs OGM Policy Exception Grants to local public health

INDIRECT POLICY

What about my indirect costs? Historically variation within MDH New MDH policy for indirect costs New federal grant guidance 2 CFR 200 Allow federal rate or 10% Admin costs should be direct billed to line items Examples and handout

Federal Indirect Cost Rates How to obtain one? Should I obtain one? Is it really worth it? One source of more information: http://nifa.usda.gov/indirect-costs MDH cannot provide guidance or assistance to help you obtain a federal rate Each fed agency has specific info must apply where you receive most federal funds

SUBCONTRACTING

Subcontracting Programs starting to use new language about MDH and grantee responsibilities for subcontracting Looking to have prior notice of work done by others by notifying MDH during review or budget negotiation process MDH does not provide legal advice on subcontract terms and conditions See Handout

Subcontracting MDH grantee is responsible for meeting terms of grant and actions of any subcontracts you approve Need to follow your organization s standard procurement practices Over $150,000 subcontract and federal funds meet specific procurement guidelines Monitoring process may still review subcontracts just because program isn t individually approving MDH may need to request a copy at any time

MASTER GRANT CONTRACT

Master Grant Contract Every 5 years, MDH enters into a Master Grant Contract with all CHBs. There is no funding attached to this contract. It serves as the legal foundation for subsequent Grant Project Agreements with CHBs for all MDH grant program funding. The Master Grant Contract is intended to streamline the grant process between MDH and CHBs. 24

Master Grant Contract MDH will be amending the MGC to address the new federal changes Probably end or 2015 to early 2016 Do you need to do anything different until then? May begin to see the Federal Cover Sheet (handout) with new funds

INVOICE NAMING

Invoice Naming MDH implementing invoice naming system for electronic fund transfers (EFTs) This is based on DHS naming system Should start seeing soon on EFTs MDH will send or post a list of codes

Invoice Naming Block Block 1 Block 2 Block 4 Block 5 Block 6 Description Department Grant Code Funding Source Payment type Invoice Period Examples MDH This information will be sent to grantees. CFDA number STATE OTHER R=reimbursement A=Advance S=Supplemental Invoice C=Correction/ Adjustment Q12015 Jan2015 CY2015 SFY2015 Grant Name Local Public Health Grant Temporary Assistance to Needy Families Title V (MCH Block Grant) State Health Improvement Partnership Public Health Emergency Preparedness Women, Infant and Children Grant Code LPHG TANF TitleV SHIP PHEP WIC

Invoice Naming MDH.LPHG.STATE.R.Q22015 MDH.SHIP.STATE.R.Jan2015 MDH.PHEP.93.069.R.Q22015 This payment is for the Local Public Health grant for the second quarter of 2015. The LPH Grant is state funds. This grantees funds are reimbursed on a quarterly basis. This payment is for the SHIP grant for the month of January 2015. The SHIP grant is state funds and reimbursed on a monthly basis. This payment is for the PHEP grant for the second quarter of 2015. The PHEP grant is federal funds so this code includes the CFDA number. PHEP funds are reimbursed on a quarterly basis.

BUDGET MODIFICATIONS

Budget Modifications Previous grant project agreements did not have consistent language regarding budget modification. MDH will now include consistent budget modification language in the GPA template. If you submit a budget this language will be included. If you don t submit a budget (less common) this language will not be included.

Budget Modifications (c) Budget Modifications. Modifications greater than 10 percent of any budget line item in the most recently approved budget (listed in 4.1(a) or incorporated in Exhibit B) requires prior approval from the STATE and must be indicated on submitted invoices. Failure to obtain prior approval for modifications greater than 10 percent of any budget line item may result in denial of modification request and/or loss of funds. Modifications equal to or less than 10 percent of any budget line item are permitted without prior approval from the STATE provided that such modification is indicated on submitted invoices and that the total obligation of the STATE for all compensation and reimbursements to the GRANTEE shall not exceed the total obligation listed in 4.1(b).

FUTURE TRAINING NEEDS

What else is new for 2015? Forms standardization Working to increase consistency

Input for Future Trainings Your ideas????

What is Next? Posting of PPT Posting of webinar recording Continue to send ideas to Dee Community Health Conference table Regional meetings

Questions?

Contact Information Alyssa Haugen Grants and Special Projects Alyssa.Haugen@state.mn.us 651-201-5796 DeeAnn Finley Health Partnerships Division DeeAnn.Finley@state.mn.us 651-201-4551