Illinois Department of Human Services

Report
ILLINOIS DEPARTMENT
OF HUMAN SERVICES
SAPP ANNUAL MEETING
SEPTEMBER 12, 2013
1
OVERVIEW
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Welcome & Remarks from Kim Fornero
Communication
DHS Grant Requirements
FY14 Exhibit by Sub-grant
FY14 SAPP Quality Assurance Review &
Documentation
Prevention First Training
Q&A
Sub-grant Specific Sessions: Networking and
Important Information per Sub-grant
CPRD: IYS, SAPP HUB and Annual Reviews
2
COMMUNICATION
• SAPP is communicating with all Sub-grants via email
• Complete the form you received on the way into
the meeting
• It is incumbent upon your agency to notify the SAPP
when there is a change in program, fiscal or
leadership at your agency
• If you need to submit a form any time during the
fiscal year, the form is posted on either the PFI or
DHS website
• Email the form to Shantel High, SAPP Administrator,
and your assigned CSSC
3
FY14 EXPENDITURE
DOCUMENTATION FORMS (EDFs)
Starting in FY14, Expenditure Documentation Forms (EDFs) are
required to be submitted to Shantel High, SAPP Program
Administrator.
• Due the 20th day following the proceeding month (e.g. the
September EDF is due October 20).
• The method of submission is at the agency’s discretion: U.S. mail,
scan/email or fax. It is recommended that agency’s submit via
email.
• EDFs need to be submitted to Shantel High, SAPP Program
Administrator.
• Address: 823 East Monroe Street, Springfield IL 62701
• Fax: 217/524-3603
• Email: [email protected]
4
FY14 EDFs
• The FY14 EDF form and instructions can be found in
the Bureau of Positive Youth Development Program
Manual (email provided in another email)
• If you use the form provided, it auto-calculates
information (eliminating errors)
• The new FY14 EDF form needs to be used
• It requires the signature or typed name of the
authorized representative
• Ensure all information requested is provided
• Ensure amounts provided in multiple parts of the
form are the same amounts
5
FY13 EDFs
• Any payments not processed by the deadline, the
Department cannot guarantee final payment will
be made.
• Additionally, there is no guarantee a provider’s
payment would then be able to be processed via
Court of Claims (as contract language supports).
Important to submit your paperwork by the
established deadlines!
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EDF TIPS
• The report should reflect the previous month’s actual
expenses.
• The provider will not receive payment unless Expenditure
Documentation Forms (EDFs) are submitted.
• Issues that may delay payments:
• Inaccurate information on the EDF
• Missing information on the EDF
• An EDF may be returned to the provider if the reporting
reflects 1/12 of the contract (it is a red flag because the
report needs to reflect actual expenses not projected).
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EDF TIPS
• If a provider is certain that they can not report
expenses for the previous month, submit a report
with $0 for the Department’s record.
• You must submit a report for each month. Do not
submit a report reflecting more than one month
of expenditures.
8
FY14 BUDGETS &
BUDGET NARRATIVES
• Each agency was required to submit a budget into
the CSA Tracking System by August 30, 2013
• On the same date, a budget narrative was due to
the Substance Abuse Prevention Program (SAPP) by
August 30, 2013
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FY14 BUDGET NARRATIVE - TIPS
• The budget narrative must align with the program services and
requirements of the grant.
• Provide calculations and descriptive narrative information. For
example, commodities or supplies indicate the various types of
supplies needed to operate the program and if applicable, indicate
the number of supplies needed (e.g. model program workbooks for
students x the cost per workbook).
• Ensure the information presented in the CSA Budget Template
matches the amounts listed in the budget narrative (e.g. total grant
award, by budget line item).
• For personnel include name of staff member (if unknown – Vacant),
title/position, full salary, the allocation of time (% of time devoted to
the grant) and the actual amount allocated for the position
• Kim Fornero (name)
• Prevention Specialist (title)
• 100% (% of time)
• $100,000 (full salary – LOL)
• $100,000 (allocation to this grant)
10
FY14 BUDGET NARRATIVE - TIPS
• For any equipment requests, include the estimates for the
proposed equipment when submitting your budget narrative.
Note: all equipment over $500 must be approved prior to
purchasing the equipment.
• If you are directing other funds (e.g. local or private resources)
to the grant program, identify the source and include this
information in your budget narrative.
• If you are planning to sub-contract, include descriptive
information in your budget narrative. Note: sub-contracts
require prior approval. The sub-contract should not be signed
and executed when submitted for consideration.
• If you receive funding from multiple sources (e.g. SAPT and
GRF), break out the funds by the fund source and for each
budget category/item.
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FY14 BUDGET REVISIONS
• Ensure timely submission
• Allow for sufficient time for review, revision (if needed) and
approval
• Identify the amount of funds that you are seeking to re-direct;
include the line item you are directing funds away from and
the amount of funds you are directing to a new line item
• Provide rationale as to why this revision is needed and how it
will support the services as outlined in your approved plan
• If you are requesting to purchase equipment over the amount
of $500 include paperwork about the estimated cost of the
equipment
Would you like a template for guidance?
12
FY14 PLANS
• Two Sub-grants, As and Cs, submitted plans for work
associated with the planning conducted over FY13
• Sub-grant As
• Sub-grant Cs
• Sub-grant Bs and Ds – no more new work plans!
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SG-A PLANS
• You submitted the following plans for approval:
• Implement Coalition Capacity Plan.
• Implement Illinois Youth Survey (IYS) Recruitment Plan.
• Implement FY14 Limited Service Delivery Plan.
• Implement plan to continue to build the capacity of your
local coalition.
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SG-B PLAN
• Implement direct service program(s) approved by
IDHS (original proposal or revised plan).
• Continue to develop a new coalition or enhance
an existing one.
• Engage the coalition in the development of a referral
guide and IYS promotion and school recruitment
• Encouraged to recruit schools to participate in the
FY14 IYS administration.
• Deliver optional activities.
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SG-C PLANS
• Implement Strategic Plan approved by IDHS.
• Implement evidence-based strategies.
• Implement activities to enhance your local coalition.
• Required to recruit and secure local schools’
participation in the administration of the FY14 IYS.
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SG-D PLAN
• Implement work approved in original RFP or revised
plan.
• Promote the FY14 IYS recruitment, if applicable.
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SAPP GRANT REQUIREMENTS
• Bureau of Positive Youth Development
Program Manual
(http://www.dhs.state.il.u/page.aspx?item=5
9414)
• Deliverables
• Referral Guide (all Sub-grants)
• Responsibilities
• Reporting requirements
• Fiscal information (FY14 EDF Form and Instructions)
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SAPP GRANT REQUIREMENTS
• Community Services Agreement (CSA)
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Scope of services (Exhibit A)
Deliverables (Exhibit B)
Payment (Exhibit C)
Performance Measures (Exhibit D)
Performance Standards (Exhibit E)
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FY14 QUALITY ASSURANCE REVIEWS
• SAPP is in the process of developing a quality review
monitoring tool
• Your Community Support Service Consultants (CSSCs) will be
responsible for scheduling and conducting the quality
assurance review
• The quality assurance review will be conducted on-site (at
your agency)
• The quality assurance review will be geared towards reviewing
documentation to verify approved activities, ensure service
delivery is being conducted in the approved designated
service area and other federal requirements
• More information will be forthcoming later this winter/spring
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FY14 QUALITY ASSURANCE REVIEW DOCUMENTATION
Type of documentation (this is documentation that is
not submitted via the SAPP Hub)
•Linkage agreements/MOU’s
•Executed sub-contracts (signed and dated)
•Service delivery documentation: rosters, coalition
meeting minutes and agendas, training overview
and sign-in sheets, etc.
•Training certificates
•Training waivers
21
FY14 PERFORMANCE MEASURES AND
STANDARDS
• Review handout
• Each Sub-grant has their own performance
measures and standards
22
FEDERAL UPDATES
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Population-based services
Substance abuse prevention focus and outcomes
Evidence of effectiveness
Primary Health Care
Mental Health Promotion
Underage drinking, prescription drugs and
marijuana
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ILLINOIS YOUTH SURVEY (IYS)
• Your agency may be required to recruit schools to
participate in the IYS or you may have opted to
select this optional services activity
• All agencies are encouraged to recruit youth to
participate in IYS recruitment including Sub-grant Bs
that did not originally select this activity and Subgrant Ds
24
ILLINOIS YOUTH SURVEY (IYS)
• State Level Planning
• Meeting with the Illinois State Board of Education – Five Essentials
Survey staff members
• Cross promotion was discussed, high level of interest in the IYS
data
• Identifying ways to work with other state agencies
• Questions
• Promotion
• SAPP providers would serve as the lead in local level promotion
• Working with the City of Chicago’s Department of Health,
Department of Family and Support Services and Chicago Public
Schools – Office of Health and Wellness
• Goal: Maximum participation of CPS schools in the
administration of the 2014 IYS
• Commitment to Chicago Public Schools’ Parent Handbook
(English, Spanish and Polish) – one notification regarding the
Illinois Youth Survey
More information will be forthcoming for SAPP providers located
in Chicago and across the state!!!
25
SUICIDE PREVENTION TRAINING
• Working with the Illinois Department of Public Health
to finalize a suicide prevention training (non-clinical)
• It will be implemented at some time during this fiscal
year via a webinar
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PREVENTION FIRST
TRAINING & TA SERVICES
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PROFESSIONAL DEVELOPMENT STAFF
• Anne Cox, Manager of SA Training & Technical
Assistance
• Sara Christensen, Instructional Designer
• Jessica Dicken, Provider Network Specialist
• Kim Zambole, Provider Network Specialist
• Heidi Alvarez, Provider Network Specialist
• Kellie Henrichs, Provider Network Specialist
• Cindy Dambacher, Training Registration Contact
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PREVENTION FIRST SERVICES
• Substance Abuse Prevention Training
• General
• Sub-grant specific
• TA Opportunities by Sub-Grant
• On-line Resources
• Prevention Connection & Prevention
Spotlight
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REQUIRED TRAININGS
• Illinois Introduction to Substance Abuse
Prevention (IISAP)
• Welcome to Prevention (online)
• IDHS SAPP Overview (online)
• A Framework for Prevention (1 day classroom
training)
• Training waivers (only on a case-by case
basis) – submit information to
[email protected]
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REQUIRED TRAININGS
• Foundations of Youth Prevention Education (SG-As
& SG-Bs)
• DISCC (SG-As & SG-Bs)
• Foundations of Successful Mentoring Programs (SGBs)
• Coalition Coordination (SG-As & SG-Bs)
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TRAINING
• FY14 Training Calendar
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Illinois Introduction to Substance Abuse Prevention
Required training by Sub-Grant
Optional trainings to support the SAPP system
Prevention First Training Policies
• Register through Uconnect at
www.prevention.org
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TECHNICAL ASSISTANCE
• Offered by Prevention First to Sub-grants A, B and C
• Provider Network Specialist assigned to each provider in SGA, B and Cs.
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PREVENTION FIRST
• Questions?
• Contact Anne Cox, Manager, SAPP Training/TA
[email protected]
(217) 836-5346
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PREVENTION FIRST
Springfield Office:
2800 Montvale Drive
Springfield, IL 62704
Chicago Office:
33 W. Grand Avenue,
Suite 300
Chicago IL 60654
217.793.7353
Toll free: 800-252-8951
www.prevention.org
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Q&A
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