ARRA Federal Reporting (Section1512)and

Health Center Quarterly Report (HCQR)

Reporting Period 8 Overview(Quarter Ending 04/14/2011)

Lessons Learned Call

March 30, 2011

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Agenda

• HCQR Reporting Brief Overview• HCQR Reporting common problems/issues• HCQR Reporting Using HRSA’s Electronic Handbook

System• American Recovery and Reinvestment Act (ARRA) Federal

Reporting http://www.federalreporting.gov/• ARRA Reporting common problems/issues• Noncompliance with ARRA Section 1512 Federal Reporting

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HCQR Reporting Overview:Who Reports?

• Health Center Program grantees who received support under ARRA will submit the HCQR report:

– ARRA New Access Points (NAPs – H8A grants)

– Increased Demand for Services (IDS – H8B grants)

– Capital Improvement Program (CIP – C81 grants)

– Facility Investment Program (FIP – C80 grants)

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HCQR Reporting Overview: Due Date

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Report Number Period Covered Due Date

1 Initial Award – 6/30/09 7/10/09

2 Initial Award – 9/30/09 10/10/2009

3 Initial Award – 12/31/09 1/15/2010

4 Initial Award – 3/31/10 4/10/2010

5 Initial Award – 6/30/10 7/14/2010

6 Initial Award – 9/30/10 10/13/2010

7 Initial Award – 12/31/10 1/14/2011

8 Initial Award – 3/31/11 4/14/2011

9 Initial Award – 6/30/11 7/10/2011

8th HCQR Report (April 1 – April 14, 2011)

In April 2011, grantees will report HCQR Report 8 for New Access Point (NAP), Increased Demand for Services (IDS), Capital Improvement Program (CIP), and Facilities Improvement Program (FIP).

Reports 1-7 are closed for

submission.

HCQR Reporting Overview: General Timeline

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Granteesbegin

collectingnext Quarter

data

Granteesbegin

collectingnext Quarter

data

1 – 10 days after end of

Quarter

11– 29 days after end of Quarter

30 days after end

of Quarter

Grantees Enter HCQR

Reporting Data

Grantees Enter HCQR

Reporting Data

10 days after end

of Quarter

BPHC Reviews HCQR Data

90 days after end

of Quarter

Grantees Adjust Reports

BPHC Reviews Data

BPHC Reviews Data

Initial Submission

Initial Submission Grantees Make

Final Corrections

Grantees Make Final

Corrections

Reports are finalized

Reports are finalized

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4

5

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1

2

BPHC Communicates

to Grantees

HCQR Reporting: Reporting Deadline

• Deadline for reports– Reports deadline is April 14, 2011 midnight EST– Due date for HCQR reports are extended if OMB

extends the due date for ARRA Section 1512

• Submit/edit HCQRs in EHB– Only the Authorizing Official (AO) can submit the report

to HRSA– The AO will receive an email confirming that the report

was submitted to HRSA

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HCQR Reporting: Grant Closeout

• IDS and NAP– The April 2011 HCQR/1512 Reports will be the final reports for most H8A

(NAP) and H8B (IDS) grants– The original Project Period End Date was 2/28/11 for H8A grants and

3/26/11 for H8B grants– If you have a NAP or IDS grant and have completed all activities and used

all awarded funds, please remember to mark your report as “Final” – However, if circumstances prevented a health center from completing all

activities that had been proposed for the project period, the grantee could submit a request via EHB for an Extension Without Funds of up to 6 months for the end date of the NAP budget/project period, and/or up to 3 months for the end date of the IDS budget/project period

• Until the NAP and IDS project periods are completed, the health center is required to continue ARRA Section 1512 and HCQR reporting for extended grants

• CIP and FIP– After submitting close out HRSA has to confirm close out and then you do

not need to submit anymore

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HCQR Reporting: Common Problems/issues (cont’d)

• Reporting patient visits– All visits that are generated as a result of ARRA funding are

to be reported, including those that are generated by providers that weren’t hired/retained as a result of the ARRA funding but have increased capacity that is filled with new patients as a result of the ARRA funding or were supported by program income or other grants or contracts.

– Refer to HCQR7 Manual page 13

• Accessing your HCQR in EHB– You may access the HCQR in your H80 grant handbook.

Select “Performance Reports” under the “Submissions” header on the left side of the screen. A common mistake is looking for the HCQR in your IDS or CIP grant handbook. Please call the BPHC Help Line at 1-877-974-BPHC (2742) for assistance in locating the HCQR.

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HCQR Reporting Using HRSA’s EHB Systems

• HRSA EHB allows you to work on your report in parts, save it online, and return to complete it later.

• Multiple users can work on the report at the same time.

• EHB sessions “time out” after 30 minutes of inactivity – You must key either the Save or Save and Continue

buttons or navigate to a new page within 30 minutes– EHB does not interpret keying/entering text as activity– Remember click on save often

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HCQR ReportingBPHC Helpline Extended Hours

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Date Hours

Thursday, April 11th 8:30 – 5:30pm

Friday, April 12th 8:30 – 8:00pm

Saturday, April 13th 8:30 – 8:00pm

Sunday, April 14th 8:30 – 8:00pm

HCQR Reporting Overview: HCQR Support

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Resource Type Purpose

http://www.bphc.hrsa.gov/recovery/hcqr/ Website HCQR reporting manual, FAQ’s, replay information, and TA slides

https://grants.hrsa.gov/webexternal/home.asp Website HRSA Electronic Handbooks URL

Call the BPHC Help Line at

1-877-974-BPHC (2742)(8:30 AM to 5:30 PM ET M-F)

Email: bphchelpline@hrsa.gov

Phone and/orE-mail

System help by phone or via email

Use this for technical issues

Call the UDS Help Desk at

1-866-837-4357 (866-UDS-HELP)(8:30 AM to 5:00 PM ET M-F)

Email: udshelp330@bphcdata.net

Phone and/orE-mail

Programmatic help by phone or email

ARRA Federal Reporting Update(Section 1512 Reports)

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ARRA Federal Reporting Report Submission

• Who must submit reports?

– All recipients of ARRA grants (H8A, H8B, C81, C80) are required by law to submit reports to the Federal government-wide reporting system (http://www.federalreporting.gov/)

• ARRA New Access Points (NAPs – H8A grants)

• ARRA Increased Demand for Services (IDS – H8B grants)

• ARRA Capital Improvement Program (CIP – C81 grants)

• ARRA Facility Investment Program (FIP – C80 grants)

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ARRA Federal Reporting Differences between HCQR and ARRA

• ARRA Federal Reporting is SEPERATE from Health Center Quarterly Reporting (HCQR)

• ARRA Federal Reporting is based on the grant received, whereas HCQR is by project

• Submit ONE report for each ARRA grant received—please do not combine information from multiple grants into one report or include H80 grant

• After Grant Award Close out (all awarded monies have been drawn down and activities completed)– ARRA—Do not report after close out is confirmed by HRSA– HCQR—IDS and NAP most should be final in April 2011, if

not then continue reporting; CIP and FIP do not report after close out is confirmed by HRSA

• HCQR due date midnight April 14, 2011 EST and ARRA Section 1512 due date midnight April 14, 2011 PST

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ARRA Federal Reporting Update

• How will recipients submit reports?

– Recipients will register at and submit reports through the Federal Reporting website at http://www.federalreporting.gov/

– Three methods to submit data:• Data Entry Form (on Federal Reporting website)• Excel Spreadsheet (download from

http://www.federalreporting.gov/)• XML Schema (download from

http://www.federalreporting.gov/)

– Please ensure that the report has been submitted and not merely saved as a draft or uploaded successfully. You should receive a confirmation that the report was submitted as an Initial Submission.

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APRIL REPORTING TIMELINE

April 1 – 14 Recipients Report

April 15 Recipient Review

April 16 – 29 Agency Review

April 30

Recipient reports published on http://www.recovery.gov/Transparency/RecipientReportedData/Pages/RecipientLanding.aspx

May 3 – June 7 Continuous QA Period

June 22Final Continuous QA reports published on http://www.recovery.gov/Transparency/RecipientReportedData/Pages/RecipientLanding.aspx

Reporting Timeline

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Reporting Timeline

• Federal Reporting will be locked at midnight PST on April 14th. Reports not submitted by April 14th will be marked as non-compliant – No exceptions or waivers – Recipients who did not submit a report will be considered in

noncompliance with their grant agreement• Recommend that Grantees complete their HCQR report for

reporting period 8 prior to completing the Federal Reporting Section 1512 report – The HCQR forms, the calculator feature and audit checks will

support accurate completion of Federal Reporting data fields– Example: Total FTEs reported on Federal Reporting Section

1512 should be the same as HCQR• ARRA grant recipients that fail to submit a required Section 1512

recipient report within the deadline established by the Recovery Accountability and Transparency Board (RATB) shall be classified as noncompliant

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ARRA Common Problems/Issues

• Central Contractor Registration (CCR) Expired

– Please check to make sure your CCR is current before submission deadline of April 14, 2011. You will not be able to submit your report if you do not have an up to date CCR.

– Renew your CCR by March 31, 2011

– Update CCR by visiting: https://www.bpn.gov/CCRSearch/Search.aspx

• Check DUNS Number

– Make sure you’re using the correct DUNS number

• Check Award Number

– Use “Grant Number” found in NGA Box 4B in EHB

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ARRA Common Problems/Issues(cont’d)

• Award Description and Project Description– Please review you award and project descriptions before submission. These

will be checked by HRSA. If the descriptions are not correct or sufficient HRSA will contact you to fix the error.

– Award Description Includes:• Description of the overall Award goal. Can stay the same every quarter.• Include grant name and purpose. List goals of project and importance of

achieving these goals. Avoid providing overviews of the organization and population served as this information was submitted in the grant application. Avoid explaining CHC operations and descriptions. Avoid acronyms not widely known or accepted. Avoid providing overviews of the organization and population served as this information was submitted in the grant application. Do not include personal names and references.

– Example for CIP Award Description: • The Capital Improvement Program grant allows funding for projects that

feature construction and alteration/repair/renovation, IT/Equipment only, health information technology, and overall electronic health record projects. The $1.2 M award will allow the organization to meet goals of improved access to the physical plant by disabled persons through the parking lot redesign project; improve care and promote safety through the purchase and implementation of an electronic health record system; and, improve diagnostic capability to save lives.

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ARRA Common Problems/Issues(cont’d)

• Project Description Includes:– Description of the quarterly activities accomplished this quarter. Should change

every quarter.– Only report on activities related to the quarter. This section reports progress on

goals outlined in the Award Description (AD). Do describe accomplishments relative to AD goals however do not repeat goals under this section as AD serves that purpose. Include percent completed, timeline progress, etc. Also, provide information as to how many and/or how much, or what changed. For example: “We served 230 more patients in April 2010.” Avoid acronyms not widely known or accepted. Avoid providing overviews of the organization and population served as this information was submitted in the grant application. Do not include personal names and references. Check spelling in all submissions.

– Example of CIP Project Description:• As of 12/31/2010 the CIP project goals are 70 percent complete. The parking

lot has been repaved, 10 new handicapped spaces were added, and ramps to the building are complete. the mammography unit is purchased and installed with electronic transmission to the radiology group contracted for reading. We have performed 35 mammograms. The electronic health record system is installed and functional. All portable components were distributed to providers on 10/28/2010. Education for the staff began on 11/04/2010 and all employees are undergoing education on system use, slated to be complete on 1/14/2011 and system to go live on April 22, 2011.

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Federal Reporting Resources

• The Federal Reporting Service Desk will be available 24 hours, 7 days a week during reporting period. https://www.federalreporting.gov/federalreporting/help.do

– Phone: 877-508-7386

– TTY: 877-881-5186

– Email: Support@FederalReporting.gov

• User Guide and Data Dictionary may be accessed at https://www.federalreporting.gov/federalreporting/downloads.do#docs

• For sample NAP, IDS, CIP, and FIP reports, go to http://www.hhs.gov/recovery/reports/reportingassistance.html

• HHS Recipient Reporting Tool is available now at http://taggs.hhs.gov/ReadinessTool/

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