HAB/GEARS Consultant Orientation May 7, 2012
1:00 PM EST – 2:15 PM EST
Presentation by: HRSA HIV/AIDS Bureau (HAB), Division of Training and Technical Assistance (DTTA) Global Evaluation & Applied Research Solutions (GEARS), Inc.
1
Agenda •Introductions
HAB Staff GEARS Staff
• What’s New at the HIV/AIDS Bureau • Ryan White Program Update • HAB Training for Consultants • Expectations of Consultants • Overview of GEARS TA Contract
TA Planning and Delivery Process Consultant Requirements, Policies and Procedures
• Q&A Session • Adjourn
2
What’s New at HIV/AIDS Bureau 1. HAB-wide Reorganization – transition Summer 2012
2. Several new Project Officers and other HAB staff -- many of whom are former grantees
3. Many experienced Project Officers are moving to new Divisions to work with a new “Part” of Ryan White HIV/AIDS Program
4. Expect more cross-Part, cross-Division and multi-Bureau collaborations, including site visits
5. Greater utilization of HRSA staff in regional offices
6. Consultants evaluated by Grantee and Project Officer
3
HAB Training for Consultants On-site training for consultants seeking assignments
in 2012-2013.
Planned for July 2012 – Watch for “Save the Date” email
2- day training planned to take place in Rockville, MD
Transportation is not reimbursable
Tracks for the training include Clinical, Fiscal, Administrative and MIS/Data Management
4
Expectations of Consultants
1. Participate in TA pre-planning and debrief calls
2. Maintain utmost degree of professionalism at all times
3. Refrain from conducting personal business on Federal time
4. Never market your personal consulting services or products (e.g. books you have authored, company you started etc.).
5
Expectations of Consultants
5. “Trusted Advisors” - Avoid expressing personal biases or opinions on the policies and procedures of DHHS, HRSA or HAB.
6. Do not re-arrange site visit arrival and departure dates or times
7. Comprehensive Final Reports
8. Complete HAB Consultant Training (July 2012)
6
7
About GEARS Global Evaluation and Applied Research Solutions
(GEARS) www.getingears.com
GEARS founded in 2002
8(a) Certified and Woman-owned Small Business
Headquartered in Atlanta, GA, and a Lanham, MD-based office
Management consulting firm specializing in management, organizational, business and IT services
Awarded HRSA National TA Contract October 2011
8
HAB and Grantee Advocated Onsite Visits
Diagnostic Compliance Onsite Reviews
Follow-up Onsite Reviews/Visits
Short-term Management Assistance
Peer-to-Peer TA and Training
Special Projects
Regional and National Training (Onsite and Web-based)
HAB Informational Newsletter
TA Products
TA Services Provided by GEARS
9
TA Consultant Roster
Updated Professional Resume or CV (PDF)
Natalie Walker at [email protected]
Consultant Skills and Experience Matrix
Current Professional Licenses and Certifications
Submit Writing Samples (if applicable to the project scope of work)
10
11
GEARS TA Planning and Delivery Process
1. Receive Approved TA Request from HAB
2. Conduct Consultant Search (if applicable)
3. Host Pre-TA Planning Call
4. Develop TA Statement of Work (SOW)
5. Prepare TA Consultant Packet
12
GEARS TA Planning and Delivery Process
6. Conduct Post-TA Debriefing Call
7. Receive Draft TA Site Visit Report
8. Review and Approve Final Site Visit Report
9. Process Consultant Invoice for Payment
10. Close TA Request
13
Consulting Agreement and Statement of Work
14
Consulting Agreement
Compensation
Conflict of Interest
Non-solicitation
Invoicing
Reporting and Deliverables
Assurance of Confidentiality
15
Statement of Work
Project Description
Term
Technical Representatives
Tasks
Deliverables
16
Travel and Logistics
After the site visit dates have been determined:
1. Consultants will complete travel request form and submit the form to [email protected]. The form includes the following pertinent information:
preferred departure and arrival airports, preferred departure and arrival dates (as agreed upon
with HRSA), preferred airlines and frequent flyer number, and name and birthdate as it appears on gov’t issued ID.
17
After the site visit dates have been determined:
2. Hotel accommodations will be arranged for consultants based upon Project Officers’ lodging for site visit, availability of per diem rates, and proximity to grantee’s facility.
3. Rental cars will be secured for consultants if deemed necessary by HRSA and follows the rental car policy set forth by this contract.
4. Consultant’s will receive travel logistics email outlining their itinerary and accommodations.
Travel and Logistics
18
19
20
Final Site Visit Report
Key Requirements: Description of TA services provided
TA tools and materials developed
Barriers and challenges encountered
Anticipated short and long term outcomes
Recommendations for follow-up and timelines for completion
21
timeframe
Final Site Visit Report
Submission of Final Reports
MS Word file to GEARS
Draft due 15 days after the last day of site visit
Final due within 30 days
GEARS and HAB PO reviews and approves the report within 3-5 business days upon receipt
Edits to the report are due before submitting your final invoice
22
Final Invoice
Key Requirements:
Due by 23rd of each month via e-mail
Must be complete and accurate
Original receipts (& electronic copies)
Mileage print out
Signature and date
23
24
Submission Information E-mail Address (electronic copy)
E-fax Number (electronic copy)
678-399-2689
Mailing Address (original copy)
GEARS Lanham Office
4640 Forbes Boulevard
Suite 203
Lanham, Maryland 20706
ATTN: Stephanie Pointer
25
Processing Invoice Payments
Single check payment includes fees and expenses
Payment are made within 45 days
Direct deposit payments are no longer available
Consultant checks are sent via regular mail
26
Question & Answer Session
27
We look forward to working with
you!! Contact info:
Tracey Middleton-Grant
Project Director, GEARS Inc.
301-429-5982 (main)
301-429-5948 (fax)
www.getingears.com
Thank you!
28
