Prevention and Public Health Fund (PPHF) Recipient Reporting

Guidance

-Grants and Cooperative Agreements-

Centers for Disease Control and Prevention

Prevention and Public Health FundCenters for Disease Control and Prevention

Agenda

Webinar Objectives

PPHF Reporting Requirements

PPHF Recipient Reporting Data Elements

Recipient Reporting Process

Questions & Discussion

2

Objectives

Review the PPHF reporting requirements and process

Review the recipient reporting data elements and prepopulated templates

Review and discuss recipient reporting and data quality review process

3

SEC. 220. (a) The Secretary shall establish a publicly accessible website to provide information regarding the uses of funds made available under section 4002 of Public Law 111-148.

(5) Semi-annual reports from each entity awarded a grant, cooperative agreement, or contract from such funds with a value of $25,000 or more, summarizing the activities undertaken and identifying any sub-grants or sub-contracts awarded (including the purpose of the award and the identity of the recipient), to be posted not later than 30 days after the end of each 6-month period.*

PPHF Reporting Requirements

4

* H.R. 3671--112th Congress: Consolidated Appropriations Act, 2012. (2011).

PPHF Reporting Requirements All recipients that received PPHF awards of $25,000 or more are

required to submit semi-annual recipient reports

The recipient reporting requirement includes awards made in previous fiscal years that were continued with FY12 funds

Recipients that received continuation funds only need to report on activities supported by FY12 funds

Recipients should submit reports to CDC by January 15th and no later than January 20th

PPHF recipient reports must be posted on the web no later than 30 days after the end of each 6-month period

Reporting PeriodRecipient

Report Due Date to CDC

Recipient Report Due

Date to HHS/ASPA

Recipient Report Date

Posted to Web

July 1 – December 31 January 20 January 25 January 30

January 1 – June 30 July 20 July 25 July 30

5

PPHF Reporting Requirements

Oct. 1, 2011Beginning of FY2012

Sept. 30, 2012End of FY2012

July 1, 2012Beginning of

Reporting Period

Dec. 31, 2012End of Reporting Period

Reporting Period**

Federal Fiscal Year 2012*

* Grants and Cooperative Agreements that were awarded with PPHF funds in FY12 will be required to submit a recipient report to pphfsio@cdc.gov** Recipient reports should only include information on activities supported by FY12 PPHF funds between July 1, 2012 and Dec. 31, 2012

Oct. 1, 2011Beginning of FY2012

Sept. 30, 2012End of FY2012

Federal Fiscal Year 2012*

Example Reporting Period***

Aug. 14, 2012Recipient

Award Date

6

*** For recipient’s with an award start date after July 1, 2012, the reporting period will be from the award start date through December 31, 2012

PPHF Recipient Reporting Data Elements

Grants/Cooperative Agreements Report

7

CDC: CDC will be responsible for populating data element; Recipient: PPHF recipient will be responsible for reporting data element * PPHF recipient reporting data elements are subject to change pending further guidance from HHS** Recipient reporting templates will include 20 subaward reporting tables; recipients should add additional tables if necessary

Data Element Responsibility

Report Information

1. Agency CDC

2. PPHF Program CDC

3. Award Title CDC

4. Recipient Name CDC

5. Reporting Period CDC

6. PPHF Fiscal Year Allocation CDC

7. PPHF Funding Amount CDC

8. Award Number CDC

9. Mechanism / Procurement Type CDC

10. CFDA number CDC

11. Summary of Activities Recipient

Subaward Information (applies to any sub-contract with a value of $25,000 or more, and ALL sub-grants (no minimum threshold for sub-grants)

1. Subaward Recipient Name Recipient

2. Subaward Date Recipient

3. Subaward Number Recipient

4. PPHF Funding Amount Recipient

5. Subaward Purpose Recipient

Summary of Activities (3000 character limit)Provide a high level description of the award and the activities undertaken during the reporting period

Subaward DateEnter the subaward date (MM/DD/YYYY)Should not be before the FY12 award date or after the end of the reporting period - 12/31/12

Subaward NumberIf applicable, enter the award number listed in row 8 of the report information section

Subaward AmountEnter the total subaward amount of PPHF funds

Subaward PurposeProvide a high level description of the subaward

Subaward Recipient NameEnter the subaward recipient’s name

PPHF Grant/Cooperative Agreement Recipient Reporting Template

8

Report Information

1. Agency: [Enter the agency name.]

2. PPHF Program:[Enter program name listed on PPHF website (http://www.hhs.gov/open/recordsandreports/prevention/index.html).]

3. Award Title: [Enter the grants or cooperative agreements title.]

4. Recipient Name: [Enter the recipient name.]

5. Reporting Period: [Enter the reporting period (e.g., July 1 – December 31, 2012)]

6. PPHF Fiscal Year Allocation: [Enter the fiscal year of the award (e.g., 2012).]

7. PPHF Funding Amount: [Enter the total award amount of PPHF funds.]

8. Award Number: [Enter the award number.]

9. Mechanism / Procurement Type: [Enter mechanism/procurement type.]

10. CFDA Number: [Enter the award CFDA number.]

11. Summary of Activities:

[Provide a high level description of the award and the activities undertaken during the reporting period (3,000 character limit.)]

PPHF Grant/Cooperative Agreement Recipient Reporting Template

9

1. Subaward Recipient Name: [Enter the subaward recipient name.]

2. Subaward Date: [Enter the subaward date (MM/DD/YYYY).]

3. Subaward Number: [Enter the subaward number.]

4. PPHF Funding Amount: [Enter the total subaward amount of PPHF funds.]

5. Subaward Purpose: [Provide a high level description of the subaward.]

Subaward Information [applies to any sub-contract with a value of $25,000 or more, and ALL sub-grants (no minimum threshold for sub-grants).]

PPHF Recipient Reporting Process

10

CDC Distributes

Reports

Recipients Submit Reports

CDC Reviews Reports

CDCSubmits

Final Reports

December 17th – 31st

January 1st – 20th January 20th – 25th January 25th

CDC will prepopulate and distribute reports to recipients

Recipients complete and submit reports to pphfsio@cdc.gov; CDC will perform data quality review as soon as report is submitted

CDC will have 5-days to complete the data quality review for all recipient reports*

CDC will submit recipient reports to HHS

* CDC will have 750 recipient reports; it is critical for recipients to submit reports by January 15th to ensure final reports are completed by January 25th

CDC Distributes Reports

Recipients Submit Reports

CDC Reviews Reports

CDC Submits

Final Reports

CDC will prepopulate and lock standard data elements prior to distributing the reporting templates to recipients

Distribution of PPHF reports will include reporting instructions, deadlines, and any guidance updates

Each recipient will receive a template for each of their PPHF FY12 awards from pphfsio@cdc.gov

CDC develops report

templates

CDC prepopulates

standard recipient

information

CDC distributes

prepopulated reports to recipients

11

December 17th – 31st

PPHF recipients will prepare and complete the required data elements in the recipient report with information on activities supported by PPHF funds only*

Recipients are required to submit the final report to the pphfsio@cdc.gov by January 15th and no later than January 20th

Recipients must not alter their final reports document file name

CDC will begin contacting recipients who have not submitted reports by the 10th day of the reporting period

Recipients that do not submit a report by January 20th will be viewed as non-compliant and will be in violation of the terms and conditions of their award

CDC Distributes Reports

Recipients Submit Reports

CDC Reviews Reports

CDC Submits

Final Reports

PPHF recipients receive

prepopulated report

Recipients prepare and

finalize reports*

Recipients submit reports

to PPHFSIO mailbox

CDC contacts recipients with

pending reports

12

January 1st – 20th

* Recipients should engage CDC program points of contact for reporting questions and guidance

CDC will review recipient reports and identify errors

CDC will begin data quality review as soon as reports are received

If errors are identified, the CDC program point of contact will work with recipients to correct and resubmit reports

Recipients must be prepared to respond quickly to program requests for corrections

CDC Distributes Reports

Recipients Submit Reports

CDC Reviews Reports

CDC Submits

Final Reports

13

January 20th – 25th

CDC will gather and

review recipient reports

Reporting Error?

No CDC consolidates final reports

CDC programs will work with recipients to

correct errors and resubmit reports

Yes

CDC will review updated recipient reports and ensure that all errors are corrected and reports are finalized

CDC will submit forms to HHS for review and posting to HHS.gov/Open website (http://www.hhs.gov/open/recordsandreports/prevention/index.html)

CDC Distributes Reports

Recipients Submit Reports

CDC Reviews Reports

CDC Submits

Final Reports

CDC reviews error

corrections and finalizes

reports

CDC submits final reports to

HHS

14

January 25th

HHS reviews and posts

reports to the web

Summary

15

CDC will distribute prepopulated reports to PPHF recipients between December 17th and 31st

Recipients should only complete the unlocked data fields in the reports

Recipients must not alter their final reports document file name

All PPHF recipient reports must be finalized and submitted to pphfsio@cdc.gov by January 15th and no later than January 20th

Non-compliant recipients – recipients that do not submit a report by January 20th – will be in violation of the terms and conditions of their award

If CDC identifies errors within the PPHF report, the CDC programs will work with recipients to correct and resubmit reports

Recipients must be prepared to respond quickly to programs requests for corrections

All recipient reports will be posted on HHS.gov/Open website by January 30th (http://www.hhs.gov/open/recordsandreports/prevention/index.html)

Questions & Discussion

Prevention and Public Health FundCenters for Disease Control and Prevention