APPLICATIONS WITH SUB-GRANTEES/SUB-CONTRACTS
- TECHNICAL ASSISTANCE
- GENERAL QUESTIONS
- APPLICATION DOCUMENTS
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1. TECHNICAL ASSISTANCE
1.1 Who should I contact with my questions?
Review the Standard Grant Conditions of your latest Notice of Award (NOA) to find contact information for your Grants Management Specialist (GMS) and Area Diabetes Consultant (ADC):
- ADC: Contact your ADC for programmatic information related to your application. ADC contact information is on your NOA Terms and Conditions and in the ADC Directory.
- If you have trouble contacting your ADC, contact the Division of Diabetes at IHSDDTPSDPICommunity@ihs.gov.
- GMS: Contact your GMS for business and grants policy information, including questions on budget or your NOA. Use the contact provided in your NOA Standard Grant Conditions or email firstname.lastname@example.org.
1.2 How do we get information about upcoming Question and Answer (Q&A) sessions related to our grant?
Information about Q&A sessions is posted on the following Division of Diabetes webpages:
These webpages are frequently updated with upcoming Q&A sessions and other information as it becomes available. Q&A Sessions are also highlighted on the homepage under the SDPI Spotlight section. Grantees are encouraged to bookmark the Division of Diabetes website and check it often.
If you would like to be added to the SDPI Community-Directed mailing list for grantee updates including Q&A sessions, send an email request to IHSDDTPSDPICommunity@ihs.gov. Make sure to include the following in your email:
- Your first and last name
- Which grant program you are with
- Your email address
- Your phone number
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2. GENERAL QUESTIONS
2.1 I’m new to SDPI. Where should I begin?
A section dedicated to those who are new to SDPI is located on the SDPI Community-Directed Grant Program Hub. There are three parts that answer the following:
2.2 Where can I find a Document or Information towards my application or report?
From the SDPI Hub, click on the Where to Find a Document or Information link found under “New to SDPI”. In the Application, Reporting Requirements, or Training and Other Information section, click on the “Show details” link to see a table providing a list of documents, where to find the document, who oversees and provides guidance, and additional comments.
2.3 I can’t submit my application by the due date. What steps should I take to get an extension?
Step 1: Contact your ADC and see if they can provide technical assistance to help you submit your application by the deadline.
Step 2: Under the guidance of your ADC, determine how much time you will need to submit your application.
Step 3: Contact your GMS to request an extension. Be sure to include your proposed timeline.
2.4 Is the funding for FY 2014 Community-Directed SDPI grants being awarded through a continuation application or a new competitive application? What about FY 2015?
SDPI Community-Directed funding for FY 2014 is being awarded via a continuation application, similar to FY 2013. The last competitive application process for SDPI Community-Directed grants was in FY 2010.
SDPI funding for FY 2015 is unknown at this time. The availability of future funds is dependent on a decision by the U.S. Congress about whether to extend funding beyond FY 2014.
2.5 Who reviews my grant application?
It depends on whether you are applying to a FOA for a Competitive Grant or for a Continuation Grant.
Competing/Competitive: Applications are reviewed and scored by an Objective Review Committee (ORC) according to criteria defined in the FOA. The FY 2010 ORCs for SDPI consisted of the following:
- Division of Diabetes representative (non-scoring member)
- DGM representative who also facilitates the review (non-scoring member)
- Three or more reviewers
- Writer (non-scoring member)
Continuation: Applications submitted by current, active SDPI grantees are reviewed for adherence to the instructions from DGM and the Division of Diabetes, including submission of all required documents. Applicants that do not submit all required documents in the correct format will be contacted to provide the missing documentation before their application is reviewed. This may result in a delayed review and delayed NOA.
Similar to the SDPI Community-Directed application process in FY 2013, FY 2014 is a Continuation year. Reviewers are designated by the Division of Diabetes and are, in most cases, your ADC.
2.6 Is FY 2014 funding available only for existing SDPI Community-Directed grantees?
Yes. Other entities are not eligible to apply until the next competitive application. Contact email@example.com to confirm your program’s status.
2.7 Will the amount of funding for my program be the same as previous years?
Programs should apply for the same amount of funding in FY 2014 as they did in FY 2013. If there are any changes, DGM will notify you. If you have any questions, contact your ADC (link Q1.1) or your Grants Management Specialist at DGM.
2.8 How were funding amounts determined?
The formula for distribution of funds was developed after national consultation and recommendations from the Tribal Leaders Diabetes Committee for the initial funding distribution in 1998 and with each reauthorization. Further details can be found in chapter 1 of the
2011 Report to Congress [PDF – 11MB].
2.9 Why are programs on different budget cycles?
Early in the history of SDPI, all of the Community-Directed grantees selected one of four budget cycles – whichever one best suited their administrative/fiscal needs.
2.10 When is my application or report due?
Information about application and reporting due dates for each budget cycle is available as a printable reference here: SDPI Community-Directed Timetable [PDF – 82KB].
2.11 Why are the applications due so far ahead of the budget period start date?
Per DGM policy, continuation applications are due 120 days prior to the end of the previous year’s budget period in order to process continuation applications in a timely manner so that continued funding is not delayed.
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3.1 What is GrantSolutions?
GrantSolutions is a web-based, role-based comprehensive grants management system that allows multiple groups and organizations to access, maintain, and manage grant applications, reports and funding information. Grant programs will submit their reports, continuation application, and retrieve their NOA using this system.
3.2 How do I get access to GrantSolutions?
Visit the Getting Started – Request a User Account
webpage. Look at the “Grantee User” section. Make sure to complete and print the “Grantee User Account Request Form” near the bottom of the webpage.
3.3 Who should I contact with my questions on GrantSolutions?
First, contact your GMS. If you cannot reach your GMS, contact Paul Gettys at firstname.lastname@example.org or at (301) 443-2114.
If you encounter a technical error on GrantSolutions, such as an error message on a GrantSolutions webpage, contact email@example.com or at (866) 577-0771.
3.4 Who should I contact for training on GrantSolutions?
For training updates and requests, contact Paul Gettys at firstname.lastname@example.org or at (301) 443-2114.
3.5 Where can I get more information on GrantSolutions?
Go to GrantSolutions
for information and to login.
Step by step instructions for submitting your grant application are provided in the Grantee Guide to GrantSolutions [PDF – 2.16MB].
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4. APPLICATION DOCUMENTS
4.1 PROJECT NARRATIVE
4.1.1 I’m having trouble finding/filling out the form fields in the Project Narrative/Best Practice templates. How can I troubleshoot this?
Ensure that you have the latest version of Adobe Acrobat Reader installed in order to properly download and complete these forms. You may need to enlist the help of your local IT office in order to download this plug-in.
If you are still having trouble completing these forms, send an email to IHSDDTPSDPICommunity@ihs.gov.
4.1.2 I don’t have applications and reports from previous fiscal years. How can I get this information?
Contact your ADC to retrieve past applications and reports. You may also need to contact your GMS or your local fiscal office for previous financial reports.
4.1.3 My Project Narrative asks for obligated funds? What is that and how can I find that information?
Obligated funds are all expenditures made during the budget period plus current obligations made, but not yet liquidated. Talk to your program’s fiscal officer for more information.
4.1.4 The IHS Diabetes Care and Outcomes Audit section of the Project Narrative asks for Audit items that improved and those that need improvement. Can I include other Audit items our program wants to improve on?
No, focus directly on Diabetes Audit items that have improved/need improving. However, you may use item 6 in Section 4 of your FY 2014 Project Narrative to explain why you would like your program to focus on improving other Audit items.
4.1.5 Who should we ask to provide our program with Leadership Support? How do we want them to be involved in our program?
An organization administrator or Tribal leader can be anyone who functions as a senior level leader in your organization or Tribe. A few examples of the position that this person might hold include: Tribal leader, Tribal Health Director, CEO, or other senior level administrator.
You will be asking this person not just to give verbal or written support to your program, but to commit to actively supporting your program’s activities and needs within the Tribe/organization by doing things such as helping solve problems and breaking down barriers that you encounter.
4.1.6 Why do the instructions ask for the Project Narrative to be submitted in the original completed PDF template?
The PDF templates are set up so that information and data can be easily extracted and transferred to an Excel spreadsheet and summarized to provide required information to IHS Headquarters and others. A scanned copy of the Project Narrative and completed Best Practice template(s) is not acceptable.
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4.2 INDIAN HEALTH DIABETES BEST PRACTICES
4.2.1 How should we document activities that are not directly related to any Indian Health Diabetes Best Practice?
Activities not related to your program’s selected Best Practice can be documented in the “Other Activities” template which can be found below the Best Practice templates table on the SDPI Community-Directed Continuation Application webpage. The “Other Activities” template is set up similar to the Best Practice template, but does not count as an implemented Best Practice. Check with your ADC first, as they may suggest a different approach. Note: at least one Best Practice must be implemented in order to meet grant requirements.
4.2.2 Do we have to provide data for all of the Required Key Measures from the FY 2014 Best Practice Addendum or can we pick some of them? How about Key Recommendations from the 2011 Indian Health Diabetes Best Practice(s)?
You will have to provide data for all of the Required Key Measures in the FY 2014 Best Practice Addendum [PDF – 504KB] for each Best Practice you implement. However, you do not need to implement all of the Key Recommendations, which can be found in each 2011 Indian Health Diabetes Best Practice document. Pick the ones that are most appropriate for your program based on your local community needs and resources.
4.2.3 Our program has questions about the Best Practices. Who can we ask for help?
Your ADC can help you determine how you will implement your selected Best Practice(s). Before contacting your ADC, make sure that you have answered the following questions and have the following information ready:
- Has your diabetes program selected at least 1 Best Practice and reviewed the Required Key Measures on the FY 2014 Best Practice Addendum [PDF – 504KB] Ask your ADC if they think your chosen Best Practice(s) is/are a good fit for your program.
- Have you reviewed your IHS Diabetes Care and Outcomes Audit data to determine if this is a good Best Practice for your community?
- Has your program determined how the Required Key Measures are related to your program goal?
- Do you have enough staff, time and expertise to obtain the data for the Required Key Measures for the Best Practices?
- Which Key Recommendations will you be implementing?
- Has your program drafted SMART objectives based on the Required Key Measures?
- Has your program identified a target population?
4.2.4 When I began working on my application, I wasn’t sure when to start collecting data. What’s a good timeline for collecting this information?
Ideally, you will want baseline data for each Required Key Measure for at least three months prior to your application date. If that’s not possible, it is recommended that you use whatever data you have available, which in some cases may be from your IHS Diabetes Care and Outcomes Audit Reports. If you have questions, contact your ADC. Be sure to document in your application how you plan to collect the data.
4.2.5 Should I use the same baseline data that I used last year?
If the measure remains the same, then you should use the initial baseline data that was collected. It not, then you should provide new baseline data.
4.2.6 The A1C and/or blood pressure target measures changed on my Required Key Measures. Should I report a new baseline?
Yes; because the measure changed, you will need to provide new baseline data.
4.2.7 How many Best Practices should my program implement?
In order to meet grant requirements, you must implement at least one Best Practice. As a general guideline, the Division of Diabetes recommends that your program implements no more than three Best Practice(s). However, each program is different and it is recommended that you fully review the FY 2014 Best Practice Addendum [PDF – 504KB] and meet with your team and possibly your ADC to discuss what Best Practices your program can implement based on its resources.
4.2.8 On the continuation application, do we have to continue with the Best Practice(s) that we implemented the previous year, or can we select new ones?
The Continuation Application is the time your program can choose different Best Practice(s). Keep in mind the following while making this decision:
- To meet grant requirements, you must implement at least one Best Practice.
- If you chose to drop a Best Practice, you must still report on the dropped Best Practice in your Continuation Application and your Annual Progress Report.
- You may want to check with your ADC on your choices.
4.2.9 For Required Key Measures that look at education provided, does the education need to be provided face-to-face or could we mail information to all of our clients?
The intent is that education is provided face-to-face. If information is mailed, there is no guarantee that the intended person received it, read it, and/or understood it.
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4.3 IHS DIABETES CARE AND OUTCOMES AUDIT
4.3.1 We are a non-clinical SDPI program. We do not participate in the IHS Diabetes Audit and we do not have copies of our community’s annual Audit results. Do we still have to provide this information?
Copies of the IHS Diabetes Care and Outcomes Audit Reports must be submitted with your application. Contact your local clinical facility or your ADC to obtain copies of their latest IHS Diabetes Care and Outcomes Audit Reports. Refer to these reports and include a copy of them with your application.
4.3.2 We are a contract service Tribe and our community does not have a local clinical facility so we don’t have access to IHS Diabetes Care and Outcomes Audit Reports. Since we are not able to meet the IHS Diabetes Audit requirements how should we address Diabetes Audit questions in our Project Narrative? How will this part of our application be evaluated?
Since you provide only contract services and do not have a direct clinical care facility in your community, you should note this fact in your Project Narrative. In addition, instead of including the IHS Diabetes Care and Outcomes Audit Reports with your application package, you should provide the following information in your project narrative:
- Cite three to five activities/items that were performed by your program which resulted in documented improvement. Provide a clear, concise data summary that documents the improved outcome(s).
- Provide a list of three to five activities/items in your program that need to be improved.
- Describe how your program will address these three to five activities/items that need to be improved or describe how your program will address these areas. Also describe what outcome measure(s) you will use and report.
4.3.3 What time period does the IHS Diabetes Care and Outcomes Audit Report collect data for?
The IHS Diabetes Care and Outcomes Audit Reports collects data from January 1 - December 31 of the previous year. For example, the Audit for 2013 reports on care and outcomes from January 1 - December 31, 2012.
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4.4.1 Do we need to budget for travel to SDPI Community-Directed grantee meetings?
No. The face-to-face grantee meetings that happened in the past have been replaced with online meetings that do not require travel.
4.4.2 Can we budget for Cost of Living Allowances (COLA) for employees who are paid by the grant? What about federal employees?
You can budget COLAs for Tribal employees. However, you may not budget COLAs for federal staff who work with your program. Funds for increased COLAs will need to be taken from your existing budget because FY 2010 - FY 2014 funding will not increase.
4.4.3 Do we need to report fringe as lump sum or separate?
List the fringe rate for each position separately. DO NOT list a lump sum fringe benefit amount for all personnel.
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4.5 KEY CONTACTS AND KEY PERSONNEL FORM
4.5.1 What is the difference between the Key Contact Form and the Key Personnel Form?
The Key Contacts Form is used to provide contact information for one person – the program coordinator. The Key Personnel form is to list all personnel paid with SDPI funds and other key personnel involved in the SDPI program’s work.
4.5.2 Why does the button to add additional people on the Key Contacts Form not work?
The Key Contacts form is a standard form which cannot be changed, so the button for “Next Person” cannot be removed.
4.5.3 Who are the Key Personnel for whom we need to provide biographical sketches?
Provide biographical sketches for all people hired any time after you submitted your previous year’s Continuation Application. These people should also be listed in the Key Personnel form. If additional “in kind” (e.g., not paid with SDPI funds) staff are noted in your Budget Narrative, attach a biographical sketch for them as well.
Key Personnel are defined by the grantee or sub-grantee and could include consultants or other significant contributors. Grantees must define key personnel and list name, position, and level of effort that will be devoted to the project. Key Personnel can be paid or unpaid.
4.5.4 Is there an official format required for the resume or bio sketch? What information should be included?
There is no official format that is required. Examples of acceptable formats include brief resumes or curriculum vitae (CV), short written paragraphs, and completing a bio sketch form.
A bio sketch should include brief information on the individual’s educational background and their previous experience working in the diabetes/health care field.
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4.6.1 Do I need to mail in a signed SF-LLL Lobbying Form?
DGM will accept the electronic version of the SF-LLL that you complete in GrantSolutions. While completing your application, the GrantSolutions system will tell you to mail in the signed SF-LLL form, and prompt you for the date when DGM can expect to receive the hard copy. Do not send a copy of the form to DGM via email or mail. Despite the prompt, the SF-LLL only needs to be completed electronically (there is no need to print, sign, scan or mail a hard copy). Simply enter the current date in the space provided and continue with electronic submission.
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5.1 Are there required trainings for my SDPI Community-Directed grant?
Yes. Per the SDPI Community-Directed Grant Program Instructions and the Programmatic Terms and Conditions, grantees must participate in required SDPI training sessions sponsored by the Division of Diabetes. Information about these trainings can be found on the SDPI Community-Directed Required Training webpage. It is grantee responsibility to keep a record of training attendance as they may be subject to a random audit by the Division of Diabetes. If you are on the SDPI Community-Directed Grantee email list, you should also get notices of new or upcoming trainings.
5.2 I cannot attend an upcoming training. Will the session be recorded?
Yes, all the SDPI Community-Directed Grantee trainings are recorded and can be found on the SDPI Community-Directed Required Training webpage.
5.3 Do the SDPI Community-Directed grantee trainings offer Continuing Education Units (CEUs)?
Grantees are required to attend four trainings hosted or approved by the Division of Diabetes per fiscal year. Two of the grantee trainings are specifically chosen by the Division of Diabetes and do not offer CEUs. For the other two trainings, grantees are able to select from a list of Training Options, some of which provide CEUs. Training options that offer CEUs include the following:
5.4 Do I need to keep track of trainings my program attended?
As stated in the Programmatic Terms and Conditions [PDF - 79KB] (see item 7), grantees must keep track of Required SDPI Training Sessions they have attended (whether live or recorded), as they may be subject to a random audit by the Division of Diabetes. Certificates of Attendance are offered at the end of the training evaluation for live and recorded sessions hosted by the Division of Diabetes SDPI Training program. Optional trainings that grantees choose do not always offer a Certificate of Attendance, in which keeping track falls on the responsibility of the program to keep a record either manually or electronically.
Beginning in FY 2013, SDPI Community-Directed Training Tracking Tools were made available. Grantees are encouraged to save and use the form for their current fiscal year; however, it is not a grant requirement to use the forms.
5.5 Can we participate in these trainings as a group?
We support and encourage programs to join the SDPI Community-Directed grantee trainings as a group. It is imperative that your program keeps track of the individuals who attended.
5.6 What time zone should I use?
Use the time.gov
website to find your time zone.
There are some parts of Arizona that do not participate in Daylight Saving Time. Those in Arizona that do not follow Daylight Savings (non-Navajo reservation area) should plan to attend live Q&As and trainings scheduled in the PDT time zone. After November 3, 2013, the MST time zone should be followed. The MST time zone will be in effect until March 9, 2014, after which the non-Navajo reservation Arizona grantees will then revert back to referencing the PDT time zone for live Q&As and trainings.
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6. APPLICATIONS WITH SUB-GRANTEES/SUB-CONTRACTS
6.1 What is the difference between a sub-grantee and sub-contractor?
Sub-contract is between two entities to provide services or supplies. Sub-grantee (also called a consortium agreement) is an entity that has an arrangement between a grantee institution and one or more participating institutions in support of a project.
6.2 In our application we are proposing to have sub-grantees. What documents are required for each sub-grantee?
Each sub-grantee must complete and submit the following to the primary grantee:
- Application for Federal Assistance (SF-424)
- Budget Information – Non-Construction Programs (SF-424A)
- Assurances – Non-Construction Programs (SF-424B)
- Key Contact Form
- Key Personnel Form
- 2013 IHS Diabetes Care and Outcomes Audit Report
- Project Narrative template
- Best Practice template(s)
- Budget Narrative and Line Item Budget for the amount that they will receive
6.3 GrantSolutions only allows one SF-424, 424A and 424B form to be uploaded per application kit. How should we submit all of the extra forms required for each sub-grantee?
Sub-grantees will be required to download the applicable forms, complete and forward them electronically to the primary grantee for submission to GrantSolutions.gov:
These forms can be uploaded by the primary grantee in the “IHS Other” enclosure in GrantSolutions.
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