Understanding how the money flows

AllocationsFunding

Redistributions

Reallocations

How the

grant funds

we receive

become

services for

the areas of

greatest

need.

The Players

Government Funders

Planning Council

and Committee

s

Service Providers

Commissioners Court

Administrative Agency andCommittees

The Clients

We Serve

Organizational Chart Fort Worth – Arlington TGA

Not Employed by Tarrant County - Volunteers

Chief Elected OfficialB. Glen Whitley

Tarrant County Public HealthTarrant County Auditor’s Office (Fiscal Staff)

Tarrant County Public HealthAdministrative Agency (Drake, Muttiah,Castoreno, Thomas, De Kernion, Admin.)

North Central Texas HIV Planning Council Support Staff

(Schield, Flores)

North Central Texas HIVPlanning Council (PC)

Subcontractors

Executive Committee

Allocations Committee

Comprehensive Planning Committee

Positive Voices Coalition

Evaluation Committee

External Review Committee(ERC)

External Grievance Committee(EGC)

First. It is a long process from the time we hear about funds being available to spending all the money.

Allocations to meet the needs established

Federal or State Grant Written for

the FOA

Client Priority Needs Determine

d

Notice of Grant Award (NGA) received

Allocations redetermined to match NGA

External Review

Committee (ERC)

reviews and

scores

applications

Contracts negotiated

and initiated with

providers

Monitoring

Expenditures not on target

“redistributed” to same category

Expenditures not on target “reallocated” to other service categories

“re” Funds added to contracts based on

supplemental needs

“Unspent” or “Rollover”

funds requested

Service categories for unspent/rollover funds determined

Funding Opportunity Announcement (FOA) Released

Local Request for Proposals

(RFP) released for

potential funding

Grant cycle

ends.

So, let’s look at the timelineRyan White Part A CycleClient

Need / Assessments / Input received

August 2014

FOA is released for 2015 – 2016 funding

cycle

October 2014 grant submitted for 2015 -

2016

April 2014 Allocations for 2015 –

2016 determined

February 2015 NGA

Received for 2014 - 2016

October 2014 RFP Released for 2015

funds

November 2014

ERC reviews and scores

applications for 2015

February 2015Re-allocations and contracts

for 2015 -2016 year

determined

March 2015

2015 – 2016 Grant Cycle

Begins

March 2015 – February 2016Monitoring and

Auditing

June 2015 – Jan 2016

Reallocations and Redistributions

April 2015 Allocations for 2016 –

2017 determined

August 2015

FOA is released for 2016 – 2017 funding

cycle

October 2015 grant submitted for 2016-

2017

February 2016

2015 – 2016 Grant Cycle

Ends

March 2016

2016 – 2017 Grant Cycle

Begins

November 2016

2015-2016 Unspent / Rollover Funds

received

February Contracts

executed for 2015

Add all the grants to the cycleJanuary

FebruarySeptember

MarchAugust

HOPWA

PART C

PART A

PART D

PART B

STATE SERVICES

Planning Council Responsibilities

• Client Input• Needs Assessment• Comprehensive Plan

• Priorities• Allocations/Reallocations

• Standards of Care• Assessment of the

Process

The

Planning

Council

does not

fund

agencies.

They fund

service

categories

Administrative Agency Responsibilities

• Grant Submission• RFP Process

• External Review Committee

• Contracts• Monitoring

• Quality Assurance• Services Evaluation

The Planning ProcessDetermining Need

• Positive Voices Input• Surveys

• Agency Feedback• Council Questions• Needs Assessment

• Comprehensive Plan and Plans to Address Needs

Establishing Priorities Services

•What are critical service are

needed?

•Standards for the Services

•Special emphasis or instructions

•What resources does it take to

meet the priorities?

Assessment of the Process• Annual Assessment of the Mechanism(s) used to distribute

funds rapidly to the priority areas

Planning Council AllocationsInitial total allocations for service (NOT AGENCIES)

category needs Submit to AA and to funding source

Revise based on funding reward received

Throughout year, funds originally allocated to a category, might get returned … or the region receives additional funds from a funding

source.The funds get REALLOCATED into

service categories which have demonstrated or potentially show

increased need

ALLOCATIONS COMMITTEE

The Funding and Contract Process

Clearing up lingo confusionThe Administrative Agency submits a grant application for a Funding Opportunity Announcement (FOA) to receive area funding.The Administrative Agency seeks Requests for Proposals (RFP) from potential service providers to the AA funding announcement..AA grant

applications are submitted annually

for each FOA

RFPs from agencies are submitted in

“tiers”

Funding Decisions for Agencies

Actual funding for a service category is based on the

ideal funding requested and its percentage of the actual

funding received

Non-conflicted, County Judge appointed,

community External Review Committee (ERC) members

review and score RFP applications (Supplemental

Score)

Technical Review of the RFP are completed by the AA

RFP applications are given a score based on percentage

of clients retained in Medical Care (Formula

Score)

Factors which determine the

funding received by

agencies

CONTRACTS PROCESSBEGINS

The ContractsAwards sent to

agencies

Assurances and Budgets

Submitted to AA

Corrections, Revisions, Final

Approvals written into

Contract Agencies approve and

sign contracts

Contracts Sent to District

Attorney OfficeDA approved

signed contracts sent

to Commissioners

Court

Contracts fully executed and

signed by County Judge

Awards sent to agencies

Within 3 days of receiving allocations

Within 1 week of agency award announcement

Within 2 weeks of agency submitting budget

Within 2 weeks

Within 1 day

Within 2 weeks

~ 2 weeks

And That’s the Way the Money

GoesWE HOPE

THIS HELPS MAKE $ENSE