Show me the money! Understanding the Allocations Process


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Show me the money! Understanding the Allocations Process

  1. 1. Federal Feds grant funds Government based on epidemic and grant application City/AACOPlanning Council AACO contractsbudgets to Service with serviceCategories providers Community Service Providers
  2. 2.  al·lo·cate (l-kt)tr.v. al·lo·cat·ed, al·lo·cat·ing, al·lo·cates › To distribute according to a plan; allot: allocate rations for a week-long camping trip. › allocation - the act of distributing by allotting or apportioning; distribution according to a plan
  3. 3. Deciding how to divide the EMA’s grant money is a little like deciding how to cut a pie.
  4. 4.  There are prioritized service categories (Medical Case Management, Transportation, etc.) that must be budgeted (or allocated) money. The categories are allocated amounts based on information gathered by the Planning Council: › Service Utilization Data (How are the services used?) › Spending History (Which categories need money throughout the year? Which categories under- spend?) › Other funding available for services (Medicaid, Ryan White Part B, D, etc.) › Unit Cost Data (How much does it cost to provide the service?)
  5. 5.  The EMA received $ 22 million in Ryan White Part A funds in 2011  75% of that must be allocated to “core services”  25% or less can be allocated to “supportive services”Philadelphia EMA allocated almost 85% to core services and about 15% to supportive services
  6. 6.  Outpatient and ambulatory health services AIDS Drug Assistance Program treatments in accordance with the minimum drug list Drug Reimbursement Oral health care Early intervention services Health insurance premium and cost sharing assistance for low income individuals Home health care Home and community-based health services Medical nutrition therapy Medical case management, including treatment adherence service Hospice services Mental health services Substance abuse outpatient careBlue= Not Currently Funded
  7. 7.  Ambulatory Care $6,038,080 Drug Reimbursement Program $1,758,904 Case Management $5,929,364 Substance Abuse Treatment-Outpatient $340,198 Mental Health Therapy/Counseling 279,665 Medical Nutrition Therapy $50,000 Oral Health Care $701,312 Early Intervention Services $1,229,262
  8. 8.  Transportation $705,254 Food Bank/Home-Delivered Meals $246,934 Housing Assistance $556,632 Legal Services $312,760 Care Outreach $709,642 Emergency Financial Assistance $66,858 Treatment Adherence $248,257 Another $3 million is allocated to system-wide categories like Administration (AACO), Planning Council Support (OHP), Capacity Building, Information and Referral (AACO Hotline),etc.
  9. 9.  Two categories were allocated $5 to allow the Council to move money into them, if the need arises and there is additional money to do so › ADAP › Health Insurance Premium/Cost Sharing Assistance
  10. 10. Region 2008 PLWHAs Philadelphia 18,634 75.84% PA 3,270 13.31% NJ 2,666 10.85%Our EMA uses living HIV and AIDS cases todecide how to divide the funding for each region.Each region receives a portion of funding equal tothe number of living HIV/AIDS cases.FY2010 was the first year funding was beendivided using both HIV and AIDS numbers.
  11. 11.  OHP staff provide background information and facilitate the process. Finance Committee members chair the meeting Handouts are provided with relevant information. Everyone has the opportunity to speak to offer ideas and suggestions at the appropriate time 3 budgets are drafted:  Level Funding (exactly the same amount)  5% Decrease  10% Increase Only Planning Council members present can vote on the region’s drafts
  12. 12.  Each region’s budgets are presented to the Planning Council for final approval (August meeting) Planning Council may make changes to these drafts before final approval These regional budgets are combined into an EMA budget and included in the Part A grant application AACO is federally mandated to follow the allocations as approved by the Planning Council Any changes to the allocations must be presented to the Planning Council by AACO
  13. 13.  Re-allocations over 5% for a category must be presented by AACO to the Planning Council for approval Re-allocations under 5% for a category can be carried out by AACO, but they must be presented to the Planning Council as soon as possible Once the grant award is received, any necessary changes to service category allocations will be made by the Planning Council as soon as possible (usually in March)
  14. 14.  Some PLWHA are Planning Council members Comments from Town Hall meetings and other needs assessment activities are used in decision- making All allocation meetings are open to the public Comments, suggestions and ideas are taken at the meeting from guests
  15. 15.  Planning is done for the funding year that begins in the March of the next year (This summer we are planning for March 2013) Only Planning Council members can vote on budgets Come to allocations meetings – check meeting calendar for your area › Pa Counties – July 10th › NJ Counties – July 19th › Philadelphia – July 26