Show me the money! Understanding the Allocations Process
Federal Feds grant funds Government based on epidemic and grant application City/AACOPlanning Council AACO contractsbudgets to Service with serviceCategories providers Community Service Providers
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
Deciding how to divide the EMA’s grant money is a little like deciding how to cut a pie.
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?)
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
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
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
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.
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
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.
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
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
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)
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
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