Child Maltreatment Prevention UnitGrantee Orientation Web Conference Fiscal Year 2012-2013 Presented: August 16, 2012 August 21, 2012 August 23, 2012
WelcomeGoals: Today’s agenda:• Introduce CDPHE Fiscal & Introduction of presenters Program staff Brief Child Maltreatment• Increase contractors Prevention Unit overview understanding of new CDPHE fiscal processes Fiscal:• Increase contractor Budget & Billing understanding of fiscal Standardized Invoice monitoring requirements Contract Monitoring Process• Clarify program evaluation Accepted Source Documents requirements Programmatic:• Provide overview of Evaluation components program reporting Reporting
Budget & Billing• Grants Coordinator In-Coming Information – Aerin LaCerte • Aerin.email@example.com • 303-692-2530 – Receives any in-coming invoices and budget change requests• Fiscal Contact Out-Going Correspondence – Patricia Nord • firstname.lastname@example.org • 303-692-2566 – Contacts you with questions/discrepancies on invoices and budget changes
New Standardized Invoice• Required for all invoices and expense reimbursements• Must submit both the invoice and expenditure details• How-To webinar found at: https://new.livestream.com/cdphepsd/grants• Blank template and other background info found at: http://www.cdphe.state.co.us/StandardizedIn voice/index.html
Invoice Submission• Due monthly by the 10th• Submit to the Grants Coordinator, Aerin LaCerte• Submit signed standardized invoice and expenditure details pages, preferably via e- mail.• Questions we may have regarding your invoice will come from your Fiscal Officer, Tricia.
New Contract Monitoring Process• Request source documentation based on risk • High Risk: Request full source 4 times a year • Medium Risk: Request full source 2 times a year • Low Risk: Request full source 1 time per year • DO NOT submit source documentation unless we ask• Risk Assessment – Conducted annually – Conducted by Quality and Assurance Officer – If a risk assessment has not been completed or you have not been notified of your risk yet, the default is Low Risk, unless issues arise.
Accepted Source Documentation• Payroll records• Description of fringe benefits calculations and included benefits• Time and effort certification forms or time sheets (personnel activity reports)• Copies of original receipts, invoices etc., for all items charged to this contract/program (supplies, utilities, etc.)
Accepted Source Documentation• Documentation of the methodology used for allocation of direct and indirect costs (where applicable)• Travel authorization and expense forms• Signature pages of MOU’s or subcontracts and copies of paid invoices from the sub- contracted agencies* *Please note that sub contract information cannot include Protected Health Information. This must be marked off or de-identified before being shared with CDPHE to comply with HIPAA.
Contract Monitoring Process Continued• Contractor Orientation – New contracts – New funding cycles• Internal Quality Assurance Tracking – Documents discrepancies and solutions• Internal Quality Assurance Status Board – Monitors the same vendor across programs
Budget Revision• No changes in overall total budget• Moving funds from one budget line to another – If moving less than 10% of total budget: • Notify grants coordinator via e-mail • No revision approval needed • Changes are cumulative until budget revision – If moving more than 10% of total budget: • Budget revision approval REQUIRED • Contact grants coordinator to complete a Budget Revision Request Form. • Submit budget revision request to program coordinator • Resets your budget
Child Maltreatment Prevention Program Staff• Program Manager Colorado Children’s Trust Fund – Scott A. Bates • email@example.com • 303-692-2942• Program Specialist Family Resource Centers – Teri Haymond • firstname.lastname@example.org • 303-691-4098
Evaluation ComponentsData required for evaluation includes: – Aggregate demographics and number of children and parent participants directly served. – Subset, number of parents and children with disabilities served. • To capture child with a disability, contractors should utilize the disability definitions as defined in section 602 of the Individuals with Disabilities Education Act (2024 U.S.C. 1401). • To capture parent with a disability served, contractors should utilize disability definition as defined in the Americans with Disabilities Act of 1990 (ADA). – Aggregate number of participants served through public awareness and/or educational events. – Outreach activities to special populations and cultural competence. • Families with a child who has special needs • Highly-stressed families • Families who are geographically or linguistically isolated
Evaluation Components continuedAggregate Assessment Analysis• Invest In Kids will provide Incredible Years analysis• Colorado Parent and Child Foundation will provide Parents As Teachers (PAT) analysis• Colorado Bright Beginnings will provide Bright Beginnings analysis• Family Resource Center Association (FRCA) will provide the following analysis: – Colorado Family Support Assessments (CFSA) via OMNI – Ages & Stages Questionnaire (A&SQ), as entered in ETO – Adolescent & Adult Parenting Inventory (AAPI-2) sten scores, as entered in ETO – Client Satisfaction Surveys, entered in ETO
ReportingCCTF: CBCAP:• Mid-year report due • Mid-year report due January 31, 2013 December 31, 2012• Final report due July 31, • Final report due April 30, 2013 2013Shared report content:•Snapshot of projected outcomes and served year to date outcomes•Collaborative relationships and added value to programming•Outreach activities toward special populations and cultural competence efforts•Uniform Minimum Standards•Strengthening Families Protective Factors implementation efforts•Colorado’s 10 Winnable Battles supported by programming
Questions & Discussion Thank you for your time and participation today. We are most grateful to have such caring, dedicated experts asyourselves planting and nurturing the seeds of childmaltreatment prevention in Colorado.