The document provides an overview and agenda for a grantee orientation web conference held by the Child Maltreatment Prevention Unit. The agenda covers introductions, an overview of the unit, fiscal processes like budgets, billing, and contract monitoring. It also reviews programmatic requirements such as evaluation components and reporting. Grantees will submit standardized invoices monthly including expenditure details. Source documentation for monitoring will be requested based on risk level. Budget revisions over 10% require approval. Data for evaluation includes aggregate demographics, outcomes, outreach activities and assessment analyses. Mid-year and final reports are due for different programs.

1. Child Maltreatment Prevention Unit
Grantee Orientation Web Conference
Fiscal Year 2012-2013
Presented:
August 16, 2012
August 21, 2012
August 23, 2012

2. Welcome
Goals: 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

3. Budget & Billing
• Grants Coordinator In-Coming Information
– Aerin LaCerte
• Aerin.lacerte@state.co.us
• 303-692-2530
– Receives any in-coming invoices and budget change
requests
• Fiscal Contact Out-Going Correspondence
– Patricia Nord
• patricia.nord@state.co.us
• 303-692-2566
– Contacts you with questions/discrepancies on invoices
and budget changes

4. 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

5. Standardized Invoice

6. 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.

7. 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.

8. 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.)

9. 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.

10. 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

11. 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

12. Child Maltreatment Prevention
Program Staff
• Program Manager
Colorado Children’s Trust Fund
– Scott A. Bates
• scott.bates@state.co.us
• 303-692-2942
• Program Specialist Family Resource Centers
– Teri Haymond
• teri.haymond@state.co.us
• 303-691-4098

13. Evaluation Components
Data 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

14. Evaluation Components continued
Aggregate 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

15. Reporting
CCTF: 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 2013
Shared 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

16. Questions & Discussion
Thank you for your time and
participation today.
We are most grateful to have such
caring, dedicated experts as
yourselves planting and nurturing the
seeds of child
maltreatment prevention in Colorado.