navigating and preparing a hrsa application responding to a funding opportunity announcement

Navigating and Preparing a HRSA Application

Responding to a Funding Opportunity Announcement

Sarah Hammond, Grants Policy AnalystHRSA’s Office of Federal Assistance Management (OFAM)

• Division within HRSA’s Office of Federal Assistance Management (OFAM).

• Work with Program Offices to create and publish Funding Opportunity Announcements (FOAs)

• Work with Program Offices to ensure FOAs are consistent with legislation and government-wide requirements

• Publish FOAs to Grants.gov• Analyze, develop, and implement HRSA’s grants policy and

provide assistance and technical consultation to Program Offices and other OFAM divisions

Division of Grants Policy

• Lifecycle of an Application• Registration• Find Opportunities/Download Application Package• Navigating an FOA• Forms • Application Process• Issues with Submission• Follow-up

• Provide Resources

Agenda

• Grants.gov registration is a requirement to be able to submit applications

• Allow plenty of time for registration (one month)

• DUN & Bradstreet (D&B), SAM, Grants.gov• Provide organizational information in each

system to complete registration

Registration with Grants.gov

• Get a DUNS Number (same day) http://fedgov.dnb.com/webform/pages/CCRSearch.jsp

• Complete web form• DUNS emailed

Dun and Bradstreet

• Register with SAM (2-3 days) https://www.sam.gov

• Updated annually, (up to 5 days)• 2 CFR Part 25: applicants must have active SAM

registration in order to submit applications through Grants.gov or receive an award from HRSA

System for Award Management (SAM)

• Designate an E-Biz Point of Contact• Has MPIN and gives authority to

Authorized Organization Representative (AOR) to submit applications• Requires internal organizational

approval from high-level management

The SAM/Grants.gov Connection

• Register with Grants.gov (same day) http://www.grants.gov/

• AORs must complete their profile on Grants.gov. (wait 1 day after SAM registration)

• Need DUNS• Create username and password- serve as electronic

signature when submitting• E-Biz POC approves AORs who submit applications on

behalf of the organization

Grants.gov

• AOR Authorization (Immediate)• E-Biz POC gets email when an AOR registers• Must login and approve the AOR to submit• AOR gets confirmation email and can submit• AOR can also check status• Registration must be updated annually

Grants.gov, continued

• Grants.gov (http://www.grants.gov/)• HRSA Website (http://www.hrsa.gov/grants/)• Register to get email notifications when

opportunities are available:• http://

www.grants.gov/web/grants/manage-subscriptions.html• http://www.hrsa.gov/grants/

Find Opportunities

Grants.gov: Find Opportunities

Grants.gov: Search Grants

Grants.gov: Download FOA and Package

• Explains available funding and application information

• All Federal announcements must follow the same format (set by OMB)

• Contains information applicants need to apply for funding

Funding Opportunity Announcement

• Overview Content• Federal Agency Name • Funding Opportunity Title• Announcement Type• Funding Opportunity Number (HRSA-XX-XXX)• Catalog of Federal Domestic Assistance Number

(CFDA)• Key Dates

Funding Opportunity Announcements

I. Funding Opportunity Description II. Award Information III. Eligibility Information IV. Application and Submission Information V. Application Review Information VI. Award Administration Information VII. Agency ContactsVIII. Other Information

FOA: Sections

• Funding description• Funding priorities• Program history• Indicators of successful projects• Citations for authorizing statutes• Regulations for funding opportunity

I. Funding Opportunity Description

• Type of award (grant or cooperative agreement)

• Total amount of funding• Number of awards• Average award amount• Anticipated start date• Number of budget periods

II. Award Information

• Eligible Applicants• Cost Sharing or Matching

Requirements• Other Eligibility Criteria

III. Eligibility Information

• Content and Form of Application Submission

• Submission Times and Dates• Intergovernmental Review• Funding Restrictions• Other Submission Requirements

IV. Application and Submission Information

• Review criteria: how application will be evaluated• Review and selection process• Anticipated announcement and

award dates

V. Application Review Information

• Award Notices• Administrative and National Policy

Requirements• HHS Grants Policy Statement:

http://www.hrsa.gov/grants/hhsgrantspolicy.pdf • Reporting Requirements

VI. Award Administration Information

• Grants Management Contact• Program Contact• Grants.gov• HRSA’s Electronic Handbooks

(EHBs) Help Desk

VII. Agency Contacts

• Other relevant information • Definitions, Web links for relevant

programmatic information, etc.

VIII. Other Information

• A concise resource offering tips for writing proposals for HHS grants and cooperative agreements is available online: http://www.hhs.gov/asfr/ogapa/aboutog/apptips.html

IX. Tips for Writing a Strong Application

HRSA Application Guides

• HRSA Application Guides• SF- 424 and SF-424 Research and Related (R&R)• Designed to be the comprehensive source of

general information related to the application process

• http://www.hrsa.gov/grants/apply/applicationguide/

• Contains all standard forms • Save package to computer and

complete it off line. • Provide email address when

downloading package.

Grants.gov: Application Package

Grants.gov: Forms Package

• Not all opportunities use the same forms• All required forms are in the downloaded

package• Assurances: • SF 424B (Non-Construction)• SF 424 D (Construction)

Grants.gov Forms and Assurances

• Save completed application• Click on “Check for Errors”• Click on “Save and Submit”• Enter Username and Password

Grants.gov: Submit

Submission Screen

Confirmation

Submission

• Confirmation email with tracking number• Validation or Rejection• Grants.gov email verifying successful

submission• OR rejection due to errors

• Transmission to HRSA• Email sent when HRSA retrieves application

After Submission Emails

• Not Registered with Grants.gov• Missing or Incorrect DUNS on application• Expired SAM registration• Application is rejected for errors and applicant did not

leave enough time to correct before the deadline• Rejection email is in spam folder• AOR is not approved by E-Biz Point of Contact• AOR is not available to submit the application• Applying to the wrong announcement number

Top Reasons for Failure

• Deadline waiver must be requested from DGPWaivers@hrsa.gov• Announcement Number (HRSA-XX-XXX)• DUNS number• Project Director Contact Information• Grants.gov tracking number (GRANTXXXXXXX)• Copy of “Rejected with Errors” notice

• Applications must meet FOA deadline

Missed Deadlines

• Registration and Missing/Incorrect DUNS are the top two reasons applications are rejected- check carefully!

• Remember to update information when staff changes

• Deadlines are real! Register and submit early!• Update registration often!• Maintain current email address in SAM and

Grants.gov

Tips for Grants.gov

• Check SPAM folder if email from Grants.gov is delayed.

• Resources: http://www.grants.gov/web/grants/applicants.html

• Be proactive and track your application (GRANTXXXXXXX)

More Tips for Grants.gov

• 1-800-518-4726, 24/7 (except Federal Holidays)• Email: Support@grants.gov• Self-help Portal:

https://grants-portal.psc.gov/Welcome.aspx?pt=Grants

• Applicant Resources: http://www.grants.gov/web/grants/applicants.html

Grants.gov Contact Information

• After your application has been successfully submitted, it will be reviewed by the Program Office staff to ensure it meets eligibility and page limit requirements.

• If the application meets all requirements, it will go to the Division of Independent Review to be reviewed by a panel of experts.

Successfully Submitted!

Technical Assistance• HRSA has developed the: HRSA Grants Technical Assistance (TA)

Webpage, viewed at: http://www.hrsa.gov/grants/apply/• This is a one-stop-shop for potential applicants on how to apply

for HRSA Federal assistance.• Applicants will find valuable information on how to apply for

HRSA grants, including webcasts, videos, and other technical assistance guidance and a wealth of other relevant & useful information and links tailored to HRSA-specific process and requirements.

• Please utilize this resource to better understand the HRSA grant application process.

Contact Information

Sarah HammondGrants Policy Analyst

Shammond@hrsa.gov

Questions?