Updated 04/24/18 9:30 a.m.

Question Answer
Will the funding for the FY19 be the same as this year? It is difficult to compare prior year funding to the coming year as the model has changed for SFY19 in three major ways:
  1. The old FCM contract has been broken into two separate contracts: FCM (for low risk pregnant women and low/at risk infants) and HRIF/HWIL for high risk infants and children in care.
  2. The cost per case has been increased as indicated in the NOFO.
  3. Case finding and outreach activities will no longer be paid separately. These costs are now built into the cost per case per month rate.
Should we include the FY18 award total on our application? Agencies may include previous award totals in their executive summary if they wish, however it is not required. The FY19 Application should reflect the applicant's anticipated caseload capacity and award amount requested on the Scope & Capacity Form.

Under "content and form of application submission" section of the NOFO it asked that the entire application be sequentially numbered, however the majority of the application consist of the Uniform Grant Application and Scope and Capacity Form which are already numbered. The Executive Summary is limited to one page.

I plan to number the executive summary as page one. All other content will be fillable forms that have a page number already applied.

Will this meet required content and form?

Please ensure that your executive summary and any attachments you choose to provide are numbered. The Scope and Capacity Form does not need to be numbered. The executive summary may be numbered as page one.
In the past I always submitted copies of nurses licenses, Health Department certification document and FCM review results as attachments. Do you still require this information and if so do attachments need page numbers? Applicants are not required to submit copies of licenses or prior certification documents. It would be helpful to indicate under staffing that the position is filled and the licenses are available upon request.

Last year, applying for the FCM grant included the APORS/HealthWorks component and this year it looks like these are going to be separate awards/grants.

Is that correct?

Yes
Do we have to do both grants? No
In reviewing the instructions for grant submission, could you please provide clarification on the first paragraph of page 9 which states that the applicant must submit a program plan that contains the information outlined below. Is this program plan in addition to the Executive Summary? Or, is it the submission of the Executive Summary and Capacity and Scope documents the program plan? The Executive Summary and the Capacity & Scope Documents serve as your program plan. You do not need to submit an additional document.
How do we determine caseload for the FCM program? Agencies should look at the caseload served in FY18. Since FCM is only Pregnant Women and Infants, estimates caseloads would be based on average PWI served minus HRIF Infants.
Do we use the current caseload as the baseline? Yes
Do we use the numbers provided in the Caseload tables linked to the NOFO and add up all the area(s) we serve to come up with the caseload? This table is meant to be a guideline. Agencies may also use data available to them ( participation levels, case finding estimates) to propose who/how many they intend to serve in SFY19.

I just wanted to verify the information needed for the application. We must submit:

  • The uniform grant application
  • Executive summary -which is only 1 page maximum
  • Agency capacity and scope worksheet
  • NICRA (if applicable)

I just wanted to make sure that is everything we need? Is there anything else I'm missing?

No, you are not missing anything. That is correct.
If we were awarded do you happen to know when a budget would be due? We do not have a specific date at this time, however a deadline will be announced with your Notice of State Award Finalist.
Please confirm if correct that the deadline for submitting application for CSFA #444-80-1674 is April 24, 2018. Yes, that is correct.
Can you please tell me where to send my scanned and signed FCM UGA and Agency Capacity and Scope forms?

Submit the completed NOFO application electronically to: DHS.GrantApp@illinois.gov.

On the SUBJECT line of the email submission, type the following information:

Provider's Organization Name

Funding Opportunity 19-444-80-1674-01

Program Contact (Franchesca Hammond)

All applications must include the following mandatory documents / attachments

  1. Uniform State Grant Application
  2. Executive Summary
  3. Agency Capacity and Scope Worksheet
  4. Copy of Currently Approved Negotiated Indirect Cost Rate Agreement (NICRA)
Do you want us to leave the line blank on the third page of the application where it says "Amount Requested from State" or fill in what we think our funding would be based on the new case load reimbursement rates and our own estimated caseloads? You can enter the amount that you determine based on your new estimated caseload. This is not binding.

Should we include the indirect costs rate in the total amount requested from state?

i.e Caseload is 150 x $38 x 12months = $68,400 + $6,840 for 10% de minimis = $75,240

Awards will be determined based on assigned caseload x $38 x 12 months. Indirect Costs will not be paid above the award amount.
Since we are projecting our expected caseloads for SFY2019, what happens if we are off in those projection? For example, if we anticipate a caseload of 600 for FCM, but it actually ends up being 650, would we still get reimbursed for all active cases? Or will our award be capped based on our projections in the application?

You will be paid based on your caseload served up to the grant amount.

If you average an active caseload that is greater than your assigned caseload and it appears that you are in a position to spend down your full grant prior to the end of the fiscal year, the Department will review the agency's contract to determine if funds are available at that time and the contract could be amended.

What should we use for the assigned caseload for our applications? I was confused when I looked at the Statewide Caseload by County. Should I just use the grant funding award from last year and calculate it from there? We ask agencies to identify what their capacity is for their caseload of pregnant women & low-risk and at-risk infants. We anticipate that you would base your numbers on the previous years' numbers served. So, if you served an average of 50 PWI in FY18, we would anticipate that you would have a capacity that is similar for FY19. If you believe that you will have a higher capacity and that caseloads will be up, you can document that, and justify your explanation in your application. The Statewide Caseload by County number is merely an estimate and guide for the loads we anticipate being available for CM services in each county, it is merely meant to be a guide, not a hard and fast number to go by.
Is the Executive summary the same as the work plan that we used to do? Do I basically state that I plan to for example; The County Health Department will provide case management services to 100% of the assigned caseload. The Executive Summary will serve as a stand-alone document for successful applicants that will be shared with various state-level stakeholders and others requesting a brief overview of each funded project. Therefore, applicants should be concise and direct in their description. We ask that you identify at minimum the following aspects in your executive summary plus any other items that you believe will help your agency stand out or what might make your agency unique in it's ability to provide the services set forth in the program.
  • Identify target service area
  • Include the number and location of sites where services will be provided.
  • Include the projected number of pregnant women, and infants anticipated to be served monthly.
  • Briefly describe agency experience in providing FCM services to pregnant women and infants.
  • Provide an overview of the services agency intends to provide with these funds.
Also the numbers that were assigned to us were very high, so do I put down our expected numbers based on last year's numbers?

The Statewide Caseload by County number is merely an estimate and guide for the loads we anticipate being available for CM services in each county, it is merely meant to be a guide, not a hard and fast number to go by.

We anticipate that agencies will identify their capacity based on caseloads served in previous years, and staffing capacity for FY19.

Since FCM (pregnant women and infants) is now separated from HWIL/APORS/High Risk Infants, do I need to write 2 separate Executive summaries?

Each application is required it's specific Executive Summary, Uniform Grant Application, and Scope & Activity From to be completed. There are now 2 separate contracts:

Family Case Management - Pregnant Women and Low-Risk and At-Risk Infant

High Risk Infant Follow-Up / HealthWorks - High Risk infants (Infants and children are referred to the high risk infant follow up program either through the Adverse Pregnancy Outcomes Reporting System (APORS) or based on assessments done in the Family Case Management program which determine that specific physical or social risks are present) and HealthWorks Infants & Children.

Agencies must apply for both if they intend to serve all of these populations.

Our agency became the fiscal agent/grantor for a neighboring county's Family Case Management program. If we would like to apply for both Counties, should we include both in one application or do separate applications, one for each County? If you intend to serve both counties under the same grant, you will only need to complete 1 application for both counties, just make sure to identify in your scope and capacity form what counties you intend to serve under that contract.
In submitting our FY19 application, are we allowed to submit an application that seeks to expanded our current service area and case load? You may submit an application that seeks to expand your service area and caseload, however we would expect to see an explanation in your executive summary of how you intend to service the expanded area. Also, please note that when determining assigned caseload and grant amounts, we will be looking at previous years' achieved caseloads, so please make sure to identify ways you intend to expand your caseload and serve the expanded caseload if you intend to do so for FY19.
If we do not claim indirect cost, what documentation is needed as the mandatory document number 4 under the FCM grant? If you are not going to claim reimbursement for indirect costs, you only need to submit the following three (3) documents.
  • Uniform State Grant Application
  • Executive Summary
  • Agency Capacity and Scope Worksheet
In the past the FCM grant included both APORS and HealthWorks. It appears that the APORS and HealthWorks is separated out this year. Is this correct? Or is that for agencies that do not do all three programs?

You are correct that the programs have been separated for FY19.

FCM is only for pregnant women and not-at-risk and at-risk infants.

If you are wanting to provide services to High Risk Infants & Children as identified either through APORS or Assessments, and / or to HealthWorks Infants & Children, you will need to complete the NOFO application for CSFA # 444-80-1675.

I believe I had already filled out the Uniform Grant Agreement, but now I see we need to turn in the Capacity and Scope, Is that what is due the 24th? All applications must be submitted by 5pm on 04/24/18 and include the following mandatory documents / attachments submitted together to be considered complete:
  1. Uniform State Grant Application
  2. Executive Summary
  3. Agency Capacity and Scope Worksheet
  4. Copy of Currently Approved Negotiated Indirect Cost Rate Agreement (NICRA) (If you plan to document indirect costs)
When do we do the budget?

You do not need to complete a budget at this time.

Agencies that are awarded a grant will be told their assigned caseload and FY '19 grant amount and will be given a deadline to submit their budget at that time.

We are ready to submit but have two questions. If we have already submitted a Uniform Application for State Grant Assistance, do we attach it again? Please submit your full application with all required documents in one email. This will ensure that we have received all documents for the grant application and can review your application fairly and efficiently.
And if we are using the 10% di minimis indirect cost rate, what do we attached as verification? Please submit paperwork showing that you have submitted your indirect cost rate election in the State of Illinois centralized ICR system. It does not need to be completed, but just evidence that it was submitted is sufficient.
Will we be notified that these were received and/or if any additional information is needed?

You should receive a confirmation within 72 hours of submitting your  application. If for some reason you do not, you may e-mail DHS.BMCHEDF@illinois.gov and we will be able to confirm receipt.

If an application that is submitted is missing documents, you will receive an e-mail asking you to submit a completed application.

Could you tell me what is the timeline for award announcements? Our goal is to have grading of NOFO applications completed by May 11th, and we hope to be able to make award announcements sometime in the following week of May 14th - 18th.

How long do Cornerstone time study print outs need to be kept/stored?

How long do paper participant files and Cornerstone consents need to be maintained and stored?

Please refer to the eCFR §200.333 Retention requirements for records for guidance on how long you need to keep records for the programs.
When asking for the Total FTEs for Case Management, is this just for the case managers working in the program, or for the total FTEs of every staff member working in this program?

The Total FTEs for Case Management are to include all people who are case managing. Anyone that is not case managing a client, would not be included in the FTE.

For example, you may have identified 6 case managers working in the program and their qualifications in the previous question, however each case manager only works 25% of their time in case management. The FTE would be 1.5 FTEs.

Our case management staff consists of -

1 - Case manager

1 - FCM Supervisor who also works as a case manager.

Would this be reported as 1 case management supervisor and 1 case manager?

Yes
How is the "Total FTEs for Case Management" calculated? The Full Time Equivalent (FTE) is calculated based on how much time each person spends in case management. So for example, if your 2 employees are full time staff and spend 50% of their time each in FCM, then you would have 1 FTE between the two of them.
Is a work plan document required to be sent with the FCM FY 2019 grant application? If not, can it be sent anyway? The Work Plan is not a required document, however if you feel like you need to attach any files to better explain the services that you will provide, you may do so.