Questions & Answers - Better Birth Outcomes - Navigation (BBO-N) 26-444-80-3557-01

Technical Assistance Session - Virtual

Important Budget Information for Applicants submitting more than 1 application:

  1. Applicants must submit a separate application and separate budget for each region they are applying for.
  2. When entering the budgets in the CSA, the Notice of Funding Opportunity (NOFO) number and NOFO suffix will need to be entered to distinguish what region your budget is for.
    1. NOFO number: 26-444-80-3557-01
    2. Use the following NOFO suffix that aligns with the region you are budgeting for:
      • Chicago Region A: AAA
      • Chicago Region B: BBB
      • Chicago Region C: CCC
      • Chicago Region D: DDD
      • Chicago Region E: EEE
      • Chicago Region F: FFF

Questions & Answers: 

4/2/2025 

  1. Question: Is there any public data available on how many eligible dyads are currently needing services in my area? I am not sure how many we should propose to serve annually in our Chicago region.
    • Answer: Applicants should include in their proposal narrative the number of unduplicated dyads they plan to serve annually through this program. The proposed number should be determined by each individual applicant. To assist applicants in their proposals, you can view historical caseload data for dyads served through IDHS legacy programs during CY24.  Successful applicants will be notified of final caseload assignments at the time of Notice of State Award.
  2. Question: I am wondering if there is a caseload assignment for each Chicago region that we are to be referring to for budget and planning purposes.
    • Answer: See answer to question #1.
    • 4/7/2025
  3. Question:  Please supply the education level required for the BBO-N Coordinator as it is not apparent in BBO-N Policy and Procedures manual section 3.1.2. BBO-N Program Coordinator or in 1.8.2 Staffing.
    • Answer:  There is no specific education level required for the BBO-N Coordinator role. However, Coordinators not meeting the qualifications for BBO-Navigator would not be able to function in a dual-role to provide BBO-N Navigator services in addition to their Coordinator responsibilities.
  4. Question: Please specify the extent to the organization chart requested in NOFO Narrative in the Capacity section iv.2.b.iii. Is an entire organization chart being requested or a program specific organization chart being requested?
    • Answer:  The Organizational Chart attachment should, at minimum, include all program staff and administrative staff within the BBO-C program. However, the chain of command up to the most senior decision maker in the agency should be clearly discernible by looking at the chart.
      4/9/25
  5. Question: When will the TA/Bidders sessions be held?
    • Answer: Please keep an eye on the NOFO Q&A page. Bidders conference information will posted at the top of the Q&A page when available.
  6. Question: Please clarify the required number and frequency of visits for each dyad.
    • Answer: There is no required number of visits or set frequency of visits for this program. Visit frequency should be mutually determined by the Navigator and the family based on the family's needs. Based on the feedback from the listening sessions and surveys, this new grant program is shifting away from the legacy model of prescribed quantity, timing, and content of visits.
  7. Question: What is the minimum number of interactions with each dyad needed to meet the program's objectives?
    • Answer: See answer to question # 6.
  8. Question: Are all dyad visits required to be face-to-face or are some virtual visits allowable?
    • Answer: No. The performance standard is 70% of total dyad visits conducted face-to-face.
  9. Question: Please specify the program completion criteria for a dyad in relation. The program standards 3iE2d and 3iE2f do not list the program completion criteria.
    • Answer: Length of time in the program and program completion readiness should be mutually determined by the nurse and the family based on the family's needs.
  10. Question: Does this program require a formal agreement with Family Connects Nurse Home Visiting program to share information and ensure an appropriate hand-off?
    • Answer: A formal agreement is not required between BBO-N provider agencies and Family Connects provider agencies, but collaboration and communication is expected to help meet the needs of the Chicago families. Release of Information (ROI) should be obtained from the client prior to sharing Protected Health Information (PHI).
  11. Question: Is funding determined on a per dyad basis for each region? If so, what is the dollar amount per dyad?
    • Answer: The proposed number served and budget requested should be determined by each applicant. Monthly grant payments will be paid using actual program expenditures reported for by each grantee. The award amount will be dependent on dyads proposed to be served annually. The Department anticipates an allocation of $750-$1,000 per dyad which equates to an average of $660,000 per award ($1,320,000 per region).
  12. Question: Is Cornerstone being used as the MIS for the BBO Navigation program?
    • Answer: The Department expects BBO-N will be using Cornerstone in SFY26.
  13. Question: If Cornerstone is the approved MIS for the BBO Navigation program, will it be updated to capture the required performance measures to enable appropriate program progress reports?
    • Answer: See NOFO section Bii2 - Reporting. Grantees will be expected to submit Periodic Programmatic Reports (PPRs) quarterly to the Department. IDHS may offer some supplemental data reports to aid grantee Program Coordinators in their quality assurance monitoring and reporting to the Department.
    • 4/11/25 
  14. Question: Are applicants required to currently participate in the Family Connects home nursing program in order to be eligible for this funding opportunity?
    • Answer: BBO-N applicants are not required to be a Family Connects provider. Collaboration and communication is expected between BBO-N and Family Connects providers to help meet the needs of the Chicago families. A formal agreement is not required between BBO-N provider agencies and Family Connects provider agencies.
  15. Question: [Agency name redacted] currently receives Home Visiting funding through [funder name redacted], which is administered via the Early Childhood Block Grant from the Illinois State Board of Education (ISBE) through [organization name redacted]. Are we still eligible to apply for the Better Birth Outcomes - Navigation grant if we already receive funding for Home Visiting through the Early Childhood Block Grant? If so, would we be allowed to have staff members split their time between the existing Home Visiting program and the proposed Navigation program?
    • Answer: Yes. Early Childhood Home Visiting providers are eligible to apply for BBO-N. Agencies with staff splitting their time across multiple grant programs should ensure a method of tracking staff time and effort spent on each grant is in place. Service provided as part of another grant program cannot be budgeted nor billed to the BBO-N grant.
  16. Question: Are there recommended guidelines for the amount of time Navigators should spend with each dyad/family? How should we determine the appropriate caseload for each Navigator?
    • Answer: Time Navigators spend with families and frequency of visits should be mutually determined between the family and the Navigator based on the clients needs. Average BBO-N visit lengths are anticipated to be 30-60 minutes. For example, a Navigator may spend time during the visit assisting a family with the phone calls needed to enroll in other services, while other families may prefer to spend the visit receiving education or other support from the Navigator. Some families may only need 1-2 visits and other may need more frequent follow-up. IDHS anticipates grantees would meet with most families for at least one visit during prenatal period and at least one follow-up in the postpartum period to be able to successfully meet the program deliverables and performance standards. Caseloads may vary depending on organizational workflow and staffing structures
  17. Question: Are there any IDHS guidelines or recommendations for compensation levels for both Navigators and Program Coordinators?
    • Answer: I DHS does not have a required salary range for BBO-N program staff. However, salary ranges seen by IDHS in programs with staff who provide similar activities range from $18-40/hour.
    • 4/14/25
  18. Question: For BBO-N, should I enter a UGB (Uniform Grant Budget) budget or a FRGB (Fixe Rate Grant Budget) budget in CSA?
    • Answer: Applicants for BBO-N should select and use the Uniform Grant Budget (UGB) in CSA when entering their budget
  19. Question: What is going to happen to the present HRIF/APORS program in Chicago in the new grant year? Will it still exist?
    • Answer: Infants identified by the IDPH Advanced Pregnancy Outcomes Reporting System (APORS) will be referred to Chicago Family Connects and offered a nurse follow-up visit in the home. Infants requiring additional support at the completion of the Family Connects visit(s) will be referred to their local BBO-N provider.
    • 4/15/2025
  20. Question: Will the Case Finding Report in Cornerstone continue on a weekly basis with BBO-N? If so, will it be assigned to the agency in corresponding region for navigation services?
    • Answer: We anticipate that Medicaid Case Finding Lists will still be available to grantees in each of the Chicago regions. Medicaid Case Finding lists will be provided to grantees and will include active Medicaid clients living in the service area the grantee selected in their application.
  21. Question: How does BBO-N address systemic issues with MCO's that dyad's may experience?
    • Answer: For any questions about benefits or other Medicaid member needs, please contact Member Services at each health plan using the number on the back of the client's card. Concerns that go unaddressed regarding BBO-N clients should be escalated to the DHS Nurse Consultant.
  22. Question: Will BBO-N have a chart review tool provided for navigators to utilize for dyad visits?
    • Answer: Audit tools will be provided after the start of the grant and prior to program reviews being conducted.
  23. Question: Which item are we to provide an example for in the narrative for the statement below as requested in the NOFO under Capacity 2.b.ii.? Recruitment or retention or both? Explain applicant agency's staff recruitment and/or retention efforts and provide at least 1 example of effectiveness.
    • Answer:  For the example requested, applicants may choose to speak of the effectiveness of either recruitment or retention. Applicants may provide 2 examples (1 for each) if they choose, but only 1 is required.
    • 4/16/2025 
  24. Question: For the purposes of this NOFO how is "having a physical presence serving the eligible geographic area" defined?
    • Answer: For the purposes of this program, the physical presence required means ability to provide in-person services, which may include services taking place at a clinic, office, client home, or other location mutually agreed upon with the family based on their need.
  25. Question: We have served patients throughout all of the regions while we have brick and mortar facilities in only some of the regions. Do we need to have a physical location in each region to qualify for an application to the region? Is serving patients from these zip codes sufficient for the purposes of this NOFO, regardless of the bricks and mortar presence?
    • Answer: See answer to question #24. Applicants do not need to have a brick and mortar building in the area as long as they are willing to provide in-person services in the area.
  26. Question: Are we restricted to serving the patients within the physical location in that region? Answer: No. Applicants must be prepared to provide in-person services in the geographical area for which they are applying. If families living in a neighboring region are known to travel to your region for services, your agency could propose to serve them. However, your agency must also be willing to serve residents living in the awarded region as the Bureau is seeking full coverage of each geographic area. This should be clearly explained in your application.
  27. Question: If home visits are part of our model does this negate the need for the brick and mortar facility?
    • Answer: If the applicant agency has no brick and mortar facility in the geographic area for which they propose to serve, home visits would be an option if the family agrees. Given the Department was informed during our listening sessions that some families do not want a home visit but still need navigation help, BBO-N home visits cannot be the only option presented to the client and an alternative mutually agreed upon location would need to be offered.
  28. Question: Is IDHS anticipating having a similar caseload ratio per region as before?
    • Answer: This is a new program. Historical data was provided in the answer to question #1 to assist grantees in their proposal of estimating potential families in need of services. Final caseload and funding decisions will be provided at the time of Notice of State Award. Regarding ratios: Due to a variety of organizational structures at the local agency level, the Department does not require a specific Navigator to family ratio. However, when developing staffing plans, the Program Coordinator should consider factors including but not limited to: complexity/acuity of client needs, staff skillset, anticipated length of client's time in the program, frequency of client visits, other supports the client already has in place.
  29. Question: Is IDHS open to giving one award to an agency that has the capacity to cover the entire region or you are planning to award two per region, with a max award of $660,000 per agency.
    • Answer: The Department has committed to funding up to 2 awards per region. Applicants wishing to serve a region solely should indicate that in their application. Grantees wanting to serve more than 1 region should submit a separate application for each region.
  30. Question: Per the case closure guidance in the manual, if a client leaves the service area, can they stay in the program if they are continuing to receive medical services at the agency?
    • Answer: Case closure guidance will be provided to grantees as part of the program training.
      4/18/25
  31. Question: We have two FQHCs in (region redacted), just outside of the boundary for (neighboring region redacted). We are, however, more aligned culturally with the region outside of where our FQHCs are. We do have exam room space in the neighboring region at our dental clinic, as well as relationships with several community organizations where we can meet with patients. Is it OK to apply for Region B?
    • Answer: Please see answers to questions #24-27.
  32. Question: Is there a SDOH screening DHS prefers we use?
    • Answer: The Department does not require a specific screening form to be used, however the screening used should address the 10 domains recognized by American College of Obstetrics and Gynecology. A sample screening can be found here: Importance of Social Determinants of Health and Cultural Awareness in the Delivery of Reproductive Health Care
  33. Question: Can an applicant apply to serve an entire region? If so, would DHS award one agency for that region?
    • Answer: Please see answer to question #29. 
  34. Question: What is the maximum indirect cost rate allowed for this NOFO as in accordance with the memo sent 3/19/25 by DHS.CSA.Support@illinois.gov? What is the maximum de minimis indirect cost rate allowed?
    • Answer: Applicants may utilize the 15% rate for their budget submission; however it is not yet clear if the federal funds being utilized for this program will meet the criteria. Selected grantees may be asked to utilize the 10% indirect cost rate. 
  35. Question: If we can't meet the caseload will funds be reduced. Or if we meet the caseload, will the agency be able to increase caseload?
    • Answer: IDHS provides grantees with ongoing technical assistance to assist grantees in meeting their program goals. Grantees not meeting the performance standards, including caseload, may be issued a Corrective Action Plan. Future funding decreases or increases cannot be predicted at this time.
  36. Question: Would safe sleep, or the risk of not having a safe sleep environment be added to the Vulnerability Index as a possible criteria for service eligibility?
    • Answer: The vulnerability index will not change for SFY26, but IDHS will take this suggestion under advisement for future fiscal year programming decision making.
  37. Question: If we offer home visits to patients living in a particular region but do NOT have a physical site or offer other services in that region, are we qualified to apply for that region?
    • Answer: See answer to question #27.
  38. Question: Since 70% of the dyads served have to have stated that they have taken advantage of MCO value added benefit, how will that be documented in cornerstone?
    • Answer: Awardees will receive training on documenting the Department's MIS.
      4/23/25
  39. Question: If a BBO-N Navigator or Coordinator has a higher degree than an associates degree, does the degree also need to be in behavioral science, social science, or health related area?
    • Answer: The requirement you are referencing for BBO-N Navigators is a minimum requirement. For example: If a staff member has an associate degree in a behavioral science, social science, or health-related area and also has a bachelor degree in a culinary management, they meet the requirement due to the associate degree being in the mentioned fields. If a staff person does not have any associate degree and their only degree is a bachelors in culinary management, they do not meet the requirement. There is no educational requirement for BBO-N Program Coordinators.
  40. Question: I noticed that the NOFO section 4iA4 refers to "Appendix A: CSA Budget Information" but I could not locate Appendix A in the NOFO or Policy & Procedure Manual. Can you please advise?
    • Answer: The CSA budget information and instructions for accessing are now included in the link provided in that same section. The reference to a CSA Appendix A was made in error on the IDHS webpage posting.
  41. Question: The NOFO says that this program complements the Family Connects program and that 70% of individuals must be provided information about the Family Connects program. However, that program is set to expire in Chicago in December 2025. How is a grantee expected to meet this objective in 2026 and beyond?
    • Answer: IDHS plans to continue to provide funding to the Chicago Family Connects program in SFY26. The Department is not aware of any plans to sunset the Family Connects Program in Chicago in December 2025.
  42. Question: Is a current Family Connects Chicago program grantee eligible to apply?
    • Answer: Yes.
  43. Question: Assuming the continued availability of funds and meritorious performance, are the program's funding periods and maximum amounts $660,000 in SFY 2026, $660,000 in SFY 2027, and $660,000 in SFY 2028?
    • Answer: $660,000 is not a maximum amount for SFY26, but it is the average per award that the Department anticipates to fund. Please refer to NOFO section 1F5b. Successful applicants under this NOFO may be eligible to receive two subsequent one-year grant renewals for this program. However, it is not yet determined if this program will be renewed in FY27 or not.
    • 4/25/2025
  44. Question: When you look at the average number served for client is that the highest number that can be requested for service per service area?
    • Answer: The Department has not set a maximum or minimum caseload that applicants can propose. The number proposed should be determined by each individual applicant. To assist applicants in their proposals, historical caseload data for dyads served through IDHS legacy programs during CY24 can be found here: https://intranet.dhs.illinois.gov/oneweb/page.aspx?item=172601. Successful applicants will be notified of final caseload assignments at the time of Notice of State Award.
  45. Question: If you apply for two areas but are awarded one, is it possible to receive the requested funding?
    • Answer: Yes, this is possible. For example, if an applicant submits 2 applications, one for Chicago Region A and another for Chicago Region B, the applications are reviewed separately and scored against others in the same region. In this same example, if an applicant scores high on their application for Region A but low on their application for Region B, it is possible they may only be offered an award in Region A but not Region B.
  46. Question: Is the funding fee for service?
    • Answer: No. Fee for service would mean there would be a per contact rate of some sort. This is a reimbursement model in which the program is paid for "expenses and services" Monthly grant payments will be paid using actual program expenditures reported for by each grantee. The award amount will be dependent on dyads proposed to be served annually. The Bureau only uses a formula at the start of the state fiscal year to determine how to allocate available funds based on the anticipated number of participants applicants expect to serve.
  47. Question: Will the budgets for combine grants need to be separate or combine?
    • Answer: BBO-N applicants applying to serve more than 1 of the listed Chicago regions must submit separate BBO-N applications and enter separate budgets for each geographical area being applied for. Applicants applying for both BBO-C and BBO-N grants must also submit separate applications and enter separate budgets. Please note that the BBO-N program is only offered in the City of Chicago.
  48. Question: Where can we find E1 that is referred to in this NOFO : "If more than 50% of the navigator staff (total nurses and non-nurses) share the cultural background of the families served, please include this information here for bonus points as described in E1."
    • Answer: Please refer to the table in the Review Criteria section 6iiA2.
  49. Question: Can you combine a better birth Outcome grant with a Better Birth Navigation grant?
    • Answer: No. BBO-N and BBO-C are two different grant programs being offered in different areas of the state. Please note that BBO-N is only offered in the City of Chicago. See answer to question #47. The legacy BBO grant program 444-80-0226 and Family Case Management grant program 444-80-2535 will both sunset on 6/30/25.
  50. Question: I understand that you can write one NOFO for two programs, can the budget for the two NOFO be separated or do you want them combine?
    • Answer: See answer to question #47 and 49.
  51. Question: If you are combining NOFO do they need to be in the same NOFO listed areas, or can they be in two separate grant areas i.e. BBON and BBOC?
    • Answer: The BBO-C and BBO-N programs cannot be combined on a single application. They are two separate grant programs in 2 different areas of the state and must be applied for separately.
  52. Question: Is the grant fee for service or flat rate funding?
    • Answer: See answer to question #46.
  53. Question: The use of dyads as it relates to one or two related people. Are we to interpret that as one referral i.e. a pregnant person who's infant requires service, can they be counted as two referrals or one?
    • Answer: BBO-N focuses on the Dyad (pregnant and postpartum birthing person and their infants) for the pregnancy and up to the first 6 months after birth being served as a family unit. Dyads are expected to be served as a family unit, in most cases. Performance standards reflect the dyad, not the individual. For example, if a postpartum dyad was referred for MCO care coordination, that would count towards performance standard as 1 dyad being referred.
  54. Question: Is there an average grant award amount?
    • Answer: Yes. See section 1 of the NOFO. The Department anticipates that the dollar amount of individual BBO-N awards will average $660,000 per award.
  55. Question: How can you determine the grant award?
    • Answer: See answer to question #11.
  56. Question: In the application for bonus points it says…..If more than 50% of the Board/Governing leaders share the cultural background of the families served…. We have a very diverse population so not sure how to answer this. For instance, more than half our patients are with Latino, Black or Asian - I can also say that more than half of our governing board is Latino, Black or Asian. Is that sufficient for bonus points?? Not one patient population is alone is over 50% and the same is true for the board.
    • Answer: Yes, that would suffice. The patient population served does not have to be at least 50% of a specific race or ethnicity. The bonus points are being offered to agencies who are modeling culturally congruent leadership and staffing. In the example you provided, you noted that the majority of your client population are Latino, Black, or Asian. The bonus points would apply if in your proposal, you attest that at least half of your governing leaders are also Latino, Black, or Asian.
    • 4/29/2025
  57. Question: We have a site located in one region that also serves a large portion of patients who live in another region. Would we be able to include this site in two applications-- one for the region in which it is located and one for the neighboring region, as a large portion of its patients are residents of the second region?
    • Answer: See answers to questions #24-26. Grantees wanting to serve more than 1 region should submit a separate application for each region. Grantees must be willing to serve the entire geographic area to which they are applying to serve.
  58. Question: Given that we need address quality improvement, per V2diii, are we able to include an internal evaluator's time as a direct cost on the budget?
    • Answer: No. Program Coordinators are expected to conduct quality assurance and monitoring activities. See BBO-N Policy & Procedure Manual section 3.1.2.
    • 4/30/2025
  59. Question:  What documentation is needed to prove we have submitted registration to become a DHS DOPP (Drug Overdose Prevention Program) provider and/or documentation of fully registered DHS DOPP provider?
    • Answer:  It is acceptable to note in the appropriate section of the proposal narrative that your organization is DOPP certified and the date that was received/granted. If you have applied to become a provider, but not yet certified or fully registered, note the date you applied. If you are unsure of the date, you should reach out to your DHS DOPP point of contact to inquire about your registration details. Confirmation paperwork should not be attached to the application.
    • 5/1/2025
  60. Question: Is there a budget cap on Salaries?
  61. Question: How do I submit multiple budgets if I am applying for more than 1 Chicago region for BBO-N? The CSA is only letting me enter 1 budget.
    • Answer: Please refer to the top of this Q&A page for instructions entitled "Important Budget Information for Applicants submitting more than 1 application" regarding use of the NOFO suffix.
  62. Question:  Should the Budget or Budget Narrative section be included in the final PDF of the grant proposal?
    • Answer:  A printout/download of the budget does not need to be included in the final PDF packet that is submitted via email. The budget should be submitted directly in CSA. Please be sure the budget status in CSA says "GATA Budget signed and submitted to program review." Budgets not showing this status will not be reviewed and applications will be considered substantially incomplete. This status will appear in CSA after the budget is electronically signed by the agency CEO or CFO and submitted to IDHS. See IDHS CSA Tracking System webpage for additional information on CSA at IDHS: CSA Tracking System (state.il.us).
  63. Question:  I do not have anyone at my agency who has budget signoff authority in CSA so we cannot fully submit the budget. Will my application be rejected? What do I do?
    • Answer:  Budgets must be submitted in CSA in order for your application to be eligible for reviewing and scoring. Email DHS.OFWNOFO@illinois.gov  to request CSA access for at least one executive level staff (CEO, CFO, etc.) including name, title, and email address. The Department will then send the executive an auto-generated email from DHS.DHSOCA@illinois.gov  with a keycode and registration instructions. You will also need your organization's FEIN. Once the executive is able to successfully log in to CSA, they will need to request the elevated permissions for budget signoff authority. This can be done with a simple email using the instructions at this link: IDHS: Process for Adding GATA Budget Signoff Authority. Once the budget signoff authority is granted, the executive will be able to sign off the budget and submit it in CSA.
    • IMPORTANT: Please be sure the budget status in CSA says "GATA Budget signed and submitted to program review." This status will appear after the budget is electronically signed by the agency CEO or CFO and submitted to IDHS. The CSA budget manual has helpful step-by-step screen snippets on how to enter a Uniform Grant Budget (UGB) in CSA and can be accessed within the "help" tab of CSA, or on the web here: IDHS: GATA Budget Manual for DHS Providers