Overview

The project manager is responsible for overall contract management, including ensuring that substantive changes in scope which impact the project budget are satisfactorily resolved with DHSPS, administering contractual obligations performed by subcontractors, and monitoring purchase orders issued by authorized staff.

Healthy Start Specifics

The Healthy Start Project Manager has fiduciary responsibility for the prudent use of Healthy Start grant funds to achieve program objectives. This includes establishing sound financial practices for the accurate and timely reporting of expenditures consistent with HRSA guidelines, internal controls consistent with accounting standards to safeguard project funds, written duties and expectations for financial staff, and performance-based service contracting.

Questions about your grant should be directed to your HRSA Grants Management Specialist.

HRSA Resources

  • Grants Management: Provides an overview of your roles and responsibilities director of a Healthy Start project. Includes information on:
    • Notice of Award
    • Accessing Award Funds
    • Post Award Requirements
    • Property Standards
    • Procurement Standards
    • Reporting and Recordkeeping
    • After-the-Award Requirements
    • Frequently Asked Questions
    • Glossary of Terms
    • Related Resources
  • Manage Your Grant Workshop Materials: Grant administration, fiscal management and reporting are all covered in these presentations from a technical assistance workshop originally held in October 2010.
  • Understanding Your Notice of Award: The Notice of Award (NoA) is the official document signed by your Grants Management Officer (GMO) that states the terms, conditions, and amount of the grant award. This document explains the sections of the NoA, provides an annotated sample NoA, and contains links to the HRSA NoA Summary and HRSA Awards Management Tutorial FAQs.
  • HHS Payment Management System Access Form: Used to add or update payee accounts in the Payment Management System (PMS).
  • HHS Division of Payment Management: Contains useful tips, best practices, and job aids helpful in navigating the PMS. Includes information about changing your email address in PMS, updating your banking information, filing your Federal Cash Transaction Report (FTCR), and running and saving inquiries.
  • HHS Division of Payment Management Glossary: Definitions of important HHS Division of Payment Management terms.
  • HRSA Electronic Handbook (EHB) Overview: These slides provide step-by-step guidance for navigating the EHB.
  • HRSA Electronic Handbooks (EHBs) Federal Financial Reporting (FFR) Grantee Handbook: This document is a quick reference sheet for grantees, including EHB financial report privileges, navigation, deadlines, report status, data entry, and past FFRs.

Financial Reporting
On a quarterly basis, grantees must submit the Federal Financial Report (FFR) through HRSA’s Electronic Handbook (EHB). The FFR combines the information that grant recipients previously reported through the Federal Cash Transactions Report (PSC-272) and the Financial Status Report (SF-269)

A member of the grantee organization responsible for submitting the FFR to HRSA must register as the Financial Reporting Administrator (FRA) in the HRSA EHB. You will need your organization’s PIN from the PMS to verify your identity as the FRA. You will also need to create an account in the EHB.

Line item description for the FFR can be found in the FFR Instructions.

Guidance on accessing and reporting the FFR in the EHB can be found in the EHB FFR Grantee Handbook.

Reporting schedule
After the completion of a budget year, Healthy Start programs have 90 days to liquidate their obligations. Each program is also responsible for submitting an Annual Report, which is due in January, April, July, or October depending on your program’s budget year end date.

The chart shown below details the end dates of Healthy Start programs, the date by which the Program must liquidate their obligations, and the date by which their Annual Report is due.

BUDGET YEAR END DATE +90 DAYS TO LIQUIDATE OBLIGATIONS ANNUAL REPORT DUE
Jan. 30, Apr. 30, July 30, or Oct. 30
(Same as PMS Reporting Dates)
August 31 November 30 January 30
September 30 December 30 January 30
October 31 January 30 January 30
November 30 February 28/29 April 30
December 31 March 30 April 30
January 31 April 30 April 30
February 28/29 May 30 July 30
March 31 June 30 July 30
April 30 July 30 July 30
May 31 August 30 October 30
June 30 September 30 October 30
July 31 October 30 October 30

Other Resources

  • Sample Memorandum of Understanding (MOU) Template: An editable template you can use to draw up MOUs for your Healthy Start program. An MOU is a document used to establish the terms of partnership between two organizations. In general, an MOU names the organizations involved in the partnership, defines the goals of the relationship, establishes any reporting requirements, and specifies the expected duration of the partnership. An MOU is not a commitment of funds.

 

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