HomeMy WebLinkAbout20171819.tiffRESOLUTION
RE: APPROVE GRANT APPLICATION FOR AREA AGENCY ON AGING LONG-TERM
CARE SERVICES AND MEDICAID FINANCIAL ELIGIBILITY COORDINATION
PROJECT
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with an Grant Application for the Area Agency
on Aging Long -Term Care Services and Medicaid Financial Eligibility Coordination Project from
the County of Weld, State of Colorado, by and through the Board of County Commissioners of
Weld County, on behalf of the Weld County Department of Human Services, Area Agency on
Aging and the Colorado Department of Health Care Policy and Financing, commencing upon full
execution of signatures and ending with further terms and conditions being as stated in said
application, and
WHEREAS, after review, the Board deems it advisable to approve said application, a copy
of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Grant Application for the Area Agency on Aging Long -Term Care
Services and Medicaid Financial Coordination Project from the County of Weld, State of Colorado,
by and through the Board of County Commissioners of Weld County, on behalf of the Weld County
Department of Human Services, Area Agency on Aging, to the Colorado Department of Health
Care Policy and Financing be, and hereby is, approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 21st day of June, A.D., 2017.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: C/.4O(1./ < o,
Weld County Clerk to the Board
ounty • ttorney
Date of signature: —7 / (_,./ I
'da
ozad, Chair
arbara Kirkmeyer
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2017-1819
HR0088
PRIVILEGED AND CONFIDENTIAL
MEMORANDUM
DA l'1;: June 9, 2017
TO: Board of County Commissioners — Pass -Around
FR: Judy A. Griego, Director, Human Services
RE: Weld County Department of Human Services' Area
Agency on Aging FY18 County Grant Application
Please review and indicate if you would like a work session prior to placing this item on the Board's
agenda.
Request Board Approval of the Departments Area Agency on Aging FY18 County Grant
Application (Attached). Weld County Area Agency on Aging, in partnership with Assistance
Payments, would like to apply for the FY18 County Grant Program; the attached is the working
application. Annually the Colorado Department of Health Care Policy and Financing (HCPF) releases
grant dollars which allows individual county department of human/social services to submit grant
proposals to HCPF to receive additional funds to improve business process and client experience when
working with the local community. This furthers the development of HCPF's strategic plan for the
improvement of eligibility processes. The funding is one-time only and if the project is focused 100% of
the time on Medical Assistance the county is not responsible for any type of match or supplemental
funding.
The Project the Department is proposing is called the Long -Term Care (LTC) Services and Medicaid
Financial Eligibility Coordination Project. The project staff will provide comprehensive assistance to
current and pending LTC Medicaid clients who have questions, concerns or need assistance to
successfully complete the financial eligibility process. The project will be staffed with one FTE; this is
not a new position. This staff person is currently a case manager within the Options for Long Term Care
Program located within the Area Agency on Aging and would transition into the new position called the
Long -Term Care Services Coordinator. This would be a lateral move for this employee. Once the grant
ends we would fund this position with county administration funds and continue to work towards full
funding through single entry point.
I do not recommend a Work Session. I recommend approval of this Grant Application.
Sean P. Conway
Julie A. Cozad, Chair
Mike Freeman
Barbara Kirkmeyer
Steve Moreno, Pro-Tem
Approve Schedule
Recommendation Work Session
MP
Other/Comments:
1
2017-1819
Pass -Around Memorandum; June 9, 2017 - Not in CMS
Pale 1
COLORADO
Department of Health Care
Policy & Financing
VIII
Track 1 Grant Application
Fiscal Year 2017-18 County Grant Program
Instructions: Complete the Track 1 Grant Application for all
proposed projects except for equipment requests. Complete the
Track 2 Grant Application for equipment requests only.
Due Date: Close of business, Monday, June 26, 2017 to
HCPFCountyRelations@state.co.us.
Table of Contents:
Application Section
Page #
Part I — Grant Proposal Program Manager
2
Part II — Proposed Project and Strategic Policy Initiative(s) Alignment
2
Part III — Data and Metrics
4
Part IV — Project Work Plan
4
Part V — Project Budget
5
Part VI — Tracking and Documentation
7
Part VII - Sustainability
8
Appendix A — Strategic Policy Initiative(s) Alignment
9
Appendix B — County Grant Program Application Process
9
Appendix C — County Grant Program Scoring Process and Interview
10
Appendix D — County Grant Program Conditions of Funding
12
Our mission is to improve health care access and outcomes for the people we serve while
demonstrating sound stewardship of financial resources.
www.colorado.gov/hcpf
FY 2017-18 County Grant Program Track 1 Application
Page 2 of 17
Part I — Grant Proposal Program Manager
Weld County DHS
Grant Proposal Program Manager
Name
Eva M Jewell
Phone
970-400-6101
Email
ejewell@weldgov.com
Part II — Proposed Project and Strategic Policy
Initiative(s) Alignment
Project Name
Please provide a Project Name to identify your proposed project
Long -Term Care Services and Medicaid Financial Eligibility Coordination Project
Project Overview
Please provide a brief description of the proposed project
To provide comprehensive assistance to current and pending LTC Medicaid clients
who have questions, concerns or needs assistance to successfully complete the
financial eligibility process.
Strategic Policy Initiative(s) Alignment
The proposed project can support the Department's Strategic Policy Initiatives (SPI) or
Preferred Projects.
Select the SPI or Preferred Project that aligns with the proposed project. Explain how
the proposed project supports the selected SPI or Preferred Project.
Maximum Score = 3 Points
Our mission is to improve health care access and outcomes for the people we serve while
demonstrating sound stewardship of financial resources.
www.colorado.gov/hcpf
FY 2017-18 County Grant Program Track 1 Application
Page 3 of 17
Strategic Po/icy Initiative(s)
❑Delivery Systems Innovation — Health First Colorado members can easily access and
navigate needed and appropriate services
❑ Tools of Transformation — The broader health care system is transformed by using
levers in the Department's control such as maximizing the use of value -based payment
reform and emerging health technologies
❑Partnerships to Improve Population Health — The health of low-income and
vulnerable Coloradans improves through a balance of health and social programs made
possible by partnerships
❑ Operational Excellence — The Department is a model for compliant, efficient and
effective business practices that are person- and family -centered
Preferred Projects
X Long Term Services and Supports (LTSS) Business Process Reengineering
❑ Eligibility Business Process Reengineering and/or Work Management System
❑Member Fraud
❑Member Onboarding
Our proposed project is designed to help LTC Medicaid clients (new applicants and ongoing)
successfully complete the financial Medicaid application and redetermination process. For a
variety reasons, many clients and their family/legal representatives find the Medicaid
application and redetermination process difficult and overwhelming. Their lack of
understanding and/or ability can prevent them from accessing needed LTC services. This
project will help pending clients obtain vital long term care programs services in a timely
fashion and prevent clients who are actively receiving long term care services from a break in
or permanent discontinuation of LTC services. A new position will be created that will work
collaboratively with clients, eligibility technicians, Single Entry Point case managers and other
Department program staff to assist the client with the Medicaid eligibility process. The staff
member providing this level of service will be knowledgeable in Medicaid financial eligibility,
the Single Entry Point and the Aging and Disability Resources for Colorado and other related
areas and will be housed within the Weld County Department of Human Services, Area
Agency on Aging. The project will also develop a tracking system of all the clients that were
assisted and the outcome of the interventions that were provided. We will also evaluate work
flow and communication processes that impact the long-term care eligibility system and will
make changes, as appropriate to improve the client and staff experience.
Our mission is to improve health care access and outcomes for the people we serve while
demonstrating sound stewardship of financial resources.
www.colorado.gov/hcpf
FY 2017-18 County Grant Program Track 1 Application
Page 4 of 17
Project Description
Provide a high-level description of the proposed project including: implementation
timelines; responsible individuals; data and metrics utilized to implement and/or
measure outcomes; and, other important details about the proposed project.
The Long -Term Care Services and Medicaid Financial Eligibility Coordination Project will be
focusing on clients who need assistance in the LTC Medicaid financial eligibility process. We
anticipate the clients who we will most frequently serve may have limited family support, are
frail and/or have cognitive issues and/or have mental health needs. For this project to be
successful we are proposing the creation of a new position called the Long -Term Care
Services Coordinator. The job description has already been written and will require that the
individual to be knowledgeable in Medicaid financial eligibility, the Single Entry Point, the
Aging and Disability Resources for Colorado (ADRC)and other related programs. The position
will be located within the Area Agency on Aging. The position will be supervised by a Single
Entry Point supervisor but both the staff member and the supervisor will work closely with
the Assistance Payment Supervisor and other supervisors and key staff to ensure that sharing
of information, process and outcomes, issues, etc are occurring.
It is important to note that the Area Agency on Aging not only provides oversight for Older
Americans Act programs but it is also the supervising entity for the Single Entry Point
Program, the Aging and Disability Resources for Colorado Program, and Adult Protective
Services. Recently, through a collaborative effort with the Assistance Payments Division, a
Long -Term Care Assistance Payment staff member has been co -located within the Area
Agency on Aging. The long-term plan is to locate all Long -Term Assistance Payment staff with
the Area Agency on Aging to improve communication and coordination with the Options for
Long Term Care staff, ADRC and Adult Protective Services.
We anticipate that we will be able to fill the Long -Term Care Services Coordinator position
within 30 days of the grant award. Once the individual has been hired and provided all
necessary training he/she will work initially with Assistance Payments and Options for Long
Term Care to identify clients who are having difficulty in the financial application process both
as new clients and those who are the redetermination process(RRR). The Long -Term Services
(L TCS) Coordinator will communicate directly with the client and/or their legal
representative/family to determine what level assistance they require. This assistance could
involve home visits, seeking needed documentation from financial institutions, insurance
companies, obtaining birth certificates, completing the actual applications, etc. Once the L TCS
Coordinator has developed a sound process for obtaining referrals from Assistance Payments
staff and the Options for Long Term Care staff and has determined which CBMS and other
reports can be used that will identify issues in the most effective manner then he/she will
reach out to the ADRC staff to determine how clients who have entered the ADRC system
could be assisted. The L TCS Coordinator will also reach out to the Older Americans Act
program staff as well as the Adult Protection staff to help high risk clients access LTC
Our mission is to improve health care access and outcomes for the people we serve while
demonstrating sound stewardship of financial resources.
www.colorado.gov/hcpf
FY 2017-18 County Grant Program Track 1 Application
Page 5 of 17
Medicaid.
The L TCS Coordinator, with the guidance of the supervisor and input from Assistance
Payments and other key staff members, will develop a comprehensive tracking system that
will identify which clients are actively receiving assistance from the L TCS Coordinator, what
service were provided, why was the assistance needed, what was the outcome of the
assistance, etc. The type of data that will be collected will likely evolve over the period of the
grant. Ultimately we are interested in determining why clients do not complete the application
and RRR process and what can we do to help prevent eligible clients from falling between the
cracks of our system. Are there system changes that we can make that could help clients in
this process? Are there some clients that will always need the assistance of a L TCS
Coordinator no matter how streamlined we make our system?
Part III — Data & Metrics
Data and Metrics: Current and Future State
Describe the data and metrics that will be tracked to identify the project's success in
both the current and future state of affairs. Maximum Score = 3 Points
We will track the following information:
• The total number of clients who received assistance from the L TCS Coordinator
• The total number of new applicants
• The total number of redetermination (RRR) assistance
• The reason for the assistance
• The type of assistance provided
• The outcome of the assistance
Our mission is to improve health care access and outcomes for the people we serve while
demonstrating sound stewardship of financial resources.
www.colorado.gov/hcpf
FY 2017-18 County Grant Program Track 1 Application
Page 6 of 17
Data and Metrics: Measuring and Tracking Goals and Objectives
Describe the intended plan for measuring and tracking goals and objectives of the
project, identifying the individual(s) responsible for each activity.
Data and/or Metric
Responsible Individual
Total number of clients served
L TCS Coordinator
Total number new applicants served
L TCS Coordinator
Total number of redetermination served
L TCS Coordinator
Reason for the assistance
L TCS Coordinator
The type of assistance provided
L TCS Coordinator
The outcome of the assistance
L TCS Coordinator
Part IV — Project Work Plan
Provide a work plan that lists the major task/activities and due dates to be performed to
accomplish the project's goal(s) by completing the table below.
Provide a work plan in the following table and expand as needed.
MAJOR TASK OR
ACTIVITY
COMPLETION
DATE
DELIVERABLE
AMOUNT
GRANTEE WILL
BE PAID UPON
ACCEPTANCE OF
DELIVERABLE
Hiring of the Long Term
Care Services Coordinator
July 31, 2017
Positon filled
$
$ 76,392
Our mission is to improve health care access and outcomes for the people we serve while
demonstrating sound stewardship of financial resources.
www.colorado.gov/hcpf
FY 2017-18 County Grant Program Track 1 Application
Page 7 of 17
$
Training
September 1,
2017
Staff fully
understands the
needs of the position
N/A
Development of a client
tracking system
August 31,
2017
Tracking system
designed and
implememted
N/A
Develop list of pending
clients requiring
assistance
July 31, 2017
and ongoing
Provided assistance
N/A
Develop list of RRR
clients requiring
assistance
July 31, 2017
and ongoing
Provided assistance
N/A
Part V — Project Budget
Cost Allocation: Inclusion of other social services programs
Select this box if the proposed project
is for Medical Assistance Only: x
As a reminder, proposed projects that are not Medical Assistance -only require cost allocation
at a set percentage as determined by Random Moment Sampling (RMS) and approved by the
Centers for Medicare and Medicaid Services (CMS). The county will be responsible for the
portion of the cost allocation not paid for by the Department of Health Care Policy and
Financing. In the section below, please address how the county will ensure the project
OF' COCO
Our mission is to improve health care access and outcomes for the people we serve while ��";..�;5T49
demonstrating sound stewardship of financial resources. `'0
www.colorado.gov/hcpf
FY 2017-18 County Grant Program Track 1 Application
Page 8 of 17
impacts or involves the administration of Medical Assistance or the services provided for
Medical Assistance members. See Appendix D, Conditions of Funding, for Budget and Audits
and Sanctions clauses.
This section is only applicable if the application is requesting that no cost allocation be
applied. Please note that in some instances, 100% time reporting may allow for a greater
cost allocation than the methodology described above.
This project will only be working with customers that are applying and/or are active
on the Long- Term Care Medicaid program (Home and Community Based Services
Waiver Programs and Nursing homes).
Feasibility and Reasonableness of the Budget
• Provide a narrative that explains how the budget categories and amounts were
determined.
o Provide supplemental documentation as noted in Appendix D, County
Grant Program Conditions of Funding
• Describe any intended inclusion of county resources dedicated to the project,
identifying these resources as county -provided.
Maximum Score = 3 Points
The Salary and Benefits are estimated based on the extrapolation of the current costs
incurred for this employee, factoring in a scheduled Step Progression increase in
November, 2017 of 3.0% and a likely Cost -of -Living increase in December, 2017 of
2.5%. Travel Reimbursement is estimated based on an analysis of a typical worker's
reimbursement requests for a one-year period, with a 20% premium, acknowledging
the likely demand for travel associated with this position. The cost of equipment to be
purchased for this position was estimated by our Information Technology
Department, based on historical cost analysis
Itemized Budget
• Provide a budget that includes a detailed itemization of project costs including
personnel and other items directly associated with the implementation of the
project.
Our mission is to improve health care access and outcomes for the people we serve while �Qwo
demonstrating sound stewardship of financial resources. ' '? °
www.colorado.gov/hcpf
FY 2017-18 County Grant Program Track 1 Application Page 9 of 17
• The total budgeted amount should equal the total amount paid for Deliverables
on the Project Work Plan.
• Year -End Report Out travel costs for travel to the Department's office in Denver,
CO should be included in the Itemized Budget. See Appendix D, County Grant
Program Conditions of Funding, for more information.
Provide a budget in the following table and expand as needed.
ITEM
BRIEF DESCRIPTION
RATE AND
UNIT OF
MEASURE
QUANTITY
TOTAL FOR PROJECT
EXAMPLE
AA Software
$400.00 per
license
2 licenses
$800.00
Year -End Report Out — Travel
Costs
Salaries and Benefits
12 Months —
Various Rates
One Long-
Term Care
Services
Coordinator
$ 76,392
Travel Reimbursement
12 Months -
$0.52 / Mile
3,150 Miles
$
1,638
PROJECT BUDGET TOTAL
Our mission is to improve health care access and outcomes for the people we serve while
demonstrating sound stewardship of financial resources.
www.colorado.gov/hcpf
FY 2017-18 County Grant Program Track 1 Application Page 10 of 17
Part VI — Tracking and Documentation
Expenditures associated with awarded grant funds must be tracked and accounted for
separately from other county administrative expenditures. Please describe the
methodology you will utilize to track these expenditures. This should include funds
spent, allocation and time tracking of staff, and documentation kept.
The Long -Term Care Service Coordinator will report time associated with the activities
associated with this grant separately from other activities, and will record her hours in
PeopleSoft. This reporting will be the basis for the accounting of payroll costs
recorded in our General Ledger and, ultimately, into CFMS. The worker will also track
mileage associated with this program and request reimbursement, which will be paid
through our accounting system and reported into CFMS.
Part VII - Sustainability
County Grant Program expenditures must be spent in the fiscal year for which they
were awarded.
Based on the data and metrics described in "Part III — Data & Metrics," how will the
county determine if the project was a success? If the project is a success, how will the
project be sustained without funding from the County Grant Program? What steps is
the county taking in the project design and implementation to ensure the project is
sustainable after grant funding is exhausted?
Maximum Score = 3 Points
The County will find this project to be a success if we determine that the assistance provided
by the Long Term Care Service Coordinator has prevented high risk eligible clients from being
denied services because they were unable to complete the application process due to specific
hardships and/or were denied because they failed to provide the needed documentation
during the reassessment process.
In FY19 this position, if successful, will be funded by County Administration Allocation fund,
as allocated by Colorado Department of Health Care Policy and Fianancing.
Our mission is to improve health care access and outcomes for the people we serve while
demonstrating sound stewardship of financial resources.
www.colorado.gov/hcpf
FY 2017-18 County Grant Program Track 1 Application Page 11 of 17
Appendix A: Strategic Policy Initiative(s) Alignment
The State Measurement for Accountable, Responsive, and Transparent (SMART)
Government Act (Colorado House Bill 10-1119) established a performance -based
budgeting system for Colorado. Section 2-7-201, et seq., C.R.S., which requires
departments to create performance plans outlining their goals, and describe how those
goals will be evaluated through performance measures.
The Department's Fiscal Year 2016-17 Performance Plan describes its mission, vision
and goals, and provides annual performance measures and strategies for achieving its
goals. The Department's Strategy Infographic presents a one -page overview
highlighting four Strategic Policy Initiatives designed to ensure customer -focused
performance management, as follows:
• Delivery Systems Innovation — Health First Colorado (Colorado's Medicaid
Program) members can easily access and navigate needed and appropriate
services
• Tools of Transformation — The broader health care system is transformed by
using levers in the Department's control such as maximizing the use of value -
based payment reform and emerging health technologies
• Partnerships to Improve Population Health — The health of low-income and
vulnerable Coloradans improves through a balance of health and social programs
made possible by partnerships
• Operational Excellence — The Department is a model for compliant, efficient
and effective business practices that are person- and family -centered
To qualify for funding under the County Grant Program, the proposed project
must align with at least one of the four Strategic Policy Initiatives from the
Department Performance Plan, unless the county chooses a project from the Preferred
Projects List.
Appendix B: County Grant Program Application Process
Grant applications will be released on June 2, 2017 and will be due to the Department
no later than close of business June 26, 2017. Grant applications and any
supporting documentation must be submitted to HCPFCountyRelations@state.co.us.
Proposed projects will be scored and Grant Program Manager interviews conducted in
late June and early July 2017. The Department will issue FY 2017-18 Award Letters to
approved proposed projects in early July 2017. Projects can begin once the grantee
returns the signed Award Letter to the Department.
Our mission is to improve health care access and outcomes for the people we serve while
demonstrating sound stewardship of financial resources.
www.colorado.gov/hcpf
FY 2017-18 County Grant Program Track 1 Application Page 12 of 17
Appendix C: County Grant Program Scoring Process and
Interview
To determine which proposed projects will be funded, Department staff will review
grant applications prior to conducting an interview with the Grant Program Manager.
Each proposal is scored based on the application and interview.
Point Scale
Scores are determined on a three (3) point scale:
1 point — The proposed project did not address the application section and/or interview
questions or comments satisfactorily; insufficient information was provided to make an
adequate determination.
2 points — The proposed project addressed the application section and/or interview
questions or comments satisfactorily; sufficient information was provided to make an
adequate determination.
3 points — The proposed project addressed the application section and/or interview
questions or comments to an exceptional level of detail to make an adequate
determination.
Application Sections Score
The following sections of the application are worth a maximum of three (3) points each:
1. Part II, Strategic Policy Initiative(s) Alignment — Description of how proposed
project aligns with the Department's Strategic Policy Initiatives as described in
Part II and the Department's Performance Plan
2. Part III, Data and Metrics — Description of how the data and metrics that will be
tracked and current and future state of the project
3. Part V, Feasibility and Reasonableness of Budget — Description of the how the
budget amounts were determined and a review of supplemental documentation
provided
4. Part VI — Description of sustainability if the project is determined to be a success
co,.
Our mission is to improve health care access and outcomes for the people we serve while w 'o`
demonstrating sound stewardship of financial resources. 0
www.colorado.gov/hcpf *.. .*
1&-16 .,
FY 2017-18 County Grant Program Track 1 Application Page 13 of 17
The sections will be scored based on the ability of the applicant to articulate clear,
concise ideas and any supplemental documentation that is provided with the
application.
Interview Score
Interviews will be scored based on the ability of the applicant to: provide an overview
of the project; clear, concise answers to any outstanding questions; and, the ability of
the applicant to accept feedback and adjust the proposed project, if needed.
Preferred Projects List Score
The selection of a project from the Preferred Projects List will automatically grant the
applicant an additional three (3) points towards the total score. Only projects selected
from the Preferred Projects List will be granted the additional three (3) points;
applicants cannot select both SPIs and Preferred Projects.
Total Score
The proposed project's total score is based on the table below; proposed projects
with the highest scores will be funded first until all Grant Program funding is
exhausted.
Section Scored
Maximum Points
Part II - Strategic Policy Initiative(s) Alignment
3
Part III — Data and Metrics
3
Part V — Project Budget
3
Part VI - Sustainability
3
Applicant Interview
3
Maximum Score
15
If Preferred Project is selected, additional score earned
(Maximum Score)
3
(18)
OF Col°
Our mission is to improve health care access and outcomes for the people we serve while �w '-.
demonstrating sound stewardship of financial resources.
www.colorado.gov/hcpf '« ,#
'`/8764
FY 2017-18 County Grant Program Track 1 Application Page 14 of 17
Appendix D: County Grant Program Conditions of
Funding
Acceptance of Conditions of Funding
By completing and submitting the FY 2017-18 County Grant Program Application, the
applicant is agreeing, if the proposed project is approved, to abide by the County Grant
Program Conditions of Funding and Department finance rules as stated in 10 CCR 2505-
5.
County Grant Program Conditions of Funding can be found in Appendix D. The
applicant's proposed project may come with additional Conditions of Funding. Any
additional conditions will be listed on the applicant's Award Letter. All Conditions of
Funding must be met to be eligible for funding through the County Grant Program.
Failure to comply with the Conditions of Funding may result in disallowances, per
Appendix D, Audits and Sanctions.
Program Conditions of Funding
The applicant's proposed project must be replicable statewide or regionally, if the
project is deemed a success. Projects that are not replicable statewide or regionally are
not eligible for funding.
Grant projects funded through the County Grant Program must be complete no later
than June 30, 2018. Project deliverables are due to the Department no later
than July 15, 2018.
Grantees are required to participate in Quarterly Check -Ins, which will include a
minimum of one Site Visit and one Year -End Report Out. Failure to comply with the
Quarterly Check -Ins, Site Visit(s) and/or Year -End Report Out may result in
disallowances per Appendix D, Audits and Disallowances.
To fulfill the requirements of the Quarterly Check-In(s) and/or Site Visit(s), the grantee
must submit, no later than the following deadlines, proposed dates for the calendar
quarter in which the Quarterly Check-In(s) and/or Site Visit(s) will occur.
FY 2017-18 Quarter
Deadline to Submit
Proposed Dates
Proposed Quarterly Check-In/Site
Visit Dates
Quarter 1
July 1 - September 30
July 15, 2017
September 1 - 30, 2017
Quarter 2
October 1 — December 31
October 15, 2017
November 15 - December 15, 2017
Our mission is to improve health care access and outcomes for the people we serve while
demonstrating sound stewardship of financial resources.
www.colorado.gov/hcpf
FY 2017-18 County Grant Program Track 1 Application
Page 15 of 17
Quarter 3
January 1 — March 31
January 15, 2018
March 1 — March 30, 2018
Quarter 4
April 1 — June 30
Year -End Report Out in June 2018 will count for Q4 Check -In
For the Year -End Report Out requirement, grantees should include travel costs for the
Grant Program Manager and one (1) additional staff, if necessary, to travel to and stay
in Denver, CO for formal presentations on the proposed project in June 2018. Please
note that State fiscal travel rules must be followed in funding requests for travel for the
Year -End Report Out.
A Final Deliverable must be submitted to the Department no later than close of
business July 15, 2018. The Final Deliverable can vary based on the proposed
project, but should include a final itemized budget with actual costs and any outcomes
template the Department may provide.
Budget Conditions of Funding
Grant funds will only be used as specified in the approved grant proposal. No other
expenditures other than those directly tied to the proposed project are allowed.
Indirect costs are not allowable expenses in the Itemized Budget and will be denied.
Grant Program funds are intended to fulfill one-time funding requests, and the
Department may deny any request for a continuation of a project from the previous
fiscal year or additional funding for an ongoing project.
Reimbursement of expenditures related to this grant must occur through the County
Financial Management System (CFMS). All expenses are to be entered using CFMS
account code M210.5400 to request reimbursement.
All expenditures associated with the approved grant proposal must occur on or before
June 30, 2018; expenditures should be entered in CFMS no later than July 5,
2018. Expenses submitted after this date will not be reimbursed.
Proposed projects can be based on estimates of costs. Actual costs may require budget
flexibility in the Itemized Budget. Funds may be moved from one line -item to another in
these instances but require an updated Itemized Budget be submitted no later than
June 30, 2018. However, any changes to the Itemized Budget may not exceed the
original request for funding that was approved.
Our mission is to improve health care access and outcomes for the people we serve while
demonstrating sound stewardship of financial resources.
www.colorado.gov/hcpf
'./876
FY 2017-18 County Grant Program Track 1 Application Page 16 of 17
Beginning in FY 2017-18, expenditures above the proposed project's budget will not be
allowed. Any expenditures above the approved project's budget must be paid for with
county -only funds.
Funding requests exceeding the fiscal year's average application funding request
amount may be required to provide additional information and/or supplemental
documentation during the application scoring process and/or interview. Those
applicants impacted by this requirement may be notified prior to the scoring process
and/or interview.
For proposed projects that involve external vendors, partners, or agencies where the
applicant will serve as a pass -through entity for County Grant Program funds, the
applicant should provide quotes, letters of support, or other supporting documentation
that supports the budget request and/or partnership with the submitted application.
For proposed projects that impact other public assistance programs managed by the
Colorado Department of Human Services or county -only programs, cost allocation
methodology, approved by the Centers for Medicare and Medicaid Services (CMS), is
applied. This cost allocation methodology typically requires forty percent (40%) of the
cost is paid for by the Department; the remaining sixty percent (60%) of the cost is the
responsibility of the applicant. In some instances, 100% time reporting may allow for a
greater cost allocation than the 40%/60% methodology described above.
For approved projects where the true cost to Medical Assistance is unknown or
ambiguous, the staff supporting the proposed project may be required to complete
100% time reporting to support expenses associated with the project. Applicants will be
notified of this requirement in the Award Letter.
Audits and Sanctions
Records are required documenting all expenses and accounting for the uses of all grant
funds.
All tasks and expenditures associated with the proposed project are subject, at any time
and without prior notification to the grantee, to audit by Department staff and/or an
external auditor, per 10 C.C.R. 1.010.8.C, Audits by the Colorado Department of Health
Care Policy and Financing.
pF ,coto
Our mission is to improve health care access and outcomes for the people we serve while 4'..'""
demonstrating sound stewardship of financial resources.
www.colorado.gov/hcpf I '►
`. /87c
FY 2017-18 County Grant Program Track 1 Application Page 17 of 17
Failure to comply with any oversight requirements as listed in Appendix D, Conditions of
Funding, are subject to County Administrative Rules as stated in 10 C.C.R 1.020. If the
grantee fails to comply with 10 C.C.R. 1.010.8.C, 10 C.C.R. 1.020, or any requirement
listed in Appendix D, County Grant Program Conditions of Funding or the Award Letter,
the Department may, at its discretion, and only after the remedies described in 10
C.C.R. 1.020 are exhausted, subject the grantee to disallowance per 10 C.C.R. 1.020.2,
Sanctions. The Department's decisions based on requirements in Appendix D, Audits
and Sanctions, are final and not subject to appeal.
Our mission is to improve health care access and outcomes for the people we serve while
demonstrating sound stewardship of financial resources.
www.colorado.gov/hcpf
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$385,274
$95,000
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$61,886
$33,886
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$47,778
($77,128)
($47,037)
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$64,162
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$83,000
$79,000
$68,000
$63,000
$222,620
$515,620
$187,101
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$629,751
$95,000
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$192,132
$192,132
$83,000
$79,000
$68,000
$63,000
$222,620
$515,620
$154,979
$100,000
$342,650
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$500,731
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(Includes Prior
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$250,702
$250,702
$90,000
$86,000
$75,000
$70,000
$160,734
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Service Description
General Administration
Total General Administration
CCN (Hispanic Senior Outreach and Case Manad
NRBH (Peer Counseling)
Transportation
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Part B Ombudsman
Total Part B
Nutrition Program
Transportation
UNC (Congregate Meals)
State Homestead Act Funds
Total Part C-1 i
Meals on Wheels (Home Delivered Meals)
Shelf Stable Meals
Total Part C-2
Health Promotions
Part D
I Total Part D (Health Promotions)
Caregiver (including Grandparenting)
Respite
Total Part E
Special Ombudsman
Elder Abuse
I Total Title VII
DentalNision/Hearing Program (Vouchers)
DentalNision/Hearing Program
Information & Assistance
Chore Program (Vouchers)
Chore Program
State Education (Strong People)
State Part E Match
In -Home Services (Vouchers)
In -Home Services Program
Visually Impairment
Total State -Only Programs
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Budget 2017-18
$2,076,990
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