FY 2021 State and Regional Primary Care Association (PCA) Cooperative Agreements Non-Competing Continuation (NCC) Progress Report: Frequently Asked Questions

Updated: 2/3/21

The fiscal year (FY) 2021 State and Regional Primary Care Association (PCA) Non-Competing Continuation (NCC) progress report instructions are available on the PCA TA webpage. Below are common questions and corresponding answers for the FY 2021 PCA NCC progress report (hereafter referred to as the progress report). New frequently asked questions (FAQs) will be added as necessary.

Program Requirements

  1. Must all PCA training and technical assistance (T/TA) activities be available at no cost to existing and potential health centers in the state/region?

    PCAs must ensure access to T/TA services without regard to health center award/designation status, PCA membership status, or location within the state or region.1 The ability for a PCA to charge for T/TA varies:

    • PCAs cannot charge participants for T/TA supported solely with HRSA funds. 
    • PCAs may charge participants for T/TA supported with a mix of HRSA and non-HRSA funds to offset non-HRSA funded costs if the PCA can demonstrate that the charge is not a barrier to access. 

Progress Report Development and Submission

  1. Can I work on my FY 2021 Project Work Plan (PWP) before I complete my FY 2020 Progress Update?

    You must complete your FY 2020 Progress Update first to enable the PWP to prepopulate correctly with information provided in the Progress Update.

  2. Are State/Regional Performance Profiles available?

    You can access the state-level UDS data that was previously included in State Profiles on HRSA's website.

  3. How will I be notified if my progress report was successfully submitted in HRSA EHBs?

    EHBs will generate a confirmation page immediately after the progress report has been submitted successfully. 

  4. What if I do not see a confirmation page after submitting my PCA NCC progress report?

    If you do not see a confirmation page, the progress report may still be in your EHBs queue marked ‘in progress’. If this occurs, review the progress report summary page to determine which sections of the progress report must be completed before you can submit it. You may also contact Health Center Program Support, using the  BPHC Contact Form.

Attachments

  1. What significant progress and challenges should I include in the Project Narrative Update versus the FY 2020 Progress Update?

    While the FY 2020 Progress Update requires progress updates for each specific Objective Target and activity, the Project Narrative Update allows you to address cross-cutting progress and challenges (e.g., the PCA is significantly ahead on all planned activities for all Goal A objectives, despite having significant participation challenges due to the COVID-19 pandemic resulting in lower training and technical assistance participation across all objectives). Your Project Narrative Update may also include information that does not fit within the character limits of the FY 2020 Progress Update.

  2. What do I report in Attachment 2: Health Workforce Supplemental Progress differently than what I report for Objective F2: Health Workforce Supplemental Funding in the FY 2020 Progress Update?

    Health Professions Education and Training (HP-ET) initiative has two metrics specific to year 1 required activities that you are required to report through Attachment 2: Health Workforce Supplemental Progress. The FY 2020 Progress Update is where you report progress on the activities and targets (e.g., Participant Satisfaction) included in Objective F2 of your FY 2020 Project Work Plan (PWP).

  3. How do I access Attachment 2: Health Workforce Supplemental Progress and include it in my application submission?

    A link to the Attachment 2: Health Workforce Supplemental Progress template is available on the PCA TA webpage. You will need to download the file to complete it. Once completed, upload the file as Attachment 2: Health Workforce Supplemental Progress in the progress report application module..

  4. Which metrics should I provide and how should I provide them in Attachment 2: Health Workforce Supplemental Progress?

    You should only provide updates for HP-ET 1: Identification of at least 1.0 FTE workforce personnel and HP-ET 2: Percentage of health centers that completed the RTAT™. If you use the original HP-ET template that contains all six HP-ET measures, leave the progress field blank for HP-ET 3, HP-ET 4, HP-ET 5, and HP-ET 6, as HRSA will only review HP-ET 1 and HP-ET 2. These four metrics will be reported on in future progress updates when additional data is available.

  5. Who is considered Key Personnel?

    Key Personnel includes anyone you noted in your FY 2020 PCA application in Attachment 3: Staffing Plan and/or Attachment 6: Biographical Sketches of Key Personnel. Note any changes to these positions or the staff occupying these positions in Attachment 5: Job Descriptions for Key Personnel and/or Attachment 6 of your progress report.

  6. What time period should Attachment 7: Summary of Contracts and Agreements cover?

    Attachment 7: Summary of Contracts and Agreements should highlight any changes to contracts and/or agreements that have occurred or are projected between when you submitted your FY 2020 competing application (December 10, 2019) through the end of the second budget year (June 30, 2021).

  7. If there is a new state PCA CEO since the Regional Memorandum of Agreement (MOA) was signed, does this mean the MOA should be re-submitted as Attachment 8: MOA for Regional PCAs Only?

    If you are a regional PCA, you must re-submit a signed Regional Memorandum of Agreement (MOA) documenting support from the current state PCA CEOs in the selected region. If signatures from the leadership of all current state PCA CEOs cannot be obtained, regional PCAs must include documentation of efforts made to obtain the signatures along with an explanation for why they could not be obtained in the Collaboration section of the Project Narrative Update.

  8. How do I know if I need to submit Attachment 11: Needs Assessment?

    The FY 2020 NOFO required you to submit a full needs assessment to your Project Officer (PO). If you have not already done so, may attach it to your progress report. Contact your PO if you are unsure about whether you have submitted your full needs assessment.

Progress Update

  1. What should I do if the Current Numerator and Denominator are significantly different than the Baseline Numerator and Denominator?

    Explain the differences between the Current Numerator and Denominator and the Baseline Numerator and Denominator in the Objective Impact Progress Narrative.

  2. What should I enter for my Current Numerator if I have not made progress?

    To the extent possible, use the same method for calculating your Current Numerator that you used for your Baseline Numerator. It is likely that your Current Numerator will be the same as your Baseline Numerator. If you have not made progress, explain why in the Objective Impact Progress Narrative field.

  3. How should I report progress I achieve January 1, 2021 through February 9, 2021?

    Only consider progress achieved between July 1, 2020 and December 31, 2020 when calculating your targets or discussing your target progress in the target progress narrative fields. You may list progress on specific activities that occurred January 1, 2021 through February 9, 2021 in the Anticipated Progress field of your FY 2020 Progress Update form, noting what has been completed and the completion date.

  4. What does the Progress Toward Target Percentage field measure?

    The Progress Toward Target Percentage field describes how close you are to achieving your Objective Target. It is automatically calculated using the following formula: (Current Percentage - Baseline Percentage) ÷ (Objective Target – Baseline Percentage) × 100.

    For Objective A2 where only a number is reported, the following formula will be used: (Current Numerator-Baseline Numerator) ÷ (Objective Target – Baseline Number) x 100.

  5. Why is my Progress Toward Target Percentage negative?

    A negative Progress Toward Target Percentage indicates your current percentage is less than your baseline percentage.

  6. Where do I enter activities conducted with my Ending the HIV Epidemic (EHE) supplemental funding?

    Any activities supported by EHE funds must be recorded in Objective A1: Comprehensive Services and not under Goal F: Supplemental Funding.

  7. What activities are counted as Formal Training and Technical Assistance (T/TA) Sessions in the FY 2020 Progress Update?

    Formal T/TA Sessions are scheduled and structured T/TA sessions with specific objectives and outcomes, including virtual and in-person sessions. You must count all T/TA sessions that meet these criteria (scheduled, structured, specific objectives and outcomes) when reporting numeric target progress. T/TA activities that had a positive impact on Objective Target attainment but do not meet the definition of Formal T/TA Sessions must not be considered when reporting progress.

  8. What should I enter if I have not made progress on my Formal T/TA Session, Participation, Participant Satisfaction, and/or Participant Behavior Change Targets?

    Enter 0 in the appropriate Target Current Numeric Progress field and explain why you have not made progress in the corresponding Progress Narrative Update field.

  9. For Objective A1, can I count training and technical assistance (T/TA) session attendees from health centers that were not supplemental funding recipients in my Participation Target Current Numeric Progress? 

    You may count all participants attending the T/TA session in the Participation Target Current Numeric Progress figure, regardless of their supplemental funding status.

  10. For Objective A2, what time period should I use to calculate the numerator?

    Report the number of existing and potential health centers that have received T/TA on strategic development from July 1, 2020 - December 31, 2020.

  11. For Goal E Objectives, what time period should I use to compare progress?

    HRSA is tracking the percentage of health centers that improve their performance by the end of the 3-year period of performance. For this progress report, you can report on how many health centers had improved data by comparing their 2019 and 2018 UDS data. For next year’s progress report, you would compare their 2020 UDS data to their 2018 data. Explain which years you are comparing in the Objective Impact Progress Narrative field of your Progress Update.

Project Work Plan

  1. What should we do if an Optional Objective our PCA selected is no longer a high priority?

    While you cannot delete an Objective, you may pare back your work under the Optional Objective by adjusting or removing activities (you will still need a minimum of two). You should explain the priority shift in your Objective Impact Narrative.

  2. Are state PCAs that cover two or more states and Regional PCAs allowed to have state-specific activities?

    PCA training and technical assistance (T/TA) must help health centers innovate and respond to changes in their state or regional health care environment. If you are serving multiple states, this may result in state-specific activities. In this case, you must dedicate at least one activity to each state for each required objective, though a single activity may cover multiple states. You may allocate remaining activities between individual states in the way that will best support health center achievement of the five goals described in the Purpose section of the FY 2020 PCA NOFO. Note that Regional PCAs must collaborate with state PCAs on all T/TA activities to ensure there is no duplication of effort.

    Optional Objectives A4 and B2 allowed you to determine the baseline denominator, therefore it was allowable to focus on one state for these two optional objectives. If you chose to focus on just one state for either of these objectives, you must continue to do so in years 2 and 3.

  3. Why is Objective F1: COVID-19 Supplemental Funding in my FY 2021 Project Work Plan (PWP)?

    While supplemental funding for COVID-19 was one-time funding for FY 2020, you may need to carry over funds into FY 2021. If you are planning on carrying over your COVID-19 supplemental funds, you must update the activities in your FY 2021 PWP as needed, for example changing the Targeted Start and End Dates and/or the Person Responsible. If you are not planning on carrying over COVID-19 supplemental funds, you can leave everything in this objective as-is. Adding these activities to your FY 2021 PWP does not constitute HRSA approval to carry over funds. To officially carry over funds you must talk with your PO about initiating a prior approval request.

Budget

  1. How was the Recommended Federal Budget calculated?

    The Recommended Federal Budget corresponds to the recommended future support figure provided in your most recent Notice of Award and includes both supplemental (i.e. HP-ET funding for all PCAs and EHE funding as applicable) and base funding.

  2. What time frame should the budget narrative cover?

    Your budget narrative should cover year 2, from July 1, 2021 through June 30, 2022. You should also highlight which year 2 line items have changed since year 1 (July 1, 2020 through June 30, 2021).

  3. What time frame should the budget information form cover?

    Your budget information form should cover the year 2, from July 1, 2021 through June 30, 2022 as well as year 3, from July 1, 2022 through June 30, 2023.

  4. Can I carry over COVID-19 supplemental funds into FY 2021?

    You may request to carry over COVID-19 supplemental funds through a prior approval request. HRSA approval is required.

 

1 PCAs that refuse to work with an existing or potential health center may be deemed noncompliant with the terms and conditions associated with this award, and subject to penalties for noncompliance as outlined by 45 CFR 75.371.

Date Last Reviewed:  December 2020