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

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?

    Yes, you may work on the FY 2021 PWP and FY 2020 Progress Update concurrently; however, the system requires that you save your FY 2020 Progress Update prior to submitting the FY 2021 PWP to enable the PWP to prepopulate correctly.

  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 EHBs?

    EHBs will generate a confirmation page immediately after the progress report has been submitted successfully. It is recommended that you take a screenshot of the confirmation page because the EHBs does not send a confirmation email.

  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?

    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 differently in Attachment 2: Health Workforce Supplemental Progress and Objective F2: Health Workforce Supplemental Funding in the FY 2020 Progress Update?

    The Health Professions Education and Training (HP-ET) initiative has six specific metrics that require bi-annual reporting. Attachment 2: Health Workforce Supplemental Progress is the mechanism for the first bi-annual report. In the FY2020 Progress Update, report your activity progress and discuss progress on the workforce targets you set in your FY 2020 Project Work Plan (PWP). The targets in the PWP (e.g., Participant Satisfaction) are separate from the metrics reported in Attachment 2.

  3. Is there a required format for Attachment 2: Health Workforce Supplemental Progress?

    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, complete it, and upload it as Attachment 2 in the progress report module in EHBs.

  4. Is Attachment 3: Staffing Plan required?

    Because HRSA needs to see how you are meeting the HP-ET workforce staffing requirement, Attachment 3: Staffing Plan is a required attachment for the FY 2021 progress report.

  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. If there is a new state PCA CEO since the Regional Memorandum of Agreement (MOA) was signed, should I resubmit the MOA? 

    If you are a regional PCA, you should provide evidence that the new PCA CEO is supportive of the regional PCA, as outlined in the Regional Memorandum of Agreement (MOA) documenting support from the all state PCA CEOs in the region. This could be provided through an addendum to the MOA inclusive of the new PCA CEO’s signature. If such signature cannot be obtained, include documentation of efforts made to obtain the signature in Attachment 8: MOA for Regional PCAs Only along with an explanation for why it could not be obtained in the Collaboration section of the Project Narrative Update.

  7. What if I have multiple Letters of Agreement?

    You must submit letters of agreement with new formal collaborators, and/or the state public agency collaborator if the proposed collaboration has significantly changed. Multiple letters must be combined into one document, and then uploaded as Attachment 9: Letters of Agreement. 

  8. If I submitted the needs assessment summary in my FY 2020 PCA application, do I need to submit the complete needs assessment with my progress report?

    You are required to submit the complete needs assessment to your Project Officer (PO). If you already submitted the complete needs assessment to your PO, you do not need to include it in your progress report. However, if you did not yet submit your complete needs assessment, you can attach it in your progress report.

Progress Update and Project Work Plan

  1. Can I edit Objective Targets in the FY 2020 Progress Update and FY 2021 Project Work Plan (PWP)?

    Targets are not editable in the FY 2020 Progress Update FY 2021 PWP. Refer to Table 2 in Appendix B the progress report instructions for guidance on which FY 2020 Progress Update fields are editable. Refer to Table 3 in Appendix C of the progress report instructions for guidance on which FY 2021 PWP fields are editable.

  2. 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.

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

    To help you organize your data and submit your progress report on time, HRSA created a cut-off date for measuring and reporting progress. Only consider progress achieved between July 1, 2020 and December 31, 2020 when calculating current values for your targets or discussing your progress in the target progress narrative fields. You may include progress on activities that has occurred or will occur from January 1, 2021 through June 30, 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 based on where you started. 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. What does it mean if one of my Progress Toward Target Percentage values is 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.

  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 can be described in the Project Narrative Update and/or Activity Progress section of the FY 2020 Progress Update. 

  8. 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? 

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

  9. 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 as desired. Note that Regional PCAs must collaborate with state PCAs on all T/TA activities to ensure there is no duplication of effort.

    If you chose to include Optional Objectives A4 and/or B2 in your FY 2020 PCA application and focused on one state, you must continue to focus on that single state for the objective(s) in years 2 and 3.

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

    While FY 2020 COVID-19 supplemental funding was one-time funding, you may request to carry over funds into FY 2021. If you are planning on carrying over any of your COVID-19 supplemental funds, you must update the activities in your FY 2021 PWP as needed (e.g., change the Targeted Start and End Dates). If you are not planning on carrying over COVID-19 supplemental funds, leave everything in this objective as-is.

    Note: Including COVID-19 activities in your FY 2021 PWP does not constitute HRSA approval to carry over funds. To officially carry over funds you must talk with your PO and grants management specialist 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. Does the federal salary limitation apply to PCA funding?

    Yes. PCA funding must not be used to pay the salary of an individual at a rate in excess of Federal Executive Level II ($197,300 as of January 2020). Review the detailed guidance in the progress report instructions on the salary information that must be provided in the Budget Narrative for each position supported in whole or in part with federal funds. Details are also provided in the sample Budget Narrative on the PCA TA webpage.

  3. 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. Approval by your PO 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