V. Process for Change in Scope of Project Requests
All grantees considering a change in scope are encouraged to carefully review this PIN prior to initiating a request. In considering a change in scope, all grantees should review the proposal with their Board of Directors and consult with their Project Officer.
A. Mechanism to Submit Requests for prior approval
An electronic process through HRSA 's
Electronic Handbook (EHB) has been developed
for obtaining prior approval for the five
types of change in scope of project requests
requiring prior approval (see Change
in Scope Requests that Require Prior Approval).
The EHB is designed to streamline the
grants administration process and enable
grantees to communicate with HRSA and
conduct activities electronically. The
EHB can be accessed from anywhere on the
Internet using a standard web browser,
https://grants.hrsa.gov/webexternal.
When a grantee initiates a change in scope
request, the EHB will assign a tracking
number. Grantees may create and submit
a change in scope request in one session,
or create and save part of a request,
using the assigned tracking number to
return as many times as necessary to complete
the request before submitting it for HRSA
review. For additional information or
Technical Assistance on how to submit
a CIS request please visit: http://www.bphc.hrsa.gov/systemhelp.
B. Change in Scope Determinations
and Timeline
Because of the importance of scope of project, it is expected that grantees will request prior approval at least 60 days in advance of their desired implementation date for changes in scope for service delivery sites and services provided. There may be circumstances where submitting a change in scope request early may not be possible; however, the goal is to minimize these occurrences through careful planning. Timely submission of a change in scope request is important to ensure Medicaid and Medicare FQHC reimbursement, FTCA coverage, and 340B Drug Pricing benefits for the specific site/service, as appropriate.
If additional information or clarification is needed, the Project Officer will notify the grantee of the deficiencies of the request through the EHB, and the grantee will be given 30 days to provide the additional information. If the requested information is not provided by the grantee by the end of 30 days, the change in scope request will be denied and the grantee will be notified of this decision through the EHB. If a request is denied, the grantee will have to submit a new request for prior approval in order to implement the change in scope.
Due to the varying complexity of requests, in some cases it may be necessary to extend the HRSA review period if additional analysis, such as an on-site consultation, is warranted. In those cases, the grantee will be notified through the EHB within the initial 30-day review period of the potential delays in processing the request.
HRSA will indicate the final decision on a change in scope request in one of the following two ways:
1) Notice of Grant Award (NGA) indicating approval; or
2) an email through EHB indicating disapproval.
C. Effective Date of Approval
The effective date of an approved change in scope will be no earlier than the date of receipt of a complete request for prior approval. In cases where a grantee is not able to determine the exact date by which a change in scope (i.e., adding a site or service) will be fully accomplished, grantees will be allowed up to 120 days following the date of the NGA indicating approval for the change in scope to implement the change (e.g., open the site or begin providing a new service). Therefore, grantees should carefully consider their ability to accomplish the requested change within this anticipated timeframe prior to submitting a request. If a grantee does not or is unable to implement the requested change in scope within 120 days of approval, the grantee must immediately notify the Project Officer in writing with an appropriate justification for the unanticipated delay and a detailed plan for completing the requested scope change.
The BPHC will consider, on a case by case basis, exceptions to the 120 implementation requirement only if the grantee provides sufficient and compelling justification of the unique and unavoidable circumstances that will prevent the grantee from meeting this expectation.
As a reminder, all grantees should ensure that any application for Federal support documents the total scope of project and all activities added through an approved change in scope of project during the preceding budget period.
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