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Provider and Funded Recipient Resources

Monitoring Requirements

Subrecipient Monthly Progress Report

Subrecipients must complete a monthly Progress Report to communicate essential information regarding the successes, challenges, and overall developments of their programs to IDOH. Monthly Progress Reports are utilized by IDOH to monitor subrecipient progress and to provide appropriate training and technical assistance, when necessary.

Progress Reports must be completed and submitted by the 20th of the month following the delivery of services via REDCap, a data collection software provided through IDOH.  The link to complete the monthly Progress Report can be found here.

Workplans

Workplans outline goals and processes by which an agency/team/person can accomplish established goals. They break down a process into smaller, achievable tasks and clearly identify what you want to accomplish.

  • Goals
  • Objectives
  • Action Steps

In the Workplan Template and Examples you will find options on how you can structure your agency workplans; however, please feel free to adjust to your agency specific needs.

Subrecipient Administrative Monitoring Visit

Planning for an upcoming HSP administrative monitoring visit? These resources will help you understand the process and help you prepare for the visit.  The tools are currently in pilot phase and you will find the final versions here:

Programmatic and Administrative Policies and Procedures

Subrecipient Manual

HSP has developing a comprehensive manual for subrecipients to understand how the RWHAP Part B Program operates. The subrecipient manual is available.

Service Standards

More information is coming soon as this aspect of the program is developed.

Service Standards by Service Category

Technical Assistance and Resources

This page contains training materials and other resources related to the Ryan White HIV/AIDS Program (RWHAP) in Indiana.  Below you will find numerous resources including archives of past RWHAP training and technical assistance meeting materials and webinar events.

  • You can access our Frequently Asked Questions here. (Updated September 2020)
  • HIV/STI/Viral Hepatitis Division Organization Chart (Updated Coming Soon!)
  • 2021 Federal┬áPoverty Guidelines

    PERSONS IN FAMILY/HOUSEHOLD

    100% POVERTY GUIDELINE

    300% POVERTY GUIDELINE

    1

    $12,880

    $38,640

    2

    $17,420

    $52,260

    3

    $21,960

    $65,880

    4

    $26,500

    $79,500

    5

    $31,040

    $93,120

    6

    $35,580

    $106,740

    7

    $40,120

    $120,360

    8

    $44,660

    $133,980

    For families/ households with more than 8, add $4,540 for each additional person

    SOURCE:  U.S. Department of Health and Human Services, Office of the Secretary
    Federal Register, Doc 2021-01969, February 1, 2021, pp. 7732-7734 (3 pages)
    EFFECTIVE FOR NEW APPLICATIONS ON March 1, 2020

    HIV Non-Medical Case Management Use Only

    For program eligibility purposes, income must be documented for each member in the household.  “Household” is defined as the applicant and, if applicable, the applicant’s legal spouse and dependents as would appear on federal tax records.  Calculations are based on the gross amount of income (before taxes and deductions).  On federal tax forms, this can be determined in most cases by adding the full (not taxable) amounts that appear in the “Income” (not “Adjusted Gross Income”) section and includes the full amount of wages, interest, dividend, IRA distribution, pension and annuity, and Social Security benefit income, which would be calculated to total the Modified Adjust Gross Income.

  • Technical Assistance Webinars

    HIV Services Program (HSP) hosts monthly webinars for subrecipients to receive important training on key program areas, learn about each other’s agencies, and hear important updates from IDOH.  In addition to technical assistance webinars for all IDOH HSP subrecipients, there are webinars for other Division grantees and subrecipients, including state funded HIV Prevention and STI/DIS programs.

  • Technical Assistance Webinar Library for All Subrecipients

    Date

    Content

    SLIDES

    VIDEOS

    June 22, 2021

    RWHAP TA Webinar: Program Income
    Program Income Examples Handout

    Link 
    May 12, 2021

    RWHAP TA Webinar: Summer Updates

    Link 
    February 25, 2021 HIVe Training   
    February 26, 2021 NMCM & MSP Call    
    January 28, 2021 RWHAP TA Webinar: Welcome to 2021 Link
    October 7, 2020 RWHAP All Subrecipient Meeting: Ending the Epidemic Handout Link 
    September 15, 2020 RWHAP TA Webinar: Open Enrollment 2020-2021 Link
    August 18, 2020 RWHAP TA Webinar: Fiscal Updates/Processes and Partnering with Bookkeeping Plus Link
    July 21, 2020 RWHAP TA Webinar: 2021 RFA Funding Decision Overview Link 
    June 16, 2020 RWHAP TA Webinar: Fiscal Updates and COVID-19 Agency Reopening Plans Link
    May 19,2020 RWHAP TA Webinar: CARES Act Funding, COVID-19 and other Program Updates Link
    April 21, 2020 Program Updates Amidst COVID-19 Link
    March 23, 2020

    HIV Services COVID-19 Response Presentation

    Link 

    February 25, 2020

    RSR Cross-Part TA Webinar

    Link

     

    February 18, 2020

    Fiscal Policies and Bookkeeping Plus Overview

    Link

     

    January 21, 2020

    Indiana Legal Services Overview

    Link

     

    December 17, 2019

    Ryan White  HIV/AIDS Program Services Report (RSR) Cross-Part

    Link

     

    November 19, 2019

    Spotlight on Funded Services – MOW

    Link

    October 15, 2019

    Work plans and Fall Fest Follow Up

    Link

     

    September 17, 2019

    Invoicing and Year Closeout Activities | Spotlight on Statewide Services

    Link

     

    August 20, 2019

    RWHAP, ISDH, Subrecipients’ Common Goals | New Grant Year Announcements CAREWare Update | CQM Update

    Link

    April 2, 2019

    Reflections on 2018 RSR, HIVe and Monthly Reporting, and Fiscal Update

    Link

    February 19, 2019

    RSR Process and Monthly Report

    Link

     

    January 2, 2019

    RSR Process and Answering of Questions from Subrecipients

    Link

     

    November 13, 2018

    Time and Effort Reporting and Answering of Questions for Subrecipients

    Link

     

    August 21, 2018

    Volunteers of America Agency Spotlight and Subrecipient Meeting Overview

    Link

     

    July 17, 2018

    ISDH DIS L2C Agency Spotlight and Monthly Progress Reports

    Link

    June 19, 2018

    Subrecipient Monitoring Visits Process and Monthly Progress Report

    Link

     

    May 15, 2018

    Meals on Wheels Agency Spotlight and Monthly Progress Reports Review

    Link

     

    April 24, 2018

    Key Milestones so far, Services and Subservices

    Link

     

    March 20, 2018

    Budgeting with Part B Supplemental Funds, Quality Management Expectations, Data Report Requirements

    Link

     

    February 20, 2018

    Invoicing and Reimbursement Process

    Link

     

    January 23, 2018

    Overview of Part B Supplemental Award, Invoicing and Contracts, Eligibility, Data Requirements, Communication

    Link

  • 2020 Ryan White Part B All-Subrecipient Virtual Meeting
    Presentation Slide/Video Link
    2020 IDOH Ryan White All Subrecipient Virtual Meeting - Recording  Video 
    Indiana Continuum of Care & Ending the Epidemic Slides
    Morning Breakout Session: Ending the Epidemic Handout          Slides
    Ryan White Services Contracts Overview Slides
    Afternoon Breakout Session: Ryan White Prevention Overview Slides
    Afternoon Breakout Session: Service Standard Overview Slides
    Afternoon Breakout Session: Invoicing Updates Slides
    Afternoon Breakout Session: Navigating the MSP and Eligibility Slides
    Best Practices for COVID and Continuity of Operations Planning Slides
  • Prevention and DIS Subrecipient Technical Assistance Webinar Library

    Date

    Content

    SLIDES

    VIDEO

    October 3, 2019

    Ryan White Part B Service Program: Overview for DIS

    Link

     

    May 11, 2018

    Overview of RW Funds Specifically for Prevention

    Link

  • Subrecipient Training & Meeting Materials

    ISDH HSP hosts semi-quarterly meetings for subrecipient agencies funded with Federal dollars. The purpose of these meetings is to gather subrecipients for important national and regional program updates, provider networking, and the sharing of provider best practices through interactive exercises. Links to the agenda and slides for each meeting are included below. Additional information is available by emailing HSProgram@isdh.in.gov

    Date

    Content

    AGENDA

    SLIDES

    October 4, 2019

    Ryan White Fall Fest (Full Powerpoint)

    Link

     

    June 12, 2019

    Summer Camp 2019 with ISDH Division of HIV, STD and Viral Hepatitis

    Link

    Link

    September 25, 2018

    ISDH Division of HIV, STD, and Viral Hepatitis Subrecipient Meeting

    Link

    Link

  • Consumer Training & Meeting

    Date

    Meeting

    Topics

    SLIDES


    June 12, 2019

    Summer Camp 2019
    with ISDH Division of HIV, STD and Viral Hepatitis

    Subrecipient Monitoring

    Link

    Data Presentation

    Link

    QM Update

    Link

    Full Presentation

    Link


    September 25, 2018

    First ISDH Division of HIV, STD, and Viral Hepatitis Subrecipient Meeting

    Subrecipient Monitoring

    Link

    Program Update and Data Presentation

    Link

    QM Update

    Link

    Full Presentation

    Link

  • Materials

    Access materials related to in-person and other meetings held for People Living with HIV (PLWH) in Indiana. Supports are available to assist PLWH participate in key meetings and training. For information on how to access transportation and reimbursement services, visit this link:

    • Transportation and Reimbursement:
      None Scheduled
    • Upcoming Training and Meeting Dates:
      None Scheduled
      Resources and Materials
      Subrecipients have a number of helpful resources available to manage their HIV programs. This section contains links to materials published by HRSA and other leading national centers of HIV learning in addition to regional centers of HIV learning. In addition, the full legislation authorizing RWHAP is provided for convenience