Vital Statistics Re-Engineering Program. Federal Agency (93.066)
Program
93.066 Vital Statistics Re-Engineering Program. Federal Agency
Federal Agency
Agency: Department of Health and Human Services
Office: Centers for Disease Control and Prevention
Authorization
Public Health Service Act, Section 304 and 306.
Program Number
93.066
Last Known Status
Active
Objectives
The purpose of this Program is to improve the timeliness, quality and sustainability of the de-centralized vital statistics system by adopting nationally-developed, consensus standards and guidelines; by actively working with states to re-engineer their state-owned and operated systems using these standards/guidelines; and by improving the efficiency of business operations of state vital statistics programs. Working collaboratively between State and Federal agencies, the goal is to facilitate the development and implementation of re-engineered systems in all 57 registration areas. These will be systems that can: (1) provide quality and timely data for public health surveillance and medical research; (2) meet citizen needs for legal copies of their birth and death records, including providing paper copies of records to citizens for their immediate legal or personal use, and at citizens' request, transferring records electronically to local, State or Federal agencies to satisfy an agency's need for a record; meet Federal agencies' needs for record verification and authentication; (3) result in comparable vital registration/statistics systems in each state; 4)use national standards and guidelines, including the 2003 revision of the U.S. Standard Certificates of Birth and Death and the Report of Fetal Death, the ICD-10 classification system, the FIPS geographic coding scheme, and the standard HL-7 vital events messaging; (5) support national security and privacy requirements; (6) integrate or harmonize easily with other public health systems such as Public Health Information Network (PHIN), immunization registries, and newborn screening, and (7) use Internet technology.
Types of Assistance
Cooperative Agreements
Uses and Use Restrictions
Restrictions, which must be taken into account while writing your budget, are as follows: Approved project plan required prior to expenditure of funds; all travel will need to be identified in the approved project plan; and purchase of computer hardware and software will require prior approval before expenditure.
Eligibility Requirements
Applicant Eligibility
An application may be submitted by public or private nonprofit organization whose primary mission is the support of state vital statistics and vital records programs.
Beneficiary Eligibility
An application may be submitted by public or private nonprofit organization whose primary mission is the support of state vital statistics and vital records programs.
Credentials/Documentation
Applicant are required to provide measures of effectiveness that will demonstrate the accomplishment of the various identified objectives of the cooperative agreement. Measures must be objective and quantitative, and must measure the intended outcome. These measures of effectiveness must be submitted with the application and will be an element of evaluation. OMB Circular No. A-87 applies to this program.
Application and Award Process
Preapplication Coordination
Preapplication coordination is not applicable. Environmental impact information is not required for this program. This program is excluded from coverage under E.O. 12372.
Application Procedure
This program is excluded from coverage under OMB Circular No. A-102. This program is excluded from coverage under OMB Circular No. A-110. To apply for this funding opportunity use application form PHS 5161. Application forms and instructions are available on the CDC web site, at the following Internet address: www.cdc.gov/od/pgo/forminfo.htm.
Award Procedure
Successful applicant will receive a Notice of Grant Award (NGA) from the CDC Procurement and Grants Office. The NGA shall be the only binding, authorizing document between the recipient and CDC. The NGA will be signed by an authorized Grants Management Officer, and mailed to the recipient fiscal officer identified in the application.
Deadlines
May 15, 2009: The program has been established for 5 years, with each option depending on the availability of funding and performance of the awardee. 4:00 p.m. Eastern Time on the deadline date.
Range of Approval/Disapproval Time
From 90 to 120 days. About 120 days from receipt of application.
Appeals
Not Applicable.
Renewals
Throughout the project period, CDC's commitment to continuation of this award will be conditioned on the availability of funds, evidence of satisfactory progress by the recipient as documented in required reports, and the determination that continued funding is in the best interest of the Federal Government.
Assistance Considerations
Formula and Matching Requirements
Statutory formulas are not applicable to this program.
This program has no matching requirements.
This program does not have MOE requirements.
Length and Time Phasing of Assistance
Assistance is available for a 12-month budget period within project periods ranging from one to five years. Method of awarding/releasing assistance: by letter of credit.
Post Assistance Requirements
Reports
Reports about the objectives accomplished. Written reports are required at mid-term of the project year and at the end of the project year. At least quarterly meetings are required of the awardee. Financial status reports are required at the end of the project year. Updates on financial status is provided at mid-term of the project year. At mid-term of the project year, reports are required on the objectives achieved and the objectives to be achieved in the remainder of the project year. At the end of the project year, a progress report is required on the objectives achieved. Reports are provided on the amount spent within the approved budget categories. Performance monitoring is handled in four ways: 1) required quarterly meetings; 2) regularl conference calls on specific issues; 3) joint projects with DVS staff; and 4) emails/telephone conversations with the staff.
Audits
In accordance with the provisions of OMB Circular No. A-133 (Revised, June 27, 2003), "Audits of States, Local Governments, and Non-Profit Organizations," nonfederal entities that expend financial assistance of $500,000 or more in Federal awards will have a single or a program-specific audit conducted for that year. Nonfederal entities that expend less than $500,000 a year in Federal awards are exempt from Federal audit requirements for that year, except as noted in Circular No. A-133. In accordance with the provisions of OMB Circular No. A-133 (Revised, June 27, 2003), "Audits of States, local Governments, and Nonprofit Organizations;" nonfederal entities that expend financial assistance of $500,000 or more in Federal awards will have a single or a program-specific audit conducted for that year. Nonfederal entities that expend less than $500,000 a year in Federal awards are exempt from Federal audit requirements for that year, except as noted in circular No. A-133. In addition, grants and cooperative agreements are subject to inspection and audits by DHHS and other Federal government officials.
Records
Financial records, support documents, statistical records, and all other records pertinent to the project must be kept readily available for review by personnel authorized to examine PHS grant accounts. Records must be maintained for a minimum of three years after the end of a budget period. If questions still remain, such as those raised as a result of an audit, records must be retained until completion or resolution of any audit in process or pending resolution.
Program Accomplishments
Fiscal Year 2008: 1. Plan, design and begin the development of a data transfer system for the electronic exchange of birth and death records between states.
2. Begin the development of a security manual for state vital records offices.
3. Provided technical assistance to states on developing and implementing electronic birth and death systems.
4. Provided in-depth reviews of the business practices of 5 states and assisted them in improving their operations.
5. Conduct and analyze a national survey of the training needs of state vital records offices.
6. Developed and maintained a database on state electronic systems and their status. Fiscal Year 2009: 1. Design and conduct national workshop on Security and Field Staff Operations for a Vital Records Office.
2. Complete the development and testing of a new data transfer system in each of the 57 jurisdictions (target 20 states in this fiscal year).
3. Develop the performance assessment measures for vital records offices.
4. Conduct business process reviews of 5 states in this fiscal year
5. Provide technical assistance to states to assist them in planning and implementing electronic birth and death systems.
7. Develop 2 additional chapters for the security manual and partiicipate on the national security panel.
8. Update the national database on the status of state re-engineering efforts. Fiscal Year 2010: 1. Design and conduct national workshop on Managing a Vital Records Office.
2. Implement the new data transfer system in each of the 57 jurisdictions (target 20 states in this fiscal year).
3. Assess the performance of the vital records offices.
4. Conduct business process reviews of 3 states in this fiscal year and assess the status of the states that received reviews in the prior fiscal year.
5. Conduct survey of states on the capture of veteran status information.
6. Provide technical assistance to states to assist them in planning and implementing electronic birth and death systems.
7. Develop 2 additional chapters for the security manual and participate on the national security panel.
8. Update the national database on the status of state re-engineering activities.
Financial Information
Account Identification
75-0943-0-1-550.
Obligations
(Salaries) FY 08 $571,500; FY 09 est $500,000; FY 10 est $571,500
Range and Average of Financial Assistance
No Data Available.
Regulations, Guidelines and Literature
Not Applicable.
Related Programs
Not Applicable.
Information Contacts
Regional or Local Office
None. Technical Information Management Section, CDC Procurement and Grants Office, 2920 Brandywine Road, Atlanta, GA 30341. Telephone: (770) 488-2700.
Headquarters Office
Delton Atkinson Centers for Disease Control and Prevention
National Center for Health Statistics/Division of Vital Statistics
3311 Toledo Road, Room 7313
, Hyattsville, Maryland 20782 Email: dxa9@cdc.gov Phone: 3014584467
Web Site Address
Examples of Funded Projects
Not Applicable.
Criteria for Selecting Proposals
Not Applicable.
