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Show me the money! Understanding the Allocations Process
1.
2. Federal
Feds grant funds Government
based on epidemic
and grant application
City/AACO
Planning Council
AACO contracts
budgets to Service
with service
Categories
providers
Community
Service
Providers
3. al·lo·cate (l-kt)tr.v.
al·lo·cat·ed, al·lo·cat·ing, al·lo·cates
› To distribute according to a plan; allot:
allocate rations for a week-long camping
trip.
› allocation - the act of distributing by allotting
or apportioning; distribution according to a
plan
4. Deciding how to divide the EMA’s grant
money is a little like deciding how to
cut a pie.
5. There are prioritized service categories
(Medical Case
Management, Transportation, etc.) that must
be budgeted (or allocated) money.
The categories are allocated amounts based
on information gathered by the Planning
Council:
› Service Utilization Data (How are the services used?)
› Spending History (Which categories need money
throughout the year? Which categories under-
spend?)
› Other funding available for services (Medicaid, Ryan
White Part B, D, etc.)
› Unit Cost Data (How much does it cost to provide the
service?)
6. The EMA received $ 22 million in Ryan
White Part A funds in 2011
75% of that must be allocated to “core
services”
25% or less can be allocated to “supportive
services”
Philadelphia EMA allocated almost 85% to
core services and about 15% to
supportive services
7. Outpatient and ambulatory health services
AIDS Drug Assistance Program treatments in accordance
with the minimum drug list
Drug Reimbursement
Oral health care
Early intervention services
Health insurance premium and cost sharing assistance for
low income individuals
Home health care
Home and community-based health services
Medical nutrition therapy
Medical case management, including treatment
adherence service
Hospice services
Mental health services
Substance abuse outpatient care
Blue= Not Currently Funded
8. Ambulatory Care $6,038,080
Drug Reimbursement Program $1,758,904
Case Management $5,929,364
Substance Abuse Treatment-Outpatient $340,198
Mental Health Therapy/Counseling 279,665
Medical Nutrition Therapy $50,000
Oral Health Care $701,312
Early Intervention Services $1,229,262
9. Transportation $705,254
Food Bank/Home-Delivered Meals $246,934
Housing Assistance $556,632
Legal Services $312,760
Care Outreach $709,642
Emergency Financial Assistance $66,858
Treatment Adherence $248,257
Another $3 million is allocated to system-wide
categories like Administration (AACO), Planning
Council Support (OHP), Capacity
Building, Information and Referral (AACO
Hotline),etc.
10.
11. Two categories were allocated $5 to
allow the Council to move money into
them, if the need arises and there is
additional money to do so
› ADAP
› Health Insurance Premium/Cost Sharing
Assistance
12. Region 2008 PLWHAs
Philadelphia 18,634 75.84%
PA 3,270 13.31%
NJ 2,666 10.85%
Our EMA uses living HIV and AIDS cases to
decide how to divide the funding for each region.
Each region receives a portion of funding equal to
the number of living HIV/AIDS cases.
FY2010 was the first year funding was been
divided using both HIV and AIDS numbers.
13. OHP staff provide background information and facilitate
the process.
Finance Committee members chair the meeting
Handouts are provided with relevant information.
Everyone has the opportunity to speak to offer ideas and
suggestions at the appropriate time
3 budgets are drafted:
Level Funding (exactly the same amount)
5% Decrease
10% Increase
Only Planning Council members present can vote on the
region’s drafts
14. Each region’s budgets are presented to the
Planning Council for final approval (August
meeting)
Planning Council may make changes to these
drafts before final approval
These regional budgets are combined into an EMA
budget and included in the Part A grant
application
AACO is federally mandated to follow the
allocations as approved by the Planning Council
Any changes to the allocations must be presented
to the Planning Council by AACO
15. Re-allocations over 5% for a category must be
presented by AACO to the Planning Council for
approval
Re-allocations under 5% for a category can be
carried out by AACO, but they must be presented
to the Planning Council as soon as possible
Once the grant award is received, any necessary
changes to service category allocations will be
made by the Planning Council as soon as possible
(usually in March)
16. Some PLWHA are Planning Council members
Comments from Town Hall meetings and other
needs assessment activities are used in decision-
making
All allocation meetings are open to the public
Comments, suggestions and ideas are taken at the
meeting from guests
17. Planning is done for the funding year that begins in
the March of the next year (This summer we are
planning for March 2013)
Only Planning Council members can vote on
budgets
Come to allocations meetings – check meeting
calendar for your area
› Pa Counties – July 10th
› NJ Counties – July 19th
› Philadelphia – July 26