FY23 Capital Assistance for Hurricane Response and Recovery Efforts (CARE) Progress Report User Guide

Fiscal year (FY) 2023 Capital Assistance for Hurricane Response and Recovery Efforts (CARE) (C16) one-time funding supports expansion, alteration, renovation, and other capital improvements to modify, enhance, and expand health care infrastructure.

3. The FY23 CARE Progress Report task will show 'Progress Report' in the 'Task' column and will show your CARE grant number in the 'Entity' column.

Question 8:  Is this your final report?

• Mark "Yes" to indicate a Progress Report is final if all activities within each individual project are complete and all funds have been expended or if all activities within each individual project are complete and there funds remaining/unobligated.
• If all projects are complete but there are funds remaining/unobligated, provide the amount of funds that are still remaining.
• If this is your final report, you will be required to fill out the Question 10: Performance Narrative and Question 10a: Additional Patient Capacity.

Question 10: Performance Narrative 

• If this is your final report, describe key activities undertaken for the entire grant award, including information about goals or objectives accomplished.
• Each project funded should be discussed briefly.

Question 10a: Additional Patient Capacity

• If this is your final report, provide the total number anticipated of new unduplicated patients that will be added on an annual basis as a result of the construction-related funding. An additional patient is considered to be any new individual who has at least one reportable visit during the calendar year that will utilize the space(s) that received construction-related funding.

Question 11: Attachments

• You may attach documents to provide additional context for any of the above questions. 

Question 1: Project Status

• Provide an approximate status for your project at the end of the reporting period.
• If you select "Completed" for your project status, you will be required to answer Questions 1b-1c.

Note: "Not Started" includes not started on any pre-construction activities

Question 1a: Have there been any changes to the project budget, project location, or scope of project?

• If yes, comments are required.

Question 1b: Does the scope of work of the project reflect the scope of work as proposed by the grantee and approved by HRSA?

• If no, comments are required.

Question 1c:  Are you prepared to complete and submit all remaining submissions in the Electronic Hand Books grant folder related to this project?

• If no, comments are required.

Question 2:  Project Specific Narrative. Provide information on activities undertaken during reporting period, including whether the project is ahead of or behind schedule and the status of planning, procurement, and construction activities, as applicable.

3. Click the Save and Continue button to proceed.

Construction/Expansion and alteration/renovation projects with a total project cost (Federal and non-Federal) of $1 million or

greater are required to utilize and report on Earned Value Management (EVM) within the progress report. EVM is an analysis tool that allows

 project managers to effectively identify cost-overruns and timeline deviations during the construction project, so that the impact may be mitigated.

The SF-PPR - Page 3a EVM Data Form is not applicable to projects marked completed on SF-PPR - Page 3.

Complete the following questions on the SF-PPR - Page 3a EVM Data Form. There will be one form for each project.

Question 1: Project Schedule 

• If you select "Behind Schedule", you will be required to answer Question 1a. 
• If you select "Ahead of Schedule", you will be required to answer Question 1b. 

Question 1a: Is the project expected to remain behind schedule?

• Comments are required.
• If you select "Yes, I will provide a revised completion date and identify how the total estimated project cost will be affected in the text box provided.", you will be required to provide total estimated project cost and revised project completion date. 

Question 1b: Is the project expected to remain ahead of schedule?

• Comments are required.
• If you select "Yes, I will provide a revised completion date and indicate whether or not the total estimated project cost will be affected within the text box provided.", you will be required to provide total estimated project cost and revised project completion date. 

Question 2a: Will the project incur enough costs to allow for the drawdown of all the Federal funds by the project completion date?

• Comments are required.

Question 2b: Is the project anticipated to remain over budget for the completion construction schedule (i.e., the total project cost at completion will be greater than the original proposed budget)?

• If you select "Yes", you will be required to answer Question 2b.1: Will additional funds be secured, or have additional funds been secured, to allow for the completion of the project on time?
• Comments are required.

5. Click the Save and Continue button to proceed.

1. The SF-PPR Page 4 Project Closeout Data Form will be included only when a project has been marked as “Completed.” 
2. Complete the following questions on the SF-PPR Page 4 Project Closeout Data Form. There will be one form for each project.

Question 2: Square Footage Impacted

• Note that improved space resulting from equipment-only projects should not be included.

Questions 4a-4d: Project Costs

• The total of Lines 4b + 4d will be the actual total cost of the project. All funds expended on the program are reported here. 
• Lines 4a and 4c are system populated.

Questions 5a-5b: Project Completion Dates

• These lines will be used to report proposed and actual project completion dates.
• Line 5a is system populated. 

1. After submitting the FY23 CARE Progress Report, HRSA may determine that additional information or corrections are needed to what was originally submitted. 

• In this case, an EHB email notification with more details regarding the requested changes will be sent to you.