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Grants/Contracts/Fiscal

Grants/Contracts/Fiscal

Fiscal Requirements

Grant Reporting Requirements (Ryan White Part B, Ryan White Part D, Care Coordination, HIV Medical Care, HIV Housing Assistance)

Program Income Reporting

Incentives Toolkit

Grants & Contracts Requirements

Grant Reporting Resources/Contractual Requirements

BHSP Site Visit Type(s)

  • Bureau of Audit Site Visit
    • Fiscal Desk Review 
    • Prevention, Ending the HIV Epidemic and STI Site Visit
    • Continuum of Care and Return to Care Units Site Visit
    • Accreditation Site Visit
    • 340B Annual Virtual Record Audit

Quarterly Progress Reports (QPRs)

Quarter Agency QPRs Due Date
Q1 January 30
Q2 April 30
Q3 July 30
Q4 October 30
  • QPRs are a deliverable for each contract that must be submitted at the end of each quarter in EGrAMS. 
  • Local health departments do not have to submit QPRs in EGrAMS. Please submit your QPR via MDHHS-HIVSTIOperations@michigan.gov.

Ryan White Policy and Guidance

Technical Assistance

SHOARS Access

The STI/HIV Operations and Resource System (SHOARS) is a customer relationship management system that is accessed through MiLogin. SHOARS allows you to engage with the diverse resources of BHSP. In SHOARS, users can create a profile and centralize interactions with BHSP.

Reminder: The following titles must have access to the Grants Management pillar in SHOARS:

  • Authorized Official
  • Project Director 
  • Financial Officer

If you have new or departing staff, it is your responsibility to contact BHSP and alert us of all staffing changes. If you have any questions or concerns, please contact BHSP SHOARS staff at MDHHS-SHOARS-SUPPORT@michigan.gov.

How to Submit an Amendment in SHOARS

EGrAMS Access

The Electronic Grants Administration & Management System (EGrAMS) is the grants management system used by the state of Michigan. EGrAMS is set up to provide controlled access to the system. All contracts will be available to view, edit and update in this system.

Submission of the following will be in EGrAMS:

  • Initial contract
  • Amended contract
  • Fiscal questionnaire
  • Financial Status Report (FSR)
  • Quarterly Progress Report (QPR)
  • Sub-contract details

Please Note: EGrAMS is password protected, and only EGrAMS authorized users are granted access.

New EGrAMS Users: EGrAMS requires authorization prior to accessing the system.

Based on the role, the ability to add, modify or delete information is further limited by a user’s permission.

Required System Roles

Identify the Authorizing Official, Financial Administrator and Project Manager roles and responsibilities for both EGrAMS and SHOARS.

  • Project Manager – A person from your agency responsible for performing administrative tasks such as assigning other agency users, activating and deactivating users, restricting access to projects, etc.
  • Financial Administrator – Oversees financial operations and submits financial reports for your agency.
  • Authorizing Official – Authorized to submit project applications and sign a legal binding agreement on behalf of the agency. 

Current RFPs

There are no open RFPs at this time.