Programmatic Reporting for Activities

DD Councils require programmatic reporting in order to effectively monitor grant activities and to meet federal reporting requirements. Other Funding Organizations may find Programmatic Reports useful in monitoring the progress of internal projects. Use the Programmatic Report to summarize project accomplishments for the reporting period and to provide performance measures achieved during the reporting period. Complete the report using the guidance below.

Activities are different from grants in that the work flow for Periodic Reports is all internal. The Funding Organization should consider who should "Accept" a submitted report. Any Local Administrator, or person assigned to the project, can accept the report.

Note: performance measures are the same thing as performance indicators.

1. On the dashboard, select the “Periodic Reporting” module.

2. In the Filters section, Project Type may be set to Activities. Click Apply Filters to reduce the length of the list.

3. Identify the programmatic report that needs to be completed and submitted (the status should read “not started” or “in progress”) and select the appropriate link.

    

4. Include the following in the “Program Narrative” field:

   • A brief summary of the status of the project just for the quarter.

   • A description of any barriers that prevented or delayed the accomplishment of the objectives, activities and/or project performance measures. Identify any strategies that will be used to overcome these barriers.

   • A brief description of the work to be accomplished during the next quarter.

   • Any additional information that is relevant to the project or that may be of interest to the Funding Organization. This may include changes in project methodology approved by the funder, unanticipated accomplishments of the project, linkages with other organizations, or additional resources contributed to the project that were not originally identified.

5. The objectives and activities are based on the approved Project Work Plan. Depending upon the work plan options, an Objective Narrative and/or an Activity Narrative will be available for reporting progress

    

6. If you need to add an activity to an objective, select the corresponding link.

   *Note: A blue box will appear on the right as you scroll down that will remind you of the report’s status, as well as keep track of the objective and activity you are currently viewing.

7. For each performance measure, specify numbers for the current period in the “Current” field.

    

8. Performance indicators may have sub measures. These sub measures allow breaking the values into more categories. Simply enter the appropriate numbers in the current column.

    

9. Projects may generate performance measures that were not anticipated prior to the implementation of the project. If there are additional Performance Measures, include them by selecting the “Add a Performance Measures to objective…” link.

    

10. When adding another performance measure, select the desired performance measure from the drop down menu.

11. Select the “continue” link to add the performance measure or the “[remove]” link to delete it.

     

12. Refer to step 7 in order to fill out the information for this new performance measure.

13. Remember to save your work by selecting the “Save Report Changes” button.

     

14. Select the “Save and Submit Report” button when you are ready to submit.

    *Note: A notification e-mail will be sent out to the staff member(s) to whom the activity is assigned.