Presentation on Preparing Annual Reports for OSEP Thursday, March 14, 2013 David Emenheiser Lisa Gorove Greg Knollman Carmen Sanchez

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Outcomes of Presentation

• Grantees will have greater awareness of the purpose of annual (also known as continuation) reports ▫ Annual reports are required in order to continue a grant

into a new budget period in compliance with ED policies

• Grantees will have a greater awareness of what is expected of them in the annual reports

• Grantees will feel more confident in completing and submitting their annual reports

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Reporting Requirements (annual and no-cost) • Annual reporting of project performance

measures ▫ Education Department General Administrative

Regulations (EDGAR) “Recipients of multi-year discretionary grants must submit an

annual performance report demonstrating that they have made substantial progress towards meeting the approved objectives of the project” (for continuation funding)

▫ ED Handbook for the Discretionary Grant Process “…determining factor in awarding a continuation grant is

whether the recipient has made substantial progress within the scope of the approved application in attaining the objectives of the grant as evidenced by meeting the grant’s performance measures.”

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Grant Performance Report for Continuation Funding – FY 2013

• Dear Colleague Letter (also known as the Larry letter ) http://www2.ed.gov/fund/grant/apply/osep/funding.html

• Instructions for Submitting e-Reports • ED 524B Instructions • ED 524B Form

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Rate of Drawdowns Continuation Awards

Continuation awards for multi-year projects are subject to the requirements in 34 CFR 75.253 of EDGAR. Section 34 CFR 75.253(a)(2) of EDGAR requires that in order to make a continuation award, the Department must determine that the grantee either (i) has made substantial progress in meeting the objectives of its approved application or (ii) has obtained OSEP’s approval for changes in the project that do not increase the cost of the grant and enable the grantee to make substantial progress in the succeeding budget period. OSEP reviews data at least quarterly to determine if the grantee’s rate of cash draws is consistent with the expected expenditure pattern for a project’s approved scope of work and project milestones. The Department will apply particular scrutiny to those grantees with large available balances in their accounts and will take that into account in making continuation award decisions in FY 2013, consistent with the EDGAR provisions.

Project Objectives

• The Project Objectives are what you are trying to accomplish and come from your grant application or subsequent revisions ▫ May be called goals in your application

• Project Objectives should be relevant, applicable,

focused, and measureable

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Types of Performance Measures

• Project Measures ▫ What you said you would do in your application. ▫ Some are measures of process (e.g., number of

workshops, number of attendees) ▫ Some are measures of outcomes (e.g. number of

attendees with increased knowledge) ▫ Must be clear and measureable

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Types of Performance Measures

• Program Measures ▫ Measures determined by the Parent Program in

order to meet GPRA measures Quality Relevance Usefulness

▫ Each must be addressed at least once in the report ▫ Can use multiple sources of data to respond (e.g.

center surveys, National PTAC survey)

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The Basics on Data • Do you have numbers?

• Do you know how to collect data?

• Are you collecting it?

• How do you report it?

• How do you use data you already have? (e.g. surveys, evaluation, and demographic data)

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Reporting Data

• Be as specific as possible about what you are counting (e.g., individual parents vs. families; all attendees vs. parent attendees; contacts vs. individuals served)

• Specify the source of your data (e.g., surveys, sign-in sheets, contact logs)

• If you are counting individuals, specify if the number is duplicative (ie., you count each time a person calls as a separate contact).

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Sections B & C

• Include information in Section B if there has been a change in your budget, and as appropriate, when the changes were approved by project officer.

• All reports must contain information about language access plans and organization eligibility.

• More information is available at http://www.parentcenternetwork.org/region1/resources/other_topics.html.

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Report Due Date and Time

• April 12, 2013 by 4:30 p.m. Eastern Standard Time

• If there’s an emergency, the minute you know

you may be late in reporting, you must contact your project officer to discuss options for submitting.

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Complete the Report Online

• Sign in to G-5 to report ▫ Check access to G-5 a week or more before report

due date • Download Word version of 524-B Grant

Performance Report ▫ Part 1 – Cover Sheet and Summary ▫ Part 2 – Project Status ▫ Part 3 – Instructions

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To all EDCAPS users: Beginning at 7:00 PM, Wednesday, April 18th until 6:00 AM on Monday, April 23rd - All EDCAPS applications including FMSS, G5, CPSS, Sunflower and Impact Aid will be UNAVAILABLE to allow for the installation of EDCAPS Release 52, a major upgrade of the EDCAPS production databases. VPS and E2 Travel will remain available to users according to the normal operating schedule but travel authorizations and vouchers will not be processed and no travel reimbursements will be paid during these times. As a reminder, EDCAPS system maintenance is normally performed on Wednesday evenings from 9:00 pm EST until Thursday mornings at 6:00 am EST and Sunday evening from 8:00 pm EST until Monday mornings at 6:00 am EST. At any time, EDCAPS Broadcasts and the most current EDCAPS System Shutdown Schedule can be found on ConnectED at http://connected/index.cfm?navid=355.

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Cover Sheet

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Cover Sheet 18

Signatures 19

Executive Summary 20

Sample Executive Summary 21

Status Chart 22

Status Chart (New Project) 23

Status Chart 24

Status Chart 25

Status Chart Narrative 26

Status Chart Part B & C 27

Sending in the Report

• Use G-5 to submit report online. • A signed signature page (Board Chair)

must accompany the final report. You can either email a pdf (preferred) of or fax the signed 524B cover sheet to your Project Officer at 202-245-7617.

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Resources

• Continuation Report Webinar 2008 and

Performance Measures Webinar 2011

http://www.parentcenternetwork.org/national/parentcenterexchange/archivedwebinars.html

• Crosswalks • People! TA and OSEP

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Keep In Mind

• Asking questions can be more important than having answers

• Struggling with questions is the only way to get

to answers • Families are helped best when parent programs

work on continuous improvement

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Questions???

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Thank you for all you do for children and families!

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