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Texas Department of Public Safety - State Administrative Agency
WritingProject MilestonesTelling our story…
…one milestone at a time
Objectives:
Project Progress
Federal Fund Draw Downs
– Internally and Externally
What is a Milestone:
A milestone is a reference point that and is used to monitor the project's progress
Milestones should be:
pecific easurable ttainable elevant imelymall ssignable rogressive ignificant
The milestones for a project should present a that will incrementally of the
approved project
Identifying Milestones:
Identify what the different will be in realizing the project objective. These tasks will be your milestone markers.
Most HSGP projects would include (but should not be limited to) the following general milestones:
Planning (EHP? FCC? FEMA Approval?)Expenditure Entry / SAA ApprovalProcurement (Bid Required?)OrderingDelivery (Vendor Fulfillment Issues?)Installation/TestingReimbursement
Identify the planned for each milestone.
Entering Milestones In SPARS
Milestones are entered on a and basis at the . To access the milestone entry
point:
Login into the Local level account in SPARS.
From the Home page select a project from the Project list at the bottom of the page. This will take you to the Subgrantee Expenditure List for that project.
Note: From the Subgrantee Expenditure List screen you can move between projects under the same grant program/year by using the drop down list, or you can return to the Home page and select another project.
To add a milestone, click on ‘add new milestone’.
A narrative description should be entered into the text field and an estimated completion date entered where provided. If your milestone is for a period of time, choose the end date of the period for the completion date. Save your entry.
When the entry and editing of the milestone is complete, select “commit” to finalize the milestone entry. The status will then indicate it as “Committed.” The “edit” and “delete” options will no longer be available. Do NOT leave milestones in edit status indefinitely.
Once the Milestone is saved you will have the option to “edit,” “delete,” or “commit” it. Once a milestone is committed it becomes part of the project record and cannot be changed. Milestones will be listed on the quarterly reports, at which point you will report on progress toward each milestone.
When the entry and editing of the milestone is complete, select “commit” to finalize the milestone entry. The status will then be indicated as “Committed.” The “edit” and “delete” options will no longer be available. Do NOT leave milestones in edit status indefinitely.
Continue to select projects from the drop down menu and enter milestones for each project. Do the same for each grant program/year for which you received funding.
Examples of Milestone Entries
FAIR – Specific tasks are indicated, but should show linear progression for the overall project. Combine like tasks and dates into one milestone. Item 1 and Item 4 could be one Milestone – they are similar in task and have the same completion date. Include reimbursement submission as a milestone, marking the completion of the project.
POOR – Three Milestones are mentioned in each entry. Should have been separated into individual line entries with completion dates for each. Entries are not Committed. Use of past tense.
Project Milestone Samples
Continued…
By reordering the sort number assigned to the Milestones, we can more easily evaluate progress over time.
Project Milestone Samples
Suggested Revisions to Milestone Descriptions…
1. Submit EHP Screening packet for repeater to SAA / March 15, 2011
2. Submit Expenditures in SPARS for 11 mobile radio units (PW) and P25 repeater (FD) / April 30, 2011
3. Order mobile radio units / May 1, 2011
4. Install mobile radio units in PD vehicles / May 31, 2011
5. Order repeater / June 15, 2011
6. Program and Install repeater / August 31, 2011
7. Submit Invoice and Proof of Payment in SPARS for Reimbursement / October 15, 2011
BETTER – Project milestones are broken down into quantifiable tasks. Indicates EHP review needed. Shows full scope, from beginning to end. Areas for improvement – enter Milestone for Expenditure entry into SPARS, indicate purchase type (bid, sole source, small purchase) and commit the Milestones.
GOOD – Project milestones are broken down into quantifiable tasks. Shows full scope, from beginning to end. Areas for improvement – include SPARS tasks for expenditure entries and reimbursement entries, commit the milestones.
Project Milestone Samples
BEST – Project milestones are broken down into quantifiable tasks. Shows full scope, from beginning to end. Uses less than full performance period, showing intent to complete project ASAP. All milestones are committed.
Project Milestone Samples
Monitoring Project Progress
Project Descriptions
At the Region and SAA levels, a Regional Grant Award Project Milestone Report can be generated from the Accounting Reports under Ad Hoc Reports in SPARS.
Milestone Report Sample
Project #1
Project #2
Only Projects having at least one milestone will show up on this report.
If Milestones have NOT been entered, the progress report will look like this example from 2008, when Milestone entries were not required.
Quarterly Progress Reports
If Milestones HAVE been entered, the progress report will look like this example.
Quarterly Progress Reports
Progress Report entries from a past quarter can be printed from the Home page at the Local level and used for reference when entering the current status report. These reports are also generated by the SAA and sent to TARC for distribution to the Regions after each reporting period.
Quarterly Progress Reports
Presenter:
Ana-Jo Mounce
512-377-0027
SAA Website:
http://www.txdps.state.tx.us/director_staff/saa
Presented: 07/19/2011
Texas Department of Public Safety - State Administrative Agency
