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2011 Annual Performance Report

2011 Annual Performance Report. Rehabilitation Services Administration/Training and Service Programs Division (RSA/TSPD) March, 2011. Overview of Session. Part 1: Purpose of this Webinar Part 2: 2011 Annual Performance Report (APR) Requirements Part 3: Submission Instructions

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2011 Annual Performance Report

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  1. 2011 Annual Performance Report Rehabilitation Services Administration/Training and Service Programs Division (RSA/TSPD) March, 2011

  2. Overviewof Session • Part 1: Purpose of this Webinar • Part 2: 2011 Annual Performance Report (APR) Requirements • Part 3: Submission Instructions • Part 4: 524 B Form & Common Errors to Avoid • Part 5: Narrative & Tips for Submission • Part 6: Budget Information • Part 7: Summary & Closing *Presenter: Thomas Finch, Ph.D., Director, Training and Service Programs Division

  3. Polling Question #1 • Is this your first time submitting an Annual Performance Report with the Rehabilitation Services Administration? (select one) • A= Yes, I am a first time grantee and this is my first Annual Performance Report • B= No, I have submitted Annual Performance Reports for other RSA grants

  4. Polling Question #2 • What makes a strong annual performance report? (select one) • A= submitting the report on time • B= submitting reliable quantitative data • C=submitting accurate financial data • D= submitting a detailed narrative that captures all of the day-to-day activities of the grant • E= A, B, and C ONLY

  5. 1. Purpose of this Webinar Discuss how to meet the reporting requirements as outlined in the Notice Inviting Applications (NIA). Provide the basic tenants of preparing the Annual Performance Report (APR), which applies to all discretionary grantees regardless of your specific RSA grant.

  6. 2: APR Requirements • The Government Performance and Results Act (GPRA) of 1993 requires that all federally funded programs: • Outline long-term and annual performance goals that include outcomes; • Develop indicators to assess performance goals; • Collect and analyze data on the indicators; and • Report progress toward achieving performance goals based on the data collected and analyzed.

  7. 2: APR Requirements, con’t • Reasons for Standards in Data Collection and Reporting • Allows for aggregation of grantee-level data to the program level; • Allows RSA to make judgments about data quality; and • Allows program office to demonstrate program progress from year to year.

  8. 2: APR Requirements, con’t • How is my APR data used? • Your assigned RSA Project Officer will review your 2011 APR and determine continuation of funding against : • Performance measures outlined in your respective NIA to identify progress made • Goals proposed in the individual application • The information supplied in your 2011 APR may also be used by Congress to determine future program funding.

  9. 2: APR Requirements, con’t • Where can I find performance measures and absolute priorities (if any) that are specific to my grant? • Performance Measures and Absolute Priorities (if any) are detailed in the Notice Inviting Applications (NIA) that funded your grant. • In the NIA go to Section V. Application Review Information, Part 4. Performance Measures.

  10. 3. Submission Process • Go to the Department’s G5 website http://G5.ed.gov, then select “Grant Maintenance-Performance Reports” • SEE ATTACHED TIP SHEETS (Parts 1 & 2) for step-by- step instructions • APR includes: • ED 524B Coversheet • ED 524B form • Section A: Project Objectives Information and Related Performance Measures Data • Section B: Budget Information • Help Desk: edcaps.user@ed.gov or call 1-888-336-8930

  11. 3. Submission Process 524B Coversheet • Provide general grant information including PR/Award number, grantee name, address, and reporting period. • Please note that items 8-9 must be completed by your Business Office. This covers budget expenditures and indirect cost information. • The grantee’s authorized representative must sign the certification for the ED 524B form. *Instructions for completing the 524B form can be found by copying and posting this link into your web browser: http://www2.ed.gov/fund/grant/apply/appforms/ed524b_instructions.doc

  12. 3: Submission Process Will I receive instructions? Yes, via email. Please contact your Project Officer if you do not receive email communication. When is the 2011 APR due and what period of time does it cover? Your Project Officer will confirm as it depends on your specific grant. No extensions will be granted.

  13. 4. 524B Section A—Project Objective Information and Related Performance Measures Data In the approved grant application, grantees established project objectives stating what theyplannedto achieve during the period of performance. Generally, one or more performance measures were also established for each project objective to demonstrate whether or not grantees have met or are making progress towards meeting each project objective.

  14. 4. 524-B, con’t Section A should include the following: • Project Objectives - Enter each project objective that is included in your approved grant application. Only one project objective should be entered per row. Project objectives should be numbered sequentially, i.e., 1., 2., 3., etc. • Performance Measures - For each project objective, enter each associated performance measure. There may be multiple performance measures associated with each project objective. • Measure Type - For each performance measure you are reporting on, enter the type of performance measure. Enter one (1) of the following measure types: GPRA; PROGRAM; or PROJECT.

  15. 4. 524B con’tSection A: Example 1 Explanation of Progress

  16. 4. 524B, con’tSection A: Example 2 • Explanation of Progress • Currently, Smith DVR has two vacancies and 41 fully qualified Vocational Rehabilitation Counselors (VRCs). This is an increase of 3 (2%) from this period in FY 2011. • Smith DVR has 9 VRCs in matriculated Master’s degree educational programs, while 2 VRC’s with closely related counseling degrees will need to complete 2 courses to meet the federal standard for fully qualified status. • As such, 66% of current Smith DVR VRC staff is fully qualified and should personnel remain stable, could achieve a rate in excess of 80% fully qualified VRC staff by FY 2012.

  17. 4. 524B, con’t More about Explanation of Progress • If data will not be attained by September 30, 2011 provide an explanation if : • Expected progress will not be made toward meeting a performance measure; • Expected progress will not me made in achieving a project objective; and/or • A planned activity was not conducted as scheduled.

  18. 4. Common Errors to Avoid on the 524B Information is lacking Missing/Incomplete data Quantitative versus qualitative Discrepancies in the data

  19. 5. Narrative(Qualitative Data) What information is included in the Narrative? Data explanations (i.e. a discrepancy between the number served and the number surveyed) How data and information were used to make improvements to the project Other information related to the measures that is relevant and applicable

  20. 5. Tips for Preparing the Narrative • Avoid lengthy summaries that restate the project proposal. • Avoid lists of meetings, events, and individuals involved with the project during the period of performance. • If you include information about meetings and events, be sure to discuss the goals and outcomes for each and how these activities supported the overall outcomes of the grant. • Avoid too much focus on achievements and successes instead of a balance among challenges, solutions, successes, and impact.

  21. 6. Budget Information Section B of the Project Status Chart • Report budget expenditure data in items 8a. – 8c. of the ED 524B coversheet, as applicable. • Note: If you are reporting on the first budget period of the project, leave item 8a. blank. • For budget expenditures made with federal grant funds, you must provide an explanation if funds have not been drawn down from G-5 to pay for the budget expenditure amounts reported in items 8a. – 8c of the ED 524B coversheet. • The indirect cost information requested in Items 9a. – 9d. must be completed by your Business Office.

  22. 6. Budget Information, con’t • Provide an explanation if you did notexpend funds at the expected rate during the reporting period. • Describe any significant changes to your budget resulting from modification of project activities and/or costs. • Describe any changes to your budget that affected your ability to achieve your approved project activities and/or project objectives.

  23. 6. Budget Information, con’t • Carryover Requests • RSA expects grantees to expend their funds each year in accordance with the approved proposal and budget. • Adequate justification must be provided. • Based on the request, there may be a reduction in continuation of funding. • Unobligated Balances & Excessive Drawdowns • High unobligated balances and excessive draw down of funds will be examined. • Project Directors are strongly encouraged to work closely with their Office of Sponsored Research or business office and accounting department to ensure invoices are paid in alignment with the grant period of performance.

  24. 7. Summary RSA expects that the 2011 APRs will… Directly address the measures listed in your respective NIA; Be delivered on time; Be accurate and verifiable; and Include a narrative that is brief and concise. The narrative provides a qualitative description of your project’s activities, challenges, and achievements.

  25. 7. Summary, con’t • Questions/concerns? Thomas E. Finch, Ph.D. Director Training and Service Programs Division Tom.finch@ed.gov 202.245.7343 *Contact your assigned RSA Project Officer

  26. 7. Closing RSA Project Officers Conference DATE: August 1–3, 2011 Crystal Gateway Marriott , Arlington, VA Registration will open on April 8, 2011 at: http://www.regonline.com/2011projectdirectorsconference Who should attend? RSA grantees Office of Sponsored Research Project Directors Key Personnel

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