Frequently Asked Questions on Reporting (Cont’d)

1. Planning for Performance Measurement: Reporting Guidelines and Requirements Presenters:Gregory Thompson, OJJDPChyrl Andrews, OJJDPHeidi Hsia, OJJDPWandra Simmons, OJJDP

2. Frequently Asked Questions on Reporting (Cont’d) Q: What is the timetable for reporting for Title V? A: The first performance measure report for Title V covers January 1, 2005 to September 30, 2005. The due date for States to submit performance measure reports to OJJDP is November 30, 2005. All future annual performance measure reports will cover 12 months from October 1 to September 30, with reports due to OJJDP on November 30.

3. Frequently Asked Questions on Reporting (Cont’d) Q: What is the timetable for reporting for Formula Grants? A: The Federal fiscal year will be the reporting period. However, for the first year, the Formula Grants reporting period will begin on April 1, 2005. It will end on September 30, 2005. Data reports will be due to OJJDP on December 31, 2005.In all subsequent years, the reporting period will begin on October 1 and end on September 30.

4. Frequently Asked Questions on Reporting Q: Do subgrantees need to submit data for each indicator in the purpose area(s) under which they are funded? A: No, subgrantees are required to report on all mandatory and two non-mandatory output measures.Subgrantees are required to report on all mandatory outcome measures and two non-mandatory measures* (either short-term or long-term). *Except Core Requirements and JJ System Improvement which require one non-mandatory outcome measure.

5. Frequently Asked Questions on Reporting (Cont’d) Q: Do small/rural subgrantees need to submit these data? A:Subgrantees whose awards are under $10,000 or for whom data collection would be an undue burden (e.g., subgrantees located in areas with unreliable electricity) do not need to submit these data.

6. Frequently Asked Questions on Reporting (Cont’d) Q: Should State staff select the indicators or let the subgrantees do so? A: Either approach is fine. Some states prefer to focus on selected program areas or outcome areas.

7. Frequently Asked Questions on Reporting (Cont’d) Q: How should I report if I have multiple years of funding open A: You will complete a separate report for each funding year. The data collection tool will aggregate the data and generate a report.  The analysis will be conducted by OJJDP contract staff.

8. Frequently Asked Questions on Reporting (Cont’d) Q: The reporting periods do not match the subgrant periods, so how can subgrantees be expected to show progress? A:Data will be aggregated at the Federal level, so there should be a leveling out across subgrantees whose performance is exaggerated or minimized solely because of the reporting period. In addition, there will be the capability, over time, to account for the reporting period as well as the entire grant period so that OJJDP will be able to analyze and report the data either by total project period or by reporting period.

9. Frequently Asked Questions on Reporting (Cont’d) Q: What if subgrantees' goals do not match the Federal goals for a particular program area? A: Subgrantees can have their own local goals, as long as they have measurable objectives and do not conflict with the Federal guidance outlined in the Formula Grants or Title V programs.

10. Frequently Asked Questions on Reporting (Cont’d) Q: Do existing subgrantees have to use these performance measures? A: Yes, include all active subgrants as of the beginning of the reporting period. Only exclude those subgrants that are expiring (i.e., no more possibility of renewal) in 5 months or less from the end of the reporting period.

11. Frequently Asked Questions on Reporting (Cont’d) Q: What if a subgrantee changes program areas during a single reporting period? A: Subgrantees do not need to report on program areas that they worked under for less than 30 days. If subgrantees have 30 or more days in more than one program area, they should report for each program area.

12. Frequently Asked Questions on Reporting (Cont’d) Q: What if we have continuing subgrantees that may not show any change on the indicators during the reporting period? A: Data from grantees will be aggregated at the State level and again at the Federal level. Some variations will be washed out in the aggregation process.

13. Frequently Asked Questions on Reporting (Cont’d) Q: What options are available for reporting the data? A: Data will be reported on a to-be-designated site maintained by an OJJDP contractor and also submitted as an attachment on GMS.

14. Frequently Asked Questions on Reporting (Cont’d) Q: What if Formula Grants or Title V funds only a small part of a larger project? A: Grantees will have to try to disaggregate the activity and outcomes of activities funded through Formula Grants or Title V in their reporting to the State.

15. Frequently Asked Questions on Reporting (Cont’d) Q: Will there be repercussions for States that do not show “adequate” performance? A: The performance data will not be used by OJJDP to reward or penalize States. Instead, the data will be used to show Congress what is being accomplished nationally with Formula Grants or Title V funds, and whether the Federal Formula Grants or Title V programs are fulfilling their missions. However, states are expected to use this feedback to adjust its administration of Formula Grants and/or Title V funds to improve program performance.