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Outside Agency program

This document provides guidelines and tools for quarterly and annual reporting for the FY2019-20 program. It includes deliverables matrix, tracking goals, unduplicated participants, and reporting on deliverables.

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Outside Agency program

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  1. Outside Agency program Quarterly and annual reporting for FY2019-20

  2. agenda • Quarterly Reports • Deliverables Matrix • Deliverables & Public Benefits • Tracking “Goals”: Report Tools • Annual Reports

  3. Quarterly reports • Many questions are the same, just more specific • Unduplicated and Duplicated • Contract/Fiscal Year • Matching reported numbers with Contract Deliverables • Tracking “goals” • Ignore auto-populated totals in ZoomGrants

  4. Quarterly report due dates • October 31 • January 31 • April 30 • July 31

  5. Deliverables Matrix • Exhibit A of Agency Contract • Guides quantitative reporting • Focus on Deliverables attachment

  6. Deliverables I & II

  7. Deliverable III

  8. Tracking expenditures 5000 5000 33

  9. Reporting on deliverables

  10. Quarter 1 deliverable & Public benefit 1 Matching reported numbers with Contract Deliverables 75 25 21

  11. Quarter 1 deliverable 2 Matching reported numbers with Contract Deliverables 60 30 20

  12. Quarter 1 deliverable 3 Matching reported numbers with Contract Deliverables 580 100 0

  13. Unduplicated participants • An individual/household/agency/etc. is only counted once per contract year • An individual/household/agency who participates in more than one Deliverable is counted oncefor each Deliverable per contract year

  14. Quarter 4 deliverable & Public benefit 1 100 Total Units for All OA-funded Programming for the Quarter 13 Total Unduplicated Clients (Per Contract Year) Total Unduplicated Clients (Per Contract Year) 10

  15. Quarter 4 deliverable 2 46 7 7

  16. Quarter 4 deliverable 3 630 5 5

  17. Reporting clients in multiple quarters • Depending on the program, may not be applicable in Quarter 1 or any other Quarterly Reports • Same question for Deliverables 2 and 3

  18. Quarter 4 deliverable 3 The Food Pantry continued to serve 70 households included in previous Quarterly Reports. Five new households signed up to receive bi-monthly food boxes. Some of the families didn’t visit the Food Pantry each time a food box was available for pick-up.

  19. Demographic questions 13 - 17 • Age Groups • Gender • Race • Ethnicity • Other Categories

  20. Who to report? • Only report unduplicated for the quarter • Combine unduplicated from Deliverables 1, 2, & 3 • Totals should be the same for questions 13 - 17

  21. Quarter 1 deliverable 1 75 25 21 15 8 Total: 25 Individuals 1 1

  22. Other categories • Only report unduplicated for the quarter • Combine unduplicated from Deliverables 1, 2, & 3 • Clients may fall into more than one category – total may not reflect those in questions 13-16

  23. Tracking “goals”: report totals

  24. Totals and goals 5000 5000 33 Ignore Totals Quarter 1 5000 15,000 5000 5000 15,000 5000 33 33 100

  25. Tracking deliverables Quarter 1 580 100 0 125.00 0

  26. Beginning quarterly & annual reports Annual Reports Quarter 2 Quarter 3 Quarter 4 Quarter 1

  27. Annual report questions Narrative – Share Your Program’s Story (700 character limit) • What were the program’s biggest successes? Outline any promising approaches and innovative processes. • Were the program’s staff able to participate in either internal or external trainings? Describe the type of training(s) that the program’s staff participated in. • Did staff identify any needs that the program was unable to meet? What are the barriers to addressing this unmet need? • Have you collaborated with any local agencies this year? If so, how have these relationships supported your program? • Are there any changes to the program that you plan to make in the next year? If applicable, what initiated the changes? Adjustments may include any alterations to the program in order to meet contract deliverable(s).

  28. Program participant questions 23. Client surveys. When was your last client survey administered? What were the results? In what format was it made available to clients (paper survey, online, etc.)? How often were clients surveyed throughout the year? (1000 character limit) 24. Share a client success story from this year. The OA Committee and Board of Supervisors receive an Annual Impact Report. This will include client success stories shared from this questions. (2500 character limit) Document Requested: Client Success Story Photos (optional)

  29. summary • Total of 10 Reports • Refer to Exhibit A Attachment with Deliverables • Select Quarterly or Annual Report for Question 1 • Tracking Unduplicated per Deliverable, Quarter and Contract Year • Report Tools tab in ZoomGrants to track Deliverables, Expenditures, & Public Benefits aka “Goals”

  30. En fin

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