Performance Mea s urement T ool Us e r Guide

1. PerformanceMeasurementTool User Guide VOCAVictimAssistanceGrantProgram Subgrantees UpdatedNovember2017

2. Contents • Overview andPurpose ofUserGuide • AccessingandLoggingin tothe PMT • AdministrationSectionFeatures • Entering SubgrantAwardReports • PreparingtheSubgranteeData Report • TroubleshootingTips andAdditional Resources

3. Overview and Purpose of User Guide

4. Overview&Purpose • The PerformanceMeasurementTool(PMT)collectsperformance measurementdata ona quarterlybasis.Yourgrantee willdetermineyour quarterlyduedatesforenteringdata in thePMT. • The purposeofthisuserguideisto instruct the Office forVictimsofCrime (OVC)PMT usersonthe following— • Howto accessandnavigate the PMT • Actions toensure yourreport iscorrectlysubmitted • Troubleshootingstepsforerrorsthat usersmay encounter.

5. RolesofSubgrantees • As asubgrantee,yourrolein performancemeasurementreportingincludes the following— • Identifyingindividualswhoneedsystemaccessandunderstandingwhat data the grantee will needyouto enterinto thesystem • Contributinginformationtothe SubgrantAwardReport(SAR),if directed • bythegrantee • Entering performancemeasuresquarterly, if directedbythegrantee • Clarifying andupdatingdata in response to anyinquiriesfrom thegrantee.

6. PMTDefinitions • PerformanceManagement:Theregularcollectionofdata ina systematic mannerto assessprogram outputs/outcomes,showcaseprogram results, andimprove program performance. • ReportingSystems: • PerformanceMeasurementTool (PMT):The onlinesystemmaintainedby the Office for VictimsofCrime(OVC)forcollectingperformancemeasure data from grantees and subgrantees. • GrantsManagementSystem (GMS):The onlinedata collectionsystemmaintained by theOffice ofJusticePrograms(OJP)for allgrantsadministeredthroughOJP. GMS is theprioritysystemofrecordforinformationaboutgrants.

7. PMTDefinitions(cont.) • PartiesInvolved: • Grantee:The primary grant recipientoffunds directlyfrom theOffice forVictims • ofCrime(OVC). • Subgrantee(orSubrecipient):An entity that receivesaportionofgrantfunding througha formal agreement withthegrantee. Grantees are requiredtomonitor subgranteesto ensuresubgrantfunds are appropriatelyspent. • StateAdministeringAgency(SAA): Thegrantee;the state officeresponsible forreceivingfundsand reportingdata.

8. PMTDefinitions(cont.) • Reports: • SubgrantAwardReport(SAR):Thisreport collectsinformationaboutthe subgranteeorganization,the lengthofthesubawards andactivitiestobe implementedbythe subgrantee,and theallocationofgrant funds. • SubgranteeData Report: Thisreport collectsinformationquarterlyonvictims served withVictimsofCrimeAct(VOCA)plusmatchfunding,includingvictim demographics,typesof victimization,andservicesprovided. • AnnualGranteeReport:Thisreport collectsthe informationonvictims served withVictimsofCrimeAct (VOCA)plusmatchfundingover afederalfiscal year(October–September).Thereportisa PDFdocumentthat the PMTautomatically generatesafterall data entryis complete.

9. Accessing and Logging in tothe PMT

10. AccessingthePMT • Granteeswilldetermineif subgrantees • willenterdata into the PMT. • Granteeswillestablishtheirprocesses andtimelinesforsubgrantee data entry andreview. • Granteeswillsetupuser accountsfor subgranteeusersbyentering their contact information into thePMT.The systemwillthensend thesubgrantee user anemailto set up a password and complete theaccountsetupprocess. • Eachindividualusermust have his or her ownuniqueloginto accessthe systemforsecurity purposes. ImportantNote:TheOVCPMT Helpdeskcannotaddsubgrantee users; onlygranteescanadd subgranteesas users.

11. LoggingintothePMT • Visitthe PMT websiteat this address,https://ojpsso.ojp.gov/, andenter yourusername and password. • The usernameis the user’s • email address. • Ifthe granteeprovidesyouwith access tothePMT, youwill receivean email fromOVCPMT withinstructionsoncreatinga newuser account.

12. LoggingintothePMT(cont.) Ifyouforget yourpassword: Enteryouruser name (email address)andleave thepassword fieldblank. SelectForgotPassword. Enterandsubmit theanswer to your challengequestion. Ifthis is correct,thePMTwillsend youan email witha linktocreatea newpassword. Passwordsmust beat least 12 characters and contain both upperand lowercaseletters,one number, andone specialcharacter(e.g.,!,@,$).

13. UpdatingYour UserAccountand ChangingYour Password • 1 • Accountbuttontoupdateyourlogininformation(see Image 1). • SelecttheChange Password 2 Image 2). • Please remember toadheretothepasswordguidelines that are shownonthe screen.

14. OVCPMTHomePage • OntheOVCPMTHomePage,youcanviewinformationandresources, aswell as thereportingschedule.

15. MainNavigationMenu • OVCPMTHome:General informationaboutyourawardand reports • Administration:Listofsubawards anduser informationassociated withyouraward • SAR:Dataentrypages for allSubgrant AwardReportsassociatedwithyouraward • EnterData: Dataentrypagesfor thequarterlySubgranteeData Report • Reports:Listscurrentand past reports andtheirstatus • NeedHelp:ResourcesforusingthePMTandsubmittingfeedback/questions • Logout:Logs yououtofthe PMTsystem

16. Administration Section Features

17. Administration: FederalAwardList • FromtheFederalAwardListundertheAdministrationtab,youcanviewa listof • yourstate’sfederalawardsandsearch forsubawards. • For subawards toshowuponthe list, theSubgrant AwardReport(SAR) must have thesubwardamount listed.

18. Administration: User List • The ListofCurrentUsersdisplaysall users for yourorganization.Organizations • shouldmanagetheirusers. • Youmay deleteusers whoare nolonger withyourorganizationor engagedin PMTdataentry. • Youmay addindividualswhoshouldhave access fordata entryandreview purposes.

19. Entering Subgrant Award Reports

20. QuickTips for Navigatingthe PMT • Periodicallyclick theSaveandContinuebuttonto ensurethedatayouenteredaresaved intothesystem.Thesystem will time yououtafter 30 minutesofinactivityanddatanotsavedwill be lost. • Please notethatsimplyentering dataintoafield doesnotconstituteasactivity;thesystem onlyrecognizessaving ortheadvancementtoanother pageasactivitiesthat willkeepyoursession active. • ClicktheExitDataEntrybuttontocloseandexit thepage.Please notethat anydatanot previouslysavedwill belost. TheExitDataEntry buttondoesNOTautomaticallysaveyourwork. SaveandContinue Itis critical toperiodicallyclickthe SaveandContinuebuttontosaveyourwork.

21. QuickTips for Navigatingthe PMT • The listbelowincludestips for usingand navigatingthePMTsystem.Please reviewthis • listanduse itas a referencethroughoutthe data entry process. • Hoveringoverunderlinedtextwillprompthelpfullanguage explainingthequestion toappear. • You must entera numericvalue inall fieldsmarked“Number;” no othervaluewill • beaccepted. • Answer all applicablequestions onthe page,thenpress the Save andContinue button. • To go back andreselect anydata,selecttheSaveandContinuebuttonto ensure the • data alreadyenteredintothe system is saved.

22. QuickTips for Navigatingthe PMT • Theresponseoption“NA”(notapplicable)isonlyallowedifyouneedtoindicatethatthevariableisnotapplicabletothestate’sprogramorcrimetype. • Theresponseoption“NT”(nottracked)isonlyallowedifyouneedtoindicatethatthestate’slawsorregulationsallowthetypeof servicebut youareunable tocollect thisdata during thereportingperiodduetotheneedtochangethedatacollectionsystem. • Theresponseoption“0”(zero)isonlyallowed ifyouneedtoindicatea truevalueof“0.” Atruevalueofzeromeansthatthestatehas theabilitytocollectanddoesprovidefor thatexpensetype, however,thereis nodatato submitforthereportingperiod. A Note on Data Validation: ThePMTwill notifyyouifyourresponsetoaspecific measureis not accurate, basedonyourpreviousresponses.ThePMTwill also informyouifyourresponseto aparticularmeasureshould belessthan,equal to, ormore thanyourpreviousresponse.Youmanynotbeabletoselect SaveandContinueorsubmityourreportifthesystem displaysadatavalidationerror withyourentry.

23. EnteringSubgrantAwardReport Data • A Subgrant AwardReport(SAR) is requiredfor eachsubgrant that implements • programming withVOCAplusmatchfunding. • Please seethe Subgrant AwardReport FAQ documentfor detailsonwhen SARsare required. • However,onlyone SubgranteePerformanceData Reportis requiredfor each subgranteeorganization. • SAR Part1 (Questions1–6): • Subawardinformation • Must becompletedby thegrantee • SAR Part2 (Questions7–11): • Informationaboutthe subgrantee • May becompletedby thegranteeorsubgrantee

24. SubgrantAwardReport(SAR) • Underthe SAR tab,youwillfindalist ofthe SARsforeachofyoursubawards. • Selectthesubawardfor whichyouwanttoenter data.

25. SAR– Part1 • Onlyyourgranteecan enter • data inSAR– Part1. • YoucanselectSAR– Part1tosee thedata already enteredby thegrantee.

26. SAR–PartTwo:SubgranteeInformation (Questions7–11) • Grantees are ableto allowsubgranteesto enterdata on Part2 of theSAR, or theymaycompletethis portionof thereport themselves.

27. SAR–PartTwo:SubgranteeMatch • In Question8, please enterthe valuesofin-kind, • cash,andtotalmatchfundingprovided. • The matchmust be20 percentofthetotal project budget.Forexample,see thepiechartto theright:ifa subgrant awardis $30,000,then thematchrequirementis $7,500. • ConsultwithyourSAAregardingoptionsfor a SampleProject Budget: $37,500 Match: $7,500 (20%) Award: $30,000 (80%) matchwaiver.

28. SAR–PartTwo:Budget andStaffing • In Question11.Aand11.B, indicatethetotal budgetand sourcesforall ofthe • subgrantee’s programs/servicesfor theagency’s currentfiscalyear. • Refertothe Subgrant AwardReport FAQs foradditionaldetailsonthesourcesof funding.

29. SAR–PartTwo:Budget andStaffing (cont.) • InQuestion11.C–11.F,indicatethenumberofpositions (i.e.,staffmembers)supporting all subgrantee programsandthenumberof theirhoursfundedbyVOCAplus match. Also, indicate thenumberofvolunteerstaffandvolunteer hours. • Please refertotheSubgrant AwardReportFAQ for additionalguidanceoncalculatingnumber of positionsandhoursandhowtoproratedataif staffaresupportedbyVOCAandnon-VOCA funds.

30. SARReview • Onceyousavedyour data forSAR–Part2,you willbebrought totheSAR Reviewpage. • Withinthis page,youcan reviewallSAR data enteredby boththe granteeandsubgranteetoconfirmitsaccuracy.

31. SARReview • Onceyourdata entryis complete,selectthe Save button. Youwillthenreceive a message statingthat yourdata has beencertified. • Notify yourgranteewillthenbeabletoreviewtheSAR data andclicktheradio buttonapprovingtheSAR. • Note:TheSAR must be approvedbyyourgranteebefore youcan completeyourdata entryfor theperformance measuresforthe SubgranteeData Report.

32. Preparing the Subgrantee Data Report

33. SubgranteeRoleinDataEntry • As a subgrantee,yourrole inperformancemeasurementreportingincludes— • Collection: • Collectdata for allperformancemeasures listedinthe PMT • ConsiderusingtheSubgranteeDataTrackingTemplate tocollectand aggregate data onindividualvictimsserved. • Reporting: • Report data ona quarterlybasis • Followstate processesand deadlinesforsubmittingperformancedata. • Communication: • Contact theSAAifthereare questionsabout howtoreport data • Look foremails from theSAAandtheOVCPMT Helpdeskwithremindersand • information • Respondto inquiriesfrom theSAAaboutdata entered.

34. ReportingSchedulefor Subgrantees Important Note: Remember toonlyreporton activitiesthatoccurredduringthe reportingperiod. Important Note:Clarifyanyinternalduedates withyourSAAandanyinternalduedates fordataentries.States buildintimeto review, clarify,andapprovesubgranteedatapriortotheOVCreportduedate.

35. PerformanceMeasures • OncetheSARdata entryhasbeenapprovedby thegrantee,the subgranteewill thenbeabletocompletetheirPerformanceMeasuresdata entryinthe SubgranteeDataReport. • SelecttheEnter Datatab,and adropdownlistwillappearwithreportingperiods. • Selectthereportingperiodforwhichyouwanttoenter data.

36. PerformanceMeasureScreens • Userscannavigate todifferent data entryscreens byclickingonthe secondary menubarabove thedata entryfields. • Please refer to theSubgranteeDataReport FAQ formoredetailedinformation • aboutsubgranteeperformancemeasures.

37. DataEntryReminders • All fields marked “Number”willonly acceptnumericvalues. • Underlinedtext withinthe PMTis a hyperlinktoa definitionthat will appearwhenyou clickorhover over it. Please referto slides21–23,“QuickTipsforNavigatingthePMT,” forafulllistof tipsfor using thePMTsystem.

38. NumberofIndividualsServed • Enter thetotal numberofindividualsservedduring thereportingperiodandthenumber ofanonymouscontacts.SeethePerformanceMeasures:Subgrantee DataReport(June2017) documentfordefinitionsof“individualsserved”and “anonymouscontacts.” • Enter thenumber ofnewindividualsservedfor thefirsttime during thereportingperiod.All individualsservedwill becountedasnewduring thefirstquarter ofthesubaward. • Check thebox ifyoucannottracknewindividuals.

39. PopulationDemographics • Question5:Enterdemographics foronlynewindividualsserved. • The totalfor eachdemographiccategory (e.g., race/ethnicity,gender identity) must equalthe totalofnewindividualsidentifiedinquestion3. • Use the “Not Tracked” and“NotReported”optionsas appropriate. See slide 22 ofthis user guideorthe PerformanceMeasures: SubgranteeDataReport (June2017)for definitionsofthese terms. • Question6:Enterthe types of victimizationpresented byallindividualsserved andanonymouscontacts.Listall typesofvictimizationpresentedby each individual.

40. DirectServices 1 2 • Report thenumberof individuals whoreceive eachcategory ofservice(item1). • Report thenumberof times eachsubcategory ofservice isprovided(item2). • Whenyouaddthesubcategory occurrences(A1 +A2 + A3 + A4), thetotalshould • beequal toor greaterthan thenumber ofpeoplewhoreceivedservices. • In this example,10 +20 +2 + 4> 10peopleserved.

41. PerformanceMeasures • After completingdata entry, youwillbepromptedtogototheReviewtab. • Subgrantees can reviewall data enteredinthe previoustabs. • Any fields missingdata willbemarked“Required.” • Youmust gobackandenterdata inany flagged fieldsbefore thesystemwillallow • youtomark yourdata entryas complete.

42. SubgranteeAnnuallyReported Performance Measures SubgranteeAnnuallyReportedQuestions • The SubgranteeAnnuallyReportedQuestions tab willappear duringthe July–Septemberreporting period. • These questionsonly needtobeanswered onceperyear. • Enterall data, thenselect Save &Continueto completeyourdataentry.

43. CompletingReportfor Grantee Review • Whenyoufinishyourdataentry, youwillbepromptedtogototheReviewtab. • Underthistab,youcan reviewall thedatayouentered.Ifthereare anymissing fields,theywill bemarkedas “Required,”andyouwill needtoenterdatainthat fieldbeforecontinuing. • Once yourdataentryis complete, click theMark dataentryascompletebuttonthenselect Save. • ImportantNote: OncesubgranteesselectSave, thereportwillbelocked. If subgranteesneedtounlocktheirreport,theymustcontacttheirgrantee. Granteescan unlockthesubgrantee’sreportbyaccessing theCompleteandInprogresstab ontheReportspageoftheir PMTaccount.

44. Reports • After savingyourdata,the report willbeautomaticallysubmittedthroughthe • PMTtoyourSAAfor review. • The PMTwillalso createa PerformanceDataReport inPDFformatforyour records. • Underthe Reportstab,youcan alsocreate PDFsofyourdata entryinprevious reportingperiods.

45. OAIV Required Reports

46. Quarterly Subgrantee Progress Report

47. OFFICEAGAINSTINTERPERSONALVIOLENCE QUARTERLYSUBGRANTEEPROJECTPROGRESSREPORT SubgranteeName SubgranteeAward No ProjectDirector Telephone E-mail Funding Source Reporting Period PROGRESSREPORT Inthespacebelow,provideareportofprogresstowardsprojectgoals,objectives,andactivitiesduring thequarterlyreportingperiod. Thisinformationmustreflectthecurrentsub-awardagreementscopeof work. Use additionalpagesifneeded. Goal1: Object1: Activity: Activity: Object2: Activity: Activity: Individual(s)preparingthisreportmustsignasindicationthatthisreportisatrueandaccurate reflectionoffundedactivitiesduringthereportingperiod. Anyadditionalpagesaddedshouldbe initialedby the individual preparing the report andnumbered. Preparedby: Date: Pageof Revised 7/23/2019 Subgrantee QuarterlyProgress Report OAIV-06

48. PROGRESSREPORT(Continued) (Copysheetas needed) Preparedby: Date: Pageof OAIV-06 Subgrantee QuarterlyProgress Report

49. PROJECTCHALLENGES/BARRIERS Describe any challengesand/orbarriersyouprojecthasfacedineffortstocompleteyourproject. SUCCESSSTORIES Describe projectsuccessstoriesin thissection. Preparedby: Date: Pageof OAIV-06 Subgrantee QuarterlyProgress Report

50. Monthly Activity Log