Oakland Fund for Children and Youth Technical Assistance Workshop

1
Oakland Fund for Children and YouthTechnical
Assistance Workshop

• Quarterly Reporting Training
• 2007 2008
• 150 Frank Ogawa Plaza, 2nd Floor
• Oakland, CA 94612

2
Overview

• Purpose of Reports
• Due Dates
• The 3 Parts of a Quarterly Report
• Proof of Matching Funds
• Scope of Work and Budget Modifications
• Most Common Mistakes
• Questions and Contact Info

3
Purpose of Reports

• Kids First! Measure K Initiative
• General Purpose Fund
• Report OFCYs effort
• 2008 2009 reauthorization of Measure K

4
Due Dates

• Quarter 1 July September
• Friday, October 12, 2006
• Quarter 2 October December
• Friday, January 11, 2007
• Quarter 3 January March
• Friday, April 11, 2007
• Quarter 4 April June
• Friday, July 11, 2007

5
Due Dates

• Reports and Invoices must be submitted
  ELECTRONICALLY
• Reports received after 5pm are counted as having
  been submitted the following business day.
• Send ALL reports to the following email
• ofcy0608reports_at_gmail.com
• Please use the following format in the subject of
  your email
• Lead Program Quarter

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The 3 Parts of a Quarterly Report

• Scope of Work and Reporting Workbook
• Please save the file using the following format
• LeadProgramQSOW.xls
• Quarterly Narrative Report
• Please save the file using the following format
• LeadProgramQQNR.doc
• Budget and Invoice Workbook
• Please save the file using the following format
• LeadProgramQINV.xls

7
Scope of WorkScope of Work and Reporting
Workbook Excel File

• Progress Report Coversheet
• Program Activity Report Form (PARF)
• Participant ID Form
• Save the Reporting File using the following
  format
• Lead Program QSOW
• The cells that need to be completed are tinted
  in YELLOW

8
Scope of Work

• Progress Report Coversheet
• Fill out only the information at the top
• Report Date
• Reporting Period
• Lead Agency/Fiscal Agency
• Contact Name and Phone Number
• Project Title

9
Scope of Work

• Program Activity Report Form (PARF)
• ONLY enter information into the cells that are
  shaded in YELLOW
• Do NOT change any activity names or projected
  numbers on the PARF without approval from your
  Grants Coordinator

10
Scope of Work

• Program Activity Report Form (PARF)
• Total Number of Sessions
• Enter the ACTUAL number of sessions the activity
  was provided for the given reporting period
• This number CANNOT be changed in the later
  reporting periods

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Scope of Work

• Program Activity Report Form (PARF)
• Average Session Participants
• Enter the average number of participants that
  attended the activity for the given reporting
  period
• In any given session, about how many students
  participated in this activity?
• Be as accurate as possible. Use attendance
  records
• Accuracy will be verified through site visits
• This number CANNOT be changed in the later
  reporting periods

12
Scope of Work

• Program Activity Report Form (PARF)
• Average Number of Hours Per Session
• Enter the average number of hours the activity
  was held for each session during the reporting
  period
• How many hours was the activity available for
  the youth?
• Prep time for the activity only count when youth
  are involved
• Outreach and Recruitment for an activity can be
  counted as its own activity line.
• This number CANNOT be changed in the later
  reporting periods

13
Scope of Work

• Program Activity Report Form (PARF)
• Units of Service (UOS)
• UOS is defined as 1 hour of service
• Do not enter anything in this section
• The Excel spreadsheet will calculate this number

14
Scope of Work

• Program Activity Report Form (PARF)
• Summary of OFCY Inputs
• This MUST be filled in. If it is not, your
  reimbursement WILL be delayed.
• Enter the amount that you have invoiced OFCY for
  each reporting period
• ONLY enter information into the cells that are
  shaded in YELLOW
• This number CANNOT be changed in the later
  reporting periods
• Annual Total will be calculated with the Excel
  worksheet

15
Scope of Work

• Program Activity Report Form (PARF)
• Summary of OFCY Match Inputs
• This MUST be filled in. If it is not, your
  reimbursement WILL be delayed.
• Enter the actual amount of match that you have
  spent for each reporting period
• ONLY enter information into the cells that are
  shaded in YELLOW
• This number CANNOT be changed in the later
  reporting periods
• Annual Total will be calculated with the Excel
  worksheet

16
Scope of Work

• Participant ID Report Form
• OFCY Tracking System
• Actual Number Served (unduplicated)
• Used to report OFCY effort
• Do NOT enter the full names of program
  participants

17
Scope of Work

• Participant ID Report Form
• Enter the first letter of the participants first
  and last name in the corresponding columns
• Enter the number for the month, day, and year of
  the participants birth
• Excel will calculate the participants age and ID
  number according to the information entered above

18
Scope of Work

• Participant ID Report Form
• Enter the Gender for each participant
• Enter the code that corresponds to the
  participants ethnicity
• Enter participants 5 digit zip-code
• Enter the entry month, day, and year in the
  corresponding columns
• If applicable, enter the exit month, day and year
  in the corresponding columns

19
Quarterly Narrative Report(Microsoft Word
Document)

• Save the Reporting File using the following
  format
• Lead Program QQNR
• Fill out name, phone number, and e-mail of the
  person completing the form
• Fill out agency and project name
• Indicate which quarter on which you are reporting
• Complete all 7 sections of the report

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Quarterly Narrative Report

• Section 1 Discrepancies
• This section MUST be filled out. If it is empty
  or if there is not enough information, the whole
  report will not be considered for payment and
  will be returned for more details
• For any activity where the actual numbers do not
  match the projected numbers (positive or
  negative)
• Explain what happened and why it may have
  happened
• Example (positive) There was an increase in the
  number of participants this quarter because
  outreach was very successful last quarter
• Example (negative) There was a drop in the
  number of sessions due to decrease in staff

21
Quarterly Narrative Report

• Section 2 Shortfalls
• This section MUST be filled out. If it is empty
  or if there is not enough information, the whole
  report will not be considered for payment and
  will be returned for more details
• For any activity listed in Section 1, that fell
  short of the projected numbers
• Explain what your program is doing to address the
  shortfalls
• Example The program has posted several listings
  in different places for a new sports coordinator.
  The coordinator is scheduled to start work in the
  April, the beginning of the next quarter

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Quarterly Narrative Report

• Section 3 Program Highlights
• Bragging rights, give kudos!
• Illustrate the positive effects of your program
• Tell how your program is fulfilling its mission
• Name challenges that your program has overcome
  and how they were resolved
• Share which activities are working well and why
  that might be

23
Quarterly Narrative Report

• Section 4 Updates
• Any updates that may affect your program in
  anyway
• Changes in staff, scheduling, space
• List any new developments that may affect
  upcoming programming

24
Quarterly Narrative Report

• Section 5 Collaborative Activities
• Only Collaborative agencies need to complete this
  section
• Describe the level of collaboration between
  partner agencies for the current quarter
• How many times did partners meet?
• How did the Collaborative work together?
• How did the lead agency provide support and
  technical assistance to partner agencies?

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Quarterly Narrative Report

• Section 6 Results Statements
• Quarter 1 3
• State your result statement goal
• Indicate your progress towards your result
  statements
• Indicate how you are measuring progress
• Quarter 4
• State your result statement goal
• List the final outcome for each result statement
• Example
• Goal 80 of youth will graduate at the end of
  the year
• Result 85 of youth graduated at the end of the
  year.

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Quarterly Narrative Report

• Section 7 Additional Comments
• Feedback or comments to the OFCY staff and
  evaluation team
• Tell us what worked, what didnt
• Suggestions to the OFCY Team for improvement

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Budget and InvoicingBudget and Invoice Workbook
Excel File

• Coversheet
• Invoice
• Budget Details
• (separate Excel Files)
• Youth/Grant Stipends Detail
• Equipment Detail
• Save the Reporting File using the following
  format
• Lead Program QINV
• The cells that need to be completed are tinted
  in YELLOW

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Budget and Invoicing

• Invoice Coversheet
• Fill in information on the top half
• Name and phone number of the person to contact if
  any questions arise
• Name and Title of the person completing the
  invoice
• Name and Title of the person approving the
  invoice

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Budget and Invoicing

• Invoice
• ONLY enter information into the cells that are
  shaded in YELLOW
• Do NOT change your budget without approval from
  your Grants Coordinator
• Enter the amount of Estimated Match on the top
  right for the corresponding quarter
• Very important to fill this in each of the four
  quarters
• The first worksheet with your revised budget will
  remind you what your contracted match is
• Enter the amount spent this quarter for each line
  item under Current Expenses

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Budget and Invoicing

• Budget Details
• Youth/Grant Stipend Detail
• Required of all projects giving stipends, youth
  grants, or mini-grants
• Separate Excel Document from Budget Workbook
  downloadable from the website
• Complete all columns of this form
• Participant ID DO NOT use the participants
  name. Please use the ID created by the
  Participant ID form
• Brief Description of Project
• Amount of Stipend
• Equipment Detail
• Required when the lead agency has incurred ANY
  equipment costs
• Separate Excel Document from Budget Workbook
  downloadable from the website
• The City retains the right to ownership of any
  capital equipment item costing more than 500
• Complete all columns of this form

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The Quarterly Report

• Scope of Work and Reporting Excel workbook
• LeadProgramQSOW.xls
• Quarterly Narrative Report Word document
• LeadProgramQQNR.doc
• Budget and Invoicing Excel workbook
• LeadProgramQINV.xls
• Grant Stipend Detail (if applicable)
• LeadProgramQgrantstipend.xls
• Equipment Purchase Detail (if applicable)
• LeadProgramQequipment.xls

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Proof of Matching Funds

• Proof of Match due with 3rd Quarter Reports
• Programs must receive at least 25 of the total
  project amount in matching funds to comply with
  the contract
• Although you only need to document 25 of the
  match we want the FULL MATCH projections and
  inputs on the invoice worksheet
• Funds can come from other grants, in-kind
  services, donations, or other pre-approved
  non-OFCY, non-Measure K sources

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Proof of Matching Funds

• Coversheet
• Fill in Agency Information
• Fiscal and Lead Agency
• Project Title
• Contact Name and Phone Number
• Total OFCY Award
• Total Required Match (at least 25 of total
  award)
• Fill in Match Summary
• Type of Match
• Source
• Amount Towards Project

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Proof of Matching Funds

• Match Summary Guidelines
• (Type of Match)
• Philanthropic Grants
• Copies of Letters of Support from foundations or
  private donors on donors organizational
  letterhead
• Copies of accompanying checks, bank statements,
  or payment schedules
• Contracts/ Service Agreements
• Copies of Contracts or Service Agreements
• Copies of accompanying checks, bank statements,
  or payment schedules

35
Proof of Matching Funds

• Match Summary Guidelines
• (Type of Match)
• Corporate Donations
• Copies of Letters of Support on donors
  organizational letterhead
• Copies of accompanying checks, bank statements,
  or payment schedules
• Individual/Private Donations
• Submit a separate list of individual donations
• Proof of deposit one of the following
• copy of check
• copy of bank deposit slip
• copy of bank statement

36
Proof of Matching Funds

• Match Summary Guidelines
• (Type of Match)
• In-Kind Donations
• Donation of space, services or supplies provided
  by another organization at no cost to your
  project
• Letter on donors organizational letterhead
  documenting the monetary value of the in-kind
  donation
• The In-Kind Donor cannot be the same as your
  organization
• Volunteer In-Kind Support
• Standard rate of match 10.50 per hour
• Strong justification needed if rate is higher
• Volunteers cannot be employed by organization
• Volunteers cannot be a consultant or contractor
  for the organization
• Attach copy of volunteer sign-in sheets with the
  volunteers name and hours served

37
Proof of Matching Funds

• Match Summary Guidelines
• Source
• Name of the foundation, organization, or
  individual that is providing the match funding
• Amount Towards Project
• Dollar amount of the match funding from each
  source that is going towards the project funded
  by the OFCY grant
• Total Actual Match
• Add the dollar amounts from the Amount Towards
  Project column

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Scope of Work andBudget Modifications

• All modifications must be approved before
  adjustments may be implemented
• All modification requests must be submitted 1
  (one) week before the Quarter Reporting deadline
• No changes can be made in the 4th Quarter
• Only two modifications can be made through the
  course of the year
• Modifications must be approved before reporting
  or invoicing.

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Scope of Work and Budget Modification

• Scope of Work Modification
• Inform your Grant Monitor via letter or e-mail to
  request a program Scope of Work Modification
• State the modification and the reason
• Explain how the program will make up UOS deficit
• OFCY Team will consult and either approve or deny
  your request
• If approved, update the Revised Scope of Work
  spreadsheet in the Scope of Work and Reporting
  Workbook for your Quarterly Report
• Send a copy of the revised Scope of Work to your
  Grant Monitor before turning in the Quarter
  Reports

40
Scope of Work and Budget Modification

• Budget Modification
• Inform your Grant Monitor via letter or e-mail to
  request a Budget Modification
• Attach Budget Modification Spreadsheet from your
  Budget and Invoice Workbook
• ONLY enter information into the cells that are
  shaded in YELLOW
• Note change of budget under Proposed OFCY
  Budget column
• Explain change of budget under Justification
  column
• OFCY Team will consult and either approve or deny
  your request
• If approved, update the Revised Budget
  spreadsheet in the Budget and Invoice Workbook
  for your Quarterly Report

41
Most Common Mistakes

• Progress Report Coversheet
• Complete the Top Section
• Program Activity Report Form (PARF)
• Activities do not match the Scope of Work
• Do not change the name of the activity
• Do not move the activity to a different line
• Do not change the projections
• ONLY enter information into the cells that are
  shaded in YELLOW
• Do not leave blanks unless the activity has not
  started
• Complete the OFCY and Match dollar inputs at the
  very bottom row of the PARF labeled Inputs.

42
Most Common Mistakes(and how to avoid them)

• Participant ID Form
• Fill in all the participants information
• Quarterly Narrative Report Form
• Fill in all sections unless not applicable
  (Sections 1 and 2 are always required)
• Match Activity Numbers and Description in Section
  1 and 2 to PARF
• If youre having trouble with your spreadsheet or
  see something that does not make sense (ex
  REF!), please notify your grants coordinator

43
QuestionsAnd Contact Information

• Angela Piñon Grants Coordinator
• apinon_at_oaklandnet.com
• 510.238.7496
• Isa S Chu Grant Monitor
• ichu_at_oaklandnet.com
• 510.238.4913
• Naima Jameson Grant Monitor
• njameson_at_oaklandnet.com
• 510.238.6380