Planning for Performance Measurement: Reporting Guidelines and Requirements Presenters: Gregory Thom

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Planning for Performance Measurement Reporting
Guidelines and Requirements PresentersGregory
Thompson, OJJDPChyrl Andrews, OJJDPHeidi Hsia,
OJJDPWandra Simmons, OJJDP
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Frequently Asked Questions on Reporting (Contd)

• 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.

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Frequently Asked Questions on Reporting (Contd)

• 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.

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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.

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Frequently Asked Questions on Reporting (Contd)

• 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.

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Frequently Asked Questions on Reporting (Contd)

• 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.

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Frequently Asked Questions on Reporting (Contd)

• 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.

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Frequently Asked Questions on Reporting (Contd)

• 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.

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Frequently Asked Questions on Reporting (Contd)

• 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.

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Frequently Asked Questions on Reporting (Contd)

• 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.

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Frequently Asked Questions on Reporting (Contd)

• 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.

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Frequently Asked Questions on Reporting (Contd)
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.
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Frequently Asked Questions on Reporting (Contd)

• 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.

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Frequently Asked Questions on Reporting (Contd)

• 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.

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Frequently Asked Questions on Reporting (Contd)

• 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.