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2012 Annual Performance Report

2012 Annual Performance Report. Rehabilitation Services Administration/Training and Service Programs Division (RSA/TSPD) March 22, 2012. Overview of Session. Background 524B Cover Sheet Executive Summary 524B Form Part A: Project Status Chart Part B: Budget Narrative

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2012 Annual Performance Report

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  1. 2012 Annual Performance Report Rehabilitation Services Administration/Training and Service Programs Division (RSA/TSPD) March 22, 2012

  2. Overviewof Session • Background • 524B Cover Sheet • Executive Summary • 524B Form • Part A: Project Status Chart • Part B: Budget Narrative • Part C: Additional Information • Summary & Closing

  3. Presenters Dr. Thomas E. Finch, Director Training and Service Programs Division RoseAnn Ashby, Chief Training Programs Unit Kristen Rhinehart-Fernandez Project Officer

  4. Polling Question #1 • Is this your first time submitting an Annual Performance Report with the Rehabilitation Services Administration? (select one) • A= Yes, I am a first time grantee and this is my first Annual Performance Report • B= No, I have previously submitted Annual Performance Report

  5. Polling Question #2 • What makes a strong Annual Performance Report? (select one) • A= submitting the report on time • B= submitting reliable quantitative data • C=submitting accurate financial data • D= submitting a detailed narrative that captures all of the day-to-day activities of the grant • E= A, B, and C ONLY

  6. FY2012 APR Webinar Series Thursday, March 29, 2012: How to submit your FY 2012 APR to G5 (2 PM Eastern) Tuesday, April 10, 2012: Frequently Asked Questions (2 PM Eastern)

  7. Attachments • Sample Executive Summary • Sample Budget Narrative • Example of a strong APR • FY 2011 APR Findings • Call for Presentations • MS Word Versions • ED 524B Cover Sheet • ED 524B Form Part A: Project Status Chart • ED 524B Instructions • Risk Assessment Rubric

  8. Background Discuss how to meet the reporting requirements as outlined in the Notice Inviting Applications (NIA). Provide the basic tenants of preparing the Annual Performance Report (APR), which applies to all discretionary grantees regardless of your specific RSA grant. Prepare for FY 2013.

  9. Background con’t • Reasons for Standards in Data Collection and Reporting • Allows for aggregation of grantee-level data to the program level; • Allows RSA to make judgments about data quality; and • Allows program office to demonstrate progress from year to year.

  10. Background, con’t • How is my APR data used? • Your assigned RSA Project Officer will review your 2012 APR and determine continuation of funding against : • Performance measures outlined in your respective NIA to identify progress made • Goals proposed in the individual application • The information supplied in your 2012 APR may also be used by Congress to determine future program funding.

  11. Background, con’t There are no competitions scheduled in FY 2012. Grantees will be required to report on actual expenditures from October 1, 2011-March 31, 2012 and project expenditures from April 1, 2012-September 30, 2012. Carryover of funds will not be approved. The amount of expected carryover, if any, will be reduced from the Continuation Award.

  12. Background, con’t • Where can I find performance measures and absolute priorities (if any) that are specific to my grant? • Performance Measures and Absolute Priorities (if any) are detailed in the Notice Inviting Applications (NIA) that funded your grant. • In the NIA go to Section VI. Award Administration Information, Part 4. Performance Measures.

  13. Background, con’t • Go to the Department’s G5 website http://www.G5.gov, then select “Grant Maintenance-Performance Reports” • Required APR documents: • 524B Cover Sheet • Executive Summary • ED 524B form • Section A: Project Objectives Information and Related Performance Measures Data (i.e. Project Status Chart) • Section B: Budget Narrative • Section C: Additional Information (as applicable) • Help Desk: edcaps.user@ed.gov or call 1-888-336-8930

  14. Background, con’t • Will I receive instructions? Yes, via the List Serve and through a “Dear Colleague Letter” that will be posted to G5. • When is the FY 2012 APR due and what period of time does it cover? APR Due Date: Monday, April 30, 2012 at 4:30 PM Eastern Daylight Time • Actual Performance: 10/01/2011–03/31/2012 • Projection of Performance: 04/01/2012- 09/30/2012 No extensions will be granted.

  15. Background, con’t IN-SERVICE TRAINING ONLY • If a grantee is receiving both the Basic Award (84.265A) and the Quality Award (84.265B), the grantee must submit an Annual Performance Report for each of the grant awards separately. • An Executive Summary is required as part of the Annual Performance Report.

  16. Background, con’t IN-SERVICE TRAINING ONLY Since the FY 2011 Annual Performance Report covered only a 6-month period (10/01/2010-03/31/2011), grantees are required to include a Summary of Performance in Year 1thatdetails goals and objectives achieved and not achieved during 04/01/2011 to 09/30/2011. This Summary must be submitted as Part C “Additional Information” of the ED 524B Form.

  17. 524B Cover Sheet • Provide general grant information including PR/Award number, grantee name, address, and reporting period. • Please note that items 8-9 must be completed by your Business Office. This covers budget expenditures and indirect cost information. • The grantee’s authorized representative must sign the certification for the ED 524B Cover Sheet. *Instructions can be found by copying and posting this link into your web browser: http://www2.ed.gov/fund/grant/apply/appforms/ed524b_instructions.doc

  18. 524B Cover Sheet • Report budget expenditure data in items 8a. – 8c. of the ED 524B Cover Sheet, as applicable. • Note: If you are reporting on the first budget period of the project, leave item 8a. blank. • For budget expenditures made with federal grant funds, you must provide an explanation if funds have not been drawn down from G-5 to pay for the budget expenditure amounts reported in items 8a.– 8c. of the ED 524B Cover Sheet. • The indirect cost information requested in Items 9a. – 9d. must be completed by your Business Office.

  19. Executive Summary Accomplished Activities. Planned Activities. Partnerships (i.e. with State VR Agency and or Advisory Boards, as applicable). Materials developed during the period of performance and dissemination activities, if any. How data and information were used to make improvements to the project. Other information related to the performance measures that are relevant and applicable to your respective grant.

  20. Executive Summary, con’t • Avoid lengthy summaries that restate the project proposal. • Avoid lists of meetings, events, and individuals involved with the project during the period of performance. • If you include information about meetings and events, be sure to discuss the goals and outcomes for each and how these activities supported the overall outcomes of the grant. • Avoid too much focus on achievements and successes instead of a balance among challenges, solutions, successes, and impact.

  21. 524-B Part A: Project Status Chart • Project Objectives - Enter each project objective that is included in your approved grant application. Only one project objective should be entered per row. Project objectives should be numbered sequentially, i.e., 1., 2., 3., etc. • Performance Measures - For each project objective, enter each associated performance measure. There may be multiple performance measures associated with each project objective. • Measure Type - For each performance measure you are reporting on, enter the type of performance measure. Enter one (1) of the following measure types: GPRA; PROGRAM; or PROJECT.

  22. 524B Part A: Project Status Chart, con’t Explanation of Progress

  23. 524BPart A: Project Status Chart, con’t • Explanation of Progress • Currently, Smith DVR has two vacancies and 41 fully qualified Vocational Rehabilitation Counselors (VRCs). This is an increase of 3 (2%) from this period of performance in FY 2012. • Smith DVR has 9 VRCs in matriculated Master’s degree educational programs, while 2 VRC’s with closely related counseling degrees will need to complete 2 courses to meet the federal standard for fully qualified status. • As such, 66% of current Smith DVR VRC staff is fully qualified and should personnel remain stable, could achieve a rate in excess of 80% fully qualified VRC staff by FY 2012.

  24. 524BPart A: Project Status Chart, con’t More about Explanation of Progress • If data will not be attained by September 30, 2012 provide an explanation if : • Expected progress will not be made toward meeting a performance measure; • Expected progress will not be made in achieving a project objective; and/or • A planned activity was not conducted as scheduled.

  25. 524B Part A: Project Status Chart, con’t Mistakes to avoid: Information is lacking Missing/Incomplete data Quantitative versus qualitative Discrepancies in the data

  26. 524B Part B: Budget Narrative • Provide an explanation if you did notexpend funds at the expected rate during the reporting period. • Describe any significant changes to your budget resulting from modification of project activities and/or costs. • Describe any changes to your budget that affected your ability to achieve your approved project activities and/or project objectives.

  27. 524BPart B: Budget Narrative con’t • Unexpended funds projected by September 30, 2012 • RSA expects grantees to expend their funds each year in accordance with the approved proposal and budget. • There will be a reduction of continuation funding. • Unobligated Balances & Excessive Drawdowns • High unobligated balances and excessive drawdown of funds will be examined. • Project Directors are strongly encouraged to work closely with their Office of Sponsored Research or business office and accounting department to ensure invoices are paid in alignment with the grant period of performance.

  28. 524BPart C: Additional Information Results and analysis of scholar surveys and other evaluation activities. Other information, as necessary

  29. Summary • RSA expects that the 2012 APRs will… • Directly address the measures listed in your respective NIA; • Be delivered on time; • Be accurate and verifiable; and • Include a Executive Summary that provides a concise qualitative description of your project’s activities, challenges, and achievements. • G5 will be closed from April 18-April 23.

  30. Summary, con’t • Questions/concerns? Thomas E. Finch, Ph.D. , Director Training and Service Programs Division Tom.Finch@ed.gov (T) 202.245.7343 RoseAnn Ashby, Chief Training Programs Unit Roseann.Ashby@ed.gov (T) 202.245.7258

  31. In-Service TrainingSummary • In-Service Training RSA Project Officers: • Douglas Zhu RSA Program Specialist State VR Unit In-Service Training Program douglas.zhu@ed.gov 202-245-6037 • Tom Macy RSA Program Specialist State VR Unit In-Service Training Program thomas.macy@ed.gov 202-245-6077

  32. Closing 15th Annual RSA Project Directors Conference DATE: August 27-August 29, 2012 Crystal Gateway Marriott, Arlington, VA Deadline for submitting Breakout and Poster Session Proposals is FRIDAY, APRIL 20, 2012 Questions? Contact Lindsay Hill at lmhill@gwmail.gwu.edu or call 202-973-7675

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