2017 ASN Grantee Mid-Year Progress Report Instructions OverviewColin White and Joe Follman, AmeriCorps State and National Program Officers

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www.nationalservice.gov/build-your-capacity/grants/managing-americorps-grants/americorps-state-and-national-grantee-progress

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Session Overview

• Overview of the AmeriCorps State and National (ASN) Mid-Year Grantee Progress Report (GPR)

• Changes for 2017 and beyond • Program design and data reporting scenarios• Practice activity• Resources• Q&A

Who is on the webinar today?

• Please take a minute to answer the poll questions:

– Are you responsible for writing the GPR?– What type of organization do you work with?– How long have you worked with CNCS grants?

Today’s Presenters

AmeriCorps State and National Program Officers:

• Colin White

• Joe Follman

2017 Mid-Year GPR

• Timeline and Reporting Period–Due: April 30, 2018–Covers period from beginning of 2017 award until

March 31, 2018• Components of the Mid-Year GPR

–Performance Measure tab• PM Actuals and associated explanations

–Narratives tab (new in 2017)• Describe anticipated challenges and strategies related to

performance measure attainment.

GPR Logistics

GPR Feedback and Clarification• The CNCS PO reviews each tab and determines if

clarification is needed. If so, the PO returns the GPR for re-work.

• The following text fields for feedback and clarification appear on all tabs where data are entered:– Program Officer Feedback,– Program Officer Clarification Items, and– Grantee Clarification.

• After responding to all clarification items, the grantee returns the report to CNCS.

Reporting and Data Quality• State Commission reporting requirements:

– In each prime grant, the grantee reports PM data for that prime. – Commissions report narratives for all grants (except School

Turnaround AmeriCorps) in the formula cost-reimbursement prime GPR.

• Data Quality– Data submitted in the GPR must be valid and verifiable.– Maintain source documentation.

• Resolve Open Amendments prior to GPR data entry.

Why change GPR instructions? Which GPRs are impacted by the changes?

• Periodic OMB requirements to re-approve GPR instructions provide a chance to update and improve GPR content.

• 2017 GPR changes include Mid-Year, End-of-Year, and Final GPRs for State and National, plus Planning Grant GPRs.

• Commissions: CIF, VGF, and CSG GPR instructions were also revised.

Changes for 2017 Mid-Year GPR

There are four notable changes in the 2017 Mid-Year GPR:

1. In the Performance Measures section, it is no longer required to provide an explanation if Actuals are less than the target values.

2. Explanations are required if Actuals greatly exceed target values.

3. Previously unreported performance measure data must be included in the Actuals fields.

4. A Narrative prompt has been added.

New Narrative Prompt

National/Tribal Grantees: Describe any challenges your program has encountered that may prevent you from meeting your performance measure targets by the end of the program year. What plans do you have to address these challenges?

New Narrative Prompt

National/Tribal Grantees: Describe any challenges your program has encountered that may prevent you from meeting your performance measure targets by the end of the program year. What plans do you have to address these challenges?

State Commissions: Describe any challenges that may prevent subgrantees from meeting their performance targets by the end of the program year, and describe how you will provide technical assistance to address these challenges.

Reporting Prior-Year Data

If you have PM data from the previous year that were not included in your last End-of-Year GPR due to continuing program activities:

• Include these data in the Actuals fields of this mid-year GPR.

• Explain which data correspond to which program year.

• Include these prior-year data in your upcoming End-of-Year GPR as well.

Exception to Adding Prior-Year Data

Exception to the rule of reporting prior-year data in the Actuals fields:

• If the prior-year data were from a different legal grant (e.g., a previous three-year grant award). – If so, report the prior-year data in narrative form in

the Final GPR for the prior award.

Performance Measure Scenarios

Program #1

• The program intervention runs from September-August.• In the 2016 program year, all members completed their

service terms by the end of August.• The full set of 2016 data were reported in the end-of-year

GPR due 10/31/17.• 2017 Mid-Year GPR Data Entry:

– Enter 2017 Mid-Year Actuals.– As there were no on-going activities from the previous year, no

prior-year data would be entered.

Performance Measure Scenarios

Program #2

• The program intervention runs from September – August.• In the 2016 program year, some members were still

serving beyond the end of August. – Possible reasons: rolling/late enrollments, refill slots utilized,

service extensions due to suspension• The program was not able to report a full set of 2016 data

on the End-of-Year GPR due 10/31/17. The End-of-Year GPR notes on-going program activities.

Performance Measure ScenariosProgram #2 continued:• 2017 GPR Data Entry

– Mid-Year GPR• Include both current (2017) program year Actuals

AND prior-year (2016) Actuals not previously reported on the 2016 End-of-Year GPR.

– End-of-Year GPR• Include both current (2017) program year Actuals

AND prior-year (2016) Actuals not previously reported on the 2016 End-of-Year GPR.

– Explain which data are from which program year.

Practice Activity

October 2017 December 2017

281 individuals of whom 196transitioned to affordable housing

644 individuals of whom 402transitioned to affordable housing

Practice Activity

Questions:• What output and outcome Actuals should

Housing Corps report on the 2017 Mid-Year GPR?

Practice Activity

Questions:• What output and outcome Actuals should

Housing Corps report on the 2017 Mid-Year GPR?

• What explanations should Housing Corps provide for these Actuals?

Practice Activity Answer Key

• For the 2017 Mid-Year GPR, Housing Corps should report the following:– Output Actual: 925 individuals– Outcome Actual: 598 individuals

Preview of Changes for 2017 End-of-Year GPR

• Narrative–Analysis of Impact, Member Experience, and Impact

Snapshots narrative prompts removed.–New narratives required on data quality, performance

management, and TTA and monitoring (monitoring question not changed for national/tribal grantees, removed for commissions).

• Performance Measures and Demographics–Prior-year data not reported on previous End-of-Year

GPR should be included in Actuals fields.

Preview of Changes for 2017 Final GPR

•Narrative–New narrative required describing what you have learned about your theory of change (for national/tribal grantees) or your subgrantee portfolio (for commissions) during the full three-year grant period.

•Performance Measures and Demographics–No Performance Measures or Demographics tabs.–Data not reported on previous End-of-Year GPR should be provided in narrative form.

CNCS Resources• GPR Landing Page (has all 2017 GPR instructions)

– www.nationalservice.gov/build-your-capacity/grants/managing-americorps-grants/americorps-state-and-national-grantee-progress

• eGrants Interface GPR Tutorial– www.nationalservice.gov/resources/americorps/completing-

americorps-grantee-progress-report-gpr

• 2017 National Performance Measure Instructions– www.nationalservice.gov/sites/default/files/documents/2017%20Perfor

mance%20Measures%20Instructions.pdf

• CNCS Program Officer

• GPR Instructions Overview Webinar (to be posted in March)

What questions do you have?

Thank you!