OUTSIDE AGENCY PROGRAM Q U A R T E R L Y A N D A N N U A L R E P - - PowerPoint PPT Presentation

Q U A R T E R L Y A N D A N N U A L R E P O R T I N G F O R F Y 2 0 1 8 - 1 9

OUTSIDE AGENCY PROGRAM

AGENDA

• Welcome and Introductions
• Scope of Work
• Quarterly Reports
• Deliverables & Public Benefits
• Break
• Tracking “Goals”: Report Tools
• Annual Reports

WHY CHANGE?

• Quarterly Report
• Questions weren’t specific
• Reflect the work carried out by grantees more holistically
• Efficiently report on impact of County General Funds to the public
• Annual Report
• Questions were similar to those on the

Quarterly Reports

• Less quantitative and more qualitative

SCOPE OF WORK

• Exhibit A of Agency Contract
• Guides quantitative reporting
• Focus on Deliverables attachment

QUARTERLY REPORTS

• Many questions are the same, just more specific
• Unduplicated and Duplicated
• Contract/Fiscal Year
• Matching reported numbers with Contract Deliverables
• Tracking “goals”
• Ignore auto-populated totals in ZoomGrants

QUARTERLY REPORT DUE DATES

• October 31
• January 31
• April 30
• July 31

EXAMPLE DELIVERABLES I & II

EXAMPLE DELIVERABLE III

BEGINNING QUARTERLY & ANNUAL REPORTS

Quarter 1 Quarter 2 Quarter 3 Quarter 4 Annual Reports

FIRST QUESTIONS

TRACKING EXPENDITURES

5000 5000 33

REPORTING ON DELIVERABLES

QUARTER 1 DELIVERABLE & PUBLIC BENEFIT 1

75 25 21

Matching reported numbers with Contract Deliverables

QUARTER 1 DELIVERABLE 2

60 30 20

Matching reported numbers with Contract Deliverables

QUARTER 1 DELIVERABLE 3

580 100

Matching reported numbers with Contract Deliverables

UNDUPLICATED PARTICIPANTS

• An individual/household/agency/etc. is
• nly counted once per contract year
• An individual/household/agency who

participates in more than one Deliverable is counted once for each Deliverable per contract year

QUARTER 4 DELIVERABLE & PUBLIC BENEFIT 1

Total Units for All OA-funded Programming for the Quarter Total Unduplicated Clients (Per Contract Year) 100 13 10 Total Unduplicated Clients (Per Contract Year)

QUARTER 4 DELIVERABLE 2

46 7 7

QUARTER 4 DELIVERABLE 3

630 5 5

REPORTING CLIENTS IN MULTIPLE QUARTERS

• Depending on the program, may not be applicable in Quarter 1 or

any other Quarterly Reports

• Same question for Deliverables 2 and 3

QUARTER 4 DELIVERABLE 3

The Food Pantry continued to serve 70 households included in previous Quarterly Reports. Five new households signed up to receive bi-monthly food

• boxes. Some of the families didn’t visit the Food Pantry each time a food box

was available for pick-up.

FUNDRAISING EFFORTS

DEMOGRAPHIC QUESTIONS 13 - 17

13.Age Groups 14.Gender 15.Race 16.Ethnicity 17.Other Categories

WHO TO REPORT?

• Only report unduplicated for the quarter
• Combine unduplicated from Deliverables 1, 2, & 3
• Totals should be the same for questions 13 - 16

QUARTER 1 DELIVERABLE 1

8 15 1 1 Total: 25 Individuals 75 25 21

OTHER CATEGORIES

• Only report unduplicated for the quarter
• Combine unduplicated from Deliverables 1, 2, & 3
• Clients may fall into more than one category – total may not reflect

those in questions 13-16

TRACKING “GOALS”: REPORT TOTALS

TOTALS AND GOALS

Quarter 1 100 15,000 Ignore Totals

5000 5000 33

15,000 5000 5000 33 5000 5000 33

TRACKING DELIVERABLES

Quarter 1 580 100

125.00

ANNUAL REPORTS

• Due with last Quarterly Reports for the fiscal

year

• 7/31/2019
• 7/31/2020
• Narrative – Share Your Program’s Story

ANNUAL REPORT QUESTIONS

ANNUAL REPORT QUESTIONS

CLIENT SUCCESS STORY & PHOTOS

SUMMARY

• Total of 10 Reports
• Refer to Exhibit A Attachment with Deliverables
• Select Quarterly or Annual Report for Question 1
• Tracking Unduplicated per Deliverable, Quarter and Contract Year
• Report Tools tab in ZoomGrants to track Deliverables, Expenditures, &

Public Benefits aka “Goals”