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

OUTSIDE AGENCY PROGRAM 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

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 Annual Reports Quarter 2 Quarter 3 Quarter 4 Quarter 1

FIRST QUESTIONS

TRACKING EXPENDITURES 5000 5000 33

REPORTING ON DELIVERABLES

QUARTER 1 DELIVERABLE & PUBLIC BENEFIT 1 Matching reported numbers with Contract Deliverables 75 25 21

QUARTER 1 DELIVERABLE 2 Matching reported numbers with Contract Deliverables 60 30 20

QUARTER 1 DELIVERABLE 3 Matching reported numbers with Contract Deliverables 580 100 0

UNDUPLICATED PARTICIPANTS • An individual/household/agency/etc. is only 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 1 100 Total Units for All OA-funded Programming for the Quarter 13 Total Unduplicated Clients (Per Contract Year) Total Unduplicated Clients (Per Contract Year) 10

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 - 1 6

QUARTER 1 DELIVERABLE 1 75 25 21 15 8 Total: 25 Individuals 1 1

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 5000 5000 33 Ignore Totals Quarter 1 5000 5000 15,000 5000 5000 15,000 33 33 100

TRACKING DELIVERABLES Quarter 1 580 100 0 125.00 0

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”