General Observations 2 2 1 10/16/2019 What We e Will ill Co - PDF document

10/16/2019 Standardized Grantee Reporting January 19, 2018 Last Updated October 10, 2019 Periodic Performance Report (PPR) & Periodic Financial Report (PFR) 1 1 St Standardized Grantee Rep eporting General Observations 2 2 1

10/16/2019 What We e Will ill Co Cover • General Observations Periodic Financial Report (PFR) Specifics  • Purpose of Standardized Reports • Content • Limited Agency Discretion • General Grantee/Program/Grant Information • Needed Software • Indirect Cost Rate • What Reports are Due? • Program Income and Interest Earned • Where Can the Standardized Report Templates be Found? • Expenditure Budget to Actuals • Standardized Reports tie to Uniform Grant Agreement • Grantee Certification/Agency Acceptance • OET Procedures • Naming Conventions • OET Grant Programs • Common Issues • Supporting Documentation • Periodic Performance Report (PPR) Specifics • Content • General Information • “Alternative File or Databases Used” Check Box • Deliverable, Performance Measure, and the Difference Between Them • Grantee Certification/Agency Acceptance • Naming Conventions • Common Issues 3 • Supporting Documentation 3 Purp rpose of of Standardized Reports • The Periodic Performance Report (PPR) and the Periodic Financial Report (PFR) were developed by multiple multi-agency GATA working groups. • ALL state agencies / programs are required to utilize the standardized templates, unless statutorily exempted . • Purpose ➢ Simplify reporting for grantees, most of whom receive funds from multiple agencies ➢ Comply with 2 CFR 200 and GATA ➢ Better manage grants 4 4 2

10/16/2019 Lim Limited Agen ency Dis Discretion • Agencies have limited discretion ➢ Cannot edit existing components ➢ Can require additional information / data (e.g., supporting documentation) ➢ Can establish protocols on how to submit (email, etc.) 5 5 Sof oftware Needed • Grantees may need to install or update their Adobe Software in order to use the form. ➢ The form was created with Adobe Livecycle Designer ES4, version11.0.0.20130303.1.892433. ➢ The form is for Acrobat and Adobe Reader 10.0 or later per the form properties. The scripting default language is JavaScript. • Grantees can download the free reader at https://get.adobe.com/reader/ 6 6 3

10/16/2019 What Rep eports are Du Due? • Grant managers will collect the new reports for ALL grants. These reports are to be used even if the report deliverable schedule and eGrants notifications for your grants still reference the old DCEO Grantee Report (DGR). • These reports were discussed in Part II of the GATA Training provided during September and October of 2017. 7 7 Where Ca Can th the Standardized Reports be e Fou ound? • Blank Grantee Reports can be found on the DCEO Agency Website – https://www.illinois.gov/dceo/ServicesGuide/GranteeResources/Rep orting/Pages/Grantee-Report.aspx • OET Grant Managers may assist grantees by pre-populating the required reports. Grant Managers will provide grantees with these templates if available. 8 8 4

10/16/2019 Standardized Rep eports tie tie to o Unif iform Grant Agreement • Many data Sections in the standardized reports tie directly to Exhibits found in the Uniform Grant Agreement (UGA). • Grantees will continue to use and reference tracking databases such as the Illinois Workforce Development System (IWDS), Incumbent Worker Tracking System (IWTS), or Illinois workNet for the Periodic Performance Report (PPR) and the Grantee Reporting System (GRS) for the Periodic Financial Report (PFR). • Grant Managers need the original report PDFs. Scanned copies of the PPR and PFR won’t be accepted since state agency staff must complete Sections of the report as well. 9 9 OET Procedures • OET has established internal procedures on quarterly reporting which are covered in this presentation. • Contact your grant manager listed in this presentation should you have any questions or concerns. 10 10 5

10/16/2019 OET Grant Programs Local Incentive Grants (Program 632) • Grant Manager: Paula Barry • CSFA Number: 420-30-2161 WIOA Statewide Activities - Talent • CFDA Number(s): 17.258; 17.259; Pipeline (Program 634) and 17.278 • Grant Manager: Lorraine Wareham • CSFA Number: 420-30-0075 WIOA Statewide Activities - • CFDA Number(s): 17.258; 17.259; and Workforce Initiatives (Program 633) 17.278 • Grant Manager: Gary Eicken • CSFA Number: 420-30-0075 • CFDA Number(s): 17.258; 17.259; and 17.278 11 11 OET Grant Programs Youth Career Pathways (Program 635) • Grant Manager: Terah Scott WIOA Rapid Response - Talent • CSFA Number: 420-30-0075 Pipeline (Program 654) • CFDA Number(s): 17.259 • Grant Manager: Lorraine Wareham • CSFA Number: 420-30-0081 WIOA Statewide Rapid Response • CFDA Number(s): 17.278 (Program 651) • Grant Manager: Lorraine Wareham • CSFA Number: 420-30-0081 • CFDA Number(s): 17.278 12 12 6

10/16/2019 OET Grant Programs Trade Adjustment Assistance Program (Program 661) • Grant Manager: Crystal Bigelow WIOA Formula Grants (Program • CSFA Number: 420-30-0074 681) • CFDA Number(s): 17.245 • Grant Manager: Lora Dhom • CSFA Number: 420-30-0076 WIOA National Dislocated Worker • CFDA Number(s): 17.258; 17.259; Grants (Program 672) and 17.278 • Grant Manager: Tammy Stone • CSFA Number: 420-30-0080 • CFDA Number(s): 17.277 and 17.281 13 13 St Standardized Grantee Rep eporting Periodic Performance Report (PPR) Specifics 14 14 7

10/16/2019 PPR PPR - Con Content • General Information • “Alternative File or Databases Used” Check Box • Deliverables • Performance Measures (Metrics) • Grantee Certification/Agency Acceptance • Naming Conventions • Common Issues • Supporting Documentation 15 15 PPR PPR – Gen eneral In Inform rmation • High level instructions are included on pages 1-4 of the Report. ➢ Sections must match information found in the Uniform Grant Agreement (UGA). • Grantees are to complete Sections 1-13 ➢ The Catalog of Federal Domestic Assistance (CFDA), CFDA/Program Name, and Catalog of State Financial Assistance (CSFA) can be found in 1.3 of Article I of the new Uniform Grant Agreement (UGA) or by using the listing/chart included in the OET Grant Programs portion of this presentation. • A final PPR shall be required at the completion of the grant award. For final PPRs, the reporting period end date shall be the end date of the project / grant period and the box should be checked “yes” in Section 11. 16 16 8

10/16/2019 PPR PPR – “Alternative File or Database Used” Check Box • If Grantees are already entering Deliverable/Performance information into an existing database, check the appropriate box and enter the database/file name (between Sections 13 and 14). ➢ If IWDS is used to track participant data, check the box “Alternative file or database used” and add “See Illinois Workforce Development System – IWDS” to the File Name or Database Source box. Skip to Section 23 . ➢ If Illinois workNet is used to track participant data, check the box “Alternative file or databased used” and add “See Illinois workNet ” to the File Name or Database Source box. Skip to Section 23 . • Mostly applies to federally-funded programs (SBDC/PTAC, WIOA, IHWAP, LIHEAP). • Data Section 23 will still require attention (see slide #24). 17 17 PPR PPR – “Alternative File or Database Used” Check Box • If grant funds are not being used for participants (e.g., incentive grants) or are not being tracked in a participant database , the “Alternative File or Database Used” Check Box can not be used. ➢ Complete Sections 14 – 22 ➢ Some items may be N/A 18 18 9

10/16/2019 PPR Dif Difference Be Between De Deliverable and Per erformance Measure • Deliverables are “milestones”. ➢ Hiring staff, conducting workshop, submitting report, etc. • Performance Measures are “results”. ➢ # of people trained, # jobs created, etc. 19 19 PPR - De PPR Deliverables • Any Deliverables completed during the period or still pending should be listed in Section 14. ➢ Must match UGA ➢ One deliverable per row • Due date should be entered in Section 15. ➢ Must match UGA ➢ Can be grant end date • Date Completed, if completed during reporting period, should be entered in Section 16. ➢ If not completed, mark as N/A 20 20 10