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Main Content: Performance Reports

Annual and Final Performance Reporting Requirements for State Personnel Development

Reporting Requirements


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Recent Program Measures Guidance, Event Recording

Recent Program Measures Guidance Presentation (PPT)

The State Plan required for the State Professional Development Grant application must describe how the SEA will assess, on a regular basis, the extent to which the strategies implemented have been effective in meeting the performance goals described in section 612(a)(15) of the IDEA (effective as of July 1, 2005).

A multi-year award project must submit an annual performance report that provides the most current performance and financial expenditure information.

To access the electronic system for submission of performance reports go to U.S. Department of Education G5 E-Reporting.

E-Reporting G5 Tip Sheets
G5 Part I Tip Sheet DOC
G5 Part II Tip Sheet DOC

e-Reports Technical Support Helpdesk: edcaps.user@ed.gov
Voice: 1-888-336-8930 TTY: 1-866-697-2696, 1-202-401-8363
Hours of operation: Monday-Friday, 8am-6pm Washington, DC time

2014 G5 changes and Improvements

There have been a few changes and improvements to G5 that you might find helpful when completing the APR. Now G5 will allow you to:

Upload the signed cover sheet

  • We have been able to set up the system so that you will have the opportunity to upload a signed cover sheet along with the package (instead of emailing it separately to your project officer).  While our preference is for you upload the signed cover sheet in G5, you still have the option to email it to your project officer if that is preferable.
  • Upload a document to support the “Explanation of Progress” in Section A In the past, some grantees have had insufficient space in the “Explanation of Progress” portion of Section A.  This year, the package is set up to give you the opportunity to upload a document with additional text.  If you choose to upload an additional document for Section A, please delineate the particular performance measure(s) being discussed.
  • Use zeros in G5 for “Actual Performance” Data on APRs Based on feedback from project directors, we were able to resolve several issues so now G5 will allow zeros to be entered for "Actual Performance" on Annual Performance Reports.  However, we were advised that zero should never be used as a target. This is a Department policy issue and not a G5 technical glitch.  See explanation below:

1.     In the TARGET Raw and Ratio fields, grantees cannot enter zeros as a value.  The form's programming in G5 looks for a value other than zero in the Raw field, and a value other than zero for the denominator and numerator in the Ratio field.  This is correct, as all performance measures should have an established baseline against which actual performance may be measured.  In regard to the performance measure in question (GPRA measure #3 as identified in your email below), a baseline value should be established based on a number of participants that could conceivably exit the program due to poor performance. Since this measure is a GPRA measure, its baseline is either established by your office or the grantee, depending on the protocol that your office established for developing the measure.   Since this measure's target is established as a percentage, the grantee will enter an appropriate ratio amount in the TARGET Ratio field, and G5 will automatically calculate the TARGET Percentage and that value will automatically populate into the TARGET Percentage field (Although, this is not explained in the 524B instructions, G5 does not permit grantees to enter values in the Percentage field.  Instead, it automatically calculates percentages to be entered in the Percentage field based on the value entered into the Ratio field).  This process for establishing targets as percentages in the TARGET Percentage fields is also applicable to the other measures identified in your email, except for measure 7.  For measure 7, a raw target value should be entered into the TARGET Raw field.   Note that G5 does not allow for values to be entered in both the Raw and Ratio fields.  Grantees may only enter values in one of these fields.

2.    In the ACTUAL PERFORMANCE DATA fields, grantees may enter zeros in the Raw field, or may enter a zero as the numerator in the Ratio field.  Grantees may not enter values in both the Raw and Ratio fields, and may not enter zeros as a denominator in the Ratio field.  As with the TARGET Percentage field, G5 automatically calculates percentages based on the value entered into the Ratio field.   If a grantee had zero dropouts in response to GPRA measure 3, your grantee would enter 0 as the numerator over the appropriate denominator (e.g. the number of project participants), and G5 will automatically calculate the percentage of dropouts as 0%, and 0% would automatically populate in the ACTUAL PERFORMANCE DATA Percentage field.

Performance Report (APR, AKA continuation report) will be due on May 5, 2017.

2017 Continuation Funding Package (doc)

Please review the two following Webinars, if you have not already done so:

2017 APR Reporting Webinar (event recording)

2017 APR Reporting Webinar presentation slides    

Program Measures Webinar (event recording)

Program Measures Webinar presentation slides

        

If you have any questions, please contact your project officer.

 

Tips for inputting data to G5.

Sample Annual Performance Report and Other Examples

Annual Performance Report, Exemplar (PDF, 8/24/2015).

Program Measure Example Continuation Report (DOC, 1/7/2013). Example of what to provide using the 2012 program measures in the qualitative and quantitative sections of the grant annual performance report (APR).

Example Grant Performance Report Project Status Chart
Example Grant Performance Report Cover Sheet

State Report Samples  using current program measures

 


Final Performance Reports and No Cost Extensions (NCE)

OSEP is attempting to standardize the timing of annual performance report (APR) submissions for all grantees and ensure receipt of a report every 12-15 months.  Beginning in FY 2016, all grants will be required to submit an APR in G5 in early May.  You have a grant that is in its last budget period (received final money in FY14).  We are asking you to pursue one of two options as your end date approaches, so please read the instructions below carefully:

1) You can complete the grant - In this scenario, you must complete your final report in G5 within 90 days of your project’s current end date.  You have an APR due August 31, 2015 unless you have submitted one in the 12 months preceding this message.  It will be submitted through G5.

2) You can request a no-cost extension - The request must be completed in G5 at least 10 days before the end of the grant. Only the project director can do this.

In G5, go to

  • Grant Maintenance,
  • Administrative Actions,
  • Initiate Actions
  • Select your award
  • Choose “Budget dates”
  • Change the end date of your final budget period by one year (for example from 09/30/2015 to 09/30/2016)
  • Submit. Your project officer will be notified of your request and will be in contact with you. You have an APR due August 31, 2015 unless you have submitted one in the 12 months preceding this message. It will be submitted through G5.

Grantees must use the 524B form, which is the same form used for annual performance reports (continuation reports) and select “Final Report” on the cover sheet. The directions for completing the final report are part of the continuation report package; however, the final report directions are combined with the annual performance report directions, so the person completing the form should read through the directions carefully.

The APR packages and grant application forms are available on ed.gov site, and http://www2.ed.gov/fund/grant/apply/appforms/appforms.html

 


Requesting No-cost Extensions

You can request a no-cost extension - The request must be completed in G5 at least 10 days before the end of the grant. Only the project director can do this.

In G5, go to

  • Grant Maintenance,
  • Administrative Actions,
  • Initiate Actions
  • Select your award
  • Choose “Budget dates”
  • Change the end date of your final budget period by one year (for example from 09/30/2015 to 09/30/2016)
  • Submit. Your project officer will be notified of your request and will be in contact with you. You have an APR due August 31, 2015 unless you have submitted one in the 12 months preceding this message. It will be submitted through G5.

The Project Officer will also need to know: (1) the amount the grantee has remaining in their budget, (2) the activities the grantee wants to continue to conduct that align with approved objectives, (3) how much of the budget will be used for each activity, and (4) why the grantee was not able to spend the entire budget within 5 years.

NCE Reporting Form, This is the form OSEP uses to capture information about the no cost extension (NCE).

Program Measures

Recent Program Measures Guidance, Event Recording

Recent Program Measures Guidance Presentation (PPT)

Go to the Program Measure Page to view the list of Program Measures, to download resources, view trainings, and see links to suggested resources: /content_pages/205