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  6. MIECHV American Rescue Plan Act (ARP) Reporting Frequently Asked Questions

MIECHV American Rescue Plan Act (ARP) Reporting Frequently Asked Questions

MIECHV American Rescue Plan Act (ARP) awardees must submit quarterly and annual performance reports which serve to assist HRSA in monitoring grants and providing oversight. Awardees should closely review the FAQs below prior to submitting the required quarterly and annual reports.

ARP Quarterly Reporting

ARP Progress and Performance Reporting

What quarterly reporting will awardees be required to submit for their ARP Funds?

Beginning in FY 2022, Quarter 2 (January 1, 2022 – March 31, 2022), you must report a single Quarterly Performance Report (Form 4) and a single Quarterly Progress Report (using the updated Quarterly Progress Report Template), consolidated across both X11 awards. Awardees are required to submit a Quarterly Performance Report for X11 funds, even if you do not use ARP funds for service delivery or expansion in a given quarter. If this is the case, you should indicate this by entering “0” or “NA” in the corresponding field(s).

What are the reporting timeframes for the X11 ARP Quarterly Progress Reports?

The reporting periods are defined as follows:

Table 1. ARP Quarterly Reporting Timeframes (X11)

Fiscal Year Reporting Quarter Data Collection Period Report Submission Period
2021 Q3* April 1 - June 30, 2021 July 1 - July 31, 2021
2021 Q4 July 1 - September 30, 2021 October 1 - October 31, 2021
2022 Q1 October 1 - December 31, 2021 January 1 - January 31, 2022
2022 Q2 January 1 - March 31, 2022 April 1 - May 16, 2022
2022 Q3 April 1 - June 30, 2022 July 1 - August 15, 2022
2022 Q4 July 1 - September 30, 2022 October 1 - November 15, 2022
2023 Q1 October 1 - December 31, 2022 January 1 - February 15, 2023
2023 Q2 January 1 - March 31, 2023 April 1 - May 15, 2023
2023 Q3 April 1 - June 30, 2023 July 1 - August 15, 2023
2023 Q4 July 1 - September 30, 2023 October 1 - November 15, 2023
2024 Q1 October 1 - December 31, 2023 January 1 - February 15, 2024
2024 Q2 January 1 - March 31, 2024 April 1 - May 15, 2024
2024 Q3 April 1 - June 30, 2024 July 1 - August 15, 2024
2024 Q4 July 1 - September 30, 2024 October 1 - November 15, 2024

*Submission due dates may be adjusted or extended at HRSA's discretion.

Quarterly Progress Report Template

Are awardees required to complete every table in the Quarterly Progress Report Template?

The tables are organized in two sections Section A “Basic Information” and Section B “Awardee and LIA Activities related to Allowable Activities”. Each section has distinct instructions:

Section A: Awardees are required to complete both tables
Section B: Awardees only need to complete the applicable tables for the select allowable funds used during each quarterly reporting period, as reported in Table A.2. For example, if allowable funds were only used for home visitor training during the reporting period, awardees must complete Table B.3 and should leave other Section B tables blank.

Are awardees required to provide narrative information in the comment boxes in the Quarterly Progress Report Template?

Awardees must provide a narrative response in the applicable tables for which funds were used during the reporting period. Awardees are required to provide a short narrative response to provide HRSA a holistic picture of the impact of the funding for MIECHV families. Please note if there are no changes in the implementation of activities across reporting periods, awardees can enter the same response from the previous reporting period and indicate “No changes from the previous quarter” in the comments box.

Should the information reported in the Quarterly Progress Report Template tables reflect point-in-time values for a specific quarter, and not cumulative values across the current and previous quarters?

The information reported in the tables should reflect point-in-time values for the specific quarter. For example, if 200 families received prepaid grocery cards during the reporting period you should report 200 in Table B.7. Cumulative counts should not be reported in the Quarterly Progress Report.

Quarterly Performance Report (Form 4)

Will awardees be required to account for and submit information about MIECHV participants and staff supported through ARP funds (X11) separately from X10 funds?

Yes, if awardees use ARP funds to deliver for service delivery, they will be required to report information about MIECHV participants and staff supported with X11 funds separately from X10 funds. This information includes:

  • Program Capacity
  • Place-Based Services
  • Family Engagement
  • Staff Recruitment and Retention

Beginning in FY 2022, Quarter 2 (January 1, 2022 - March 31, 2022) the Quarterly Performance Report (Form 4) will be completed and submitted through the fillable form in HVIS and can be found in your FY 2022 X11 grant folders. Awardees who do not use X11 funds for service delivery will complete and submit Form 4 using instructions provided below.

For awardees using the home visitor personnel cost method, how should households be reported for cases where home visitors are supported through both X10 and X11 funds? Should these households be reported in both X10 (Form 4) and the X11 (Form 4)?

Households should only be reported once in either the X10 Quarterly Performance Report (Form 4) or using the X11 Quarterly Performance Report (Form 4) and there should not be duplication of households across reports. For cases where home visitors are supported through both X10 and X11 funds, awardees should develop a procedure to designate and consistently report households in either the X10 or X11 Quarterly Performance Reports. Awardees should confer with their HRSA Project Officer to develop and finalize this procedure prior to reporting.

Quarterly Performance Data: Program Capacity (Form 4, Table A.1)

For Maximum Service Capacity (Column D), should the maximum service capacity reflect the maximum number of households that could potentially be enrolled for the X11 grant alone?

Yes, the maximum service capacity should reflect the number of households that could potentially be enrolled for the X11 grant only.

For X11 Performance reporting, awardees should develop a procedure for determining and reporting the maximum service capacity for ARP funds used for service delivery. Awardees should confer with their HRSA Project Officer to develop and finalize this procedure prior to reporting.

Quarterly Performance Data: Place-Based Services (Form 4, Table A.2)

If a Local Implementing Agency is serving MIECHV households supported by both X10 and X11 grants, should that LIA be reported for both X10 (Form 4) and X11 (Form 4)?

For LIA information in Column A and B (LIA Name and LIA Address) that LIA should be reported in both X10 Form 4 and on the X11 Form 4.

For Columns C, D, and E (Counties, ZIP Codes, Models Served), information should only reflect households supported through each respective grant. For example, if an LIA is supported by both grants and serves a household(s) in County Z through X11 funds, but not X10 funds, then County Z should only be reported in X11 Form 4.

Quarterly Performance Data: Staff Recruitment and Retention (Form 4, Table A.3)

How should awardees report information about staff supported with both X10 and X11 funds? Should the information be aggregated and duplicated in both reports?

FTE proportions should NOT be aggregated and duplicated across reports for X10 (Form 4) and X11 (Form 4) funds. Information on all staffing categories should be disaggregated and reported by funding allocation. For example, if a 1.0 FTE home visitor is supported at 30% through X10 funds and 50% through X11 funds, then they should be reported as 0.3 FTE in X10 Form 4 and 0.5 FTE in X11 Form 4.

If applicable, information should also be disaggregated by role. For example if a 1.0 FTE staff member is supported 100% through MIECHV funds, and 80% of their time is spent providing home visits supported through X10 funds, and 20% of their time is spent supervising supported through X11 funds, then that staff member should be reported as .80 under Column A “FTE MIECHV Home Visitors” in the X10 Form 4, and 0.2 under Column B “FTE MIECHV Supervisors” in X11 Form 4.

Quarterly Performance Data: Information for awardees not using X11 funds for service delivery

If awardees are not using X11 funds for service delivery, are they required to submit Form 4?

Yes. All awardees receiving X11 funds are required to submit a Form 4, Quarterly Performance Report, in HVIS. HRSA has provided specific instructions and an example for how to complete Form 4 in this case.

Awardees who are not using X11 funds for service delivery should enter the following values into Table A.1 Program Capacity:

  • Number of New Households Enrolled: Awardees should enter “0” in this field.
  • Number of Continuing Households: Awardees should enter “0” in this field.
  • Current Caseload: This field will auto calculate, awardees do not need to enter a value into this field.
  • Maximum Service Capacity: Awardees should enter “1” in this field. Entering “0” in this field will result in an error message.
  • Capacity Percentage: This field will auto calculate, awardees do not need to enter a value into this field.
Table A.1 Example response for awardee not using X11 funds for service delivery
Number of New Households Enrolled Number of Continuing Households Current Caseload (A+B) Maximum Service Capacity Capacity Percentage (C÷D)
0 0 (Auto calculate) 1 (Auto calculate)

Awardees who are not using X11 funds for service delivery should enter the following values into Table A.2 Place-Based Services:

  • Local Implementation Agency (LIA) Organization Name: Awardees should enter “N/A” into this field.
  • LIA Address: Awardees should enter “N/A” into this field.
  • Counties: Awardees should select the "Add/Edit Counties" link underneath the text field. Select the option for "Other."
  • ZIP Codes: Awardees should leave this text field blank.
  • Additional ZIP Codes: Awardees should enter "00000" into this field.
  • Evidence Based Home Visiting Models or Promising Approaches: Awardees should select the "Add/Edit Models" link underneath the text field. Select the option for “Other.”

    If "Other", please provide description: Awardees should enter "N/A" into this field.

Table A.2 Example response for awardee not using X11 funds for service delivery
Local Implementation Agency (LIA) Organization Name LIA Address Counties* ZIP Codes Additional ZIP Codes Evidence Based Home Visiting Models or Promising Approaches* If "Other", please provide description
N/A N/A *Select the "Add/Edit Counties" link underneath the text field. Select the option for "Other." *Leave Blank 00000 *Select the "Add/Edit Models" link underneath the text field. Select the option for "Other." N/A

Awardees who are not using X11 funds for service delivery should enter the following values into Table A.3 Family Engagement:

  • Number of Households Currently Receiving Services: Awardees should enter “0” into this field.
  • Number of Households who Completed the Program: Awardees should enter “0” into this field.
  • Number of Households who Stopped Services Before Completion: Awardees should enter “0” into this field.
  • Other: Awardees should enter “0” into this field.
  • Total (A+B+C+D): This field will auto calculate, awardees do not need to enter a value into this field.
Table A.3 Example response for awardee not using X11 funds for service delivery
Number of Households Currently Receiving Services Number of Households Who Completed the Program Number of Households Who Stopped Services Before Completion Other Total (A+B+C+D)
0 0 0 0 (Auto calculate)

Awardees who are not using X11 funds for service delivery should enter the following values into Table A.4 Program Capacity:

  • Number of FTE MIECHV Home Visitors: Awardees should enter “0” into this field.
  • Number of FTE MIECHV Supervisors: Awardees should enter “0” into this field.
  • Number of FTE MIECHV Other Staff: Awardees should enter “0” into this field.
Table A.4 Example response for awardee not using X11 funds for service delivery
Number of FTE MIECHV Home Visitors Number of FTE MIECHV Supervisors Number of FTE MIECHV Other Staff
0 0 0

ARP Annual Reporting

Will awardees be required to submit separate annual performance reports (Forms 1 and 2) for MIECHV participants supported through the X11 grant?

No, data across all active grants (X10 and X11) must be consolidated into one Annual Performance Report submission, due in October of each year. Families served using ARP funds must be included in your Annual Performance Report (Forms 1 and 2), which includes demographic, service utilization, and select clinical indicators and performance indicators and systems outcome measures. Annual performance reporting for ARP should be consolidated with annual performance reporting for MIECHV formula awards for the corresponding fiscal year.

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