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?
You must report a single quarterly progress report that include quarterly progress data and quarterly performance data using the Quarterly Progress Report Template. Quarterly Performance data (Program Capacity, Place-Based Services, Family Engagement, Staff Recruitment and Retention) for X11 activities should be reported to HRSA using the Quarterly Progress Report Template, Section B.1: Service Delivery. In the future, HRSA plans to collect quarterly performance data through a separate Form 4 performance data reporting requirement. More details on timing to follow.
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
|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-April 30, 2022|
|2022||Q3||April 1-June 30, 2022||April 1-April 30, 2022|
|2022||Q4||July 1–September 30, 2022||October 1-October 31, 2022|
|2023||Q1||October 1-December 31, 2022||January 1-January 31, 2023|
|2023||Q2||January 1-March 31, 2023||April 1- April 30, 2023|
|2023||Q3||April 1-June 30, 2023||July 1-July 31, 2023|
|2023||Q4||July 1–September 30, 2023||July 1-July 31, 2023|
*Awardees are required to submit quarterly reports for all activities conducted using ARP funds during the entire period of availability, including the initial (abbreviated) Quarter (FY 2021 Quarter 3), regardless of whether or not an awardee spent grant funds during this timeframe. Submission due dates for FY 2021 Quarter 3 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 Quaterly 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 Data: Quarterly Progress Report Template, Section B.1 (Service Delivery)
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 MIECHV programs to awardees, 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
Until further notice, awardees will submit this information using the Quarterly Progress Report Template, in Tables B.1.a through B.1.d.
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 (Quarterly Progress Report Template, Table B.1.b)?
Households should only be reported once in either the X10 Quarterly Performance Report (Form 4) or using the X11 Quarterly Progress Template (Tables B.1.a through B.1.d) 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 reports. Awardees should confer with their HRSA Project Officer to develop and finalize this procedure prior to reporting.
Quarterly Performance Data: Program Capacity (Table B.1.a)
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 be 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 (Table B.1.b)
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 (Quarterly Progress Report Template, Table B.1.b)?
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 Quarterly Progress Report Template (Table B.1.b).
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 be only be reported in X11 Quarterly Progress Report Template (Table B.1.b).
Quarterly Performance Data: Staff Recruitment and Retention (Table B.1.d)
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 (Quarterly Progress Report Template, Table B.1.d) 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 Quarterly Performance Report Template, Table B.1.d.
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 Quarterly Progress Report Template, Table B.1.d.
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.