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Reporting Requirements

The following information is for Division of MCH Workforce Development grantees.

As a current MCHB grantee you have Annual Grant Reporting requirements that help us to stay informed about your project. You will also report annually on performance measures. Program-specific performance measure forms can be found here as well as additional tools to help you with annual reports.

At the end of your grant, you have Final Grant Reporting requirements which take the place of Annual Grant Reporting. The Final Report is a substantive record of the activities conducted and the products produced in all the years of your grant and how they met the goals set forth in your application.

If you have additional questions, contact your project officer or grants official.

Contents of this page:

Annual Grant Reporting

Each year, as a MCHB grantee, you have annual reporting requirements. All reports must be completed in HRSA's Electronic Handbooks (EHB).

  1. Non-Competing Continuation (NCC) applications are due in the Spring. You will receive an email through EHB about the format and deadlines for NCC applications; these applications consist of a narrative description of your progress for the past year.
  2. Annual Performance Report: Performance reporting is conducted for each grant year of the project period. Grantees will be required, within 120 days of the Notice of Award (NoA).
  3. Federal Financial Status Report (FFR): The report is an accounting of expenditures under the project that year. Financial reports must be submitted electronically through EHB. More specific information is included in your NoA.

Additional Reporting Requirements

In addition to the annual grant reporting detailed above, here is information about additional reporting requirements. Please contact your project officer for more details.

  • New Performance Report: Collects preliminary data for the first year of a new project period and future years. It is due 120 days after the NoA is released.
  • Final Report: A final report is due within 90 days after the project period ends.  The final report collects program-specific goals and progress on strategies; impact of the overall project; the degree to which the grantee achieved the mission, goal and strategies outlined in the program; grantee objectives and accomplishments; barriers encountered; and responses to summary questions regarding the grantee’s overall experiences over the entire project period.  The final report must be submitted online by awardees in EHB.
  • Project Period End Performance Report: Within 90 days from the end of the project period, grantees are required to electronically complete the program specific data forms for the last year of the project period.

Performance Report Forms Information

Division of MCH Workforce Development Grantees will use HRSA EHB to complete a performance report that contains the following types of forms:

  • Financial Forms-used to collect and report on project budget and expenditure data as required by the MCH Training Program (e.g. source of funding, type of individuals served, or type of service)
  • Program Forms-used to collect project abstracts, project summary data, and demographic data (if applicable).
  • Performance Measure Forms-used to collect performance data. The MCH Training Program has selected specific performance measures for its grantees. For each required measure, grant applicants must establish performance objectives at the time of application. Grantees must then report on progress against these objectives each year by providing an annual "indicator" of performance.
  • Additional Data Element Forms-used to collect data unique to the MCH Training Program.

Program-specific Performance Report Forms

Program-specific performance measure detail sheets (fiscal year 2016 and earlier) can be accessed below. For details about performance report submission, please see the reporting requirements page or contact your Project Officer. To view the detail sheets for fiscal year 2017, see the new program-specific performance measure page.

Tools

HRSA's Electronic Handbooks

Use HRSA's Electronic Handbooks (EHB) to submit annual continuation applications and complete post award performance measure reporting requirements.

Worksheets

To assist you in collecting and reporting annual data, MCHB has developed a series of worksheets to assist you in gathering data throughout the year. You will report data on these additional data elements (Current Long Term Trainees, Former Long Term Trainees, Short Term Trainees, Medium Term Trainees, CE/Community Training and Technical Assistance/Collaboration) at the end of the year in your annual continuation application. Although collecting data using these worksheets is optional, use of the worksheets may help you to more accurately report data in your continuation application. The worksheets are available for you to download in Excel.

Project Officers

Project Officers are responsible for ensuring that grants meet their programmatic objectives. Project officers are scientific and/or technical staff members who are experts in their content area. They write program guidances which define the grant program objectives, monitor the grantee's performance, and evaluate grantee achievements.

You should contact your project officer if you have a question about the technical requirements of your grant or if you would like to consult about a possible change in your grant. Project officers can also link you to other resources, help you advertise an event or publication, or assist you with a programmatic challenge. Do not hesitate to call or email your project officer with any question, no matter how minor. It is far better to keep your project officer informed of changes as they occur than waiting to inform them through your annual progress report. Project officers for the MCH Training Program are listed in Contact Us.

Grants Management Officials

Grants Management Officials focus on ensuring that grants are managed well. Grants management officials make sure that grants follow sound business and financial practices and comply with established rules.

As an applicant should contact a grants management official if you have a question about the budget or budget justification for the application. Grants management officials can also answer questions regarding allowable costs. As a grantee you should contact your grants management official if you have a question as you develop your budget, if you need to request carry forward funds, or if you would like to extend your grant. Grants officials are the only ones that can commit funds to your project.

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