OUTSIDE AGENCY PROGRAM QUARTERLY AND ANNUAL REPORTING FOR

OUTSIDE AGENCY PROGRAM QUARTERLY AND ANNUAL REPORTING FOR FY 2019 -20

AGENDA • Quarterly Reports • Deliverables Matrix • Deliverables & Public Benefits • Tracking “Goals”: Report Tools • Annual Reports

QUARTERLY REPORTS • • • Many questions are the same, just more specific Unduplicated and Duplicated Contract/Fiscal Year Matching reported numbers with Contract Deliverables Tracking “goals” Ignore auto-populated totals in Zoom. Grants

QUARTERLY REPORT DUE DATES • October 31 • January 31 • April 30 • July 31

DELIVERABLES MATRIX • Exhibit A of Agency Contract • Guides quantitative reporting • Focus on Deliverables attachment

DELIVERABLES I & II

DELIVERABLE III

TRACKING EXPENDITURES 5000 33

REPORTING ON DELIVERABLES

QUARTER 1 DELIVERABLE & PUBLIC BENEFIT 1 Matching reported numbers with Contract Deliverables 75 25 21

QUARTER 1 DELIVERABLE 2 Matching reported numbers with Contract Deliverables 60 30 20

QUARTER 1 DELIVERABLE 3 Matching reported numbers with Contract Deliverables 580 100 0

UNDUPLICATED PARTICIPANTS • An individual/household/agency/etc. is only counted once per contract year • An individual/household/agency who participates in more than one Deliverable is counted once for each Deliverable per contract year

QUARTER 4 DELIVERABLE & PUBLIC BENEFIT 1 100 13 10 Total Units for All OA-funded Programming for the Quarter Total Unduplicated Clients (Per Contract Year)

QUARTER 4 DELIVERABLE 2 46 7 7

QUARTER 4 DELIVERABLE 3 630 5 5

REPORTING CLIENTS IN MULTIPLE QUARTERS • Depending on the program, may not be applicable in Quarter 1 or any other Quarterly Reports • Same question for Deliverables 2 and 3

QUARTER 4 DELIVERABLE 3 The Food Pantry continued to serve 70 households included in previous Quarterly Reports. Five new households signed up to receive bi-monthly food boxes. Some of the families didn’t visit the Food Pantry each time a food box was available for pick-up.

DEMOGRAPHIC QUESTIONS 13 - 17 13. Age Groups 14. Gender 15. Race 16. Ethnicity 17. Other Categories

WHO TO REPORT? • Only report unduplicated for the quarter • Combine unduplicated from Deliverables 1, 2, & 3 • Totals should be the same for questions 13 - 17

QUARTER 1 DELIVERABLE 1 75 25 21 15 8 1 1 Total: 25 Individuals

OTHER CATEGORIES • Only report unduplicated for the quarter • Combine unduplicated from Deliverables 1, 2, & 3 • Clients may fall into more than one category – total may not reflect those in questions 13 -16

TRACKING “GOALS”: REPORT TOTALS

TOTALS AND GOALS 5000 33 Ignore Totals Quarter 1 5000 15, 000 33 33 100 15, 000

TRACKING DELIVERABLES 580 Quarter 1 100 0 0 125. 00

BEGINNING QUARTERLY & ANNUAL REPORTS Quarter 1 Quarter 2 Quarter 3 Quarter 4 Annual Reports

ANNUAL REPORT QUESTIONS Narrative – Share Your Program’s Story (700 character limit) 18. What were the program’s biggest successes? Outline any promising approaches and innovative processes. 19. Were the program’s staff able to participate in either internal or external trainings? Describe the type of training(s) that the program’s staff participated in. 20. Did staff identify any needs that the program was unable to meet? What are the barriers to addressing this unmet need? 21. Have you collaborated with any local agencies this year? If so, how have these relationships supported your program? 22. Are there any changes to the program that you plan to make in the next year? If applicable, what initiated the changes? Adjustments may include any alterations to the program in order to meet contract deliverable(s).

PROGRAM PARTICIPANT QUESTIONS 23. Client surveys. When was your last client survey administered? What were the results? In what format was it made available to clients (paper survey, online, etc. )? How often were clients surveyed throughout the year? (1000 character limit) 24. Share a client success story from this year. The OA Committee and Board of Supervisors receive an Annual Impact Report. This will include client success stories shared from this questions. (2500 character limit) Document Requested: Client Success Story Photos (optional)

SUMMARY • Total of 10 Reports • Refer to Exhibit A Attachment with Deliverables • Select Quarterly or Annual Report for Question 1 • Tracking Unduplicated per Deliverable, Quarter and Contract Year • Report Tools tab in Zoom. Grants to track Deliverables, Expenditures, & Public Benefits aka “Goals”

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