Interim & Final Reports

Transcription

1 We can t wait to read about your work! Check our website for the DUE DATE! Tutorial for Submitting Interim & Final Reports For more info: Pottstown Area Health & Wellness Foundation

2 Preparing to Report to PAHWF Interim Reports & Final Reports STEP 1: Access your approved grant application and supporting documents. Don t forget the interim report & project budget! Make sure you have all of your demographic information compiled and ready to enter. STEP 2: Grants & Giving Due Dates & Forms Download the *new* Project Budget Form! Complete the new form and SAVE with your other grant files. STEP 3: Log in to the grantee portal & click on the requirements tab. Begin reporting!

3 At this point, you are NOT a new applicant. Once you re in, the system will prompt you to begin your report!

4 You re in! Your portal should look similar to this. The Applications tab will show you all materials related to submitting proposals. The Requirements tab houses the forms that you will submit AFTER you ve been approved. Interim Reports, Final Reports, and Required Documentation (such as the signed approval letter) will be managed here. Final Report Use the drop down menu to see requirements that are In Progress or Submitted

5 Interim Reports Report Form Navigation Tools Use the chevron tabs at the top of any report to quickly access a different page! Final Reports Any information added to forms will automatically save while you move between tabs. When you Save & Finish Later, you ll receive an with a draft of your current work. Printer Friendly and Drafts are quick ways to create back-up digital and print copies of your work. up to 10 people! Use Next to move to the following tab. Think of this as Save & Continue. Contact Us to a Program Officer! Guidelines & Priorites is a shortcut to our website! Exit the portal to log-out.

6 Organization Information (Interim & Final) Required before final submission! Interim & Final Reports The form will populate some existing information from our database about your organization and project. We encourage you to edit fields as needed! If there is a field that is read-only (you can t edit it), the information displayed there was previously submitted and is being maintained for historical accuracy. Please use this space if you feel there are important changes to the contacts related to this project.

7 Project Information (Interim & Final) Required before final submission! Please address the Summary of Program to be sure that it accurately reflects any elements approved for funding, as well as a clear scope of the program as a whole. These fields will populate with what you told us in your online application! More read only fields for your reference!

8 Use your application (& interim report) to help you answer these questions! Project Information (Interim & Final) Interim Report Prompt The first portion will populate what you submitted in your online application! You can use the text box to tell us about the first six months. Benchmarks & Outcomes Identify criteria that will help you gauge if you are on track for successful outcomes that support your designated priority area. (1, 1A, 1B, 1C, 2, or 3) Final Report Prompt The first portion will populate what you submitted in your online application AND interim report! You can use the text box to tell us about the last six months.

9 Project Information (Interim & Final) Interim Report Prompt The first portion will populate what you submitted in your online application! You can use the text box to tell us about the first six months. Evaluation Methods: How will you evaluate the program's success? What measurable data will help to conclude that benchmark goals have been met? Final Report Prompt The first portion will populate what you submitted in your online application AND interim report! You can use the text box to tell us about the last six months. Examples include but are not limited to: pre- & post-measurements, surveys, quizzes and tests, and comparing this year's program to results from the same program last year.

10 Project Information (Interim & Final) When you complete your final report, this information will appear to remind you of what you previously reported. Sneak a peek below at the Final Report Prompt! Interim Report Prompt Final Report Prompt Please use these Reflection fields to provide an all encompassing recap of your project. You may also notice there is no Outcomes Achievement Chart or Current Findings prompt THIS IS IT!

11 Leveraged Funds (Interim & Final) Interim Reports Leveraged Funds : Give a brief description of any funds or collaborative partnerships that are impacting the success of this project thus far. Final Reports Leveraged Funds: Give a brief description of any funds or collaborative partnerships that are impacting the success of this project thus far. Donations: Describe any in-kind donations received for the program. Other Funders: Please use the fields below to detail the total funds received in support of your organization's health and wellness mission. These details may duplicate from the above narrative regarding the current project. In the remaining spaces, please continue the list with any sources of funding that impact other projects or the organization as a whole, in regards to health and wellness. Your list should consist of the funding source (Org 1) and the total amount leveraged (no need for $ symbols) in the corresponding field (Org 1 Amt). Project Sustainability: Use your historical documents (application, budget, etc.) to help recall the funds and aid you anticipated for this project and report on your status to date. What are your recommendations for the future and do you anticipate that the program will continue beyond this period of funding?

12 Human Interest Story- Interim & Final Optional

13 Demographic Data Final Report ONLY Instructions: Please provide a numeric value to represent the population served by your grant award. The percent of each population will automatically calculate for your reference. In the Comments box below each data type, please address the following; How did you collect this information? Do you feel this data is a fitting representation of the population served by the grant award? Any challenges in collecting data? Please double check your totals and do your best to make them as accurate as possible. If you know that 500 people were served and managed to collect gender and age data for all 500, GREAT. If you could only get income related data for 200, THAT S OKAY. Please share as much data with us that you can accurately provide. We value every piece of data you send us and while we understand that some data is tough to attain, each piece helps us understand how to make Pottstown a healthier community! We thank you sincerely, - Dr. Laurie Betts & Anna Brendle, PAHWF Program Officers

14 Demographic Data- Age Final Report ONLY Please provide a numeric value to represent the population served by your grant award. The percent of each population will automatically calculate for your reference. In the Comments box below each data type, please address the following; How did you collect this information? Do you feel this data is a fitting representation of the population served by the grant award? Any challenges in collecting data?

15 Demographic Data- Gender Final Report ONLY In the Comments box below each data type, please address the following; How did you collect this information? Do you feel this data is a fitting representation of the population served by the grant award? Any challenges in collecting data? Please provide a numeric value to represent the population served by your grant award. The percent of each population will automatically calculate for your reference.

16 Demographic Data- Race Final Report ONLY Please provide a numeric value to represent the population served by your grant award. The percent of each population will automatically calculate for your reference. In the Comments box below each data type, please address the following; How did you collect this information? Do you feel this data is a fitting representation of the population served by the grant award? Any challenges in collecting data?

17 Demographic Data- Zip Final Report ONLY This data is very important to us as a foundation! In the Comments box below each data type, please address the following; How did you collect this information? Do you feel this data is a fitting representation of the population served by the grant award? Any challenges in collecting data?

18 Demographic Data- Income Final Report ONLY Please provide a numeric value to represent the population served by your grant award. The percent of each population will automatically calculate for your reference. In the Comments box below each data type, please address the following; How did you collect this information? Do you feel this data is a fitting representation of the population served by the grant award? Any challenges in collecting data?

19 Budget Final Report ONLY Please go to our website -> grants & giving -> due dates & forms Download the NEW project budget sheet. Update with your project information & SAVE. Upload where requested on Final Report!

20 *New* Project Budget Form Fill out the yellow columns with your budget plan for this project. The Total columns will calculate automatically! Fill out the blue columns with actual expenses. Examples: All of the examples listed here are simply to be used to provide a range of potential line items your budget may contain. This list is by no means inclusive and we continue to encourage creativity and innovation in project proposals.

21 Other Used primarily for capital project line items & miscellaneous project costs. Indirect Costs These costs represent the items budgeted for optional overhead expenses. Leveraged Funds Detail the sources of Other Budgeted funds Final Reporters: Just fill out the actual column for leveraged funds. Any other updates can be done in the form responses. Insert the number of people you served!

22 Review My Requirement Interim Report Final Report This page will show you a summary of everything that has been entered in the order it was requested. Before you can submit, you will need to have filled out all *Required fields Use this Printer Friendly Version button to open a new screen that will allow you to print your submission for your files. You also have the option of ing yourself, or others (up to 10!), a draft of your submission.

23 Ready to let it fly? Click SUBMIT! When you submit, a copy is automatically sent to your account via . You will also receive a confirmation message on your portal homepage saying THANKS! As a Staff & Board we will review your reports and contact you if we have any further questions. If you don t receive confirmation, feel free to send a copy to GrantsApplication@pottstownfoundation.org. (When you us through the portal, we are able to open all of your attachments as well!)

24 Rememberyou can ALWAYS You can ALWAYS come back and work on your proposal through the grantee portal. To return to saved work, go to: Sign In with the & Password Select the request you want to work on and pick up right where you left off!

25 Information from your online application will automatically populate the fields and remind you of your approved proposal! Access anything you submitted historically and even recall the attachments! Outcome achievements will be more closely tied to your priority area! Pottstown Area s healthy style of life will be a national model! Grantees stories will be shared with the community to keep the nonprofit spirit alive!

26 FAQ s The project we are reporting on has A LOT going on. How do we choose what to share with limited word counts? The best suggestion we have is to maximize the use of the different prompts and try not to duplicate information between them. Think of Benchmarks & Outcomes as What are you trying to achieve, both short term and long? For Methods of Evaluation, tell us how you are going to know if you achieved your goals. When you reach the Reflections, tell us the results or how it s going so far! In these fields we are especially interested in quantitative data and results. You also have the option to submit a Human Interest Story. For the successes that you just can t quantify (we know you have many!), please feel free to use this option. There are blank fields in my report that I can t edit, am I missing information? Nope, you aren t missing a thing. We have all historical data related to your grant on file, simply in a different format. The system will peak when grantees use it in all stages, LOI, application, submitted approval letters, and reporting. If you ve submitted your LOI in the online system, by the time you reach the final report you have a complete file of the work you ve done on this grant!

27 FAQ s Continued I typed everything on the old form in Word, can I just upload that? We ask that you please use the system to its fullest by answering each prompt individually. Uploading or ing the old form will not be acceptable. Can I copy/paste from my old Word form? If you copy/paste answers from another source, please be sure to follow the writing tips regarding formatting. Also, check your answers, some of the questions have changed slightly. Use the spell check button beside each text box! Writing Tips No Bullets 1. No Formatting a) No Outlines *Try asterisks 1. Or numbers without formatted spacing Use the ENTER key to space paragraphs Write HEADINGS in caps if needed

28 Thank you for sharing our dream of improving the health and well-being of Pottstown! We appreciate your support in providing area residents with opportunities to enthusiastically embrace a healthier lifestyle If you have any questions, please contact our Program Officers Dr. Laurie Betts Physical & Preventive Emotional Health lbetts@pottstownfoundation.org Anna Brendle Schools, Recreation & Active Living abrendle@pottstownfoundation.org