Organizational Grant Program Reporting + Invoicing Workshop

Transcription

1 Organizational Grant Program Reporting + Invoicing Workshop Visit the Manage Your Grant section of our website to download Reporting requirements: OGP contract Terms and Instructions : Online Year 1 + Year 2 Report form: #OGPArtsFunding

2 OGP Contract Overview OGP contracting is based on the county fiscal year - July 1 to June 30 Grant funding is awarded in July and covers two years - July 1, 2015 to June 30, 2017 OR July 1, 2016 to June 30, 2018 Featured grantees (from left to right): Diavolo, Ebony Theatre, Film Independent, Flight of Fantasy

3 OGP Contract Overview TIP: Reference your contract to complete the invoice page of your OGP Report

4 OGP Contract Overview TIP: Reference your budget table to complete the budget section.

5 OGP Contract Overview Beginning in the adjusted grant budget section of the contract was submitted via the Grants Online (GO) system.

6 Adjusted Grant Budget

7 OGP Contract Cash Match Grantees must demonstrate and report matching funds that ensure Los Angeles County grant funds do not exceed fifty percent (50%) of the total cost of the supported project Featured grantees (from left to right): Diavolo, Ebony Theatre, Film Independent, Flight of Fantasy

8 Online Reporting Accessing GO! Online Invoice + Report Website REMINDERS Use Google Chrome to access the website DO NOT use Internet Explorer Cut+Paste from a Word Document Submit 5 days prior to deadline to avoid glitches

9 Accessing the Online Report Once you ve logged in 1. Click the My Applications tab 2. Look for the year in which your grant was awarded (On your contract) Year 1 = Year 2 = Click on the title of the report you d like to complete This will open the report into a new window. Online Invoice + Report Website

10 1516 OGP Report Year 2 Budget Year 2 report requires that you speak to the full grant award and matching funds in the budget. Reference and copy amounts directly from OGP your contract. Minor changes OK. Project Budget - Column 1 + 3: Copy amounts directly from your OGP contract - Column 2 + 4: Input actual OGP project expenses. How did you spend OGP grant and matching funds in support of your OGP project? *Matching funds are actual dollars spent and must be equal to or greater than the OGP grant funds. In-kind cannot be used for matching funds.

11 OGP YEAR 2 Questions YEAR TWO PROJECT REPORT 1. Describe what happened by the end of Year 2 in terms of the quantitative and qualitative measures you identified in your Year 1 Report. Did you achieve your outcomes as expected? Were there any unexpected outcomes? If applicable, discuss the outcomes of how you addressed challenges described in the Year 1 Report. Are there any new or persistent challenges? 2. What was the impact of the OGP project on your organization as a whole? How does the OGP project inform future organizational or program planning or future OGP projects? What are some lessons learned from this experience, if any? * 3. Please provide one example of how the OGP project has made an impact on your target audience or community over the last two years. * 4. Please provide any suggestions as to how the Organizational Grant Program could better support your organization. * 5. Please provide any additional information that you feel reflects the accomplishments of your organization. (Optional) 6. Posting on DISCOVERLA.com? Yes or No

12 1617 OGP Report Year 1 Budget Enter the project description from Section 2 of your contract. Reference the Adjusted Grant Budget in the Grants Online system. Project Budget - Column 1: Copy amounts directly from your Adjusted Grant Budget - Column 2: List project matching funds - Column 3: What has been spent towards OGP project using OGP funds - Column 4: Cash match funds spent towards the project

13 New YEAR 1 Questions Program Goals 1. BRIEFLY describe your OGP funded project. * 200 character limit 2. What short term or long term goals are you working on with this project? 500 character limit Project Progress and Success 3. What are the observable outcomes you are using to measure your progress towards your goals? 750 character limit 4. Optional - What was the greatest success during this project so far in impacting your organization and/or community? 750 character limit Project Challenges 5. What challenges are you facing in implementing this project, if any? What would help you to meet those challenges? 750 character limit

14 New YEAR 1 Questions Participation and Project Reach 8. How are you collecting participation and geographic community data? Reminder: You will be asked to report this data in the Year 2 Report. Refer to the Terms Instructions document for additional details and instructions for your grant regarding the kinds of data points you will be asked for in Year character limit 9. Did you post on Discover LA? (Check Yes or No) If not, please describe why. Grantees are required to post publicly accessible programs and events on To post events on DiscoverLA.com, go to and follow the instructions. * Yes/No This section of the report will be reviewed by our next presenter, Research Analyst Susannah Laramee Kidd, PhD

15 Preview NEW YEAR 2 Questions.. Specific Participation and Project Reach data to be requested in Year 2: Number of project participants reached via the OGP grant funded project Attendance numbers Number of Staff and Volunteers If project supports compensation, a list of positions/titles Partner arts and non-arts organizations, name and website Demographics of target communities check box response for all served Distinct groups, e.g. Homeless individuals, Recent immigrants, etc. Specific age groups Gender Race and ethnicity Neighborhoods served by the project Geographic areas, e.g. West Adams, Boyle Heights, San Pedro, Lancaster, etc. Optional Zip Code Data In an Excel or CSV spreadsheet

16 OGP Reporting + Invoicing Reporting - OGP grant reporting is an annual requirement - Each year of OGP reporting focuses on different aspects of grant project implementation Invoice Payments - OGP grants are reimbursable - All project funds, including matching funds, must be expended or incurred by May 15 NOTE: This year s deadline is May 15, 2017 **Refer to the Terms of Instructions of your contract for details.**

17 Supplemental Materials - Checklist Thank You Letter to the Board of Supervisors A copy of the Thank You letter your organization sent to your LA County Supervisor. To determine your supervisorial district visit: Proof of Recognition Copy of a program, website screen shot or other materials that show the Arts Commission logo Artistic Documentation At minimum 1, at most 3 high quality images. We caution you against submitting photos you ve already submitted. We recommend images be high resolution, at least 300 dpi and at least 1000 pixels across or greater

18 Random Auditing Post-Report Review Grants Staff will be conducting a random audit of all submitted OGP reports (Year 1 + Year 2) for ALL OGP BUDGET CATEGORIES. Be prepared and keep good financial records. For you reference, here are the types of financials you may submit should we request additional information from you. Proof of Expenses QuickBooks or Quicken reports Copies of canceled checks Statements (bank or credit card) showing proof of payment Receipts Signed, dated contracts* Signed, dated statements/invoice from the contracted individual* *State performed services/duties, dates of employment/services and amount paid. NOTE: It is your responsibility to clarify expenses that pertain to your grant funded project by HIGHLIGHTING them in financials.

19 Questions? Contact Arts Commission Grants staff: Download instructions at: Presenter: Laura Guerrero Nieto, Grants and Professional Development Associate