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AFI Reporting Procedures
Assets for Independence grantees use three types of reports for sharing information about their projects with the Office of Community Services and other offices. The AFI Grantee Handbook (Tab 5) provides detailed information and instructions about the report formats, processes and requirements. This web page serves as a supplement to the handbook. It is an electronic “one stop shop ” where grantees can review the latest information, instructions, and forms as they prepare, complete, and submit their reports.
Grantees are to submit three separate reports for each AFI grant they administer. The reports are divided into two categories: Grant Reports and the Data Report.
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Two Grant Reports
All grantees are required to submit two different Grant Reports -- a Narrative Progress Report and a Financial Status Report -- as a condition of their AFI grant and to remain eligible to draw down grant funds.
All grantees that received their AFI grants prior to July 1, 2007, are to submit two sets of these reports in the first year of their grant and one set in each succeeding year of the 5-year project period.
Grantees that received their AFI grant on July 1, 2007 or later are to submit two sets of these reports in each year of the 5-year project period. The reports are due at six-month intervals.
The AFI Grantee Handbook section on grant management (Tab 5) presents clear step-by-step instructions and guidance about completing these two reports.
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One Data Report
All grantees are required to submit one cumulative data report on December 1 annually. It is important that grantees provide accurate and timely data. OCS incorporates the data provided by grantees into a program-wide database. The office analyzes the data and uses it to compile a number of reports, including an annual report to Congress. These reports are vital for sharing the latest program results and successes with Congress, the Office of Management and Budget, policy developers, funders and other interested groups and individuals. All grantees submit their data reports using a special password protected online form.
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AFI Online Data Report Form (coming soon)
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Training and Technical Assistance for Completing the Data Report
Web-Based Training
Data Matters: Lessons Learned from the 2007 Reporting Process
Tuesday, September 16th and Thursday, September 18th, 2008
This webinar will take place on Tuesday, September 16th, at 2:00 p.m. Eastern, and again on Thursday, September 18th, at 2:00 p.m. Eastern. Attendance at previous Data Matters sessions is recommended but not required.
Participants will get a behind-the-scenes look at the collection and analysis process used by the Data Report Help Desk. More specifically, this webinar will focus on the following topics:
• What the data report team looks for when reviewing data reports;
• Areas where grantees generally had difficulty with their FY 2007 reports, helping grantees be aware of these potential problem areas;
• Providing quality data to OCS in the 2008 Annual Data Report;
To register for this webinar, please click here.
Click here to request a copy of this webinar (coming soon).
Data Matters: Hints and Tips for Gathering Information for the AFI Report
Tuesday, October 7th and Thursday, October 9th, 2008
This webinar will take place on Tuesday, October 7th, at 2:00 p.m. Eastern, and again on Thursday, October 9th, at 2:00 p.m. Eastern. Attendance at previous Data Matters sessions is recommended but not required.
Hints and Tips for the 2008 AFI Data Report will prepare grantees to complete the 2008 AFI Data Report. More specifically, it will provide concrete instructions, tools and tips that inform grantees of:
• Report timelines;
• How to access the Report form;
• The structure of the 2008 Data Report Form;
• Guidance on certain data fields requested;
• Where to find additional assistance on the Web; and
• Appropriate contacts for data report and policy-related questions.
To register for this webinar, please click here.
Click here to request a copy of this webinar (coming soon).
Helpful Documents and Guides
Frequently Asked Questions (Doc)
This document contains frequently asked questions pertaining to the 2008 AFI IDA Data Report Form. As the reporting season unfolds, this document will be updated, so be sure to check back often.
AFI Data Report Pre-population and Required Fields Guide (Doc)
The AFI 2008 Data Report Pre-population and Required Fields Guide gives a preview and explanation of every question and data element requested on the Data Report Form. It includes helpful information on navigating the online form (such as entering, clearing, and saving data), and it provides details on the AFI2 pre-population process including what information the AFI2 system uses to provide answers for the Data Report.
Technical Tips for Completing the 2007 Data Report (Doc)
Instructions for Completing the 2007 Data Report for Projects with No Participants (Doc)
2007 Data Report Worksheet for Network Projects (Excel)
Network projects sometimes find it challenging to aggregate their data from all of their sub-grantees and/or sub-contractors that open and manage AFI IDA accounts. This optional worksheet mirrors the appropriate fields of the online Data Report and can serve as a tool to help grantees aggregate data from their network partners.
Simply email the form to your network partners, ask them to enter their data, and have them return it to you via email. The data can then easily be aggregated and entered into the corresponding fields of the online Data Report form. For more information on how this tool can help your network project, please contact the AFI IDA Data Report Help Desk
Special Guidance for AFI2 Users
The AFI2 system (Verson 2.0) has pre-populated many of the fields in the Data Report for grantees that use the system and are up to date with entering participant information. AFI2 system (Version 2.0) users should access the online form, complete portions of it that are not pre-populated, and inspect the information that was provided by the AFI2 system. Some users may need to revise the pre-populated data. When all is in order, users should submit the online form. |
Assistance / Conference Calls / Guidance
There are several available resources this year for grantees that desire assistance, advice, or guidance with completing and submitting the reports. In fact, OCS has formed two technical assistance teams to ensure that all grantees submit accurate and timely reports this fall.
For assistance with the Grant Reports, please contact:
AFI Resource Center
Email: afiprogram@acf.hhs.gov
Telephone: 202- 401-4626
For assistance with the Data Report, please contact:
AFI Resource Center Data Report Team
Email: afigrantees@lewin.com
Telephone: 1-866-778-6037
If a voice mail recording answers when you call, please leave a message with the following information:
1) Your name and the name of the grantee you represent;
2) Telephone number where we can reach you;
3) Best time for us to call you back; and
4) Brief indication of your issue or question.
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Timeline with Key Dates
October 1 |
AFI Data Help Desk begins distributing usernames and passwords to grantees for 2008 report. Click here to have your information emailed to you. Please include your name, title, organization name, grant number and best email address. |
October 7 |
Training: Hints and Tips for Gathering Information for the 2008 AFI Report
Time: 2:00 p.m. Eastern
Call details forthcoming.
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October 9 |
Training: Hints and Tips for the 2008 AFI Report
Time: 2:00 p.m. Eastern
Call details forthcoming.
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October 16 |
Special Call -- Open Forum Question and Answers Concerning the Fall 2008 Reports
Time: 2:00 p.m. Eastern
Call details forthcoming.
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October 23
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Special Call -- Open Forum Question and Answers Concerning the Fall 2008 Reports
Time: 2:00 p.m. Eastern
Call details forthcoming.
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October 28 |
Special Call -- Open Forum Question and Answers Concerning the Fall 2008 Reports
Time: 2:00 p.m. Eastern
Call details forthcoming.
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November 3 |
Extended AFI Resource Center Help Desk Hours Begin
(8:00 a.m. ET- 8:00 p.m. ET)
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November 6 |
Special Call -- Open Forum Question and Answers Concerning the Fall 2008 Reports
Time: 2:00 p.m. Eastern
Call details forthcoming.
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November 11 |
Special Call -- Open Forum Question and Answers Concerning the Fall 2008 Reports
Time: 2:00 p.m. Eastern
Call details forthcoming.
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November 12 |
Grantees must submit their INITIAL Data Report response via on-line form.
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November 1 - 30 |
The AFI Resource Center Team will assist grantees to ensure that the reports are submitted on schedule.
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December 1 |
If applicable, grantees submit paper copies of the AFI Grant Reports – the Narrative Progress Report and the Financial Status Report |
December 1 |
Grantees must submit their FINAL Data Report response via on-line form.
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December 1 - 31 |
The AFI Resource Center team will review the submitted data and contact any grantees if additional information is needed.
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Frequently Asked Questions – With Answers! |
| 1) What organizations need to complete the Grant Reports? That is, the Narrative Progress Report and the Financial Status Report? When are they due? |
All grantees are required to submit the Narrative Progress Report and the Financial Status Report. The due dates for these reports vary according to the grant award date.
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| 2) What form or format should grantees use for the Grant Reports? |
Narrative Progress Report – There is no required format. The report is to address a simple set of eight questions. Please see the AFI Grantee Handbook section for more details. Grantees may use the downloadable Narrative Progress Report template.
Financial Status Report – Grantees must use the Standard Form 269 (SF-269) long form for this report. Please see the AFI Grantee Handbook section for special AFI-specific instructions for completing the form. These instructions are different from the usual instructions for this form.
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| 3) Is there an on-line form for the Grant Reports? |
No. However, grantees may download and use report templates for the Narrative Progress Report and the Financial Status Report. Grantees must submit paper copies of these reports.
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| 4) Are there detailed instructions about completing the Grant Reports? |
Yes. The AFI Grantee Handbook (Tab 5) includes complete details on reporting requirements and procedures.
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| 5) How and where do grantees submit these Grant Reports? |
As specified in the AFI Grantee Handbook, grantees are to submit a paper version of the Narrative Progress Report and the Financial Status Report to the ACF Office of Grants Management, with a copy (fax or paper copy) to the Office of Community Services.
Office of Grants Management
When submitting by mail:
ATTN: name of the assigned Grants Management specialist
Division of Discretionary Grants
Office of Grants Management
Administration for Children and Families
370 L'Enfant Promenade SW, 6th Floor
Washington DC 20447
When submitting in-person (hand-carrying):
ATTN: name of the assigned Grants Management specialist
Division of Discretionary Grants
Office of Grants Management
Administration for Children and Families
901 D Street SW, 6th Floor
Washington DC 20024
Office of Community Services
James Gatz, Manager
Assets for Independence Program
Office of Community Services
370 L’Enfant Promenade SW, 5th Floor
Washington DC 20447
Phone: 202-401-4626
Fax: 202-401-5718
Email: afiprogram@acf.hhs.gov
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| 6) What organizations need to complete the AFI Data Report? |
All AFI grantees who received their grant before September 30, 2008, must submit a Data Report this year.
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| 7) What if the grantee has not begun to implement its AFI Project, due to financial issues, lack of non-federal financial contribution, changes in personnel, or other matters? |
The AFI law requires all grantees to submit the Data Report annually. This is a mandatory report. It is vital that all grantees – no matter the status of their AFI Project – submit the data report. All grantees must submit the data, even if they have not made progress in implementing or even starting their AFI Project.
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| 8) What if a grantee organization received its AFI grant in 2002 and completed its 5-year project period in September 2007? Is this grantee required to complete the Data Report this fall? |
Yes, all grantees that received their AFI grant in 2002 are required to submit the data report. Although the five-year grant period for most grantees that received their AFI grant in 2002 ended in September 2007, the AFI process allows grantees ninety days beyond the project end date to wrap up activities. During this time, matched withdrawals are allowed. It is important that grantees include data about any such activities and withdrawals in the final data submission. If no wrapping up activities occurred after September 30, 2007, the grantee should resubmit its data from last year’s report.
All grantees that received their AFI grant in 2002 and subsequently received a one-year no-cost extension of their project period must complete the data report this year.
Please note grantees that received their AFI grant in 2001 and that received a one-year, no-cost extension (enabling them to administer their project through September 30, 2007 plus a ninety day wrap-up period), also must complete the Data Report this fall to include any activities that were conducted during the ninety day wrap-up period between September 30, 2007 and December 31, 2007. If no wrap-up activities occurred after September 30, 2007, the grantee should resubmit its data from last year's report.
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| 9) How many Data Report forms should a grantee complete this fall? |
Each grantee should complete one data form for each AFI grant it is administering. For example, if a grantee that received a grant in September 2003 only, it must complete one data report form. If a grantee has received multiple AFI grants, it must complete one Data Report form for each AFI grant received. For example, a grantee that received AFI grants in September 2002, September 2004, and September 2006 must submit three separate Data Report forms. Each form corresponds with only one grant.
The AFI Resource Center team will provide grantees with unique user names and passwords for each response form. If you have not received your username and password, please call 1-866-778-6037.
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| 10) Is my organization required to submit reports for non-AFI, IDA related projects? |
No. You are only required to submit reports for AFI grants.
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| 11) When are the Data Reports due? |
There are two due dates. All grantees should complete and submit the forms with at least initial information by Wednesday, November 12, 2008. Grantees, with assistance from the AFI Data Report Team, will be able to submit additional information, and finalize the data by Monday, December 1, 2008.
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| 12) How will grantees submit the Data Report? |
Grantees must use the 2008 AFI Online Data Report Form. If you are having trouble accessing this report, you can manually type in the following hyperlink into your web browser: https://extranet.acf.hhs.gov/afi_data_report_for_congress.
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| 13) What do I do if I don't know who my Grants Management Specialist is? |
Please call the AFI Resource Center at 202-401-4626.
Please continue to check this web site frequently for updates!
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