OJJDP Performance Measurement Training 1

Linking the Implementation of Linking the Implementation of Performance Measure Reporting Performance Measure Reporting

with Submission to GMS with Submission to GMS

Presenter:Heidi Hsia, Ph.D., OJJDP

OJJDP Performance Measurement Training 2

Issues Considered in the Implementation of Performance

Measure Reporting• Achieve consistency across different grants programs:

– Report frequency: once a year– Reporting period: federal fiscal year– Submit one annual report under each active award to states.

• Allow states reasonable time to review subgrantee submissions to assure completeness and quality.

• Allow OJJDP reasonable time to aggregate, analyze submitted data, and produce reports.

OJJDP Performance Measurement Training 3

Issues Considered in the Submission of Annual Performance Measure

Reports to GMS• Avoid undue burden for states.• 2005 is the year of transition: the only year when both

old and new formats are used.• The 2005 Performance Measure Reports cover a

partial federal fiscal year: 9 months for Title V and 6 months for Formula.

• Limitation of GMS: GMS windows (i.e., reporting periods) have to be 12 months each.

• Special arrangements will be made to permit the submission of partial-year reports to GMS for the 2005 Performance Measure Reports.

OJJDP Performance Measurement Training 4

2005 Title V Progress Report: Transition from Categorical Assistance

Reports (Old Format) to Annual Performance Measure Reports (New Format)

• The only year when both formats are used.

• Use the old format for data collected through 12/31/04.

• Use the new format for data collection beginning 1/1/05.

OJJDP Performance Measurement Training 5

2005 Title V Progress Report:

Transition from 6-Month Categorical Assistance Reports (Old Format) to Annual Performance Measure

Reports (New Format)

FY 2004 Title V Award (Project Period: 10/1/03-9/30/06) For the first Categorical Assistance Report covering

1/1/04-12/31/04 (combining 2 semi-annual periods) originally due on 1/31/05–-GMS became ready to accept this report on 2/9/05. The new due date is 4/30/05.

The implementation of Annual Performance Measure Reports begins on 1/1/05.

OJJDP Performance Measurement Training 6

FY 2004 Title V Award (Project Period: 10/1/03 - 9/30/06)

Report Year

GMS Window Annual Performance Measure Reporting Period

Due Date

2005 10/1/04 – 9/30/05 1/1/05 – 9/30/05

(For those few states with one year extension on the FY 2002

award, include data for this award here.)

11/30/05

2006 10/1/05 – 9/30/06 10/1/05 – 9/30/06

(Full implementation)

11/30/06

OJJDP Performance Measurement Training 7

FY 2005 Title V Award (Project Period: 10/1/04 - 9/30/07)

Report Year

GMS Window Annual Performance Measure Reporting Period

Due Date

2005 10/1/04-9/30/05 1/1/05 – 9/30/05 11/30/05

2006 10/1/05 – 9/30/06 10/1/05 – 9/30/06

(Full implementation)

11/30/06

2007 10/1/06 – 9/30/07 10/1/06 – 9/30/07 11/30/07

OJJDP Performance Measurement Training 8

Formula Grants Annual Performance Measure Reports

• The implementation of Annual Performance Measure Reporting begins on 4/1/05.

• The reporting period for the first Annual Performance Measure Report (2005): 4/1/05-9/30/05.

Date Due: 12/30/05

• Beginning with the 2006 Report, each Annual Performance Measure Report will cover the full federal fiscal year.

OJJDP Performance Measurement Training 9

2005 Formula Grant Progress Report: Transition from Annual Performance Report

(Old Format) to Annual Performance Measure Reports (New Format)

• The only year when both formats are used.

• Use the old format for data collected through 3/31/05.

• Use the new format for data collection beginning 4/1/05.

OJJDP Performance Measurement Training 10

2005 Formula Grant Annual Performance Report for

the FY 2003 & FY 2004 Awards

(Old format) • Date Due: 6/30/05

• Reporting period (varies by states): 7/1/03-7/30/04; or 10/1/03-9/30/04; or 1/1/04-12/31/04

• Encourage states to include whatever information states can gather through 3/31/05.

• Where to attach the same report on GMS: under both the FY 2003 & FY 2004 Formula Grants Awards

OJJDP Performance Measurement Training 11

2005 Formula Grant Annual Performance Measure Reports

(New Format)

• Date Due: 12/30/05

• Reporting period : 4/1/05-9/30/05

• Where to attach the report for each active award on GMS: the respective award years as appropriate

OJJDP Performance Measurement Training 12

FY 2003 Formula Award (Project Period: 10/1/02 - 9/30/05)

Report Year

GMS Window Annual Performance Measure Reporting Period

Due Date

2005 10/1/04 – 9/30/05 4/1/05 – 9/30/05

(For those few states with one- year extension on the FY 2002

award, include data for this award here.)

12/30/05

2006 10/1/05 – 9/30/06 10/1/05 – 9/30/06

(This is needed for those few states with one-year extension

on the FY 2003 award.)

12/30/06

OJJDP Performance Measurement Training 13

FY 2004 Formula Award (Project Period: 10/1/03 - 9/30/06)

Report Year

GMS Window Annual Performance Measure Reporting Period

Due Date

2005 10/1/04 – 9/30/05 4/1/05 – 9/30/05 12/30/05

2006 10/1/05 – 9/30/06 10/1/05 – 9/30/06

(Full implementation)

12/30/06

OJJDP Performance Measurement Training 14

FY 2005 Formula Award (Project Period: 10/1/04 - 9/30/07)

Report Year

GMS Window Annual Performance Measure Reporting Period

Due Date

2005 10/1/04-9/30/05 4/1/05 – 9/30/05 12/30/05

2006 10/1/05-9/30/06 10/1/05 – 9/30/06

(Full implementation)

12/30/06

2007 10/1/06 – 9/30/07 10/1/06 – 9/30/07 12/30/07

OJJDP Performance Measurement Training 15

Summary • 2005 is the Year of Transition—the only year

when states need to submit one report in the old format and another in the new format.

• The full implementation of the new format will be achieved with the 2006 reports.

• Ultimately, a smoother process is expected because:

– Submit reports annually; – Report on each active award to state separately; and– Due dates for different grants programs are

staggered.