Victims of Crime Act (VOCA) Federal Quarterly ReportingOffice for Victims ProgramSeptember 2016

VOCA Federal Quarterly Reporting• The federal Office for Victims of Crime (OVC) is the agency that

administers the federal Victims of Crime Act (VOCA) formula grant program at the federal level.

• Colorado’s Office for Victims Programs (OVP) administers the VOCA formula grant program at the state level.

• New federal reporting system as of October 1, 2015.

VOCA Federal Quarterly Reporting• The federal reporting system is used for a variety of tracking

purposes.

• 2 specific reports that impact you, our subgrantees:• Subgrant Award Report (SAR) – completed for EACH VOCA

subgrant that is awarded to an agency; the state (OVP) currently completes this report.

• Performance Measures Data Report (quarterly report) – also known as the PMT – performance measurement tool; subgrantees must complete this federal report every quarter.

• Agencies that receive both a One Time VOCA grant and a calendar year 2016 “regular” VOCA grant can report progress for both grants on one quarterly report in the federal system

VOCA Federal Quarterly Reporting• The Performance Measures Data Report is not the only

quarterly report you are required to complete. • VOCA subgrantees also have to complete the following for

each VOCA award they receive:Quarterly Statistical and Narrative Report (state report – DCJ

Form CVS 2)Third Quarter VOCA narrative questions (these will be visible on

your 3rd quarter report in the PMT system)Quarterly and Final Subgrant Financial Report (DCJ Form 1A)Payment Request (DCJ Form3)Other reports as they apply

• For a complete list of available forms, check the OVP website: dcj.ovp.state.co.us, then click OVP Grant Programs.

VOCA Federal Quarterly Reporting• VOCA-funded agencies must set up a user account in the

federal PMT system – Performance Measurement Tool.

• For every agency receiving a VOCA grant, the project director will receive an automated email from PMT with instructions on how to set up a user account in the system once agency information is entered by OVP staff.

• All new agency project directors should have received this information unless there are outstanding grant agreement issues.

• User account help – contact the PMT help desk at: 1-844-884-2503 or via email at ovcpmt@crsincorporated.com.

VOCA Federal Quarterly ReportingAccessing the Federal System• Once you have set up a user account you can access the

system.• You can set up multiple users in the system if more than one

person will be completing the quarterly report form.

• Log in to the federal reporting system at:• https://www.ovcpmt.org• Enter your user name and password where indicated• Click the Login button

VOCA Federal Quarterly ReportingAccessing the Federal System

VOCA Federal Quarterly ReportingAccessing the Federal System• Click the OVC PMT button

VOCA Federal Quarterly ReportingAccessing the Quarterly Report• Select your agency by clicking the name of your agency.• Most agencies will have just one option to choose from.

VOCA Federal Quarterly ReportingAccessing the Quarterly Report• At this screen click the Enter Data tab at the top of the screen.

VOCA Federal Quarterly ReportingAccessing the Quarterly Report• Once you click the Enter Data tab, select the quarter

for which you are reporting from the drop down menu. If the quarter you need to report on is not listed, then it has not yet been posted by the federal staff.

VOCA Federal Quarterly ReportingCompleting the Quarterly Report• On the next slide is a screen shot of the first section of the

reporting form – Population Demographics.

• In question 1, report the total number of individuals (primary & secondary victims, new clients, and ongoing clients) who received services during the quarter with VOCA and matching funds.

Most agencies will not check the secondary box for question 1 which says “the total number of individuals served (in question 1) includes individuals who may have been counted more than once during the reporting period”. This is for agencies that can’t track a unique count of individuals because of the nature of the services they provide, such as an anonymous hotline. Contact your grant manager if you feel you should check this box.

VOCA Federal Quarterly ReportingCompleting the Quarterly Report

VOCA Federal Quarterly ReportingCompleting the Quarterly Report• Question 2 of the report is asking if your agency is able to

identify new individuals (reported in question 1) as either NEW or CONTINUING throughout the entire grant period –not just the quarter.

• Almost all VOCA-funded agencies are able to track this information and would, therefore, check YES; contact your grant manager if you cannot track individuals in this manner.

• Go to Question 4 if you answer YES to Question 2.

• See Screenshot on next slide.

VOCA Federal Quarterly ReportingCompleting the Quarterly Report

VOCA Federal Quarterly ReportingCompleting the Quarterly Report• Answer Question 3 if you are unable to track the number of

NEW and CONTINUATION individuals/clients throughout the grant year (Question 2).

• This question is asking if your agency is able to at least track the number of NEW individuals/clients that received services for the Quarter (vs. the entire grant period).

• See screen shot on next page.

VOCA Federal Quarterly ReportingCompleting the Quarterly Report• In Question 4, report the number of NEW clients

(from the total number reported in Question 1) that received services for the first time during the quarter. NOTE: ALL CLIENTS ARE CONSIDERED NEW DURING THE OCTOBER – DECEMBER TIME PERIOD, this is different than how we counted new clients in the past.

VOCA Federal Quarterly ReportingCompleting the Quarterly Report• Demographic information is reported for NEW clients only in

Question 5. • If you mark NOT TRACKED, this means that your agency is not

yet able to submit data in this category because you need to update your data collection system BUT efforts are underway to track the info as requested.

• If you mark NOT REPORTED, this means no data was collected for a particular client, though your agency collects this information.

• The total listed in each demographic category should not exceed the number of NEW clients reported in Question 4.

VOCA Federal Quarterly ReportingCompleting the Quarterly Report

VOCA Federal Quarterly ReportingCompleting the Quarterly Report• In Question 6 A enter the number of

individuals who received services by victimization type.

• You can enter more than one type of crime, if appropriate.

• The numbers reported in the victimization/crime types should, at a minimum, equal the number of individuals served in Question 1.

VOCA Federal Quarterly ReportingCompleting the Quarterly Report

VOCA Federal Quarterly ReportingCompleting the Quarterly Report• In Question 6B, report the number of individuals

you served that reported more than one type of victimization.

• If you report a number here, make sure that you have reported the multiple victimizations in Question 6A.

VOCA Federal Quarterly ReportingCompleting the Quarterly Report• In Question 7 report the number of individuals

you assisted with victim compensation.• Assistance can mean a variety of things –

everything from giving a victim an application as well as contact info for the victim compensation program, to helping a victim complete the application and gather documentation.

• Assistance with victim compensation is a VOCA eligibility requirement.

VOCA Federal Quarterly ReportingCompleting the Quarterly Report• In Question 8, report the types of services

you provided to your clients.• Select the general service categories that

apply(e.g. Info & Referral).• Doing so will open up that category in

Question 9 so you can report more specifically about the services provided.

VOCA Federal Quarterly ReportingCompleting the Quarterly Report• For each general service category that was selected in

Question 8, provide specific service numbers in Question 9.

• For each general service category in Question 9, you will report the total number of individuals who received services for that category; this number should not exceed the number of individuals reported in Question 1.

• For each subcategory, you can count multiple contacts; this means the numbers reported in the subcategories CAN exceed the number of individuals reported in Question 1.

VOCA Federal Quarterly ReportingCompleting the Quarterly Report

VOCA Federal Quarterly ReportingCompleting the Quarterly Report• Once you have entered all of the services that were provided

during the quarter, click the REVIEW button at the top of the screen to review your report.

VOCA Federal Quarterly ReportingCompleting the Quarterly Report• If you did not complete the report correctly, you will be unable to

SAVE it and will see the word REQUIRED next to the sections that need to be corrected.

• Make the necessary corrections. Clicking on REQUIRED should take you to the appropriate section of the report to make the corrections.

•

VOCA Federal Quarterly ReportingCompleting the Quarterly Report• Once you have entered data in all of the required sections and your

report is ready to be submitted, you will see this screen. Mark the box to indicate data entry is complete and click the SAVE button. You will be able to create a PDF of your report by clicking on the REPORTS tab at the top of the screen.

VOCA Federal Quarterly ReportingCompleting the Quarterly Report• Your Office for Victims Programs (OVP) grant manager will

review your quarterly report before approving it in the federal system. If changes are needed, you will be notified by OVP staff.

• If you have questions about the report, contact your OVP grant manager.• Our main number is: 303-239-5719• Our toll-free number is: 1-888-282-1080

• If you have technical questions about the federal PMT system, you need to contact the federal PMT help desk at:• 1-844-884-2503• Or via email at ovcpmt@csrincorporated.com