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Appendices
| Program - Administrative Data System | Length of Time between end of Program Year and Submission of Data by State/Grantee | Length of Time between end of Program Year and Availability of Data | Reasons for Time Schedule | Strategy for Eliminating Time Delays where Appropriate |
|---|---|---|---|---|
| TANF participation rates: TANF Administrative Data | 3 months | 12 months (September) | The TANF statute allows states three months to report data at the end of each quarter. The additional time (9-12 months) is needed to ensure complete and accurate data reporting as well as final compilation and analysis of data. | FY 2000 was the first year of the new data reporting system. We expect that the timeliness and quality of the data will improve. We will continue to closely monitor state data transmission and provide TA as necessary. |
| TANF High Performance Bonus Measures | 11 months to provide data for each quarter | 15 months (December) | The data source for the work performance measures is the state employment wage records. Timing of employer reporting determines the availability of these data. | Beginning with the FY 2002 bonus (performance year FY 2001), we will have access to national wage records via the Office of Child Support Enforcement's new database and will match against these records to compile work performance data. Since Child Support relies on state reporting of these wage data, we do not believe time delays can be substantially reduced. |
| DD-Employment, Housing, and Education | 3 months after end of fiscal year (January) | 6 months (March) | All grantees submit their Program Performance Report (PPR) by January 1 of the next calendar year. The PPR’s are reviewed by respective regions and then forwarded to ADD office, where PPR’s are stored in central database and reports are compiled. | ADD provides ongoing training and technical assistance to grantees to ensure updated knowledge of electronic data submission and thorough understanding of data collection methods. Ongoing training and technical assistance improves timeliness and thoroughness of reports and provides a trained expert to respond to problem situations via email or phone. |
| DD – Health | 3 months after end of fiscal year (January) | 16 months (January) | Health data are collected by a technical assistance contract through manual system of reporting. | ADD plans to convert the manual data collection to an electronic collection system. |
| RR- State Administered |
Fiscal Year – 45 days after each quarter |
7 months (April) |
Quarterly reporting allows ORR to provide timely responses to issues that arise in the refugee program, to develop refugee assistance and services budget and update forecasting methodologies for determining the number of months ORR can provide cash assistance and medical assistance based on the number of refugees receiving or eligible to receive cash assistance. After receipt of the final report, ORR verifies and validates the grantee information. | ORR state analysts will make a more aggressive effort to contact ORR state coordinators when reports are past due. A written communication will be sent out from the ORR Director when reports are extremely delinquent. |
| RR – Matching Grant | Calendar Year – 4 month reporting cycles in May, September and January | 7 months (July) | Statistical outcome reports are due at 4-month intervals. ORR uses these reports to provide managerial oversight of the program, develop policies for refugee assistance and services and direction and guidance to the states. The additional seven months after the end of the calendar year is necessary for ORR to validate and verify the data. | A written communication will be sent out from the ORR Director when reports are extremely delinquent. |
| SSBG |
Within 6 months or when state submits its application for funding (which begins subsequent to the expiration of that 6-month period). |
15 months (December) |
Block Grant Regulations allow six months to report data at the end of the period covered by the report or at the time the state submits its application for funding which begins subsequent to the expiration of that 6 month period. | OCS is working to assure that the concerns expressed in the past about lack of information on the effectiveness of the SSBG in accomplishing its stated program goals will decrease. Work continues with states to improve reporting for services provided with these funds to improve the quality and timeliness of program information. All states were contacted to resolve any data questions and to confirm the state’s methods for counting recipients, total expenditures, and TANF transfers. |
| Child Support Enforcement | 3 months (December) | 12 months (September) | OCSE allows states three months to report data at the end of the fiscal year. The additional nine months is needed to compile and analyze the data to ensure they are complete and accurate. | FY 1999 was the first year using the new reporting form. More states are transmitting their data electronically which will improve the timeliness and quality of the data. OCSE will continue to provide technical assistance. |
| Child Care – Fiscal Year Measures | 3 months (December) | 18 months (March) | The CCDBG statute allows states until 12/31 of any FY to submit their aggregate and final case level reports. Time is needed to verify and correct their submissions. |
CCB continues to provide training and technical assistance to states experiencing reporting difficulties to improve timeliness, reduce errors, improve completeness, and encourage and facilitate development of state data systems. |
| Child Care – Calendar Year Measures |
3 months (March) | 12 months (December) | Data sources are external non-government agencies that report data on a calendar year basis. | NA |
| Head Start PIR measures | School Year - August | 5 months (January) | Programs requested additional time. Time is needed to aggregate data. for Children and Families | NA |
| Head Start – FACES measures | Available on a 3-year cycle – data submitted by evaluation contractor, yielding longitudinal data on HS program period and follow-up. | 2000/2001 cohort data will be available by December 2002 | Available on a 3-year cycle – data submitted by evaluation contractor. | NA |
| Child Welfare – measure 6.1f | Substantial amount of data are still being reported in May of the following year because 3 reporting periods are required to get one year’s worth of data. | 12 months (September) | Data are used to calculate adoption incentive awards, which are announced in the summer when total number of adoptions are announced. Data cannot be released until the announcement. | NA |
| Child Welfare – measure 6.1b | Voluntary reporting system – calendar year basis. | 12 months (September) | Grantees submitting child abuse data require an extensive length of time to gather data. | NA |
| Child Welfare – remaining measures | November w/second submission due end of March for states penalized to submit for corrective actions. | 9 months (June) |
States have 2-1/2 months after end of year to submit data and until March 31 to submit corrective actions. It takes two months for data to get to analysts from MIS processing units and for actual analysis. |
NA |
| Youth |
3 months Baselines for new measures will be established using a new data system. |
6 - 9 months. . |
Community-based grantees do not always have the capacity and resources to submit data within 30 days, as required. Technical assistance is provided as needed. Additionally, see note at left. | Development of a new system for collecting and processing data will result in more complete reporting (the target for proportion of grantees reporting correctly is 95 percent and above, in comparison with the 45-55 percent historical levels), as well as more accurate and timely national data. |
| CSBG | 9 months (June) | 15 months (December) | States are required to report the latest complete 12 months of CSBG data. The delay in reporting is the result of states and sub-grantees having different reporting periods. Under the CSBG Program, the reporting period coincides with the state fiscal year instead of the Federal fiscal year. Fifteen months are required to obtain, analyze and aggregate a CSBG report from all states. | The form used to collect the data was revised and has decreased the time required by states to compile individual state CSBG reports. This revised form has decreased the length of time between the end of the program year and the availability of data by six months to 15 months. |
| Native Americans |
Grantees are on a 6-month reporting cycle from date of award. While ANA grants are awarded throughout the year, the majority are awarded at the end of the fiscal year making the final Progress Report & Financial Report (SF-269) due at the end of October of the following year. Grantees are allowed 30 days to prepare and submit their final report. |
During the third quarter (April-June) |
Office of Grants Management OGM-00-03 and the Grants Administration Manual (GAM) 3.09.413 allows for timely submission of these reports every six months. The additional time is required to aggregate, verify and analyze the data.
|
NA |
| LIHEAP | 14 months (November 2002) for 2001 RECS and 2 months (November 2002) for the 2002 March CPS | OCS is using data from the Department of Energy's Residential Energy Consumption Survey (RECS) and the Bureau of Census March Current Population Survey (CPS) to track the LIHEAP measures. The March CPS is conducted annually and the RECS is conducted every four years. | NA | |
| Administration – Training | 3 months (December) | 4 months (January) | Necessary to aggregate prior year data from 24 ACF components and regional offices | NA |
| Administration – GATES II and On-Line Data Collection System (OLDC) |
9 months (June) |
All data submitted to ACF via the GATES II interface will be immediately available to ACF organizations. The OLDC system is being pilot tested. |
Delivery of production version of GATES II began in June 2002. The Beta version is being implemented for selected grantees to use the Web to submit financial reports during the second quarter of FY 2003. | The GATES II presents a data storage solution that provides live reporting on all ACF data collections. As data are supplied by grantees, approved data are then moved to data storage areas where report functions are capable of presenting the collection. |
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