ACF-OCS-CSBG-DCL-25-02 Annual Report Federal Quality Assurance Review Process

Community Services Block Grant

Dear Colleague Letter

DCL#: ACF-OCS-CSBG-DCL-25-02

DATE: November 12, 2024

TO: CSBG Network

SUBJECT: CSBG Annual Report Federal Quality Assurance Review Process

ATTACHMENT(S): Not Applicable

The purpose of this Dear Colleague Letter (DCL) is to affirm the Office of Community Services’ (OCS’) commitment to data quality and effective performance measurement with an overview of the Federal Quality Assurance Review (FQAR) process related to the CSBG Annual Report submission.

Background

Per the CSBG Act Section 678E, CSBG grant recipients are required to submit an annual report each year. A complete submission of the CSBG Annual Report is due on March 31 of each year via the Online Data Collection (OLDC) at GrantSolutions.gov .[1] In Fiscal Year 2024 (FY24), OCS implemented the FQAR process to maintain accountability to the CSBG network and commitment to provide enhanced federal training and technical assistance (TTA) to CSBG grant recipients while addressing data quality.

Federal Quality Assurance Review (FQAR) Process

The FQAR is intended to ensure data validity, data quality, targeted one-on-one TTA, and timely closeout of the CSBG Annual Report. The FQAR begins once a complete CSBG Annual Report is submitted, and the process is comprised of four phases. The FQAR timeline is contingent on a complete submission of the CSBG Annual Report by March 31. Grant recipients that submit late will have a shortened FQAR to avoid delay to the final closeout of the CSBG Annual Report as described in Phase IV. 

Phase I — Quality Assurance Review (60 days)

Within 60 days of receiving the CSBG Annual Report, OCS will complete the quality assurance review. During this initial review, OCS identifies data quality issues. Examples may include reporting expenditures with no services or outcomes, or an incongruent count of individuals based on the reporting logic. Upon completing the quality assurance review, OCS provides the Review Memos to grant recipients. Review Memos are tools that identify data quality issues in the form of errors and warnings. The memos include the error or warning issued during the data collection process, an explanation of the error or warning, and a recommended response to correct the issue. It is important to note, late or incomplete submissions of the CSBG Annual Report may delay OCS' ability to release all Review Memos.

Phase II — Grant Recipient’s Response (30 days)

After OCS releases Review Memos, grant recipients with an on-time submission are granted 30 days to respond to all comments within the Review Memos and correct the corresponding data through the Online Data Collection (OLDC) and the applicable tools such as SmartForms. During this time, CSBG lead agencies should work with their eligible entities to review the feedback in the Review Memos and revise the CSBG Annual Report as necessary. Once all revisions are complete, grant recipients must submit the revisions to OCS via OLDC and return the completed Review Memos. Late or incomplete submissions of the CSBG Annual Report will impact the time CSBG grant recipients have to revise and resubmit data.

As part of OCS’ commitment to enhancing the TTA to the CSBG network, all grant recipients have the option to attend a CSBG Data Assurance Call. The call is designed to provide one-on-one support to grant recipients, review the summary of feedback in each Review Memo, and identify best practices to revise and resubmit data through work with subrecipients. 

Phase III — Data Quality Mitigation (20 days)

Once all revisions are complete within OLDC, OCS performs a second review and works with grant recipients to ensure all comments are addressed and revisions are accurately submitted. At any point during this process, OCS is available to provide TTA, clarify any comments in the Review Memos, and coordinate additional targeted TTA at no-cost through the CSBG National TTA providers. Late or incomplete submissions of the CSBG Annual Report may reduce the amount of time allotted to grant recipients for data mitigation.

Phase IV — CSBG Annual Report Closeout (10 days)

After all data has been revised and finalized, OCS accepts the final submission in OLDC and notifies grant recipients of the successful closeout of their CSBG Annual Report. This phase concludes the FQAR process and allows OCS to use CSBG data for national reporting. It is important to note that late or incomplete submissions of the CSBG Annual Report may delay OCS' ability to accept all CSBG Annual Reports and move to national reporting.

Telling the CSBG Story

A vital element of data collection is using the data to tell the story of how CSBG funds help reduce poverty, revitalize communities with low incomes, and empower individuals and families with low incomes reach economic self-sufficiency. Under Sec 680 of the CSBG Act, OCS is required to issue a report to Congress on the performance of states, tribes, and territories that measures performance with CSBG funds. All submitted CSBG Annual Reports are used to develop the Report to Congress. 

OCS is committed to enhancing the CSBG network’s ability to leverage CSBG data to address performance and make data-informed decisions based on outcomes. OCS supports this effort by adding the data submitted to the CSBG Performance Management Website. This tool is available to grant recipients to compare data and trends over time. 

Additionally, all of the data submitted is used to support OCS’ priorities in implementing cross-cutting initiatives and lifting up voices from the field through the OCS Annual Report, spotlight videos, and engagement with stakeholders across government to tell the story of the CSBG network. The collective commitment to timely complete submissions allows OCS to support the CSBG network and provide high-quality services. 

Grant recipients with questions about the Federal Quality Assurance Review process may contact their assigned Data and Evaluation Specialist. We ask that you copy CSBGData@acf.hhs.gov to ensure an expedited response.

Thank you for your attention to these matters. OCS looks forward to continuing to provide high-quality services to OCS partners.

/s/
Charisse Johnson
Director, Division of Community Assistance
Office of Community Services