CSBG Annual Report Submission FY 2023

Publication Date: October 26, 2023
Current as of:

Community Services Block Grant

Action Transmittal

AT#: CSBG-AT-2024-01

DATE: October 26, 2023

TO: CSBG States and Territories

SUBJECT: FY2023 CSBG Annual Report Submission

ATTACHMENT(S): CSBG Annual Report Version 2, CSBG CARES Annual Report

RELATED REFERENCES:

Section 678E of the Community Services Block Grant (CSBG) Act, Title VI, Subtitle B, of the Omnibus Budget Reconciliation Act of 1981, Public Law 97-35, as amended; Human Services Amendments of 1994, P.L.103-252; the FY 1996 CSBG Appropriation Legislation, P.L.104-134; CFR Title 45, Part 96; Coats Human Services Reauthorization Act of 1998, P. L. 105-285, Department of Health and Human Services Block Grant Regulations and Current Poverty Income Guidelines; Administration for Children and Families (ACF) CSBG Annual Reports, as approved by the Office of Management and Budget (OMB) (Control No. 0970-0492; Expiration Date — June 30, 2024).

PURPOSE:

To notify states and territories (CSBG grant recipients) of the requirements for Fiscal Year (FY) 2023 CSBG Annual Report and CSBG Coronavirus Aid, Relief, and Economic Security (CARES) Annual Report submissions — referred to collectively as the CSBG Annual Reports. CSBG grant recipients must submit the FY2023 CSBG Annual Reports by March 31, 2024 using the approved online CSBG format through the ACF GrantSolutions Center of Excellence On-Line Data Collection system (OLDC).

BACKGROUND

Per the CSBG Act Section 678E, CSBG grant recipients are required to submit an annual report to the OCS. In FY2016, the Office of Community Services (OCS) implemented the CSBG Annual Report designed to complete the CSBG Performance Management Framework. The Performance Management Framework includes:

  1. Organizational standards for local CSBG-eligible entities
  2. Accountability measures for states and OCS
  3. Results Oriented Management and Accountability Next Generation (ROMA NG)

In FY2021, OCS received OMB approval to include the collection of the CSBG CARES Annual Report to receive data and information about the supplemental (Control No. 0970-0492).

For additional background, please see:

SUBMISSION CONTENT AND REQUIREMENTS

The CSBG Annual Report documents critical activities and outcomes, tracks results from year-to-year, and assures accountability for performance at the local, state, and federal levels of the CSBG Network. Grant recipients must report directly to OCS through OLDC via GrantSolutions.gov .

This CSBG Annual Report submission is for activities completed during FY2023 (October 1, 2022 — September 30, 2023)[1]. The deadline for all CSBG recipients to submit their complete FY2023 CSBG Annual Report is March 31, 2024. A complete submission includes:

  • CSBG Annual Report
    • State Administration (Module 1) REQUIRED
    • Agency Expenditures, Capacity, and Resources (Module 2) REQUIRED
    • Community Level (Module 3)[2]  RECOMMENDED
    • Individual and Family Level (Module 4) REQUIRED

  • CSBG CARES Annual Report[3]
    • State Administration (Module 1) REQUIRED
    • Agency Expenditures, Capacity, and Resources (Module 2) REQUIRED
    • Individual and Family Level (Module 4) REQUIRED

Pre-Populated Information and CSBG Eligible Entities

As this year’s CSBG Annual Report submission is for FY2023 activities, the CSBG-eligible entity information are based on the information from the Federal Fiscal Year (FFY) 2023 CSBG State Plan and are pre-populated in OLDC.

Changes to the CSBG Annual Report

OCS has updated Module 1 to the OMB-approved version as discussed in CSBG-Dear Colleague Letter (DCL)-2020-10, Annual Report: 30 Day Open Comment Period. OCS will provide training and technical assistance (TTA) on these changes during the upcoming webinar series detailed below.

There are no changes to Modules 2 — 4.

TRAINING, TECHNICAL ASSISTANCE, AND SUPPORT:

Webinars

OCS will host a series of webinars to support the submission of the FY2023 CSBG Annual Report. The first webinar is scheduled for November 8, 2023, the FY2023 CSBG Annual Report Kickoff and Lessons Learned.

All webinars will be posted to the CSBG Events Calendar page and announced via email and other communications. All webinars will be recorded and available on the OCS CSBG Webinars page.

Communications

Please verify whether you are on the CSBG mailing list, and if not send an email to CSBGData@acf.hhs.gov. OCS created this new resource mailbox as a dedicated location for responding to and tracking technical assistance requests, ex. mailing list updates, website contacts updates, and OLDC access and reporting issues.

SmartForms and OLDC

OLDC will open for all CSBG grant recipients no later than November 2, 2023.

OCS will release SmartForms for all CSBG grant recipients with a completed FY2022 CSBG Annual Report no later than November 27, 2023.

OLDC Access

OCS encourages all grant recipients to review OLDC access information and ensure correct assignments for all staff for the CSBG Annual Report submission process. Each state should have at least one individual assigned as the Grant Administrator. OCS does not require the Authorized Official to certify the CSBG Annual Report; therefore, the Grant Administrator is able to certify.

There is a new process for requesting accounts for GrantSolutions and OLDC. Please complete the Recipient User Account Request Form and the OLDC Access Form (DOCX), and submit both to the GrantSolutions Helpdesk to create the account.

If you have questions regarding OLDC access or submissions, please send an email to CSBGData@acf.hhs.gov.

Support

OCS will host office hours to support states and territories in submitting their annual report on the following dates:

  • Tuesday, January 30, 2024, 11:00-12:00 p.m. EST
  • Thursday, February 6, 2024, 3:00-4:00 p.m. EST

If you have any questions regarding this communication or your CSBG Annual Reports, please contact your assigned Program Specialist. We ask that you copy CSBGStates@acf.hhs.gov to ensure an expedited response.

OCS Annual Report and CSBG Annual Report

During FY2022, OCS released the first-ever OCS Annual Report (PDF) signaling a strong commitment to documenting the role OCS-funded programs serve in addressing persistent poverty and pervasive disparities and inequities. The FY2022 CSBG Annual Report provides an opportunity for grant recipients to document efforts to meet the unique needs of the communities you serve, and the key contributions from the CSBG Network.

Submitting the FY2023 CSBG Annual Report by March 31, 2024 not only ensures grant recipient compliance as outlined in Section 678(b) of the CSBG Act, but that the effectiveness and outcomes of the CSBG Network is included in the FY2023 OCS Annual Report.  

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 

[1] This is different from the state reporting period. However, states may report Modules 2-4 on the state fiscal year (July 1, 2022 — June 30, 2023) or the calendar year (January 1, 2023 — December 31, 2023).

[2] Community Level Transformations submitted as part of your regular CSBG Annual Report should include all Transformations whether funded by CSBG or CARES.

[3] Submission of the FY2023 CSBG CARES Annual Report is only required for small states and states which reported on a state fiscal year (July 1—September 30).