CSBG DCL-2021-04 CARES and Disaster Supplemental Reporting Strategy

Publication Date: November 23, 2020

Dear Colleagues,

This message provides an update on plans for information collection and reporting for both the Community Services Block Grant (CSBG) supplemental grants awarded as a result of the Coronavirus Aid, Relief, and Economic Security Act (CARES Act) and Additional Supplemental Appropriations for Disaster Relief Act of 2019. The Office of Community Services (OCS) recognizes that the administration of these new funding sources (hereafter referred to as the “CSBG CARES Supplemental” and “CSBG Disaster Supplemental” grants) during a public health emergency presents unique challenges for state CSBG lead agencies, tribal governments, and CSBG eligible entities.

Key Objectives of Integrated Reporting Strategy

OCS has developed an integrated strategy designed to avoid duplication of effort and minimize burden on grantees, while obtaining needed information to report on:

  • The number and characteristics of people served with CSBG CARES Supplemental and CSBG Disaster Supplemental grant resources;
  • The services and strategies supported with these supplemental grant resources; and
  • Outcomes resulting from these services and strategies.

Supplemental Reporting Approach

To the extent possible, OCS will use existing systems and adaptations of current forms and procedures for the collection of supplemental reports to provide the number and characteristics of people served with CSBG CARES Supplemental and CSBG Disaster Supplemental funds. The reporting requirements will be adapted and customized with significant sections removed and minor changes to the existing forms in the CSBG Annual Report.

The special reports will be very similar to the questions and format of the regular CSBG Annual Report. These reports will not ask for information on organizational standards, regularly scheduled state monitoring, organizational capacity, and other funding sources of eligible entities (other than to identify whether eligible entities received CSBG CARES Supplemental or Disaster Supplemental funds from other ACF programs).

States will report on selected items in Module 1 (State Administration), Module 2 (Eligible Entity Expenditures) and Module 4 (Individual and Family Services) of the CSBG Annual Report as it relates to the CSBG CARES Supplemental and CSBG Disaster Supplemental. The modifications will allow for submission of data on the numbers served with supplemental grant funds.

Module 3 (Community Transformations) will not be changed other than to add a dropdown to identify which funding source(s) were used to implement a Community Transformation.

Annual Report Module

Regular CSBG Annual Report

CSBG CARES Supplemental Annual Report

CSBG Disaster Supplemental Annual Report

Module 1: State Administration

States will report as normal.

State will report using a simplified version of Module 1 focused on CSBG CARES Supplemental, including allocations to eligible entities, state usage of CARES Supplemental funds, and lessons learned.

State will report using a simplified version of Module 1 focused on CSBG Disaster Supplemental, including allocations to eligible entities, state usage of Disaster Supplemental funds, and lessons learned.

Module 2: Eligible Entity Expenditures

Eligible entities will report as normal.

Eligible entities will report using a simplified version of Module 2 focused on expenditures of CSBG CARES Supplemental funds.

Eligible entities will report using a simplified version of Module 2 focused on expenditures of CSBG Disaster Supplemental funds.

Module 3: Community-Level Transformations

Eligible entities will report as normal with new fields to identify CSBG funding source(s).

No separate form; a dropdown will be added to identify CSBG CARES Supplemental as a funding source.

No separate form; a dropdown will be added to identify CSBG Disaster Supplemental as a funding source.

Module 4: Individual Family Services

Eligible entities will report as normal.

Eligible entities will report using a simplified version of the Module 4 focused on outcomes, services, and people served using CSBG CARES Supplemental funds.

Eligible entities will report using a simplified version of the Module 4 focused on outcomes, services, and people served using CSBG Disaster Supplemental funds.

 

Analysis of Numbers Served

While the domains, services categories, formats, and indicators included in the supplemental reports will be similar to those included in the current CSBG Annual Report (with substantial sections removed to avoid unnecessary duplication), eligible entities will be expected to provide a count of the people, services, and outcomes achieved with both CSBG CARES Supplemental and CSBG Disaster Supplemental funds. This information may be determined based on a direct count of individuals for services and activities supported only with supplemental funds or based on a proportional analysis for existing services supplemented with CARES Act or Disaster supplemental resources[1]. Therefore, eligible entities should be prepared to separately track any services supported with these supplemental resources wherever feasible, with the aim of clearly articulating which services and benefits were provided with these resources. OCS will work with states and technical assistance partners to provide additional guidance and technical assistance in this process.

Submission Format

OCS will provide SmartForms that eligible entities can use to submit Modules 2, 3, and 4 for both CSBG CARES Supplemental and CSBG Disaster Supplemental reports. To minimize disruption in existing data systems and reporting requirements, OCS will encourage states and eligible entities to adapt current data collection and reporting systems to meet supplemental reporting requirements.

Expected Submission Deadlines

Consistent with current reporting cycles, grantees will report annually to OCS on CSBG CARES Supplemental and CSBG Disaster Supplemental funds through GrantSolutions. However, reports for these supplemental funds will not be due until 30 days after the submission of the regular CSBG Annual Report. While final deadlines will be communicated in an Action Transmittal, OCS currently expects both the CSBG CARES Supplemental and Disaster Supplemental reports to be due May 30, 2021.

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

 

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

 


[1] OCS will provide additional guidance on a proportionate methodology after consultation with the CSBG Data Task Force.

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