FY19 Farm to School Reporting and Evaluation Webinar

FY19 Farm to School Reporting and Evaluation Webinar

November 8, 2019 0 By Kailee Schamberger


all right this webinar is the fiscal year 2019 reporting and evaluation webinar if you’re joining us then you are probably a project coordinator or a financial reporting contact or a programmatic reporting contact or some combination of all three my name is Travis Hearn I am the grant program manager at the Office of Community Food Systems I’m joined today by Carla Garcia the grants officer for training and planning grants Carla could you say hello yes hello thank you so much Travis yes so I am Carla I have been working with a lot of you preliminary pre-award so looking forward to kind of just covering some financial information today thank you and we’re glad to have you Carla I’m really glad you were able to join us and also on the line but not listed here is another of my teammates here at the national office Robert Ek he will be mostly working in the background as more or less a producer of this webinar he’ll be able to flag questions for us and make sure that everyone has any concerns addressed and also to help if we have any technical difficulties so Robert could you also say hello good afternoon everybody I’m looking forward to working with you and if you have any questions or concerns with your audio or your visual please feel free to text me directly all right thank you Robert and thank you Carla and with introductions out of the way I’m going to begin our presentation beginning with this agenda first we’ll cover a little bit of background about why the reporting of and evaluation is important kind of how it works with USDA and with your grant program we’ll provide a very brief overview of kind of what evaluation is and make sure we’re working with common definitions and then I’ll also point you towards some resources and then we’ll really get into the meat of this presentation and the main focus which is the actual reporting that you will do as grantees that’s important for the Office of Community Food Systems in terms of program reporting and then for Carla’s office the financial management side is the side of the house with USDA financial reporting and then at the end of this presentation we will have time for some Q&A and I’ve been given some instructions by Robert to help facilitate QA and I’ll take us on to some housekeeping items to make sure that that information is covered here but if you have a question or comment use the chat function and we’ve asked that if you have a question to post in the chat that you post it with a hashtag Q at the beginning in the past our webinar platform has let us flag questions but this time we don’t have that same functionality so with as many people participating as we currently have on this webinar it’s important to make sure that we’re able to see the questions when they’re asked and that we can address them at the end of the presentation and you can ask a question at any time remember to start it with hashtag Q but we’ll get to all questions at the end of the presentation and then I also want to remind everyone that audio is through the computer for this call if you called in you should be able to hear us as well there was a call-in option for this meeting but I want to emphasize that if you’re on the phone and not on the computer we are showing a PowerPoint presentation so it’s important that you have your computer in front of you so you can see the materials that we’re projecting for everyone and then just a reminder that this webinar is being recorded I did press record at the beginning when I announced it and want to emphasize that if you lose your connection or if you have any kind of technical difficulty that keeps you from making it all the way through with us that’s not a huge deal we are going to post this recording of the webinar for everyone to access and while it may take a little bit of time to process through USDA we expect to have it online before the grantee gathering and have it available for you and we’ll send out an email with a link to that presentation to the recording of this presentation once it’s available and you can look for a PDF of these slides and an email follow-up that I will send either later this afternoon or early tomorrow on Friday okay a little bit of background about why we are so concerned with evaluation in the Richard B. Russell National School Lunch Act which is the legislation that created the farm to school program the program was directed to cooperate in an evaluation by the secretary of the program carried out using grant funds so this is not just something that’s nice to do it’s also something that is in the legislation that guides our program and when we’re talking about evaluation these are some of the terms you may see and I don’t want to give anything away just yet but there may be a pop quiz later in the presentation if you were familiar with our onboarding webinar we did in August then you may already have expected that but we will not be grading anybody but we’ll be checking to see whether everyone is able to pay attention so we’ll be using some of these common terms early in this presentation regarding evaluation broadly it’s a structured process of assessing the success of a project and meeting its goals and to reflect on the lessons learned so between your beginning and then maybe at different points in between or at the end of the project you’re checking did it accomplish what we intended it to accomplish or if it’s after the end of the project what did we learn over the course of these activities the process evaluation refers specifically to the conduct of the project is the program being executed according to plan is everything going along the way that it’s supposed to and the example we’ve provided is a check-in at the midway point through the project so if your goal was to conduct five taste tests halfway through the project you’ll want to in June in this example you’ll want to see how many taste tests were conducted and if you’ve done five if you’ve done fewer than five if you’ve done more than five and that gives an indication of how you’re progressing towards your final objective and then an outcome evaluation is looking at what is the program producing is it achieving the desired results it’s not just is everything going according to plan procedurally but are we getting the things out of our program that we had hoped or planned to and then the example here is that students are consuming more local fruits and vegetables and more of the school budget is used to procure local foods and this slide includes an illustration of why evaluation is important the data from evaluations can help you tell your story and create opportunities for funding help track your progress and show accountability and help influence policy and this graph is an example that was created using dollars spent on local foods by US schools from school year 2011-2012 through school year 2013 and 2014 and you can immediately see that there was an increase in actually a apparently substantial increase it’s easy to immediately visualize exactly how much the amount of money spent on local foods by US schools grew between those school years and I can imagine how this would be used to tell a story about the success of a program or show clearly tracking progress showing that at one point this dollar amount was spent and then at the next point this dollar amount was spent and could help influence policy if someone is asking for evidence of a program that works this is the type of information that may make a stronger case okay evaluation terms and resources we’ve talked a little bit about the terms that I’ll also point the viewers towards some resources here we’ve seen process and outcome evaluations here are some terms that refer specifically to pieces of evaluation plans beginning with the goal the kind of overarching desired achievement a specified accomplishment to be achieved at some point in the future typically aspirational and far-reaching and then there’s two examples one is a goal that an athlete might set just as a general example and the other is a farm to school specific example and then we’re going to look at two of the other terms on this graph in the next slide objectives which are achievable milestones or targets so it may be something that you can measure it may be a timeline it may be timeline related and then those also work in tandem with outcomes which describe the changes in conditions that you’re expecting when you reach your goal and we referred to outcomes earlier when we talked about an outcome evaluation I’ve included on this slide a couple of resources that may be of interest to farm to school grantees when they’re working on evaluation plans on the left is the Farm to School planning toolkit which is a resource that is available on the Community Food Systems website and on the right is a screenshot of the Farm to School resources page which is different from the resources for current grantees page that we’ve referred grantees to before on the Office of Community Food Systems webpage there is also a general Farm to School resources page and there’s an evaluation section of that page which is captured here and both of those links at the bottom should be live in the slideshow that will be sent out afterwards in PDF form so if you’re looking for those specific resources then keep an eye on the follow-up email and you should be able to click those links and be guided directly to them and I also want to share another excellent resource the grantee gathering if you are an implementation or planning grantee we’re very much looking forward to seeing you in New Orleans next week it’s arrived extremely quickly and we’re very excited to meet all of the implementation and planning grantees involved in this project we will see you in New Orleans Thursday and Friday of next week September 19th and 20th and while we’re there we’ll go back over some of the content from this presentation but we’ll also be talking about some of this information from different angles and then you’ll also have an opportunity to network with each other to connect to maybe ask questions of other grantees or ask questions of the USDA team members who are there about evaluation and about reporting and to hopefully gain additional insight into this entire process all right here is the first of our pop quizzes and Robert this is where I expect to need your help but question one is which of the following describes an outcome evaluation alright and Robert is going to open a poll so in the past we’ve used the chat box to answer but here we’re going to open up a poll for participants so that you can enter a specific answer and then we’ll be able to see what everyone thinks without crowding the chat box so Robert is there a way to open the poll and also keep the presentation open I don’t believe so but the poll is open now okay I’m going to try to share my screen again and see if everyone’s still able to answer the poll because the answer options are on the presentation the poll has to be closed before we start sharing all right then I will close the poll and then you can walk through the answers okay we’ll do that okay polling is ended so I’m going to open back up yep it still says the poll is open Robert all right closing I closed the poll and you should be able to take over again Travis okay got it all right apologies for the technical difficulties we’re still getting used to this new system but thank you all for your patience so hopefully some of you were able to get a glimpse of this question at the beginning but here it is again which of the following describes an outcome evaluation and I hinted earlier at process and outcome evaluations which that could be the subject of a pop quiz so that has come to pass here is it a determining if a program is being executed as planned intended b determine if the program resulted in desired behavior attitude knowledge change and/or skills development is it both a and B or is it none of the above and then I really would like everyone to have a chance to weigh in so I’ll give about three seconds for everyone to enter their message enter their option in the chat you can just put A B C or D and that way hopefully we won’t be inundated with responses but we’ll still get a snapshot of what people are thinking so I’ll change the slide in three two one and the answer is B and I’m looking up through the chat and I see a lot of B’s and if you chose B you are correct determining if the program resulted in desired behavior attitude knowledge change and/or skills development is an outcome evaluation the first choice a was a process evaluation so good job we know that you were paying attention in the first part of the presentation and thank you all for participating I hope that we can continue to have some audience participation before the Q&A okay USDA program requirements we’re going to start by talking about the program reporting and then we’ll move into financial reporting the evaluation of your project is based on your own evaluation of your project is based on your design it is supposed to serve your stakeholders and also communicate to USDA what you’ve learned from your project did you achieve your desired outcomes did your process go according to plan and in order to facilitate this process USDA has progress reporting and this helps us in the national office and in particular the regional leads monitor and support projects so if you’re having a problem with your project or encountering a challenge you can always reach out to your regional lead but in any case you will have opportunities to report those in your progress reports as well and then the baseline and final reporting contributes to USDA’s evaluation of the entire grant program which I alluded to earlier with the Richard B Russell School Lunch act and we’ll get into a little bit more why these two the baseline and final reporting are connected why they’re important the key components of USDA’s reporting structure the programmatic reporting structure are the baseline report which planning and implementation grantees each complete one time at the beginning of their project the progress report which every grantee regardless of track will complete semi-annually and the final report which again every grantee will complete a final report but the implementation and planning grantees report will look slightly different from the training grantees for implementation and planning grantees the final report mirrors much more closely the baseline report and here is the information about the upcoming baseline report and you’ll notice in the first bullet that the reporting contact will receive an email with a link no later than October 1st 2019 I want to flag a couple of things with this bullet the first is that it is an unfortunate limitation of our system that we’re only able to send the reporting invitations to one point of contact and the invitation on October 1st will be sent to the specific individual that was listed as the progress reporting contact on the sheet that everyone completed mostly in August where you reported your points of contact the project coordinator is I’ve heard some feedback from project coordinators that they would like to also receive the information about the required reports but our system can only send the invitation to a single email address now once you do get the link to complete the report I do believe it is a function of our system that the link can be shared within your organization so if the reporting contact sees that some information needs to be completed by the project coordinator those two individuals are able to share the link and collaborate on the report to make sure that it has the fullest and most complete information but the only person who will receive that reporting invitation is the progress reporting contact and then those were the two major bullets that I wanted to flag here I also want to say that at this time we are going through an email transition so unfortunately I cannot say with certainty exactly what email address that the report will come from but do keep an eye out October 1st for that reporting invitation email it will be sent via email and my expectation is that we will have the transition completely resolved by that time and it will be clear that this email came from the Farm to School team so keep that in mind also and if you’re not seeing that email on October 1st you may want to check your spam folder on your email sometimes the emails can be caught up in spam filters though they they do include details that are designed to get around the spam filters and if you still are not able to find that report and you’re the reporting contact you can reach out to either farmtoschool[email protected] or your regional lead and one of us will be able to connect you to your programmatic report all that being said the initial report is due the baseline report is due October 31st 2019 there’s only one per grant project and in the time we’ve been mentioning the baseline report hopefully it’s been in the back of everyone’s mind since since they first heard their initial communications from us and has been working on getting the data together in advance I’ll also be including a template of the baseline report that includes the types of questions to expect so that you know exactly what type of data you’ll need to complete the real report when it arrives in October and that’s the same resource that is linked to here under the fourth bullet an example of baseline report on the reporting and evaluation tools section of the grantee resources page and as always if you ever encounter any problems you can email [email protected] no matter what your issue we will be able to direct it to the correct person these are the primary areas of the baseline report I’ll go through each of them in greater depth and then again you’ll see this information mirrored when you receive the template of the baseline report the first is partnerships and networks this will ask a little bit about who you’re working with what groups are helping and how much support they’re providing the next section has to do with procurement the report will request the schools or districts you’re working with and when you receive your final report I mentioned that the final report for planning and implementation grantees mirrors the baseline report when you receive your final report you will be asked to report procurement data for these same schools so it is important to report that procurement information from schools that you will be able to report that procurement information on your final report as well and these are some examples of the types of procurement questions that will be asked on that final report the third section covers food preparation and serving including training for food service staff and the percentage of scratch cooking the fourth covers farm to school activities including questions about what types of activities are currently happening in and within the scope of your project in your area or your region or locally you’ll be asked to report on local procurement activities curricular education type activities the promotion and communication of Farm to School and any gardening activities as well as if you have an agricultural plot on any of your campuses like the numbers of edible school or community gardens or greenhouses and then finally there will be questions about the policies that are currently in place supporting Farm to School Activities all of this is described in greater detail on the template that will be included in the follow up email which is also available on the Farm to School grantee resources page progress report for planning and implementation grantees the first progress report will be included with the baseline report there’s no need to look for a second email so the planning and implementation grantees will receive one report document it will include the questions of the baseline report and then it will include questions for the progress report and it’s important to think of these as two different reports even though they’ll be combined in the first one you receive because you will only receive the baseline report once and the progress report will only be combined with the baseline report once for that reason in the future the progress report will always be sent on its own and for training grantees the link that you receive will lead directly to a standalone progress report since you are not required to complete a baseline report and on the grantee resources page these are posted as separate resources and the majority of progress reporting will take place independently of the baseline report the progress reports are due semi-annually they’re due every other quarter currently they’re due after the ends of even-numbered quarters quarters four and two and then we are preparing an FY 19 reporting timeline for the grantee resources page as well so once that is online you’ll be able to check in on that at any point and see if you should have received a report or if you’re missing a report and it also includes the financial reporting timeline which is different from the program reporting timeline each time you receive a progress report you’ll be reporting on activities from the previous six months it’s not as rigorous as the baseline report it’s more of a check-in type of report and you’ll be reporting your challenges successes any changes in staff or any anticipated budget changes this lets USDA get out in front if you’re expecting that you’ll have to request any type of project revision it is on USDA’s radar and then we’re aware that the fiscal year 19 grantees have not been active for an entire two quarters that everyone’s project began at the earliest in July so you will not have to report for the activities for any activities that took place before your grant actually began you’ll only include the first three months of activity during which you had your grants through the end of July then August and September you will have 30 days to complete each progress report and you’ll receive that invitation the first weekday or first business day after the end of the quarter so if the quarter ends on a Saturday then you may receive it on the second calendar day of the next quarter but once the quarter closes you will receive your report shortly after and you can see an example of a progress report on the reporting and evaluation tools section of the grantee resources page and I’ll also be including the template for both training grantees who have a separate set of questions and implementation and planning grantees on the email that I’ll send out to follow up on this webinar and as always you can email the farm to school team at [email protected] or you can email your regional lead and one of us will be able to get you an answer to your question and help you through the reporting process okay final reports the reporting contact again the one person who is listed as the reporting contact this is still the limitation of the system will receive an email at the end of the grant with a link to the final report which is due 90 days after the close of the grant so please note that the final report is due along a different timeline than the progress reports and I also want to skip down closer to the end and note that if you’re a planning grantee you will also be required to submit an action plan along the same timeline the action plan will also be due within 90 days after the close of the grant so the final report and the action plan for planning grantees are do along the same timeline it’s recommended that you prepare data in advance much like with the baseline report and there’s an example of the final report under reporting and evaluation tools again recall that the baseline report and the final report mirror each other you will need to report procurement data for the same schools on the final report that were reported on the baseline report then training grantees have a separate different set of questions training grantees which are detailed in the next slide are required to ask certain questions of their trainings and those specific questions are also available online and at any time if you have any questions you can ask your regional lead or the Farm to School team for support as I mentioned training grants have a set of required USDA questions for assessing their trainings you can find those questions here at this link and for each training conducted it’s required to provide the number of attendees categorized by job role and these are the examples of the job role in the sub bullets here and you’ll be able to see more details about the questions on the link here that will be included with the PDF of the slides and will also be included with the follow up after this presentation grantee resources page which i’ve alluded to multiple times looks like this the reporting and evaluations tools is in a table about halfway down the page and it’s circled with a star next to it on this image and the link to this page is included below the image USDA also offers some reporting resources on the current grantees page such as this tracking sheet which there is a screen shot here as well as I’ve mentioned example reports the action plan templates for planning grantees and evaluation resources additionally I did mention the reporting timeline we are planning to get that posted on the grantee resource page as soon as possible all right the second pop quiz the baseline and first progress report are due when I’ll count down from five and then change the slide put your message in the chat box before then five four three Robert Travis while we are waiting for people to submit their answers would you like to save the questions that we have lined up for the end or would you like to start reviewing some of these now while we wait for responses we’ll get to all the questions at the end because they may be covered in Carla’s segment of the presentation okay all right baseline and first progress report are due a October 31st 2019 these are due within 30 days for implementation and planning grantees these are combined into a single report and due October 31st for training grantees there’s only a progress report it’s a standalone report and will be also due October 31st true or false at the time of final report submission all grantees must submit an action plan five-four-three-two-one this is false only planning grantees must submit an action plan with a final report and as I mentioned the action plan is due within 90 days just like the final report is due within 90 days okay and then with all of that having been covered I’m going to pass the baton to Carla Garcia who will cover financial reporting thank you Travis Carla you should have control okay sure let me just check that real quick and it does appear I do I think I actually have to click on take control all right so I am trying to do that and for some reason it’s not allowing me try using the left or right arrows hit the right arrow I don’t know if maybe I can just tell you next because for some reason it’s not working for me okay we can do that yeah let’s try that yeah I’ll continue to try and you know it works at one point but yeah I guess we can go ahead and go to the next one I will be covering and providing an overview of the USDA financial reporting requirements so on the first screen that we have here you will see that the financial reports are due quarterly they are going to be due thirty days after the end of each federal quarter and in order to submit this you should have already at least initiated the request to get set up in FPRS and I do kind of want to provide a brief overview of what that entails to gain access to FPRS you should have already been authenticated or initiated that process and then 2 – you want to complete the 674 form and turn that in so that you can gain access to the FPRS system so you’ll see the web URL listed here before you can gain access those are the two things you needed to do we did send out that information with the award checklist so if you have any questions about any of the specific processes and where you’re at specifically you can email your grant officer about that specific information the first financial report as we just covered it looks like you guys are all set is the October 31st 2019 you are going to be reporting July 1st to September 30th of 2019 so this is the period that you would be reporting in terms of the financial information so any financial activity that has occurred even if you haven’t drawn down we are looking for expenses that you incurred during that time frame again we’re here to help you if you have questions about the specific report and with that said let me see if I can hover over and move it but it does not appear to give me that access so yeah we’ll go ahead and do the next slide submitting the financial report so if you guys can see on this if you’ve had access at this point then the screen might look familiar if you don’t have access to FPRS this is what it looks like the system itself will have basically these different icons on here and you’ll see homepage and frequently asked questions is kind of just highlighted there so you know that you can go there when you first log on you want to click on online forms at the top and then move from there so we’ll go ahead and do the next slide and this is what you’ll see the highlighted online forms and then you can see which of submission so you would come on to this specific area on the website and you would want to click on program your specific program the federal form is the 425 obviously your state you shouldn’t have any other options but just in case we’re just kind of walking you through it the operating period for all the grantees because everyone’s awarded during the same time frame will be 2019 and the quarter for the first report for everyone will be 2019 quarter four so the example I know says 18 we’ll try to update update that but yeah we would need to make sure that you select 2019 in both instances so just look for 2019 when you hover over that arrow and click on that and then we have another example coming up and after you’ve done all that and you’ve identified the right operating period you can click submission at the top and you’d complete the following fields that are coming up on the next slide so we’ll go ahead and do the next slide as you can see once you’ve done that you selected the quarter you can come here and this one’s a little bit more specific this is what you would see once you click on that you would see all these options for various quarters again I want to emphasize that for your first report you’re looking at hovering over the 2019 quarter 4 I realize that this arrow is on the 18 but you want to keep going down and do 2019 quarter 4 that is the first report you’d be submitting for quarter one two and three just so you know because we’re getting some questions on this those would be blank reports because we have to enter something in the system but the first one you would actually report financial information for is a quarter 4 now you’re going to hover over next and click next and now we can go to the next slide just make sure you feel like the right one so submitting a financial report here you’ll see the second drop-down here after you hit next you see at the bottom that it says quarterly and then you can see that there’s also something that says new the drop-down menu on the right will change with each report so for your report that’s due at the end of October you’ll select again 2019 quarter 4 two things that will happen if you select the wrong quarter if you select the quarter that’s already passed it’s going to show revision so what you should be seeing because that should not happen you see where it says revision there’s zero there this particular one is your brand spanking new first report that’s what you should see however if you are revising the existing one then you would actually see revision and a count of one in the example here you’ll see zero that’s what you should see in this instance it’s a brand new reports or it’s going to be new you’re going to click on new and then you can open your financial report so if we both go just pretend we’re clicking on new here and then go to next and this is what we go to next submitting a financial report so here you go submitting a financial report this is what the financial form will look like in FPRS and so this is more to just kind of show you an example we’re going to cover the form in-depth this is a very small picture so we’ll kind of zoom in on the next fields you are required to complete section 8 and Section ten fields D through K and the fields I through K are going to refer to your specific match information this grant does have a match requirement this is where we capture the match information as far as financial stuff is concerned so this is where we would expect you guys to report where you are to date on the financial aspect of your specific grant so we can go to the next one and I think it’s going to be a little bit more zoomed in so you’ll start at the top of the form and on the top of the form you’ll see where there’s a from and a to date you want to complete the project grant period you need to enter your start and end date a lot of times I notice that folks will enter the quarter they’re specifically looking for your period of performance stage so that would be the start and end date of your grant so if you’re not sure what that is that would be on your FNS 529 or that would also be on your grant award documents or your letter of credit so any number of those three forms would have that information but if you don’t know your grant performance period you can also email your grant officer again that is just basically your start and end date of the project so you’ll enter that and then you can move on to the rest of the form we’ll hit next slide all right so then if you hover down to the form you’re going to see line d e f g and h and this kind of walks you through what to enter in each line you know line D is the full amount of your grant award this amount stays the same with every report because your grant award amount is going to stay the same line e is the actual amount you have withdrawn from your ASAP account so this is a cumulative amount so for first quarter it’s going to be whatever you’ve been able to draw down and then you have F the amount of funds you’ve obligated that you’ve not yet withdrawn from your ASAP account again if you don’t have access to ASAP you can’t go in there draw down but you can report that you’ve had the obligation during the quarter line G would be basically adding line E and line F and then line H is the funds remaining in your account that have not been obligated and we could go ahead and hit next you want to go ahead and go down to the form and when you get to the bottom of it I think this section is basically your match information so we have section 10 you’re going to be reporting on line I the full amount of your match that would be what’s on the 529 that is the official amount that you all basically stated that you would meet pre-award and that’s what is going to be reported here this amount stays the same with every report so that would be line I because again that’s not going to change and then line J is the amount of your match that you’ve contributed to the grant so far and when I say so far I’m referring to the specific quarter but it is cumulative so as you progress through your project you know that quarter four might not be as much as quarter two so just make sure you’re tracking that and every quarter you’re keeping track of this cumulatively line K is the amount of your match that you have yet to contribute so basically is here the remaining amount that you’ve got to meet and then the next slide submitting the financial report we’re basically just stating here do not fill out these particular fields you want to look at lines L through O and then complete section 11 which is indirect expenses so don’t fill out L through O this is like program income we shouldn’t be generating that and then there’s some other stuff here that’s not applicable to the specific grant so you basically would just move on to section 11 which is indirect expenses if it is applicable and if you were approved for those we can move on to the next slide so submitting the financial report as you can see on the top the specific one it looks like they have posting rights you should have validating rights and also certify rights so in your case you would hover over to the top first validate the report and then you would actually certify after so we’ll go on to the next one so we wanted to show you on the slide that this particular submission they received some sort of error so you’ll see this if something’s going on you’re like what’s going on my report isn’t going through the system is going to run and generate some sort of engine validation you need to make sure that you look at this it looks like this one has zero errors zero warning zero cells so no errors or warnings were found for the submission so you can click OK and then next we’ll move on if there are errors though we’ll go back one you get a warning and this one looks a little different from the previous slide because you’ll see where it says warning and there’s one so the system’s highlighted the field that requires modification so fix the error and then click OK and we can go to the next slide if there are no issues you can like I said you’ll just literally click OK you’ll see where it says ok here there’s a button icon there and you’re going to see a message at the bottom that says the submission has been submitted in your case it would either say validate or certify depending on what step you’re on we’ll move on to the next one and then of course we’ve kind of covered some of this but I would just a little bit of an overview the final financial report will be due 90 days after the close of your grant as far as FPRS is concerned you will need to go in there and select the final report and submit it you have 90 days as opposed to the 30 days so the final is the only time frame that you’ve got that additional period so you can go through your invoices and bills and it gives you a little bit more cushion to make sure that you’ve had enough time to reconcile all your bills and then submit the final report again you must log in to FPRS to submit the final financial report everything is done online that is how we collect the financial information the final report is the same as far as the financial information is concerned there are special instructions on how to submit the report and these will be posted on the grantee resource page for farm to school and there will probably be other information coming as far as this specific webinar is concerned so that you know where to find it good next and that’s it unless you guys have any questions specifically I will go ahead and turn this over at this time the presentation over to Travis thank you Thank You Carla and at this time we will take questions we have about 13 minutes left on the scheduled time if we reach to 2:30 and we’re still answering questions and you need to leave then feel free to go but note that we will have the Q&A included on the recording that we send out so Robert I’ve got the chat open and then if there were some specific questions then I can answer them let’s go through them one at a time so Travis is the baseline report the same as the quarterly report the baseline report is not the same as the quarterly report the baseline report requests much more data than the quarterly report and the baseline report is only completed one time the quarterly report is completed at different points throughout the project they will arrive in the same document they will be combined in the one that grantees receive on October 1st but for future programmatic semiannual reports those will be due as standalone and there’s a much smaller set of questions and they ask more broadly about what has been your experience with the project in the previous six months okay so how should grantees treat activities that were happening prior to the start of the grant but are not currently ongoing there is an opportunity in the baseline report to report on what activities are currently in place but the information about what happened before your grant began is not necessary for USDA for the progress report you’ll only have to report the activities that have happened in the course of your grant project okay when will the FY 19 reporting timelines be available on the grantee resources page that is an excellent question we are working on that and it takes a little bit of time for resources to process through USDA before they can actually be published on the website and available for anyone to click on I unfortunately don’t have an exact timeline but once those resources are available we can send out a follow-up email and you are encouraged to check back on that page frequently to see if any new resources have been posted how should statewide projects be approached for a baseline report gathering 800 or more SFAs’ information at a state can be overwhelming absolutely yes this is an excellent question it’s related somewhat to a point I brought up earlier in the presentation if you’re doing a statewide project you can report information from a selection of schools in your baseline report as long as you report on those same schools in your final report and I mentioned that the final report will require that you report on the same schools as your baseline report if you’re a statewide grantee and you’re selecting certain schools that you’re going to use data from then make sure that you document those schools and that you’re able to report on the same schools when you submit your final report so you have to be consistent in reporting in the baseline and the closeout using the same schools yes okay for grant activities are grantees expected to have begun grant activities prior to their first receipt of funds for the grant since you’re asking about funds for the grant since this has a financial component to it I am going to ask Carla to weigh in on this about grant activities prior to having received funds Carla do you have an input yes so basically I’m not really sure where the question is coming from but you are allowed to charge them you obviously won’t have the funds at that point but that’s why we were saying that on the form itself as I was doing the training you still report on expenses under that quarter and then you draw down accordingly whenever you go and draw down because everybody’s kind of on a different cycle of drawing down from ASAP either way so I’m not sure if that’s what you’re asking but first of all as far as reporting requirements yes you would still report on it and then second you also would certainly be able to do that if it’s within the period of performance of the grant meaning as long as the activity occurred from the start on your FNS 529 document that is an allowable drawdown for your grant and I’m not sure if that’s what they’re asking but that is my answer as far as actual cost that you’re allowed to charge next question Travis regarding progress of the reporting timelines and deadlines the second progress report should cover October through March will there be a third progress report for April through June or is April through June to be included in the final report submitted by the grantees okay so first of all you’re exactly right that the second progress report will cover October through March if your project ends on an even-numbered quarter when a progress report is due then you are required to submit a progress report at that time but if your grant term ends in June at the end of June then you would not be required to submit a progress report and I will confirm that and make sure that that information is absolutely correct before that time rolls around but my understanding is that only the final report will be required if your project ends and a progress report is not also due so that may sound confusing but probably the easiest way to think about it is if your project ends quarter two or quarter four then both a final and progress report will be due if your project ends at the end of quarter one or quarter three then you will only have to submit a final report next question and this might be a Carla question the grant award amount from USDA oh I’m sorry is the grant award amount equal to the amount paid by the US Department of Agriculture or does this reflect the entire amount including the match from the grantee okay so two things you guys are a very special grant you have a match requirement so as far as the federal funds that you will receive you’re only going to receive the federal funds that you applied for in terms of your budgets and what you had on there and if you look at the 529 we have certain amounts on there and it specifies specifically your federal award amount and the technical terms are very interesting but we use those a lot more internally so that our financial people understand what they’re entering and awarding through ASAP but also to capture that you all have a match so you’re going to see an amount that just reflects the federal amount that is in ASAP which is what’s actually going to be in your account but you’re also going to see a total amount that’s going to show the federal funds that you were awarded and then the addition of the match obviously this is not monetary money that we’re giving you but we are capturing that information on the 529 because we are required to do that so when you see those amounts understand they’re different one of them is just obviously what you know your budget will align with that is the federal award amount and the other is the total cumulative amount of the federal amount that you stated in the application you would meet added to your federal award amount so hopefully that makes sense so it’s a total of both and the reason I’m specifying that is on the 529 you’re going to see both amounts you’ll see the federal amount and the federal amount plus the match in a different section so when you see that don’t think oh I’m getting more money no that’s just total of the match and the federal funds and I think you’ll be able to figure that out because they’re usually you know we have 25 percent match so that other amount is significantly higher thanks thank you when should grantees have access to ASAP so grantees hopefully at this point have already attended the ASAP webinar first of all we had encouraged everyone to do that that’s good because I feel like this batch of grantees has done a really good job of attending one or the other if you have not I would highly recommend that and I’m throwing that out there because for starters that’s going to help the other process go a lot faster once you have done that I know I’ve talked to a couple I have had at least three confirm that they are getting emails from ASAP this week which sounds promising depending on where you fell in terms of the batch Anna had a pretty significant number for her grantees you know we have three types of grant at this point the support service planning and training and so our accountants are working through those to set you guys up I did have one person reach out to me this week that missed the email I guess they didn’t see it and when they inquired our accountant confirmed that they had sent that last week so keep an eye on that if you are the ASAP point of contact and you sent that form to us already I think I have all of mine so I can say that those have already been sent to our accountant so depending on where you are at with the process it’s hard for me to say when you’re going to get it if you’ve already turned in your ASAP form that you’re you know you’re ahead of the game and if you’ve received that email then the next step would be for you to link the account and set up your financial point of contacts in the system so depending on where you’re at in that time line whether you’ve received that email then you pretty much have it already and if you haven’t gotten there then you’ve got to wait till you get that email but it kind of varies I am hearing some promising stuff that people have already been getting that so if you have a question specifically if I haven’t seen my funds or I didn’t get an email you can send an email to your grant officer like I said I’ve seen a few come through and hopefully we’ll have an updated list before the conference so if from here to then you haven’t heard Anna will be at the conference and I will not be there but you can send us an email and say I still haven’t heard and I haven’t seen an email keep in mind again that that email will go to your ASAP point of contact so whoever is listed on there is a person that needs to be looking out for that email thank you okay we are almost at time we have another question though since the Farm to School Census is currently underway and much of the information is also requested on the baseline report is very similar if we’re a statewide project and can get data that our state schools submit for the census to include in our baseline report oddly enough I’m able to answer that myself the answer to that question is no the census data collection will be concluding well past the deadline for the baseline report and even USDA will not be getting any sort of insight into that information until later on closer to winter of 2020 the good news is that if your SFAs are already working to pull this information together for the Farm to School Census it will make completing the baseline report that much easier and vice-versa Travis it is 2:30 all right Robert I think I’ve got a handle on the chat now so if you need to get off the webinar then feel free to go ahead I think I can take over from here but I want to address the last few questions as people who watch the recording may have similar questions so I’ll continue but Robert if you need to go or participants if any of you need to leave as it is 2:30 we want to respect your time so feel free to leave the presentation if you need to and you’ll be able to catch up once you receive the presentation recording so once we’ve answered each question the webinar will conclude and then everyone will be dismissed but I’ll go through a couple of other questions we got we had we received a question does everyone have a different start and end date for their grant Carla can help me answer this right yeah we try to keep them to some degree the same but what happens is just because of the nature of these particular projects we have one and two year projects so that alone is going to differentiate your projects already so for the most part if you’re planning you’re going to have you know depending on that timeframe either the one or two year and I think the support services are two years so you can chime in as far as that but that part should be consistent I think some people might have had some odd ones where they did like a year and a half but you know if you were within that two year threshold we went ahead and gave you that but for the most part we tried to keep them the start dates should be the same and then they do always end on a quarter so to answer your question no not really but if you’re a type of grant and you came in for two years and yes you’ll be within that same two years if you’re a one-year grant then you’ll be within that one year it’s kind of those odd ones that did like a year and a half or something like that that was different there might be a few but I think everybody pretty much asked for the entire time it was a two-year project or a one-year project so yes they should be pretty consistent okay and then I’ll address another question in the queue and then Carla there are several questions for you so I can take this first one which asks can you clarify why we select quarter four even though we submit the report for the end of October isn’t quarter four for October November December so the quarters relate to the federal fiscal quarter the federal fiscal year begins October 1st and then ends September 30th of the following year it does not align with the calendar year so for the federal fiscal calendar quarter four is July August September so that is why you would select quarter four Carla do you have anything to add or did I oh I think you did a really good job so yeah that explains it I wanted to reiterate that a lot because that is going to throw off your reporting and FPRS that is where that element becomes super important I think it’s the only place where you will actually have to identify quarter four outside of anything else you’ll be using so this comes into play if you’re the FPRS reporting person you probably need to make sure you have that break out if you’re not familiar with the federal quarters but as Travis stated you know it’s quarter four so that first report I just want to emphasize that it’s quarter four 2019 that’s the first report you guys will be pulling in the system if you’re the reporting person so thank you and then Carla these questions are both related but they’re related to ASAP it seems we’re asked are drawdowns meant to be reimbursements or can we also drawdown in advance and another participant asked should we be drawing down money yet so a couple questions here yeah so as far as ASAP is concern you really should be invoiced for those you shouldn’t be drawing in advance because you get into a lot of technicalities in terms of incurring you know gaining interest and then you have to report a special report so we don’t encourage that you really should be drawing down once you’ve had the invoices but if you have specific questions in a unique situation you can email us but for the most part it should be after once you’ve got the bills what was the other question Travis I feel like I’m missing one should grantees be drawing money down at this time yeah so at this time if you have access that’s awesome first of all the other thing I was going to say is if you’re going to the conference and you’re like yeah I’m incurring expenses so yeah I mean if you have an expense you can draw it down obviously if ASAP is not open to you you’re not gonna be able to do it right now but yes as long as you have the expense that you incurred during that quarter you should be fine we’re just not saying go in to draw down the whole thing you know you should be doing disbursements as your quarters come along and the other thing is some folks already have an established timeline of when they draw down you want to keep it consistent to whatever that would be all right thanks and Carla we had another question following up on the one you answered before when you mentioned invoices what did you mean by invoices with regards to ASAP yeah so depending on how you know your your project is established this might be more applicable to states that have contractors and subcontractors they might actually get a bill or something from the sub-grantee so maybe not so applicable so that would be an official you know total amount for that sub grantee kind of showing them what they need to go ahead and pay out that probably isn’t applicable because these are smaller grants so basically just I think the best way for me to say it is whenever you guys have incurred that expense you can go in and draw down that makes sense okay there were some questions that weren’t marked with with the hashtag in front so let me go back and grab a couple of those now the first of which is we are working at nine schools in four different districts should we collect the baseline information such as percent of meals from scratch for each district and average them this is a good question it’s a really technical question I’m going to request that you follow up via the Farm to School inbox [email protected] but also once that baseline report template has been sent out take a look at that and look at exactly how the question is worded and that should hopefully provide a little bit of guidance if you haven’t seen that yet we’re running out of questions which I hope means that everyone feels very confident in the content of this presentation here’s one I can answer we submit the financial report on FPRS what system is used to submit the baseline progress reports so baseline progress and final reports are distributed via email using a system called Qualtrics some people may have some experience with it but the reports themselves are they’re forms that have selections or entry fields and you navigate through them sequentially they do not look exactly the same as the templates that are online because those are just word documents the ones that you’ll actually receive have some logic to them and flow a certain way which can vary depending on how you answer or respond to the questions but Qualtrics is the system it’s not the same as FPRS and that’s part of why it works differently whereas in FPRS you go in and complete your report with the programmatic reports you’ll receive an invitation and you’ll complete it that way and Carla this is a question that you could probably answer better than I can we have multiple partners contributing cost share how is cost share verified so we are not verifying it on our end at this point the only thing we are collecting if you all remember the screenshot which I realize which is subtle but it’s just that information where you have to enter the the amount to-date that you have collected if it’s monetary or if it’s volunteer hours or however you’re meeting your match so we are not specifically as USDA we are not collecting information specific as a break out you should definitely collect that on your end that said because you are required to do that as a grantee so you should probably be collecting you know depending on what kind of share they’re giving you I don’t know if it’s time or if it’s a monetary amount you probably want to keep your invoices and that on file but we are not collecting it on our end it’s just something you’re required to do as a grantee so if you have more specific questions like what kind of things should I keep if you want to send a specific question to your grant officer that probably would be your best bet but again we’re not collecting that you are required to keep that on your end and you know we used to have to collect like time and attendance for staff that were contributing time to a grant if that is how you’re meeting your amount and in their case you should probably just ask them to do a breakout in summary for you but there’s a couple methods in a couple ways that are acceptable that you can do to collect that information but we at FNS are not collecting that in the food program reporting system it’s just a section requiring the specific total match that you have met specifically for that quarter and cumulatively as the grant goes along the other thing I wanted to emphasize and maybe I’m kind of getting off-track is just keep in mind that the financial report is not on the same timeline as the progress report so one is quarterly and one is semi-annually so don’t let that confuse you you’ll see different you know the email from qualtrics come in in a different time and there will be reminders for the FPRS reporting once you get set up that person will get email reminders as well depending on if we set that up but if not yeah that is due quarterly versus so you’d be reporting on the financial aspect of the match quarterly so you just need to make sure that you’re keeping track of that and you’re ready to report on that on a quarterly basis Thanks yeah thanks for adding that level of detail Carla that there are two different reporting timelines I think that’s important to remember and then we were also asked who will receive a copy of this webinar the same group that received the initial invitation will receive the link to the recording and the slides the reporting list included the project coordinators progress reporting contacts and financial reporting contacts if you happen to know that one of your contacts did not receive this email it’s possible that there may have been an error in the way that their information was entered and so it might have bounced back or perhaps the contact has changed since you first reported who your points of contact are so the notice didn’t go through to your current point of contact for reporting or project coordination but that’s the list of people who will receive the follow-up email and then if you have not received a copy or if you have not received a link to the recording by the time the grantee gathering is over next Friday please follow up with us I very much hope to have the webinar link shared by then but in case there’s any sort of delay then you are welcome to follow up with us if you think you should have received it by the end of next Friday and then we were also asked whether the standalone report will be reported also using Qualtrics I’m guessing this means will the progress report that’s not a baseline report or final report will the semiannual progress report be distributed using Qualtrics yes all program reports will be distributed using email invitations and you’ll receive a link that is unique to your organization and once you’ve completed all the questions you’ll have an opportunity to click Submit and then that will be how your progress report is submitted that is true for baseline semiannual and final reports and then we were asked who do we need to email if a contact has changed or if you need to change contact information or if someone has left organization the best people – the best way to communicate that change is to email [email protected] along with your regional lead and your grants officer and then it may not necessarily directly affect what each of those agency contacts do but it’s an important process for making sure that everybody is informed in case it does touch on their portion of the grant management all right and I believe that brings us to the end of the questions if you had a specific question or a technical question or if we didn’t get to your question during this time if it were somehow missed then you are welcome to follow up via [email protected] or with your grant officer if you’re a planning or training grant then Carla is your grant officer if you’re an implementation grant then Anna Arrowsmith is your grant officer or with your regional lead all of us are available to answer questions or help if you encounter any issues with any of these reporting systems so with all that being said I am going to once again thank everybody for coming and taking time out of their day to sit in on this presentation I hope that it was informative and we look forward if you’re an implementation and planning grantee and you’ll be in New Orleans next week we very much look forward to meeting you there so that brings us to the end of the presentation so I will stop the recording and end the meeting thank you everyone and have a great afternoon