Understanding Grant Status Reports for Grantees

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Grantees are required to submit quarterly status reports detailing project progress, deadlines, and submission guidelines. Find out what status reports entail, where to locate them, deadlines, and the importance of timely submissions to keep grantors informed. Access the necessary resources and learn about reporting periods for both monthly and quarterly reporting schedules.

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GRANT GRANT ORIENTATION ORIENTATION WORKSHOP WORKSHOP Status Reports

The Basics for All Grantees What? Where? When? Why? 1. What are status reports? 2. Where can I find them? 3. When are they due? 4. Why do we have to complete the reports?

The Basics for All Grantees What? Where? When? Why? What are status reports? Required for all grantees (Program and HVE) They are completed quarterly: SRQ1, SRQ2, SRQ3, SRQ4 They have to be received by the deadline Most important: Updates THSO and NHTSA on your progress for each quarter of your project year

The Basics for All Grantees What? Where? When? Why? Where can I find them? TNGrants: http://www.thsogrants.org Couple of things you should do: 1. Set this site up as a favorite so you can easily find it 2. Remember your username and password

The Basics for All Grantees What? Where? When? Why? When are your reports due? Due no later than the 1st of the second month following the end of the covered reporting period Information can be added to your status report throughout the quarter; however, it cannot be submitted until the end of the reporting period. Deadlines are included in Section A3 of your contract Question: What is the deadline for your SRQ1?

Deadline Table: Quarterly Reporting Reporting Period Due Date QUARTER 1 October 1 through December 31 OCT, NOV, DEC 2022 February 1 QUARTER 2 January 1 through March 31 JAN, FEB, MAR 2023 May 1 QUARTER 3 April 1 through June 30 APRIL, MAY, JUNE 2023 August 1 QUARTER 4 July 1 through September 30 JULY, AUG, SEPT 2023 November 1

Deadline Table: Monthly Reporting Reporting Period Due Date October 2022 December 1 November 2022 January 1 December 2022 February 1 January 2023 March 1 February 2023 April 1 March 2023 May 1 April 2023 June 1 May 2023 July 1 June 2023 August 1 July 2023 September 1 August 2023 October 1 September 2023 November 1

The Basics for All Grantees What? Where? When? Why? Why are these reports so important? 1. It helps keep you on track to achieve your goals and tasks associated with your project 2. It is how we gauge your performance when we conduct your monitoring visit and write the report for management 3. Reports are not just for THSO 4. Failure to complete your reporting will impact your reimbursement of claims

REPORTING: Differences Exist Law Enforcement Program Grants & Other Program Grants vs. High Visibility Enforcement (HVE) Grants What are the differences?

Program Grants (Non HVE grants) Quarterly Status Report: All Program Grantees SRQ1, SRQ2, SRQ3, and SRQ4 Specific to your grant goals and tasks Enforcement efforts on alcohol, impaired driving, speed, seatbelt, etc. Data Collection Form: Only Law Enforcement Includes department-wide activity and grant- funded activity Campaign Reporting More info from Shandi

HVE Grants Only the Data Collection Form is required each quarter Data Collection Form Includes department-wide activity and grant funded activity All spaces must have content Number of officers working enforcement Number of officers total (excludes jail staff)

Data Collection Form Tennessee Highway Safety Office Activity Sheet

Status Reporting: Summary AGENCY TYPE REPORT TYPE(S) REPORT NAME Data Collection Form *Campaign reporting Data collection form Status report (goals/tasks) *Campaign reporting SRQ1, SRQ2, SRQ3, SRQ4 SRQ1, SRQ2, SRQ3, SRQ4, SRF HVE PROGRAM Law Enforcement PROGRAM Non-Law Enforcement SRQ1, SRQ2, SRQ3, SRQ4, SRF Status report (goals/tasks)

What Do We Look For in Program Grantee Reports? Quality reports Timely On or before the deadlines (lots of OT- input data and save it throughout the quarter) You can submit it after the month/quarter ends Detailed information about progress/tasks Progress/strengths/weaknesses/obstacles Attach relevant information and photos

Goals Goal: Reduce the number and severity of crashes/fatalities in Tennessee town or county. This aligns with the goal(s) of the Tennessee Highway Safety Office. Example: Decrease the number of fatalities 20% from 100 to 80 FFY 2023. Decrease the number of impaired driving injury crashes by 10% from 500 to 450 FFY 2023.

Poor Quality Report Decrease the number of fatalities 20% from 100 to 80 FFY 2023 Through aggressive enforcement, we are decreasing the number of fatalities. Is this response adequate? Decrease the number of impaired driving injury crashes by 10% from 500 to 450 FFY 2023. Alcohol-related crashes have increased. Is this response adequate?

High Quality Report: Q1 and Q2 Goal: Decrease the number of fatalities 20% from 100 to 80 FFY 2023. SRQ1 Update: Quarter 1 (OCT, NOV, DEC) 2022 we had 8 fatalities. For the same months last year, 2021, we had 10 fatalities. This represents a reduction of 2 which is a reduction of 20% in the number of fatalities. SRQ2 Update: During Q2 (Jan, Feb, Mar) 2023 we had 150 impaired driving injury crashes. In the same months of 2022, we had 100. This represents an increase of 50 and is a 50% increase from the previous year.

Tasks: Example of Poor vs. High Quality Task: Conduct a minimum of one saturation patrol and/or checkpoint each month. Poor Quality Report Saturation patrols were conducted in quarter 1. High-Quality Report Two saturation activities were conducted in October. One was conducted in November and three were conducted in December. A total of 42 OT hours were worked for the quarter. We issued collectively 2200 citations and had 7 DUI arrests in Quarter 1 of the project year.

Tip: On-Going Status Reporting Enter saturation patrols after completion and save the report. Continue to add data throughout the quarter. Example - for Quarter 1: 1. January 5-8, 2021; saturation patrols were held. Citation info included the following info 2. February 5-7; saturation patrols were held. Citations included: 3. March 5; saturation patrol was held. The number of citations were as follows: