CSBG Annual Report Instruction Manual Module 1: State

CSBG Annual Report Instruction Manual: Module 1

National Association for State

Community Services Programs

CSBG Annual Report

Instruction Manual

Module

1: State Administration

or State and local CSBG Eligible Entity Use in Completing

the CSBG Annual Report

CSBG Annual Report Instruction Manual: Module 1

March 2017

REMINDER! Module 1 will be completed in the On-Line Data Collection (OLDC)

system and has received a one-time extension that is due no later than April 7,

2017. Reporting for Module 1 will use Fiscal Year (FFY) 2016 data.

Table of Contents

CSBG Annual Report Instruction Manual: Module 1

Table of Contents

Overview ....................................................................................................................................................... 4

History ........................................................................................................................................................... 5

Reporting in OLDC ......................................................................................................................................... 7

Reporting Timeframe .................................................................................................................................... 7

Section A: CSBG Lead Agency, CSBG Authorized Official, CSBG Point of Contact ........................................ 9

Section B: Statewide Goals and Accomplishments ..................................................................................... 12

Section C: CSBG Eligible Entity Update ....................................................................................................... 15

Section D: Organizational Standards for CSBG Eligible Entities .................................................................. 18

Section E: State Use of Funds ..................................................................................................................... 23

Section F: State Training and Technical Assistance .................................................................................... 31

Section G: State Linkages and Communication .......................................................................................... 33

Section H: Monitoring, Corrective Action and Fiscal Controls .................................................................... 37

Section I: Results Oriented Management and Accountability (ROMA) System ......................................... 41

Resources & Technical Support .................................................................................................................. 44

Error Message Listing .................................................................................................................................. 47

Overview and History

CSBG Annual Report Instruction Manual: Module 1

Overview

In collaboration with the Community Services Block Grant (CSBG) Network, the Office of

Community Services (OCS) developed State Accountability Measures to track organizational

performance by State CSBG Lead Agencies and OCS. These measures are part of an enhanced

framework for accountability and performance management across the CSBG Network. The

CSBG State Plan proposes state specific information on the State Accountability Measures and

Module 1 of the new CSBG Annual Report provides a progress report on these measures. For

more information on the State Accountability Measures see Information Memorandum (IM)

144.

Module 1 is the State Administration module of the new CSBG Annual Report and is completed

by State CSBG Lead Agencies. This module includes information on State administration of

CSBG funding, including information on distribution of funds to Eligible Entities, use of State

administrative funds and discretionary funds for training and technical assistance (T&TA) as

well as information on Eligible Entity progress in meeting the Organizational Standards and

implementing ROMA. Finally, this module provides tracking of the State’s progress in meeting

accountability measures related to State monitoring, T&TA and other critical areas.

Module 1 of the CSBG Annual Report will be entered into the Office of Community Services

(OCS) Online Data Collection System (OLDC). OLDC is the central, web-based reporting tool that

OCS has used for other programs and now uses for CSBG data collection. OLDC will allow OCS to

auto-populate information from the CSBG State Plans directly to Module 1 of the CSBG Annual

Report. There are options to edit auto-populated data from the CSBG State Plan for the

reporting year covered by the CSBG Annual Report.

The CSBG Annual Report is organized in four modules.

• Module 1: State Administration (completed by State CSBG Administrators) as described

above. (States will submit in OLDC by April 7, 2017 for FY16 and March 31, 2018 for FY17.)

• Module 2: Agency Expenditures, Capacity, and Resources (completed by Eligible Entities;

reviewed, evaluated, and analyzed by State CSBG Lead Agencies) includes information on

funds spent by Eligible Entities on the direct delivery of local services and strategies and

capacity development as well as information on funding devoted to administrative costs

by the Eligible Entities. (States will submit in OLDC by March 31, 2019.)

• Module 3: Community Level (completed by Eligible Entities; reviewed, evaluated, and

analyzed by State CSBG Lead Agencies) includes information on the implementation of

Overview and History

CSBG Annual Report Instruction Manual: Module 1

strategies and results achieved for communities of low-income. (States will submit in

OLDC by March 31, 2019.)

• Module 4: Individual and Family Level (completed by Eligible Entities; reviewed,

evaluated, analyzed by State CSBG Lead Agencies) includes information on services

provided to individuals and families, demographic characteristics of people served by

Eligible Entities, and the results achieved for individuals and families of low-income.

(States will submit in OLDC by March 31, 2019.)

This manual will only provide instructions on submission of Module 1 for FY 2016 and FY 2017.

All Module 1 forms should be read thoroughly by the State prior to submission.

Modules 2 – 4 data and information will be collected beginning in FY 2018. Until then, all

agency-level (Sections E-G and the National Performance Indicators (NPIs)) forms will continue

to be distributed to States by e-mail from the National Association of State Community Services

Programs (NASCSP), and will be submitted through the CSBG Information System (IS) Access

database. These documents are also available for downloading from the NASCSP website.

These forms are designed to be distributed by States to local agencies. States will continue the

submission of agency level data through the Access database until FY 2018 when States will

enter agency level data in OLDC for Modules 2-4.

History

The first comprehensive survey of State uses of Federal CSBG funds was conducted in 1983, by

a cooperative venture between NASCSP and the National Governors’ Association with outside

assistance from the Center for Community Futures. This led to the development of the National

Voluntary Reporting System, or NVRS. The surveys of FY 1984, 1985, and 1986 activity were

conducted by the Center for Community Futures with guidance from the Data Collection

Committee of NASCSP. Since FY 1987 surveys have been conducted by NASCSP.

In FY 2001, reporting by States using the IS Survey became a Federal requirement. These surveys

and the reports they generated were periodically amended to focus on information

of special

interest to State and Federal policymakers, such as the relationship of CSBG to other funding

sources and the development of innovative programs. Each fiscal year the survey incorporates

the lessons learned from earlier data collection practices and the analysis of this information.

Changes are discussed and agreed upon by the Information

System Task Force (ISTF), which

includes people from across the CSBG Network as well as other stakeholders and partners.

Overview and History

CSBG Annual Report Instruction Manual: Module 1

In 2012, OCS awarded a cooperative agreement to NASCSP to assist OCS in developing the new

CSBG Annual Report. Through frequent and multiple communications with the CSBG Network,

including listening sessions, presentations and webinars, the Network informed the

development of the CSBG Annual Report.

In 2016, OCS, in partnership with NASCSP, invited the CSBG Network to provide feedback on

content for the CSBG Annual Report forms through a formal Office of Management and Budget

(OMB) clearance process. In response, over half of the CSBG Network provided thoughtful

comments and letters. In addition, OCS worked with NASCSP and a work group of States to

obtain specific input on Module 1 of the CSBG Annual Report. OCS and NASCSP analyzed all the

responses and used the feedback to prepare the forms that were then submitted for the first

Federal Register 60-Day Notice review in June 2016.

In response to the 60-day notice, OCS considered comments from organizations across the

CSBG Network, including national organizations, State CSBG Lead Agencies, State Community

Action Associations, and local Eligible Entities and further revised the CSBG Annual Report

based on this input. The revised report was released to the Network as an official Federal

Annual Report was submitted to OMB for the third and final comment period. OMB granted

approval for the CSBG Annual Report on January 12, 2017.

Reporting in OLDC

CSBG Annual Report Instruction Manual: Module 1

Reporting in OLDC

Reporting Module 1 in OLDC is Phase 1 of the CSBG Annual Report implementation. The

implementation process and timeline is outlined by OCS in IM

152. The expected submission

date for Phase 1 is April 7, 2017 for FY16 and March 31, 2018 for FY17. All Module 1

information will be entered into OLDC. States will be notified when Module 1 is available for

data entry through an email from OCS.

To request access for State staff that will be entering data into OLDC, fill out the a

ccess

request form here and submit it to Niki Frazier.

For specific questions and instruction on using OLDC visit OCS’s resource page.

TIPS ON USING OLDC:

• Use the validate function to check each page for errors and to populate imbedded auto-

calculations.

• Click save frequently and before moving between pages to ensure data is not lost (validate

will also save progress).

• Errors or Warnings populate if an Item is not answered. Review the associated Item to

ensure questions are answered. Then click validate to clear the error or warning. The

Annual Report can be submitted with warnings, but not with errors.

• Some Items only need to be answered depending on the answer to the previous

question(s). In these cases, Skip Logic has been applied, and the Items will only appear as

necessary.

• Not all States will have all information auto-populated. A State’s CSBG Model State Plan

periods will depend on the amount of data available to each state for auto-population.

• When entering dates in OLDC use the MM/DD/YYYY format.

Reporting Timeframe

The reporting timeframes for all information in Module 1 is based on the Federal Fiscal Year

(FFY), which runs from October 1 of a given calendar year until September 30 of the following

calendar year. When completing the CSBG Annual Report, respondents will first indicate the

FFY for which the State is submitting data. OLDC system will then auto-populate the

administrative module with information from the appropriate year (year 1 or year 2) from the

Reporting in OLDC

CSBG Annual Report Instruction Manual: Module 1

accepted CSBG State Plan. States will be able to update information in these sections, as

necessary.

Section A

CSBG Annual Report Instruction Manual: Module 1

Section A: CSBG Lead Agency, CSBG Authorized

Official, CSBG Point of Contact

This section identifies key contact information for each State office. It will be completed by

State staff in OLDC. Most of this section will auto-populate from the CSBG State Plan (CSP) with

an option to update where applicable.

A.1. Confirm and update important information in relation to the State lead agency

designated to administer CSBG in the State, as required by Section 676(a) of the CSBG

Act.

OLDC TIP! A.1. – A.1l auto-populates from the CSBG State Plan Items 1.1 – 1.1l.

The State should review all items and may update information to note any changes that

have taken place during the reporting year. Any updates or changes will be noted in

quality assurance reviews and may require brief explanation prior to OCS’s acceptance

of the CSBG Annual Report.

A.1a. Lead agency

Auto-populates from CSP Item 1.1a.

The Lead Agency is the agency designated by the State (governor or legislature)

to administer CSBG and identified in the Application for Federal Assistance, SF-

424M used to apply for CSBG. Review and update if necessary.

OLDC TIP! To update within a text box, type directly into the text box.

A.1b. Cabinet or administrative department of this lead agency

Auto-populates from CSP Item 1.1b.

Identify in which cabinet or administrative department the lead agency is located

in the State. Review and update if necessary. If Other is chosen, a description will

need to be provided.

OLDC TIP! Skip logic has been applied to this -item, so a narrative text box will only appear if

other is selected.

A.1c. Division, bureau, or office of the CSBG authorized official

Auto-populates from CSP Item 1.1c.

Section A

CSBG Annual Report Instruction Manual: Module 1

Identify the division, bureau or office associated with the CSBG authorized

official. Review and update if necessary.

A.1d. Authorized official of the lead agency

Auto-populates from CSP Item 1.1d.

The authorized official is the person indicated as the authorized representative

on the SF-424M. The authorized official could be the director, secretary,

commissioner etc. as assigned in the designation letter (attached under CSP Item

1.3). Review and update if necessary.

A.1e. Street address

Auto-populates from CSP Item 1.1e.

Street address of the State lead agency. Review and update if necessary.

A.1f. City

Auto-populates from CSP Item 1.1f.

City of the State lead agency. Review and update if necessary.

A.1g. State

Auto-populates from CSP Item 1.1g.

State of the State lead agency. Review and update if necessary.

A.1h. Zip code

Auto-populates from CSP Item 1.1h.

Zip code of the State lead agency. Review and update if necessary.

A.1i. Telephone number and extension

Auto-populates from CSP Item 1.1i.

Relates to the telephone number and extension (if applicable) of the State lead

agency. Review and update if necessary.

A.1j. Fax number

Auto-populates from CSP Item 1.1j.

Section A

CSBG Annual Report Instruction Manual: Module 1

Relates to the fax number of the State lead agency. Review and update if

necessary.

A.1k. Email address

Auto-populates from CSP Item 1.1k.

Relates to the email address of the State lead agency. Review and update if

necessary.

A.1l. Lead agency website

Auto-populates from CSP Item 1.1l.

Relates to the website of the State lead agency. Review and update if necessary.

A.2. A list of programs that are likely to be administered by the same individual who

administers CSBG will be visible. Please check any additional programs administered by

the State CSBG Lead Agency during the reporting year (FFY). If Agriculture, HUD and/or

other is chosen, a text box will appear; please specify the exact program.

OLDC TIP! Checkboxes allow all options that apply to be selected.

Section B

CSBG Annual Report Instruction Manual: Module 1

Section B: Statewide Goals and Accomplishments

Section B collects information on the progress of goals stated in the CSBG State Plan, outcomes

and targets from the most recent American Customer Survey Index (ACSI) survey and narratives

of State and Eligible Entity management accomplishments as well as innovative programs.

Goals and strategies stated in the CSBG State Plan (CSP) may include use of CSBG’s 90 percent

funds and discretionary funds, a T&TA plan, a communication plan, use of organizational

standards, and partnership strategies as detailed throughout the CSP. This section will be

available to State staff for completion in OLDC. Where appropriate this section will auto-

populate from the CSBG State Plan with an option to update.

B.1. Progress on State Plan Goals

Auto-populates from CSP Item 3.2 and is read-only.

Describe the progress in meeting the State’s CSBG-specific goals for State administration

of CSBG as described in CSP Item 3.2. Select whether All Goals [were] Accomplished,

Partially Accomplished, or Not Accomplished.

Choose All Goals Accomplished when 100% of goals were met. When some, but not all

goals were met, States should choose Goals Partially Accomplished. When none of the

goals were met, states should choose Not Accomplished. For each selection, provide a

narrative explanation on progress. If a state would like to update their goals, please do

so in the next CSBG State Plan.

Associated State Accountability Measure: 1Sa(i)

State Accountability Measures will be used in assessing overall progress in meeting State goals.

OLDC TIP! Radio buttons only allow one option to be selected.

B.2. CSBG Eligible Entity Overall Satisfaction Targets

Some columns auto-populate from CSP Item 3.5.

Section B

CSBG Annual Report Instruction Manual: Module 1

Report the most recent target for CSBG Eligible Entity Overall Satisfaction during the

performance period (FFY). In the first reporting period (FY 2016), Prior Target Year

should be left blank. The second column, Most Recent American Customer Satisfaction

Index Survey Result should include the most recent result (score) of the ACSI survey. In

the third column Future Target, the State should provide the target as a best estimate

for the bi-annual ACSI score. Scores will range from 0-99 in these fields.

Please see OCS’ IM 150 for guidance on establishing ACSI targets. This table will not

auto-populate in the first year of this report, as it is not required for year one, however

will be auto-populated in year two.

Given that the CSBG State Plan may cover two fiscal years, annual updates related to

CSBG Eligible Entity satisfaction should be provided in the CSBG Annual Report. The

State’s target score will indicate improvement or maintenance of the States’ Overall

Satisfaction score from the most recent ACSI survey of the State’s CSBG Eligible Entities.

States that did not receive ACSI scores (i.e. States with only a single CSBG Eligible Entity)

should not complete this question, but should provide narrative descriptions of other

sources of customer feedback and the State’s response to that feedback under Item B.3.

OLDC TIP! This table will need to be added to over time. The Add Row functionality exists to

accommodate future Annual Report Submissions.

Associated State Accountability Measure: 8S

State Accountability Measures will be used in assessing overall progress in meeting State

goals.

B.3. CSBG Eligible Entity Feedback and Involvement

Enter a narrative on CSBG Eligible Entity Feedback. Include information on how the

State considered feedback from CSBG Eligible Entities, OCS, public hearings, and other

sources, and/or customer satisfaction surveys such as the ACSI. Include any actions that

have been taken as a result of the feedback.

Note: While this Item is closely related to CSP Item 3.4a, it will not auto-populate from

the CSP. The CSP requests that the States describes the steps that they plan to take in

order to receive feedback from Eligible Entities. Within the Annual Report the State

should speak to how they implemented the feedback from Eligible Entities.

Section B

CSBG Annual Report Instruction Manual: Module 1

B.4. State Management Accomplishment

Enter a narrative describing what the State considers to be the top management

accomplishment achieved by the State CSBG office during the reporting year (FFY).

Provide examples of how administrative or leadership actions led to improvements in

efficiency, accountability, or quality of services and strategies. Narratives provide a

human face and framework for understanding the facts and figures reported elsewhere.

B.5. CSBG Eligible Entity Management Accomplishments

Enter a narrative describing three notable management accomplishments achieved by

CSBG Eligible Entities during the reporting year (FFY). Describe specifically how

responsible, informed leadership and effective, efficient processes led to high-quality,

accessible, and well-managed services and strategies.

B.6. Innovative Solutions Highlights

Enter a narrative describing at least three examples of ways in which CSBG Eligible

Entities addressed a cause or condition of poverty in their community using an

innovative or creative approach. Please provide the agency name, local partners

involved, outcomes, and specific information on how CSBG funds were used to support

implementation.

Section C

CSBG Annual Report Instruction Manual: Module 1

Section C: CSBG Eligible Entity Update

Section C provides critical updates and information on each Eligible Entity. Most of this section

will auto-populate from the CSBG State Plan (CSP) with an option to update where applicable.

Each portion of this section will be explained further in detail.

C.1. CSBG Eligible Entities

Columns 1 – 5 auto-populate from CSP Table 5.1.

The table provided in this section will auto-populate with a list of CSBG Eligible Entities

in the State as described in CSP Table 5.1 for this reporting year (FFY). Review and note

any changes or updates to this information. This table should include every CSBG Eligible

Entity to which the State allocated 90 percent of CSBG funds during the reporting period

(FFY). The table should not include entities that only receive remainder/discretionary

funds from the State and/or tribes/tribal organizations that receive direct funding from

OCS under Section 677 of the CSBG Act.

Note: 90 percent funds are the funds a State provides to CSBG Eligible Entities to carry out the

purposes of the CSBG Act, as described under Section 675C of the CSBG Act. A State must

provide “no less than 90 percent” of their CSBG allocation, under Section 675B, to the Eligible

Entities.

• Column 1: CSBG Eligible Entity will auto-populate with the name of the CSBG Eligible

Entity entered into the CSBG State Plan. Review and update where needed. If the

name needs to be updated, simply update directly in the text field. If any changes

are made, mark Column 6 (C.2a) as yes and please explain in Column 7 (C.2b).

• Column 2: Public or Private will auto-populate whether the CSBG Eligible Entity is

Public or Private. Eligible Entities are designated as such by Section 673(1)(A) of the

CSBG Act. A Private Entity is typically a non-profit organization holding a 501(c)3 and

a Public Entity is typically part of a local branch of government and housed within

Section C

CSBG Annual Report Instruction Manual: Module 1

City or County offices. If any changes are made, mark Column 6 (C.2a) as yes and

please explain in Column 7 (C.2b).

• Column 3: Type of Entity will auto-populate the type of entity from the CSBG State

Plan. If any changes are made, mark Column 6 (C.2a) as yes and please explain in

Column 7 (C.2b).

OLDC TIP! To make multiple selections. hold down the CTRL key and click multiple options.

DEFINITIONS:

Community Action Agency is any organization officially designated for fiscal year 1981 as

a community action agency or a community action program under the provisions of

section 210 of the Economic Opportunity Act of 1964 as amended. Private, nonprofit

CAAs must have tri-partite boards of directors, consisting of one-third public officials, at

least one-third representatives of the poor, and the remainder from the private sector

pursuant to Sec. 676B of the CSBG Act.

Limited Purpose Agency refers to a CSBG Eligible Entity that was designated as a limited

purpose agency under Title II of the Economic Opportunity Act of 1964 for the fiscal year

1981, that served the general purposes of a community action agency under Title II of

the Economic Opportunity Act; did not lose its designation as a limited purpose agency

under Title II of the Economic Opportunity Act as a result of failure to comply with that

Act; and has not lost its designation as a CSBG Eligible Entity under the CSBG Act.

Local Government Agency is a public CSBG Eligible Entity where CSBG funds are

allocated to and spent by a branch of local government. The Local Government Agency

must follow all the same rules and requirements of the CSBG Act including administering

CSBG through a tri-partite board.

Migrant or Seasonal Farmworker Organization can be designated a CSBG Eligible Entity

under the CSBG Act. Migrant or Seasonal Farmworker Organizations primarily meet the

needs of farmworkers with low-incomes.

Tribe or Tribal Organizations are Federal or State recognized Indian Tribal Governments

or Organizations within the Tribe that are eligible under the CSBG Act to be designated

as Eligible Entities.

Other: If Other is selected in column 3, please provide further detail in the space

allotted (describe in column 5) for a narrative response. Rows may be added by

choosing “Add Row”. Add rows to identify a new entity and to note any name changes.

Section C

CSBG Annual Report Instruction Manual: Module 1

• Column 4: Geographical Area will auto-populate with the counties that the identified

Eligible Entity serves. Review and update this column as necessary. If any changes

are made, mark Column 6 (C.2a) as yes and please explain in Column 7 (C.2b).

• Column 5: Brief Description of Other only needs to be completed if “Other” was

chosen in Column 3. In completing this column, provide as much information as

possible on the type of entity receiving CSBG. If any changes are made, mark Column

6 (C.2a) as yes and please explain in Column 7 (C.2b).

OLDC TIP! Skip logic has been applied to Column 5, so a text box will only appear if other in

Column 3 is selected.

• Column 6: C.2a Yes/No reports whether there were changes to any one of the

Eligible Entities reported. Select yes or no. If yes is selected, provide a description of

changes in Column 7 (C.2b).

• Column 7: C.2b Briefly Describe Modifications allows States to describe any changes

to the selected Eligible Entity.

OLDC TIP! Skip logic has been applied to Column 7, so a text box will only appear if yes in

Column 3 is selected.

• Column 8: Mark as Delete should be checked when an Eligible Entity needs to be

deleted from the list. A deletion could occur due, but not limited to, de-designation

or a merger. If you choose Mark as Delete for any entity, please explain in Column 7

(C.2b).

C.3. Total number of CSBG Eligible Entities: __##__

This will automatically update based on chart in C.1.

OLDC TIP! Save or Validate must be clicked in order for columns to automatically update.

Section D

CSBG Annual Report Instruction Manual: Module 1

Section D: Organizational Standards for CSBG

Eligible Entities

In an effort to increase accountability throughout the CSBG Network and enhance the results

achieved for people and communities with low-incomes, OCS launched several initiatives in

2012. One of these focused on establishing Organizational Standards for Eligible Entities. CSBG

Network leaders developed and recommended a set of Organizational Standards to strengthen

the capacity of the more than 1,000 Eligible Entities providing services across the country.

The Organizational Standards ensure that all Eligible Entities have appropriate organizational

capacity. To fulfill the promise of the standards, States must provide consistent and high-quality

oversight and technical assistance related to Organizational Standards. In addition, based on

information about organizational capacity, States must work with the Eligible Entities to make

informed programmatic decisions about how the agencies can best meet the local needs of

families and communities of low-income.

This section collects information on how the State implements the Organizational Standards

and reports on performance and progress of CSBG Eligible Entities in implementing them.

Where appropriate this section will auto-populate from the CSBG State Plan with an option to

update. For guidance on Organizational Standards, please reference IM 138.

D.1. Assessment of Organizational Standards

Auto-populates from CSBG State Plan (CSP) Item 6.1.

In IM 138, States were given discretion on the set of standards to implement. Under CSP

Item 6.1, the State indicates whether they’re implementing the Organizational

Standards or an alternative set of standards.

OLDC TIP! Radio buttons allow for only one option to be selected.

D.1a. Assessment of Organizational Standards

Auto-populates from CSP Item 6.4.

The State lead agency is responsible for annually assessing the status of the

Organizational Standards among all of the Eligible Entities and for reporting

progress to OCS. The response will be auto-populated from Item 6.4 of the CSBG

State Plan with the option for the State to update information based on its actual

assessment process. If other is chosen, please provide a narrative description.

Section D

CSBG Annual Report Instruction Manual: Module 1

OLDC TIP! Checkboxes allow all options that apply to be selected.

D.1b. Assessment of Organizational Standards Narrative

Provide a narrative describing the Organizational Standards assessment process

as selected in D.1a. Please note that with the exception of regular on-site CSBG

monitoring, all assessment options above may include either on-site or desk

review (or a combination).

D.2. Organizational Standards Performance

Column 2 auto-populates from CSP Item 6.6.

Note: CSP Item 6.6 was not collected in FY 2016 and therefore will not populate into the Annual

Report this year. Column 2 in the table below does not require a response this year.

It is expected that all CSBG Eligible Entities meet 100% of the Organizational Standards.

However, it is understood that meeting the Organizational Standards is a process. This

table allows the State to report on the number of CSBG Eligible Entities that met all

State-adopted Organizational Standards in the reporting period (FFY).

OLDC TIP! This table will need to be added to over time. The Add Row functionality exists to

accommodate future Annual Report Submissions.

• Column 1: Fiscal Year: this column will auto-populate with the fiscal year being

reported.

• Column 2: State CSBG Plan Target:

Auto-populates from CSP Item 6.6.

If FY16 was the first year that the state used OLDC to submit the CSBG Model State

Plan this field will not populate. In these cases, do not enter data into the target field

and only fill out the form for any entities assessed during the period.

Section D

CSBG Annual Report Instruction Manual: Module 1

• Column 3: Number of Entities Assessed: This number will auto-populate based on

the total number of entities reported in Section C. Please update if there is an

instance where not all entities were assessed.

• Column 4: Number that Met All (100%) of State Standards: The State will enter the

number of entities that were assessed who met 100% of the Organizational

Standards.

• Column 5: Actual Percentage Meeting All (100%) of State Standards: This column will

auto-populate with a percentage based on the calculation of the Number that Met

All (100%) of State Standards/the Number of Entities Assessed.

The next portion of the chart indicates the progress made by Eligible Entities that did

not meet 100% of the Organizational Standards. While targets are not set in the CSBG

Model State Plan for entities meeting less than 100% of the Organizational Standards,

describing progress for these Eligible Entities is a useful indicator of when all entities

might meet 100% of the Organizational Standards.

The first column, Number of Entities Assessed, will carry over from the Column 3 of the

first portion of this table. For each milestone (90%, 80%, and 70%), the State should

enter the number of entities who met the milestone in the second column. The third

column will auto-populate with the percentage of those meeting the milestone.

OLDC TIP! In order for the Number of Entities Assessed to populate and for the third column to

auto-calculate, the report must be saved or validated after completing the tables.

Note: While the system will verify that the number of entities assessed is not more than

the number of entities within the State, there is no verification that the number of

entities that met each target is equal to or greater than the total entities wihtin the

state.

Section D

CSBG Annual Report Instruction Manual: Module 1

Associated State Accountability Measure: 6Sa

State Accountability Measures will be used in assessing overall progress in meeting State goals.

D.2a. Organizational Standards Performance

Understanding that barriers may exist in meeting all 58 Organizational

Standards, this section provides a place for States to enter a narrative identifying

any challenges or factors contributing to the difference between the target and

actual results provided in the first portion of Table D.2 (above).

D.2b. Percentage Meeting Organizational Standards by Category

This section offers the ability for States to report on each category of the

Organizational Standards and the number of entities meeting the standards in

that category. This may be a useful tool in identifying exemplary practices or

targeting T&TA.

In the first column, the Number of Entities Assessed for each category listed will

auto-populate from the first portion of Table D.2. In the second column, enter

the number of Eligible Entities that met each category of the Organizational

Standards. The third column will auto-calculate the percentage that met all

standards in each category.

OLDC TIP! In order for the Number of Entities Assessed to populate and for the third column to

auto-calculate, save or validate the report after completing the tables.

Section D

CSBG Annual Report Instruction Manual: Module 1

D.3. Technical Assistance Plans and Quality Improvement Plans

During the assessment process, the State may find Eligible Entities that do not meet any

or a number of the standards. In these cases, States have discretion based on their

assessment of the nature of the problems and the time frame expected for a solution in

how they work with the Eligible Entity. States may offer a Technical Assistance Plan

(TAP) to the Eligible Entity or a State may initiate action through a Quality Improvement

Plan (QIP) in accordance with Section 678C of the CSBG Act (42 U.S.C. § 9915). The QIP

includes clear timelines and benchmarks for progress.

In the table provided enter the number of CSBG Eligible Entities that have either a TAP

or QIP in place due to unmet Organizational Standards. Entities that do not have a

formal plan in place, but who may have unmet standards do not need to be reported

here. They will be reported below in D.3.a with an explanation.

D.3a. Technical Assistance Plans and Quality Improvement Plans

If the State identified CSBG Eligible Entities with unmet Organizational Standards

for which it was determined that TAPs or QIPs would not be appropriate, please

provide a narrative explanation below.

EXAMPLE: An instance where a standard was not met, but no plan is needed - if

the Eligible Entity did not have a strategic plan in place at the time of the State

assessment, but had just completed a strategic planning session and is expected

to have the plan in place prior to the next assessment.

Associated State Accountability Measure: 6Sb

State Accountability Measures will be used in assessing overall progress in meeting State goals.

QIPs are described in Section 678C(a)(4) of the CSBG Act. For additional information on

corrective action and the circumstances under which a State may establish TAPs and QIPs, see

IM 138, specifically pages 5 – 6.

Section E

CSBG Annual Report Instruction Manual: Module 1

Section E: State Use of Funds

Describing how States used CSBG funds is critical in order to enable understanding of how CSBG

is implemented in each State. This section is to be filled out by the State. It reports on how the

State used their CSBG allocation for regular, discretionary and administrative funding. This

section also reports on distribution formulas, timeframes and staff at the State office. The

reporting time frame for all questions in Section E is the FFY. Where appropriate this section

will auto-populate from the CSBG State Plan with an option to update.

In developing a response to Section E, the State CSBG program staff may need to consult with

various departments.

E.1. State Distribution Formula

This is a yes or no question asking if the State made any changes in the distribution

formula for the CSBG Eligible Entities during the FFY. If changes were made they should

be described in E.1a.

There are five sub-state allocation methods generally used. If these do not apply, select

other and provide an explanation in the text box.

DEFINITIONS:

Historic method means continuing to allocate to each Eligible Entity the share it

received under federal funding prior to the creation of CSBG in 1981.

Base + formula method is usually adopted when the formula-alone method would fail

to provide the smaller Eligible Entities with enough funding to open their doors for

operation. In this case, some minimum funding level, or base, is provided each Eligible

Entity off the top of the State allocations to be supplemented with whatever amount

its formula share might be of the remainder of the State allocation for local agencies.

Formula alone allocation method, whereby the allocation to any one Eligible Entity is

calculated solely by determining the share its service area has relative to the total in

the State of some factor(s) (such as population below the poverty income level, TANF

households, unemployment rate, square miles, etc.).

Formula with variables method is used by States that utilize a formula for the in-state

allocation of most CSBG funds, but also award a fraction of their monies on a

subjective basis, such as the quality of proposals received. “Variable” means elements

other than formula factors are considered in distributing funds.

Section E

SBG Annual Report Instruction Manual: Module 1

Hold-harmless + formula allocation is usually adopted as a transition method in

moving from an historic to a formula allocation, but moving in steps in order that

Eligible Entities not be reduced or increased precipitously in any one funding period.

E.1a State Distribution Formula

Only respond to E.1a if the answer to E.1 was yes. In the explanation, please

include how the State changed their distribution formula and continued to

comply with assurances provided in Section 14 of the CSBG State Plan as

required under Section C76(b)(8) of the State CBSG Act.

OLDC TIP! Skip logic has been applied to this Item, so it will only appear if yes is selected in E.1.

E.2. Planned vs. Actual Allocation

Enter the actual allocation of 90 percent of CSBG funds to CSBG Eligible Entities, as

described under Section 675C(a) of the CSBG Act. This section only includes 90 percent

funds and does not include any discretionary/remainder, state administration or any

other funding. While the CSBG State Plan allows for either percentages or dollar

amounts, the table in this report must be based on actual dollars allocated to each CSBG

Eligible Entity during the FFY. For each CSBG Eligible Entity receiving CSBG funds,

provide the Funding Amount allocated to the CSBG Eligible Entity during the FFY.

• Column 1: CSBG Eligible Entity:

Auto-populates from item C.1 and is read-only

• Columns 2 and 3: Planned Funding Amount ($ or %):

Auto-populates from CSP Table 7.2. Column 2 (dollar amount) or 3 (percentage)

based on what you provided, and is read-only.

Columns 4: Allocations (Based on State Formula):

Section E

SBG Annual Report Instruction Manual: Module 1

Enter the dollar amount each CSBG Eligible Entity should receive during the Federal Fiscal Year

2016 based on the State formula. This amount may include carryover from previous Federal

Fiscal Years.

• Column 5: Obligations: Please enter the actual dollar amount of funds that were

committed to each CSBG Eligible Entity through contracts, grants or sub-awards

during the Federal Fiscal Year 2016. This amount may include carry over from

previous Federal Fiscal Years.

Totals will be calculated at the bottom of the chart.

OLDC TIP! In order for the Totals to auto-calculate, the report must be saved or validated after

completing the tables.

EXAMPLE:

The contracting period in a state is July 1, 2015 – June 30, 2016 while reporting period

for Module 1 is October 1, 2015 – September 30, 2016. The state allocated funds from

Federal Fiscal Year 2015 to a CSBG Eligible Entity in July 2015, however since the entity

usually spends funds from a previous fiscal year the 2015 funds weren’t obligated to the

entity until Federal Fiscal Year 2016. This same entity was allocated Federal Fiscal Year

2016 funds, but they were not committed in contract until after the end of Federal

Fiscal Year 2016 and won’t be reported on this report.

There are cases where the amount allocated and obligated will be the same number.

Note that obligated is not the same as expended. States do not report on the amount a

CSBG Eligible Entity expended. States are only asked to report in this section on the

amount they put into contracts with CSBG Eligible Entities. The amount expended will be

reported by CSBG Eligible Entities in Section E of the existing IS Report until it is phased

out and then that number will be reported in Module 2 of the new CSBG Annual Report.

E.3. Actual Distribution Timeframe

The State Accountability Measures identify that States have no more than 30 calendar

days to make funds available to CSBG Eligible Entities after OCS distributed the Federal

award. States will report yes if they met this standard and no if they did not.

E.3a. Actual Distribution Timeframe

If the State did not meet the standard, please identify if any new procedures

were implemented to ensure funds were made available to CSBG Eligible Entities

consistently and without interruption.

Section E

SBG Annual Report Instruction Manual: Module 1

OLDC TIP! Skip logic has been applied to this Item so it will only appear if no in E.3 is selected.

E.3b. Actual Distribution Timeframe

If the State was not able to make CSBG funds available within 30 calendar days

after OCS distributed the Federal award and was not able to ensure that funds

were made available consistently and without interruption, please provide an

explanation here of the circumstances along with a description of planned

corrective actions.

OLDC TIP! Skip logic has been applied to this Item so it will only appear if no in both E.3 and

E.3a are selected.

Associated State Accountability Measure: 2Sa

State Accountability Measures will be used in assessing overall progress in meeting State goals.

E.4. Administrative Funds [Section 675C(b)(2) of the CSBG Act]

Column 1 auto-populates from CSP Item 7.6 and is read-only

This section reports on the amount of State CSBG funds obligated for administrative

activities during the FFY. Administrative funds are equivalent to typical indirect costs or

overhead, including monitoring activities. The amount must be based on actual dollars

allocated during the FFY. No State may spend more than $55,000 or 5 percent of their

CSBG grant for administrative expenses.

The amount that was provided in CSP Item 7.6, will be visible in the field (Column 1) on

the left. If a percentage was provided in CSP Item 7.6, please convert the percentage to

dollars in the field immediately to the right (Column 2).

OLDC TIP! Skip logic has been applied to Column 2, so a text box will only appear if you

provided a percentage in the CSP.

Note that obligated funds are those that were committed through contract, grant or

sub-award during the reporting period from the total allocated amount.

Section E

SBG Annual Report Instruction Manual: Module 1

E.5. Administration

Column 1 auto-populates from CSP Item 7.7 and is read-only.

Report the number of State staff positions funded in whole or in part with CSBG funds in

the reporting period (FFY). This can be reported as a decimal.

E.6. Administration

Columns 1 auto-populates from CSP Item 7.8 and is read-only

Of the State staff positions funded with CSBG, report State Full Time Equivalents (FTEs)

that were funded with CSBG funds in the reporting period (FFY). This can be reported as

a decimal.

E.7. Remainder/Discretionary Funds [Section 675C(b) of the CSBG Act]

Columns 2 and 3 auto-populates from CSP Table 7.9 and is read-only

Section E

SBG Annual Report Instruction Manual: Module 1

Remainder/Discretionary funds are the amount remaining after deductions of the

entitlement for Eligible Entities (at least 90 percent) and State level administrative

expenses (not more than five percent). For additional information, see Section 675C(b)

of the CSBG Act. Remainder/Discretionary funding may fund a wide-range of projects

from T&TA to technology projects at the State or local level. Information from the CSBG

State Plan will auto-populate for what was planned and States will update the actual

amount obligated.

While the CSBG State Plan allows for either percentages or dollar amounts, Table E.7

within Module 1 must be based on actual dollars obligated to each budget category

during the FFY. States that do not have remainder/discretionary funds will not complete

this item.

If a funded activity fits under more than one category in the table, allocate the funds

among the categories. For example, if the State provides funds under a contract with

the State Community Action Association to provide T&TA to CSBG Eligible Entities and to

create a statewide data system, the funds for that contract should be allocated

appropriately between Rows 1 – 3. If an allocation is not possible, the State may allocate

the funds to the main category with which the activity is associated.

Uses of Remainder/Discretionary Dollars:

• Row 1: a. Training/technical assistance to CSBG Eligible Entities: Report any

training or technical assistance that remainder or discretionary dollars supported.

Examples may include: ROMA training, Statewide conferences, grants or contracts

to train or provide technical assistance to local CSBG agencies, whether made to

individual consultants, firms, state CAA associations or state training bureaus; data

collection projects.

• Row 2: b. Coordination of State-operated programs and/or local programs: Grants

to support participation in planning and/or coordinating services for low-income

groups should be included under b. Also included in this section are statewide

Brokerage/Advocacy Projects, statewide study grants or funding for statewide

forums, conferences, or coalitions.

• Row 3: c. Statewide coordination and communication among CSBG Eligible Entities:

Include projects that allowed for increased communication such as coordinated

outreach initiatives or the purchase of technology to allow for increased training.

Section E

SBG Annual Report Instruction Manual: Module 1

• Row 4: d. Analysis of distribution of CSBG funds to determine if targeting greatest

need: Include any grants or contracts made to support analysis of funds,

Community Needs Assessment or other planning and targeting projects.

• Row 5: e. Asset-building programs: Please include any Individual Development

Accounts, home buying programs, other savings programs that CSBG

remainder/discretionary supported.

• Row 6: f. Innovative programs/activities by CSBG Eligible Entities or other

neighborhood groups: Include any innovative programs that the State supported

through remainder/discretionary funds at the State or local level.

• Row 7: g. State charity tax credits: Enter the amount of CBSG

remainder/discretionary funds used to support State Charity Tax Credits.

• Row 8: h. Other activities, specify_________: If the State spends any additional

remainder/discretionary funds that cannot be included in Rows 1 – 7, they should

be included here.

Associated State Accountability Measure: 3Sa

State Accountability Measures will be used in assessing overall progress in meeting State goals.

E.8. Remainder/Discretionary Funds

This Item includes checkboxes for States to identify the types of organizations, if any,

who received remainder/discretionary (by grant or contract) to carry out some or all of

the activities in Table E.7 (above). Provide a narrative if other is selected.

OLDC TIP! Checkboxes allow all options that apply to be selected.

E.9. Total Obligations

Section E

SBG Annual Report Instruction Manual: Module 1

Review and confirm the fiscal year obligations and enter any carryover funding.

Obligations to CSBG Eligible Entities (from State CSBG 90% Formula Funds):

auto-populates from Table E.2 (total actual obligations in contracts and sub-

awards)

State Administrative Costs:

auto-populates from Table E.4 (total actual obligations of administrative funds).

Remainder/Discretionary Funds:

auto-populates from Table E.7 (total actual obligations of State

remainder/discretionary funds).

Total Obligations in FY: will auto-calculate based on the three rows above.

The dollar amounts in this chart will auto-populate from Section E.2, E.4, and E.7 above.

E.9a. Prior Year Carryover

Of the total amount reported in the row above (Total Obligations in FY), the

amount that represents carryover funding from the prior fiscal year. For FY 2016,

the State will report the carryover funding from FFY 2015.

E.9b. Carryover for this Fiscal Year

Of the total CSBG amount to the State for this FY, the amount that was

unobligated and carry forward to the next fiscal year. For FY 2016, the State will

report the carryover funding from FFY 2016.

Section F

CSBG Annual Report Instruction Manual: Module 1

Section F: State Training and Technical Assistance

Training and Technical Assistance (T&TA) is a critical part of creating and maintaining a strong

CSBG Network. Training is a continuous process that takes time and resources. CSBG funds may

be used to ensure Eligible Entities training needs are met to improve programs, create strong

Boards, improve financial management practices, and ensure responsiveness to local needs

among a host of other topics.

Section F reports on how the State delivered CSBG-funded T&TA to CSBG Eligible Entities. This

section asks the State to describe the type of T&TA provided, topics, actual dates of training

and a brief description. Where appropriate this section will auto-populate from the CSBG State

Plan with an option to update.

F.1. Training and Technical Assistance

Columns 1, 2, & 5 auto-populates from CSP Table 8.1

Describe how the State delivered CSBG-funded training and technical assistance to CSBG

Eligible Entities. CSBG funding used for this activity is referenced under Item E.7

(Planned vs. Actual Use of Remainder/Discretionary Funds).

This table will auto-populate with planned T&TA activities as reported in CSP Table 8.1

and should be reviewed and updated based on the actual activities. Trainings that

should be reported are those that happen during FFY 2016. If the training and or

technical assistance was planned, but did not occur, check the Not Conducted check box

at the end of each row and provide an explanation under Brief Description. Add a row to

report T&TA that occurred, but was not included in the CSBG State Plan.

OLDC TIP! When entering a date, use the date picker or the MM/DD/YYYY format.

• Column 1: Training, Technical Assistance, Both: Select from one of the three

dropdown options.

Section F

CSBG Annual Report Instruction Manual: Module 1

Auto-populates from the CSP.

• Column 2: Topic: Choose from a list of 13 dropdowns to best describe the topic of

the training and/or technical assistance.

Auto-populates from the CSP.

• Column 3: Actual Start Date: Select the date which the training and/or technical

assistance started.

• Column 4: Actual End Date: Select the date which the training and/or technical

assistance ended. If the training and/or technical assistance was one day, select the

same date as the start date.

• Column 5: Brief Description: Provide a brief description of the training and/or

technical assistance.

Associated State Accountability Measure: 3Sc

State Accountability Measures will be used in assessing overall progress in meeting State goals.

F.2. Training and Technical Assistance

Indicate the types of organizations by which the State provided training and/or technical

assistance as described in Item F.1, and briefly describe their involvement. Section 678A

of the CSBG Act allows CSBG funds be granted or contracted to a variety of

organizations with demonstrated expertise in providing training directly related to the

work of CSBG. If CSBG Eligible Entities and/or Other are selected, a description must be

provided.

OLDC TIP! Checkboxes allow all options that apply to be selected.

Section G

CSBG Annual Report Instruction Manual: Module 1

Section G: State Linkages and Communication

Section 676(b)(1) requires States to assure that with Eligible Entities, coordination and linkages

with other social service programs will occur to ensure the effective delivery of services to

individuals with low-incomes. CSBG is unique among Federal programs in part because

“linkages” is not only an administrative item, but also a programmatic activity. Similarly, when

CSBG provides administrative funding for programs of other community organizations because

there is a partnership with the CSBG Eligible Entities own programs, these expenses may well

be classified as either linkages projects or as direct program costs.

This section reports on the activities supported with state level administration and/or

discretionary/remainder funds up to 10% that is available to states. This section includes

linkages and coordination made by the State to reduce gaps in service and increase

communication and coordination made with Associations, and any Workforce Innovation and

Opportunity Act (WIOA) Employment and Training Combined Plan Activities. Where

appropriate this section will auto-populate from the CSBG State Plan with an option to update.

G.1. State Linkages and Coordination at the State Level

Auto-populates from CSP Item 9.1

Review and confirm the identified State offices the State reported planning to have

linkages and coordination with in the CSP. Update as appropriate by adding or removing

selections.

OLDC TIP! Checkboxes allow all options that apply to be selected.

G.1a. State Linkages and Coordination at the State Level

Describe the linkages and coordination at the State level that the State created

or maintained to ensure increased access to CSBG services by communities and

people with low-incomes that avoid duplication of services (as required by the

assurance under Section 676(b)(5)) and identified in the CSP. Provide a narrative

describing activities, including an explanation of any changes from the original

CSP. Attach any additional information as needed.

Section G

CSBG Annual Report Instruction Manual: Module 1

Examples of State linkages and coordination at the State level:

• The State CSBG office participates in boards, task forces, cross-department

meetings to coordinate and promote the work of CSBG.

• The State CSBG office works closely with LIHEAP and Weatherization to

streamline eligibility where possible.

• The State CSBG office participates in working groups that offer coordination

between state and local service providers and CSBG Eligible Entities including

homelessness, housing and asset development.

Associated State Accountability Measure: 7Sa

State Accountability Measures will be used in assessing overall progress in meeting State goals.

G.2. State Linkages and Coordination at the Local Level

Auto-populates from CSP Item 9.2

Please review and update the narrative describing actual activities, including an

explanation of any changes from the original CSBG State Plan. Describe the linkages and

coordination at the local level that the State created or maintained with governmental

and other social services, especially antipoverty programs, to assure the effective

delivery of and coordination of CSBG services to people with low-incomes and

communities, and avoid duplication of services (as required by assurances under

Sections 676(b)(5) and (b)(6)).

Examples of State linkages and coordination at the local level:

• The State CSBG office is represented on a state interagency workgroup to share

information, reduce service duplication, promote programs and ensure that local

funds are maximized.

• The State office working with the Supplemental Nutrition Assistance Program

manager (SNAP) on a coordinated SNAP outreach plan.

G.3. CSBG Eligible Entity Linkages and Coordination

G.3a State Assurance of CSBG Eligible Entity Linkages and Coordination

Auto-populates from CSP Item 9.3a

Review and update the narrative describing actual activities, including an

explanation of any changes from the original CSBG State Plan. Describe how the

State assured that the CSBG Eligible Entities coordinated and established

Section G

CSBG Annual Report Instruction Manual: Module 1

linkages to ensure the effective delivery of and coordination of CSBG services to

people with low-incomes and communities, and avoid duplication of services (as

required by the assurance under Section 676(b)(5)). Include how the State might

require Eligible Entities to submit as part of their Community Action Plan (CAP) a

description of linkages or how the State reviews linkages through monitoring

activities.

G.3b State Assurance of CSBG Eligible Entity Linkages to Fill Service Gaps

Auto-populates from CSP Table 9.3b

Review and update the narrative describing actual activities, including an

explanation of any changes from the original CSBG State Plan. Describe how the

CSBG Eligible Entities developed linkages to fill identified gaps in the services,

through the provision of information, referrals, case management, and follow-up

consultations, according to the assurance under Section 676(b)(3)(B) of the CSBG

Act. Include information on how CSBG Eligible Entities may have identified gaps

through Community Needs Assessments or other activities and what strategies

the entity may have developed.

G.4. Workforce Innovation and Opportunity Act (WIOA) Employment and Training

Combined Plan Activities (if applicable)

This narrative will only be completed by States in which CSBG employment and training

activities are included as part of a WIOA Combined State Plan. Under the 2014 Act,

states are encouraged to work together to create a combined plan that reshapes the

workforce system that serves people with low-incomes. CSBG, among other programs,

was identified as a required partner to WIOA. CSBG is incorporated into WIOA in two

ways 1) through One-Stop Career Centers that work to align workforce, education and

economic development investments to jobs and 2) through CSBG employment and

training activities, at the option of the State, through a Combined State Plan.

Because the WIOA Combined State Plan is in a separate system not administered by

ACF, information cannot be auto-populated and must be entered manually. The purpose

of this section will be to provide an administrative update on State-level WIOA Plan

coordination for States with combined plans, rather than a report on employment and

training outcomes at the CSBG Eligible Entity level. If the State included CSBG

employment and training activities as part of a WIOA Combined State Plan, as allowed

under the Workforce Innovation and Opportunity Act, provide a brief narrative

Section G

CSBG Annual Report Instruction Manual: Module 1

describing the status of WIOA coordination activities, including web links, if available, to

any publicly accessible combined plans and reports.

G.5. Coordination among CSBG Eligible Entities and the State Community Action

Association

Auto-populates from CSP Item 9.8

The State will review and update the narrative describing actual activities, including an

explanation of any changes from the original CSBG State Plan. Describe State activities

that took place to support coordination among the CSBG Eligible Entities and the State

Community Action Association. Include meetings, organized trainings, conferences, and

other types of interactions. Consider any workgroups where the association and Eligible

Entities work together.

G.6. Feedback to CSBG Eligible Entities and State Community Action Association

Auto-populates from CSP Item 9.10

The State will review and update the narrative describing actual activities, including an

explanation of any changes from the original CSBG State Plan. Describe how the State

provided feedback to local entities and the State Community Action Association

regarding its performance on State Accountability Measures. Include communication

methods such as conference calls, mailings, blogs, or newsletters. Provide information

on the process and the outcomes.

Associated State Accountability Measure: 5S(iii)

The measure indicates feedback should be provided within 60 calendar days of the State

receiving feedback from OCS.

Section H

CSBG Annual Report Instruction Manual: Module 1

Section H: Monitoring, Corrective Action and Fiscal

Controls

Section 678B(a)(1) of the CSBG Act, requires that the State conduct a full onsite review of each

Eligible Entity at least once every three years and an onsite review of each newly designated

entity immediately after the completion of the first year in which the entity receives CSBG.

Please report on completed monitoring visits and reports, monitoring policies, Eligible Entities

with Quality Improvement Plans (QIPs) and any Single Audit issues. Where appropriate this

section will auto-populate from the CSBG State Plan with an option to update.

H.1. Monitoring of CSBG Eligible Entities

Columns 1, 2, 3 & 6 auto-populates from CSP Table 10.1

This table allows States to describe the actual monitoring visits conducted during the

reporting year including: full on-site reviews; on-site reviews of newly designated

entities; follow-up reviews – including return visits to entities that failed to meet State

goals, standards, and requirements; and other reviews as appropriate. If a monitoring

visit was planned during the year but not implemented, check the Not Conducted check

box (located at the end of each row) and provide an explanation under Brief Description.

Add a row to report monitoring visits that occurred, but was not included in the CSP.

OLDC TIP! When entering a date, use the date picker or the MM/DD/YYYY format.

• Column 1: CSBG Eligible Entity:

auto-populates with projected monitoring visits identified in the Table 10.1 of the CSP

and is read-only.

Section H

CSBG Annual Report Instruction Manual: Module 1

• Column 2: Review type:

auto-populates with projected monitoring visits identified in the Table 10.1 of

the CSBG State Plan.

This is a drop-down box and can be updated when completing Module 1.

• Column 3: Planned Site Visit Date:

auto-populates with projected monitoring visits identified in the Table 10.1 of

the CSBG State Plan and is read-only.

• Column 4: Actual Site Visit Start Date: Select the actual start date of the site visit.

• Column 5: Actual Site Visit End Date: Select the actual end date of the site visit. If

the monitoring was one day, select the same date as the start date.

• Column 6: Brief Description of Purpose: If a monitoring visit was a part of the

original state monitoring plan, note it as a scheduled monitoring visit. If the

monitoring visit was part of the plan but did not occur provide a description

here. If the visit was not a part of the original monitoring plan, provide a brief

explanation for the purpose of the visit (e.g. a follow-up regarding a special

issue). This section should not be used to outline findings, but should simply note

the purpose of the monitoring (e.g. follow-up regarding corrective actions).

OLDC TIP! Add row: States may add rows to provide information on monitoring visits that were

not planned, but occurred during the reporting period.

CSBG Act Citation: Section 678B(a) of the CSBG Act

Associated State Accountability Measure: 4Sa(i)

H.2. Monitoring Policies

Section 10.2 of the CSBG Model State Plan requests a copy of the States monitoring

policies. This section of the CSBG Annual Report requests if any modifications were

made to the State’s monitoring policies and procedures during the reporting period and

if they were to provide an updated draft of the policies.

H.3. Initial Monitoring Reports

State Accountability Measure requires States to disseminate monitoring reports within

60 calendar days from a monitoring visit. This section reports on whether or not the

Section H

CSBG Annual Report Instruction Manual: Module 1

State met the requirement and that the reports were conducted in a manner consistent

with State monitoring policies and procedures.

If “no” is selected, provide the actual number of days for initial distribution of all

monitoring reports and provide an explanation for the circumstances that resulted in

delayed reports.

Associated State Accountability Measure: 4Sa(ii)

CSBG Act Citation: Section 678C of the CSBG Act

H.4. Quality Improvement Plans (QIPs)

If the State finds deficiencies of Eligible Entities through monitoring and determines that

training and technical assistance will not correct the issue, 678C of the CSBG Act (42

U.S.C. § 9915) allows States to implement a Quality Improvement Plan (QIP) to resolve

the identified deficiencies within a schedule agreed upon by the State and Eligible

Entity. If “no,” provide an explanation for the circumstances. If there were no QIPs

during the reporting period, select “no” and then explain in the text field provided.

Associated State Accountability Measure: 4Sc

H.5. Reporting QIPs

Please identify if the State reported all CSBG Eligible Entities with serious deficiencies

from a monitoring review to OCS within 30 calendar days of the State approving a QIP. If

no, provide an explanation for the circumstances. Additionally, a plan to assure timely

notification to OCS must be included in the next CSP.

Associated State Accountability Measure: 4Sa(iii)

Fiscal Controls and Audits

H.6. Single Audit Review

Title 2 of the Code of Federal Regulations, Uniform Administrative Requirements, Cost

Principles, and Audit Requirement for Federal Awards (2 CFR § 200.521) requires that

entities that are required to undergo a Single Audit must submit a reporting package to

the Federal Audit Clearinghouse (FAC) within 30 calendar days after the receipt of the

auditors note, or nine months after the end of the audit period. (More information can

be found here on page 178.)

Section H

CSBG Annual Report Instruction Manual: Module 1

In the table provided, insert the dates of any CSBG Eligible Entity Single Audits in the

Federal Audit Clearinghouse that were received and reviewed during the Federal Fiscal

Year as required by the CSBG regulations applicable to 45 CFR § 75.521. If the audit

contained findings requiring a management decision by the State, provide the date the

decision was issued. Rows may be added if necessary.

H.7. Single Audit Management Decisions

A management decision is issued to Eligible Entities by the State when an audit finding

exists in the Single Audit that has not been corrected. The management decision should

clearly state whether or not the audit finding is sustained, reason for the decision,

expected auditee action, and description of an appeal process. (More information can

be found here on page 189.)

Briefly describe any management decisions issued according to State procedures of the

CSBG Eligible Entity single audit. Provide the audit finding reference number from the

Federal Audit Clearinghouse and describe any required actions and timelines for

correction.

Associated State Accountability Measure: 4Sd

Section I

SBG Annual Report Instruction Manual: Module 1

Section I: Results Oriented Management and

Accountability (ROMA) System

Results Oriented Management and Accountability (ROMA) is a performance-based system

designed to preserve the anti-poverty focus of CSBG Eligible Entities and to promote greater

effectiveness among State and local agencies receiving CSBG funds. ROMA was created in 1994

by the Monitoring and Assessment Task Force (MATF). Based upon performance management

principles contained in the Government Performance and Results Act of 1993, ROMA provides a

framework for continuous growth and improvement among more than 1000 local community

action agencies and a basis for State leadership and assistance toward those ends. States are

granted discretion through the CSBG Act to utilize ROMA or another comparable performance

measurement system.

This section allows States to report on their ROMA implementation, support of Eligible Entities

with ROMA activities, State review of data, and report on continuous improvement. Where

appropriate this section will auto-populate from the CSBG State Plan with an option to update.

I.1. ROMA Participation

Auto-populates from CSP Item 13.1

In this section the State will identify which performance measurement system the State

and CSBG Eligible Entities use. This section will auto-populate from Section 13.1 of the

CSBG State Plan. The State will have the option of updating this information.

CSBG Act Citation: Section 678E(a) and the assurance under Section 676(b)(12)

OLDC TIP! Radio buttons will only allow for you to select one option.

I.1a. ROMA Participation Narrative

If ROMA was selected in Item I.1, provide a narrative update on any changes in

procedures or to data collection systems that were initiated or completed in the

reporting period. Additionally, include information on data collection systems at

the State and local level, how the State considers CAP plans, Community Needs

Assessments and other elements of the ROMA cycle.

OLDC TIP! Skip logic has been applied to this item, so it will only appear if you select ROMA

(option 1) in Item I.1.

Section I

SBG Annual Report Instruction Manual: Module 1

I.1b. ROMA Participation – Other System Narrative

If ROMA was not selected in Item I.1, describe the system the State used for

performance measurement. Provide an update on any changes in procedures or

to data collection systems that were initiated or completed in the reporting

period. Include information on the elements of the performance management

system, such as those that identify community needs, create the CAP plan,

implement services, and observe results.

OLDC TIP! Skip logic has been applied to this item, so it will only appear if you select another

performance management system (option 2) or alternative system (option 3) in Item I.1.

I.2. State ROMA Support

Please provide a narrative on how the State supported the CSBG Eligible Entities in using

the ROMA system or alternative performance measurement system in promoting

continuous improvement. For example, describe any data system improvements;

support for community needs assessment, strategic planning, data analysis, how

discretionary funding grants were used; support to certified ROMA trainers or support

to meet Organizational Standards that requires the services of a ROMA trainer, etc.

I.3. State Review of CSBG Eligible Entity Data

Please describe the procedures and activities the State used to review the ROMA data

(i.e. data from all elements of the ROMA cycle) from CSBG Eligible Entities for

completion and accuracy (e.g. methodology used for validating the data submitted

annually by the local agencies).

I.4 State Feedback on Data Collection, Analysis, and Reporting

State Accountability Measure 5S(ii) requires States to submit written feedback to each

CSBG Eligible Entity regarding the entity’s performance in meeting ROMA goals, as

measured through National Performance Indicator (NPI) data, within 60 calendar days

of submitting the State’s CSBG Annual Report.

The State is asked to select yes or no to report if they provided each CSBG Eligible Entity

written, timely (at a minimum within 60 days of the submission) feedback regarding the

entity’s performance in meeting ROMA goals as measured through national

performance data. Please answer this question based on the feedback provided to CSBG

Eligible Entities following submission of the previous year’s CSBG Annual Report (e.g.

When completing the FY 2016 CSBG Annual Report, answer this question based on

Section I

SBG Annual Report Instruction Manual: Module 1

submitting timely feedback to each CSBG Eligible Entity within 60 calendar days of

submitting the State’s FY 2015 CSBG Annual Report).

If no, describe the plan to assure timely notification of the CSBG Eligible Entities within

60 calendar days of submitting the State’s CSBG Annual Report. If yes was selected,

please describe the process implemented to provide written feedback.

Questions to consider when providing feedback:

• Did the Eligible Entity meet or exceed their goals in their Community Action Plan?

• How accurate is targeting in the NPIs?

• Does outcome data have large fluctuations from year to year?

• Is the expenditure amount in particular service categories reflected by outcomes

reported in the NPIs?

Associated State Accountability Measure: 5S(ii)

I.5. State and CSBG Eligible Entity Continuous Improvement

Provide 2-3 examples of changes made by CSBG Eligible Entities to improve service

delivery and enhance impact for individuals, families, and communities with low-

incomes based on their in-depth analysis of performance data.

Resources and Technical Support

CSBG Annual Report Instruction Manual: Module 1

Resources & Technical Support

Several reference documents can assist you in collecting and reporting data for the CSBG/IS

survey, so that more standardized data can be combined with that of other States. These

reference documents will be updated and enhanced to support the 2018 submission of the

CSBG Annual Report. These and other resources can be found at www.nascsp.org or via the

following links:

• CSBG IS Survey Information

THEORY OF CHANGE

The Theory of Change is intended to provide a graphic overview of the core principles,

performance management framework, and services and strategies implemented and led by the

network to achieve the goals of Community Action across the nation.

A COMMUNITY ACTION GUIDE TO COMPREHENSIVE COMMUNITY NEEDS ASSESSMENTS

The Guide to Community Needs Assessments is a toolkit to assist CSBG Eligible Entities in completing a

comprehensive community needs assessment.

EXICON

In addition to common terms and definitions, the Lexicon includes a detailed list of terms used

to describe programs for each section of the CSBG IS Survey.

GUIDE TO REPORTING RACE AND ETHNICITY

This guide defines race and ethnicity as per the U.S Census Bureau definitions.

CSBG/IS QUICK REFERENCE GUIDE

This supplement outlines key sections of the CSBG/IS Survey Instructions.

NATIONAL PERFORMANCE INDICATORS INSTRUCTIONS

This guide is intended to help State and local community action agencies better organize and

report ROMA outcomes that constitute the 12 national indicators of community action

performance.

TARGETING FIELD MANUAL

This manual enables CSBG Eligible Entities to accurately predict and identify their results

through detailed examples, tested strategies, case studies, and best practices.

TRAINER’S GUIDE TO ACCOMPANY THE TARGETING FIELD MANUAL

This guide outlines key teaching points and methodologies useful for trainers using the

Targeting Field Manual.

Resources and Technical Support

CSBG Annual Report Instruction Manual: Module 1

STORYTELLING MANUAL

This guide uses a five-step strategic approach to assist States and agencies in telling their

Community Action stories effectively.

TECHNICAL SUPPORT

Telephone assistance is available to State CSBG administrators and their staff for completing

the CSBG Annual Report. Please visit the NASCSP site for staff contact information.

ASSOCIATED LEGISLATION, INFORMATION MEMORANDA’S AND DEAR COLLEAGUE LETTERS

The CSBG Act

Legislation authorizing CSBG.

IM 37 Definition and Allowability of Direct and Administrative Cost Block Appropriation and

Allocations

Discusses allowable administrative uses of CSBG and the difference between

administrative funds and program funds.

IM 49 Program Challenges, Responsibilities and Strategies, FY 2001-2003

Discusses ROMA implementation.

IM 97 Guidance on the CSBG Requirement to Monitor Eligible Entities

Discusses the requirement to monitor CSBG Eligible Entities as outlined in the CSBG Act.

IM 138 State Establishment of Organizational Standards for CSBG Eligible Entities

Discusses the implementation of Organizational Standards for CSBG Eligible Entities.

IM 141 Application for FY 2016 Funds for States and Territories

Discusses the CSBG application requirements for FY 2016.

IM 144 State and Federal Accountability Measures and Data Collection Modernization

Discusses performance management for the CSBG network and the State and Federal

Accountability measures.

IM 147 Application for FY 2017 Funds for States and Territories

Discusses the CSBG application requirements for FY 2017.

Resources and Technical Support

CSBG Annual Report Instruction Manual: Module 1

IM 150 Use of the American Customer Satisfaction Index (ACSI) to Improve Network

Effectiveness

Discusses the implementation and use of the ACSI.

IM 151 Training and Technical Assistance Strategy

Discusses a three-year Training and Technical Assistance strategy to guide both the

development and delivery of training and technical assistance for the CSBG network.

IM 152 CSBG Annual Report

Discusses the implementation and timelines for online submission of the CSBG Annual

Report.

Action Transmittal 2017-01

Discusses the Submission of Module 1 of the CSBG Annual Report for Fiscal Year (FY)

2016.

CSBG Dear Colleague Letter Information About the Workforce Innovation and Opportunity Act

(WIOA)

Discusses the new Workforce Investment Act as it relates to CSBG.

Error Message Listing

SBG Annual Report Instruction Manual: Module 1

Error Message Listing

Error

Number

Location of Error

How to correct the error:

19411

Item A.2. Additional Programs Administered

- U.S. Dept. of Agriculture Programs

Under Item A.2. you must provide a

narrative describing additional U.S. DEPT OF

AGRICULTURE PROGRAMS administered by

your agency

19410 Item A.2. Additional Programs Administered

Under Item A.2. you must select which

additional programs the lead state agency

administered during the FFY being reported

19412

Item A.2. Additional Programs Administered

- U.S. Dept. of HUD Programs

Under Item A.2. you must provide a

narrative describing additional U.S. DEPT OF

HUD PROGRAMS administered by your

agency

19413

Item A.2. Additional Programs Administered

- Other

Under Item A.2. you must provide a

narrative describing OTHER additional

programs administered by your agency

19414 Item B.1. Progress on State Plan Goals

Under Item B.1. select one option defining

the state’s current status of state plan goals

and provide a narrative explanation

19415

Item B.1. All Goals Accomplished -

Explanation

Under Item B.1. All goals Accomplished

Description is required

19416 Item B.2. ACSI Survey Result

Under Item B.2. Column 2, state must enter

their ACSI Survey Result

19417 Item B.2. ACSI Future Target

Under Item B.2. Column 3, state must enter

their future target. See IM 105 for guidance

19418

Item B.3. Eligible Entity Feedback and

Involvement

Under Item B.3., you must describe how

the State considered feedback from outside

sources, including eligible entities, OCS,

surveys and public hearings

19419

Item B.4. State Management

Accomplishment

Under Item B.4. you must describe the

state’s top management accomplishment

Error Message Listing

SBG Annual Report Instruction Manual: Module 1

19420 Item B.5. Eligible Entity Management

Under Item B.5. you must describe the

eligible entities notable management

accomplishments and how the state helped

the entities achieve these accomplishments

19421 Item B.6. Innovative Solutions Highlights

Under Item B.6. you must describe the

efforts of eligible entities to address

conditions of poverty eligible entities

through innovative efforts

19423

Item B.1. Goals Partially Accomplished -

Explanation

Under Item B.1. Goals Partially

Accomplished Description is required

19424 Item B.1. Not Accomplished - Explanation

Under Item B.1. Goals Not Accomplished

Description is required

19425 Item C.3.Changes to Eligible Entities

Under Item C.3., you must select whether

there have been any changes of the eligible

entities during the reporting period

19426

Item C.3.Changes to Eligible Entities

Explanation

Under Item C.3., you must provide an

explanation of the changes in your eligible

entities

19427

Item D.2. Organizational Standards

Performance - Number of Entities Assessed

Under Item D.2., column 3, row 3 you must

provide the number of entities that were

expected to meet 100% of the standards

that were assessed during the reporting

period

19428

Item D.2. Organizational Standards

Performance - Number of Entities that Met

All Standards

Under Item D.2., column 4 you must

provide the number of entities that met

100% of state standards

19595

Item D.1b. State Implemented Assessment

Process

Under Item D.1b., you must describe the

assessment process as implemented by the

state

19610

Item D.1a. State Assessment of Eligible

Entities Org Standards

Under Item D.1a., you must describe

showing how you assessed eligible entities

against organizational standards

19611

Item D.1a. State Assessment of Eligible

Entities Org Standards - Other Option

Selected

Under Item D.1a., you must explain the

Other option showing how you assessed

eligible entities against organizational

standards

19430

Item D.2a. Target vs Actual Results

Explanation

Under item D.2a, you must describe

challenges that affected difference

between target and actual results

Error Message Listing

SBG Annual Report Instruction Manual: Module 1

19431 Item D.3. TAPs

Under Item D.3., you must provide the

number of entities under a TAP including if

there are zero entities

19432 Item D.3. QIPs

Under Item D.3., you must provide the

number of entities under a QIP including if

there are zero entities

19433 Item D.3a. Entities with Unmet Standards

Under Item D.3a. you must select what

information was analyzed during the

development of the Annual Report

19434

Item D.3a. Entities with Unmet Standards

Explanation

Under Item D.3a. you must explain why

entities with unmet standards were not

placed on a QIP or TAP

19468

Item F.1. Training or Technical Assistance -

Date Range

Under Item F.1., Column 3, you must select

the date or date range of when you

provided each T/TA listed

19469

Item F.1. Training or Technical Assistance -

Brief Description

Under Item F.1., Column 4, you must

provide a brief description for each T/A

listed

19470

Item F.2. Training and Technical Assistance

Organization Type

Under Item F.2., you must select the types

of organizations through which the State

provided training and/or technical

assistance

19471

Item F.2. Training and Technical Assistance

Organization Type

Under Item F.2., CSBG eligible entities (if

checked, provide the expected number of

CSBG eligible entities to receive funds)

19472

Item F.2. Training and Technical Assistance

Organization Type

Under Item F.2., Other (if checked, please

specify)

19473

Item G.1. State-Level Linkages and

Coordination

Under Item G.1., you must describe the

areas in which the state coordinated

linkages and coordination activities

19474

Item G.1. State-Level Linkages and

Coordination

Under Item G.1., If Other is selected

Describe

19475

Item G.1a. State-Level Linkages and

Coordination - Description

Under Item G.1a, you must describe the

State CSBG Lead Agency notable linkages

and coordination efforts at the state level

and explain any changes from the CSBG

State Plan

19476

Item G.2. Local-Level Linkages and

Coordination

Under Item G.2., you must describe the

State CSBG Lead Agency notable linkages

and coordination efforts at the local level

and explain any changes from the CSBG

State Plan

Error Message Listing

SBG Annual Report Instruction Manual: Module 1

19477

Item G.3a. State Assurance of Eligible Entity

Linkages and Coordination

Under Item G.3a., you must describe how

the State assured eligible entities

coordinated and established linkages and

coordination, and explain any changes from

the CSBG State Plan

19478

Item G.3b. Eligible Entity Linkages to Fill

Service Gaps

Under Item G.3b., you must describe how

eligible entities to fill identified gaps in the

services provided, and explain any changes

from the CSBG State Plan

19479

Item G.4. WIOA Employment and Trainin

ombined Plan Activities

Under Item G.4., if you completed a WIOA

Combined State Plan, you must describe

the status of your WIOA activities

19480

Item G.5. Coordination among Eligible

Entities and State Community Action

Association

Under Item G.5., describe the support that

the State CSBG Lead Agency gave to eligible

entities and the State Community Action

Association and explain any changes from

the CSBG State Plan

19481

Item G.6. Feedback to Eligible Entities and

State Community Action Association

Under Item G.6., you must describe

feedback given to eligible entities and State

Community Action Association and explain

any changes from the CSBG State Plan

19482

Item H.1. Monitoring of Eligible Entities -

Review Type

Under Item H.1., Column 2, please

designate the monitoring review type for

each eligible entity during the reporting

period

19517

Item H.1. Monitoring of Eligible Entities -

Dates

Under Item H.1., column 3, you must note

the actual site visit dates for each eligible

entity. Any entities that did not receive a

review can be marked as N/A

19518

Item H.1. Monitoring of Eligible Entities -

Description

Under Item H.1., Column 4, you must note

which site visits were part of the original

plan per your CSBG State Plan. For any

unplanned visits, provide a description and

reason for the site visit

19519 Item H.2. Monitoring Policies

Under Item H.2., you must indicate whether

you modified monitoring policies

19520 Item H.2. Monitoring Policies

Under Item H.2., if you selected yes, you

must provide a hyperlink of the modified

document or attach the full modified

document

Error Message Listing

SBG Annual Report Instruction Manual: Module 1

19521 Item H.3. Initial Monitoring Reports

Under Item H.3., you must indicate whether

monitoring reports were conducted per

state monitoring policies and procedures

19522

Item H.3. Initial Monitoring Reports - Delay

Explanation

Under Item H.3., if you selected no, you

must provide the actual number of days for

distribution and the reason for the delay

19523 Item H.4. Fulfillment of QIPs

Under Item H.4., you must indicate whether

entities on QIPs resolved deficiencies

19524 Item H.4. Fulfillment of QIPs - Explanation

Under Item H.4., if you selected no, you

must provide an explanation as to why

19525 Item H.5. Reporting QIPs

Under Item H.4., you must indicate whether

entities on QIPs resolved deficiencies

19526 Item H.5. Reporting QIPs - Explanation

Under Item H.4., you must indicate whether

entities on QIPs resolved deficiencies

19527

Item H.6. Single Audit Review - Employer ID

Number

Under Item H.6., Column 1, you must

provide the EIN of the agency

19528

Item H.6. Single Audit Review - Date of

Audit Acceptance

Under Item H.6., Column 2, you must

submit the date the agency's audit was

accepted by FAC

19529

Item H.6. Single Audit Review - State

Management Decision

Under Item H.6., Column 3, you must

indicate whether a state management

decision was required

19530

Item H.6. Single Audit Review - Timely

Decision

Under Item H.6., Column 4, you must

indicate whether the state issued a decision

within 6 months

19531

Item H.6. Single Audit Review - Date of

Management Decision

Under Item H.6., Column 5, you must

indicate the date of the management

decision

19532

Item H.7. Single Audit Management

Decisions

Under Item H.7, you must describe any

management decisions issued according to

State procedures of audit, as well as other

prompted details

19533

Item I.1a. ROMA Participation - Dat

ollection Changes

Under Item I.1a, you must provide

attachments or a link showing modified

procedures or data collection systems

Error Message Listing

SBG Annual Report Instruction Manual: Module 1

19534

Item I.1b. Performance Management - Data

Collection Changes

Under Item I.1b., you must respond with a

description of the States performance

measurement and any changes in

procedures or data collection systems

19535 Item I.2. State ROMA Support

Under Item I.2, you must respond with a

description of the State’s efforts to help

eligible entities use ROMA or alternative

performance measurement systems

19536 Item I.3. State Review of Eligible Entity Data

Under Item I.3., you must respond with a

description of the State’s efforts to help

eligible entities use ROMA or alternative

performance measurement systems

19537

Item I.4. State Feedback on Data Collection,

Analysis, and Reporting

Under Item I.4, you must at least one

option

19538

Item I.4. State Feedback on Data Collection,

Analysis, and Reporting

Under Item I.4, you must describe how the

State CSBG Lead Agency provided feedback

regarding performance management to

eligible entities with 60 days

19436

Item E.1a. State Distribution Formula

Changes

Under Item E.1a, you must describe any

changes in the distribution formula during

the reporting period

19435 Item E.1. State Distribution Formula

Under Item E.1. you must select whether

the state change the distribution formula

during this reporting period

19438

Item E.2. CSBG 90 Percent Funds

Allocations

Under Item E.2. user must enter the actual

allocated amount of CSBG 90 Percent funds

based on the state formula

19439

Item E.2. CSBG 90 Percent Funds

Obligations

Under Item E.2. user must enter the actual

obligated amount of CSBG 90 Percent funds

19440 Item E.3. Actual Distribution Timeframe

Under Item E.3., you must indicate whether

the State made funds available to eligible

entities within 30 days of OCS distributing

the Federal award

19441 Item E.3a. Consistent Fund Availability

Under Item E.3a., you must indicate

whether the State made funds available to

eligible entities in a timely manner

19442 Item E.3. State Funding Timing

Under Item E.3, you must describe whether

the State made funds available to eligible

entities in a timely manner

Error Message Listing

SBG Annual Report Instruction Manual: Module 1

19443

Item E.4. State Administrative Funds -

Targeted Dollar Amount

Under Item E.4, you must convert the

percentage from Column 1 into a dollar

amount

19444

Item E.4. State Administrative Funds -

Actual Amount Obligated

Under Item E.4, you must provide the

actual amount obligated during this

reporting period

19445 Item E.5. CSBG State Staff Positions Funded

Under Item E.5., you must state how many

state staff positions were funded by CSBG

funds

19446 Item E.6. State FTEs

Under Item E.6., you must state how many

state FTEs were funded by CSBG this

reporting period.

19447

E.7a. Actual Remainder/Discretionary Funds

- T/TA

Under Item E.7a, you must enter the actual

dollar amount used for T/TA

19448

Item E.7a. Actual Remainder/Discretionary

Funds - T/TA Description

Under Item E.7a, you must briefly describe

the actual services and activities funded

under T/TA

19449

E.7b. Actual Remainder/Discretionar

Funds - State-operated and/or Local

rograms

Under Item E.7b, you must enter the actual

dollar amount used for State-operated

and/or Local Programs

19450

Item E.7b. Actual Remainder/Discretionary

Funds - State-Operated and/or Local

Programs Des

Under Item E.7b, you must briefly describe

the actual services and activities funded

under - state-operated and/or local

programs

19451

Item E.7c. Actual Remainder/Discretionary

Funds - Eligible Entities Coordination and

Communication

Under Item E.7c., you must enter the actual

dollar amount used for statewide

coordination and communication

19452

Item E.7c. Actual Remainder/Discretionary

Funds - Eligible Entities Coordination and

Communication

Under Item E.7c, you must briefly describe

the actual services and activities funded

under statewide coordination and

communication

19453

Item E.7d. Actual Remainder/Discretionary

Funds - Distribution of CSBG Funds

Under Item E.7d, you must enter the actual

dollar amount used for the analysis of

distribution of CSBG funds to determine if

targeting the greatest needs

19454

Item E.7d. Actual Remainder/Discretionar

unds - Distribution of CSBG Funds

Under Item E.7d, you must briefly describe

the actual services and activities funded

under distribution of CSBG funds

19455

Item E.7e. Actual Remainder/Discretionary

Funds - Asset-building programs

Under Item E.7e., you must enter the actual

dollar amount used for asset-building

programs

Error Message Listing

SBG Annual Report Instruction Manual: Module 1

19456

Item E.7e. Actual Remainder/Discretionar

unds - Asset-building programs

Under Item E.7e, you must briefly describe

the actual services and activities funded

under asset building programs

19457

Item E.7f. Actual Remainder/Discretionary

Funds - Innovative Programs/Activities

Under Item E.7f., you must enter the actual

dollar amount used for innovative

programs/activities by eligible entities or

other neighborhood groups

19458

Item E.7f. Actual Remainder/Discretionary

Funds - Innovative Program/Activities

Description

Under Item E.7c, you must briefly describe

the actual services and activities funded

under innovative programs/activities by

eligible entities or other neighborhood

groups

19459

Item E.7g. Actual Remainder/Discretionary

Funds - State Charity Tax Credits

Under Item E.7g, you must enter the actual

dollar amount used for state charity tax

credits

19460

Item E.7g. Actual Remainder/Discretionary

Funds - State Charity Tax Credits

Description

Under Item E.7g, you must briefly describe

the actual services and activities funded

under state charity tax credits

19596

Item I.5. State and Eligible Entity

Continuous Improvement

Under Item I.5, you must provide a

description evidencing improvements made

by eligible entities. The description can be

provided through attachment

19615

*Item E.8. Partner Organizations - No

lected

Under Item E.8, you must not indicate what

types of organizations were partnered with

for activities funded by

remainder/discretionary funds as described

under Table E.7

19619 Item I.1. ROMA Participation

Under Item I.1., user must confirm which

system they used for measuring

performance and results

19566

Item D.2. Organizational Standards

Performance - Number of Entities Assessed

80%

Under Item D.2., column 3, row 8 you must

provide the number of entities that were

expected to meet 80-89% of the standards

that were assessed during the reporting

period

19567

Item D.2. Organizational Standards

Performance - Number of Entities Assessed

70%

Under Item D.2., column 3, row 10 you

must provide the number of entities that

were expected to meet 70-79% of the

standards that were assessed during the

reporting period

Error Message Listing

SBG Annual Report Instruction Manual: Module 1

19568

Item D.2. Organizational Standards

Performance - Number of Entities that Met

90% of Standards

Under Item D.2., column 4, row 6 you must

provide the number of entities that met 90-

99% of state standards

19569

Item D.2. Organizational Standards

Performance - Number of Entities that Met

80% of Standards

Under Item D.2., column 4, row 8 you must

provide the number of entities that met 80-

89% of state standards

19570

Item D.2. Organizational Standards

Performance - Number of Entities that Met

70% of Standards

Under Item D.2., column 4, row 10 you

must provide the number of entities that

met 70-79% of state standards

19571

Item D.2b. Consumer Input & Involvement -

Entities Assessed

Under Item D.2b., Consumer Input &

Involvement you must enter the number of

entities assessed during the reporting

period

19572

Item D.2b. Community Engagement -

Entities Assessed

Under Item D.2b., Community Engagement

you must enter the number of entities

assessed during the reporting period

19573

Item D.2b. Community Assessment -

Entities Assessed

Under Item D.2b., Community Assessment

you must enter the number of entities

assessed during the reporting period

19574

Item D.2b. Organizational Leadership -

Entities Assessed

Under Item D.2b., Organizational

Leadership you must enter the number of

entities assessed during the reporting

period

19575

Item D.2b. Board Governance - Entities

Assessed

Under Item D.2b., Board Governance you

must enter the number of entities assessed

during the reporting period

19576

Item D.2b. Strategic Planning - Entities

Assessed

Under Item D.2b., Strategic Planning you

must enter the number of entities assessed

during the reporting period

19577

Item D.2b. Human Resource Management -

Entities Assessed

Under Item D.2b., Human Resource

Management you must enter the number

of entities assessed during the reporting

period

19565

Item D.2. Organizational Standards

Performance - Number of Entities Assessed

90%

Under Item D.2., column 3, row 6 you must

provide the number of entities that were

expected to meet 90-99% of the standards

that were assessed during the reporting

period

19461

Item E.7h. Actual Remainder/Discretionary

Funds - Other activities

Under Item E.7h, you must enter the actual

dollar amount used other activities

Error Message Listing

SBG Annual Report Instruction Manual: Module 1

19462

Item E.7h. Actual Remainder/Discretionar

unds - Other activities description

Under Item E.7c, you must briefly describe

the actual services and activities funded

under other activities

19463 Item E.8. Partner Organizations

Under Item E.8, you must indicate what

types of organizations were partnered with

for activities funded by

remainder/discretionary funds as described

under Table E.7

19464 Item E.8. Partner Organizations

Under Item E.8, CSBG eligible entities if

checked, include the expected number of

CSBG eligible entities to receive funds

19465 Item E.8. Partner Organizations

Under Item E.8, Other if checked, Other

Needs to be specified in the Text box

19466 Item E.9a. Prior Year Carryover

Under Item E.9a, you must provide the

amount of carryover funding from the prior

fiscal year

19467 E.9b. Current Fiscal Year Carryover

Under Item E.9b, you must provide the

amount of carryover funding from the

current FFY

19578

Item D.2b. Financial Operations & Oversight

- Entities Assessed

Under Item D.2b., Financial Operations &

Oversight you must enter the number of

entities assessed during the reporting

period

19579

Item D.2b. Data & Analysis - Entities

Assessed

Under Item D.2b., Data & Analysis you must

enter the number of entities assessed

during the reporting period

19580

Item D.2b. Consumer Input & Involvement -

Entities Met

Under Item D.2b., you must enter the

number of entities assessed that met all

standards in the Consumer Input &

Involvement category during the reporting

period

19581

Item D.2b. Community Engagement -

Entities Met

Under Item D.2b., you must enter the

number of entities assessed that met all

standards in the Community Engagement

category during the reporting period

19582

Item D.2b. Community Assessment -

Entities Met

Under Item D.2b., you must enter the

number of entities assessed that met all

standards in the Community Assessment

category during the reporting period

Error Message Listing

SBG Annual Report Instruction Manual: Module 1

19583

Item D.2b. Organizational Leadership -

Entities Met

Under Item D.2b., you must enter the

number of entities assessed that met all

standards in the Organizational Leadership

category during the reporting period

19584 Item D.2b. Board Governance - Entities Met

Under Item D.2b., you must enter the

number of entities assessed that met all

standards in the Board Governance

category during the reporting period

19585 Item D.2b. Strategic Planning - Entities Met

Under Item D.2b., you must enter the

number of entities assessed that met all

standards in the Strategic Planning category

during the reporting period

19586

Item D.2b. Human Resource Management -

Entities Met

Under Item D.2b., you must enter the

number of entities assessed that met all

standards in the Human Resource

Management category during the reporting

period

19587

Item D.2b. Financial Operations & Oversight

- Entities Met

Under Item D.2b., you must enter the

number of entities assessed that met all

standards in the Financial Operations &

Oversight category during the reporting

period

19588 Item D.2b. Data & Analysis - Entities Met

Under Item D.2b., you must enter the

number of entities assessed that met all

standards in the Data & Analysis category

during the reporting period

19592 Item C.2a.Changes to Eligible Entities

Under Item C.2b., provide an explanation

for any/all entities that were deleted from

Table C.1.

19593

Item C.2b.Changes to Eligible Entities

Explanation

Under Item C.2b., you must provide an

explanation of the changes in your eligible

entities.