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September RPSA Blog: Understanding Periodic Performance Reports

As the first quarter of FY24 comes to a close, agencies are preparing for the submission of Periodic Performance Reports (PPRs). These reports are essential in tracking an agency’s progress towards achieving the performance goals and objectives outlined in their grant awards. This month, we will review key aspects of the RPSA Youth Development Services (2775) PPR template and share a few best practices to assist in completing this report.

The PPR serves as a standardized statewide reporting format used by the Illinois Department of Human Services (IDHS). The report assesses an agency’s accomplishments in comparison to the planned objectives outlined in their grant award. These reports are submitted quarterly aligning with the state of Illinois’ fiscal year that begins July 1st. The PPR is due 15 calendar days after each reporting period. 

Now let’s dive into some important reminders for the successful completion of this report.

Proposed vs. Actual

The first section of the PPR is dedicated to quantitative program data, including parameters like number of program sites, youth enrolled, days of operation, and more. In this section, your agency is responsible for providing both proposed and actual numbers related to the parameters above. In the ‘proposed’ section, the words projected and proposed are used interchangeably and both refer to the data included in your grant application, while the ‘actual’ section is for data from the current reporting period. 

For instance, if your agency initially aimed to serve 120 students this year and currently has 48 youth enrolled in the first quarter, you would enter 120 under ‘Projected Total Youth Enrolled’ and 48 under ‘Youth Enrolled in Q1’. 

Outcomes and Developmental Assets

The Performance Data section of the PPR includes 7 subsections, each aligned with a core service area. In these sections, agencies outline the services they offer in each of the seven areas. Each subsection includes headings labeled ‘Outcomes’ and ‘Developmental Assets’. Agencies must provide ‘yes’ or ‘no’ responses to the statements listed in these sections. Then, agencies must use the textbox beneath these statements to elaborate on the core services provided. 

For instance, under the ‘Academic Achievement’ subsection, one of the developmental asset statements says, ‘Participants are motivated and strive to do well in school’. Upon selecting yes, your agency would then write out the strategies employed to motivate students academically.

Best Practices for Report Completion

To ensure successful PPR completion, consider the following best practices:

  1. Early Planning: Begin gathering the data for your report as early as you can to allow sufficient time for data verification and analysis.
  2. Collaboration: Foster collaboration within your team to gather accurate and comprehensive data, and to ensure a holistic perspective on agency achievements. Make sure that responsibilities are clearly designated to specific staffing positions.
  3. Open Communication: If you encounter any challenges during the completion process, don’t hesitate to reach out to ACT Now for assistance. Open communication ensures accurate reporting!

Utilizing these best practices and maintaining a clear understanding of reporting requirements allows your agency to effectively navigate the reporting process and showcase your commitment to achieving grant objectives.