Posted on March 1, 2017

Federal Grant Data Collection & Reporting Requirements for Coalitions

If your nonprofit or coalition is the recipient of a federally funded grant, you will likely be required to collect a variety of data points as part of the award process. This data is then reported to federal agencies charged with its evaluation.

Accurate and comprehensive collection and reporting of this data is critical because “[w]ithout complete and valid information about the distribution of federal grant funds, Congress may have a diminished capacity to engage in effective oversight of federal grants.”^[1]

As you’ve probably discovered, different grants require different types of information and have various reporting requirements. As a result, the data collection and reporting process can seem complicated at times, but it doesn’t have to be. In this piece, we break down various federal grant data collection and reporting requirements for coalitions and nonprofits, including a look at different types of data and how it is collected.

Types of Data

There are three primary types of data that grant recipients are typically required to collect: financial data, compliance information, and project data. Each of these categories reflects different aspects of the coalition’s operation and the grant’s influence on it.

Financial Data

“Federal grant recipients are required to report financial information pursuant to the conditions contained in the grant agreement executed at the time of the grant award. This information includes financial information, such as expenditures, about the project or services funded by the federal grant award.”^[2]

This financial data includes highly detailed records of any expenses paid for with federal funds.^[3] For example, this could include specific budgetary information related to how a coalition spent federal monies on developing or improving anti-drug programs, renovating critical community centers, and more.

Additionally, some grants, such as those awarded through the Drug-Free Communities Support Program, require coalitions to “demonstrate that they have matching funds (“match”) from non-federal sources equivalent to or greater than federal funds requested.”^[4] As such, in these situations, this match information—such as unpaid volunteer work hours and corporate/community donations—must be reported as well.^[5]

Compliance Information

The second type of data that grant recipients may be required to collect is compliance information to ensure that recipient is following federal regulations and that they still meet each of the eligibility and operational requirements of the grant.^[6]

For community coalitions and nonprofits, this data could include a range of information related to the goals and purpose of the organization, non-profit status, details about how the funds are/will be used, etc.

For example, for DFC grants, applicants and recipients are required to submit detailed information about coalition membership, the age of the organization itself, a mission statement focused primarily on the reduction of substance abuse among youth in the community, a specific action plan detailing goals, and more.^[7]

Project Data

The third type of data that many federal grants require awardees to collect and submit is project data that highlights the progress and/or community impact of the organization’s efforts on their community. “Grant-making agencies use this information, in part, to gauge the success of their own programs and initiatives.”^[8]

For instance, in a community nonprofit focused on alcohol and tobacco abuse among youth, this data could take many forms. A few examples of data points that could be included in these reports are figures showing the growth of coalition participation; information about new programs being implemented and lowered rates of drug use; testimonials and anecdotal evidence about the impact of the efforts; and more.

How the Federal Grant Data is Collected and Reported

Just as there are many different types of federal grant data that are required, depending on the specific grant, the ways in which this data is collected and reported varies greatly as well. Generally, these methods fall into three primary categories: progress reports, site visits and technical assistance, and audits.

Progress Reports

The first way that nonprofits can report on required grant data is by submitting “regular reports (called “Performance Progress Reports” or “Research Performance Progress Reports”) documenting a project throughout its lifespan.”^[9]

These reports, which will vary depending on the type of grant received, may include both expense-related data about specifics about how funding is being used and allocated and quantitative information about the project’s impact in the community.^[10] The financial data is typically reported through budgetary documents, while the quantitative information is often obtained through survey measures and questionnaires.

For example, under the DFC program, “each year, grant recipients are required to submit two program progress reports, an annual coalition classification tool survey, and various financial reports.”^[11]

Site Visits & Technical Assistance

Another way through which data may be collected from grant recipients is through site visits and technical assistance. “Grant recipients may receive site visits from the federal grantor agency. Such visits provide an opportunity for two-way communication between the grantor and the award recipient.”^[12] This relationship-building allows grantees to give the visitor a real-life, hands-on perspective on what they are doing in the community, while also enabling the federal grantor to ensure the funds are being properly utilized.

Technical assistance, wherein the grantor offers help and guidance to the grantee in the form of training courses, informational sessions, and other related educational opportunities, also serves dual purposes. It helps recipients learn about grant management, reporting procedures, and other important facets of grant use, while also providing the grantor with “a means for ensuring that the grant recipient is complying with the award agreement.”^[13]

Audits

The third way in which federal grantors can collect data on grant recipients is through audits.
The Single Audit Act,^[14] which was amended in 1996, states that grant recipients may be subject to an audit once a year. These audits often involve both in-person visits and an analysis of financial, program, and compliance information.

At its core, “[t]he audit aims to ensure compliance with government regulations and evaluate financial information, including expenses paid for with federal award funds.”^[15]

A Partnership to Help Collect Project Data for Your Progress Reports

Clearly, collecting and reporting on the right federal grant data in the right way is critical to helping your organization accurately and compellingly report on your impact in the community, as well as to maintaining compliance and eligibility for your funding. But knowing how, when, and the best way to collect this data can seem like a daunting task.

Pride Surveys has been helping nonprofits and community coalitions collect data for their grant progress reports for over thirty years. Find out why you should partner with Pride for your organization’s data collection needs or take a look at some of the surveys we offer. Ready to get started? Get in touch with us at 800-279-6361 or by filling out our quick online contact form.

[1]Keegan, Natalie. “Federal Grant Financial Reporting Requirements and Databases: Frequently Asked Questions.” Congressional Research Service. Retrieved from https://fas.org/sgp/crs/misc/R44374.pdf on February 16, 2017.

[2]Ibid.

[3]“Understanding the Reporting and Oversight Process.” Learn Grants: Grant Reporting. Grants.gov. Retrieved from http://www.grants.gov/web/grants/learn-grants/grant-reporting.html on February 16, 2017.

[4] “Drug-Free Communities (DFC) Support Program – New: Funding Opportunity Announcement (FOA) No. SP-17-001.” Department of Health and Human Services (HHS). Substance Abuse and Mental Health Services Administration (SAMHSA). Retrieved from https://www.samhsa.gov/sites/default/files/grants/pdf/sp-17-001.pdf on February 20, 2017.

[5]“FY 2017 Drug-Free Communities (DFC) Support Program Frequently Asked Questions.” Substance Abuse and Mental Health Services Administration. Retrieved from https://www.samhsa.gov/sites/default/files/grants/pdf/faq/sp-17-001-faq.pdf on February 20, 2017.

[6]“Understanding the Reporting and Oversight Process.” Learn Grants: Grant Reporting. Grants.gov. Retrieved from http://www.grants.gov/web/grants/learn-grants/grant-reporting.html on February 16, 2017.

[7]“Drug-Free Communities (DFC) Support Program – New: Funding Opportunity Announcement (FOA) No. SP-17-001.” Department of Health and Human Services (HHS). Substance Abuse and Mental Health Services Administration (SAMHSA). Retrieved from https://www.samhsa.gov/sites/default/files/grants/pdf/sp-17-001.pdf on February 20, 2017.

[8]“Understanding the Reporting and Oversight Process.” Learn Grants: Grant Reporting. Grants.gov. Retrieved from http://www.grants.gov/web/grants/learn-grants/grant-reporting.html on February 16, 2017.

[9]Ibid.

[10]Ibid.

[11]“Drug-Free Communities (DFC) Support Program – New: Funding Opportunity Announcement (FOA) No. SP-17-001.” Department of Health and Human Services (HHS). Substance Abuse and Mental Health Services Administration (SAMHSA). Retrieved from https://www.samhsa.gov/sites/default/files/grants/pdf/sp-17-001.pdf on February 20, 2017.

[12]“Understanding the Reporting and Oversight Process.” Learn Grants: Grant Reporting. Grants.gov. Retrieved from http://www.grants.gov/web/grants/learn-grants/grant-reporting.html on February 16, 2017.

[13]Ibid.

[14]“Single Audit Act Amendment of 1996.” Learn Grants: Grant Policies. Grants.gov. Retrieved from https://www.grants.gov/web/grants/learn-grants/grant-policies/single-audit-act-amendments-1996.html on February 17, 2017.

[15]“Understanding the Reporting and Oversight Process.” Learn Grants: Grant Reporting. Grants.gov. Retrieved from http://www.grants.gov/web/grants/learn-grants/grant-reporting.html on February 16, 2017.