Module 9: Semi-Annual ARP Progress Report

Due April 30, Oct. 30 via SmartSheets

Thirty days after each six-month, semi-annual period, you'll need to file your ARP Semi-Annual Progress Report in the SmartSheet system. If you have not received an invitation via email to fill out your Progress Report, please contact Amy Zukowski at amy.zukowski@acf.hhs.gov.

For details, view the video above, and consult the ARP Progress Report Instruction Manual.

Report Sections:

Remember to Save regularly as you fill out the Progress Report!

  1. Recipient Information:  This section should be pre-populated with this information. Double-check that it's correct. Attach your Financial Summary Report (FSR) in response to the fourth question, using the paperclip icon (see the Materials tab, above, for steps on how to retrieve your most recently filed FSR from the Payment Management System).
  2. Objective and Activities: Enter your planned activities into this format. Consult the general workplan you submitted with your ARP grant application. For each activity, indicate if the status is Delayed, Ongoing, or Completed; describe what has occurred regarding each Activity, and describe any resulting Outputs. Add rows if you need to by clicking the three-dot icon in the row heading and selecting "Insert Row."
  3. Project Staffing: List, name, and describe each of your project staff.
  4. Project Challenges: Indicate any challenges you're facing, as well as if you were or were not able to overcome them, and describe. If you were not able to overcome them, ANA may provide technical assistance at your request.
  5. Project Achievements and Innovations: This is your chance to brag! Tell us about your successes.
  6. Signature: Name the person submitting the report and provide their contact info.
  7. Submit to ANA: To submit the form, select "Submit to ANA" from the dropdown menu. Click the Save icon in the upper-right, and a timestamp should appear next to the Save cell.
  • ARP Progress Report Instruction Manual: A step-by-step guide on how to complete your ARP Semi-Annual Progress Report, complete with screenshots.
  • ARP Progress Report Tracking Tool: While your actual semi-annual ARP Progress Report is filed in the SmartSheet system every six months, this helpful Excel template will help you track progress in between reporting periods.
  • How to Retrieve Your Financial Summary Report (FSR): The Recipient Information section of the ARP Progress Report asks you to attach your latest FSR, also known as the Federal Financial Report. This Powerpoint will guide you through how to retrieve your most recent FSR through the Payment Management System (PMS).

Speaker 1:

Submitting your ARP Progress Report. Progress reports are due 30 days after the reporting period ends. Each reporting period covers a six-month timeframe.

Amy Zukowski:

I wanted to go ahead and demo the Smartsheet. This is going to be the reporting mechanism that all of our ARP recipients are going to use to be able to submit their progress report, as well as at the end of your project, we'll have a post project report that will collect a little bit more data so that we can go ahead and report that out on the progress and the successes, as well as the deliverables and outcomes that have occurred as a result of these projects.

Amy Zukowski:

Most of you should have gotten an email from Smartsheet on my behalf, as well as from your program specialist, letting you know that I'm going to be sending you an email. But, yesterday evening I sent out emails to every single one of our ARP recipients. And, so if you did not receive an email from me, please check your spam or junk folder and see if it went there.

Amy Zukowski:

When you get your email, go ahead and you'll click on the link and this will take you to smartsheet.gov and then you'll go ahead and login to Smartsheet. It will ask you initially to go ahead and establish a passcode, and then you'll use that same login and passcode to access your Smartsheet report every single time that you need a report. When you open up your report, you'll see recipient organization and double check that your organization name is accurate. And, then your grant number, please also double check that your grant number is accurate. It should be 90XN, or two or three other numbers. And then double check your project length. You'll also have the option to make sure or to let us know that you have submitted your financial reports and you can just go ahead and click yes in the box that you have submitted your reports.

Amy Zukowski:

I'm showing you this dropdown box, because I want to explain some of the functionality of Smartsheet. It acts very much like anExcel sheet. However, there are some differences. You'll notice that there are some dropdown boxes and within those boxes, you'll see that there are several options. Some that may the applicable to the field that you're filling out at the moment. But just go ahead and click on yes, you have submitted your FSR.No, you have not yet for that section. And, then you'll have an opportunity to click in and put in your objective. There are two objectives that are available for those non Pacific ARP recipients. The Pacific ARP recipients you were allowed to have up to three objectives. So, your forms have three objectives.

Amy Zukowski:

Another item about functionality is that you'll be typing into any of the fields that are highlighted in yellow. So, just feel free to go ahead and type in, click into the box and go ahead and type in your objective.And, then you can go ahead and click into the next box. If you have to go in and you've made a mistake, you need to spell check, you need to add to, you can go back to this and to the box, double click into that field where you want togo ahead and adjust your text. So, then you'll drop down and you'll go through your activities. We did not, for those of you who have had other ANA awards before, you know that we usually have an objective work plan.

Amy Zukowski:

For these, because we were on such a truncated time schedule, and these are such unique and emergency awards. We did not ask for an official objective work plan. So, please type in any activities that you may have, should you need to have more than 10 activities feel free and it's just like an Excel sheet. You can just go ahead and add in a new row and there's notes in the manual that was provided to you by your program specialist. And, you'll do the same for your second or third objective. And you'll also type in this, you'll also type in what outcomes you want for those objectives. So for each of the objectives, you'll go ahead and put in outcomes.

Amy Zukowski:

For our project staffing, we want to know what staffing you guys are providing for this to work on this ARP award. So, please put in the position title, name of the individual, if it's appropriate. If the person is okay with you putting in their name [and] their tribal affiliation, or affiliation with their indigenous community. So for some of our colleagues in the Pacific, you may put in [inaudible 00:05:30]. I know that there aren't tribes necessarily in those locations. So, please feel free to put in whatever indigenous affiliation. And, then what staff type full-time part-time intern, so forth and so on.

Amy Zukowski:

The other thing that we're very interested in demographic-wise is those positions that are filled by veterans women. And, then we also have the generic just filled by native. ANA knows that every project, be it an emergency award or some of our other typical just standard awards do face challenges. We hope, as Mia said earlier, we hope that the COVID pandemic and those challenges are lessening in your area. I know that there are still very great challenges in some of our communities. And, so please feel free to put in whatever challenges you may be facing, be it COVID or otherwise. You can also indicate whether you overcame those challenges and if you have overcome those challenges, please let us know what innovative ways that you have done to overcome those challenges.

Amy Zukowski:

If you have not, feel free to also put in that you are still suffering these challenges, and if you would like assistance and what type of assistance, we're more than happy to be able to help with that. And, so not only just challenges, but this is an area for you all to brag about your project. What innovations, what achievements you guys are having. So, please feel free to write anything that you would like. We are working with those members of Congress, as well as the rest of the administration, to be able to show these successes. And, so we really want to hear from about these successes.

Amy Zukowski:

Once you're finished with this report, you'll put in who prepared the report, what the preparers title is, email address and phone number, and then you'll go down here and then you'll click on submit to ANA.And, once you click on submit to ANA, you'll go ahead and get a timestamp and this will timestamp right here to show what date you have submitted it to ANA.There's a couple of ways that you can share this report back with ANA. Once you're complete and you hit click on the submit, please feel free to go ahead and click up here to save. And, please do that often. You can also go over hereto the share button and once you push on the share button, you can go ahead and share it back with me.

Speaker 1:

When it's time to submit your next progress report, please use your Smartsheet login to access this same Smartsheet. Once you're in your Smartsheet, feel free to change and update any information that has changed objectives and activities, your project challenges, your successes, and scroll down all the way to the bottom as shown on the screen and you're going to go ahead and submit to ANA. Once you save, you'll have a timestamp on the right.For additional help, please reach out to your local TTA center.

 

Up next

Module 10: Final ARP Post-Project Progress Report

Due 90 days after the end of the project.

Training Videos

Module 1: Getting Started – ARP Grant Recipient Orientation
Module 1: Getting Started – ARP Grant Recipient Orientation
Module 3: Due Semi-Annually (and Annually) – Financial Financial Report (FFR) (a.k.a. FSR)
Module 3: Due Semi-Annually (and Annually) – Financial Financial Report (FFR) (a.k.a. FSR)
Module 4: GrantSolutions Overview
Module 4: GrantSolutions Overview
Module 5: Budget Revision Amendments
Module 5: Budget Revision Amendments
Module 6: No Cost Extension Amendments
Module 6: No Cost Extension Amendments
Module 7: Change in Key Personnel Amendments
Module 7: Change in Key Personnel Amendments
Module 8: HHS Cost Principles and 45 CFR Part 75
Module 8: HHS Cost Principles and 45 CFR Part 75
Module 9: Semi-Annual ARP Progress Report
Module 9: Semi-Annual ARP Progress Report
Module 10: Final ARP Post-Project Progress Report
Module 10: Final ARP Post-Project Progress Report