Instructions for 7-1-11 to 6-30-12 Narrative and Statistical Reporting Requirements
Detailed below are the instructions for the FPSP Narrative and Statistical Reports, which you will need to complete for Family Planning Special Project activities, conducted during the 12 month period July 1, 2011, through June 30, 2012.
Please return this report by Friday, September 21, 2012 at 4:30 p.m. If you are unable to make this deadline, please contact me for an extension.
You can send both the narrative and Stat Form (Excel file) by email to Gary Greenfield at firstname.lastname@example.org. If you have copies of any materials developed as part of project activities during this time period that you have not already given me at a site visit, you can send those to me at:
Minnesota Department of Health
Golden Rule Building 5th Floor
PO Box 64882
St. Paul, MN 55164-0882
If you have any questions, please contact Gary at (651) 201-3743 or email@example.com
There are two reporting requirements for State Fiscal Year 2012, a narrative report, and a statistical report. The expectations for each section are detailed below.
If you are a single agency providing services in more than one region or county, submit narrative and statistical reports for each region. If you have a joint contract, submit 1 narrative and 1 statistical report for the entire project. You NO LONGER need to submit separate reports for each agency.
A) FPSP Narrative Report
1) A Highlight and a Challenge during the year
Begin the narrative report with a paragraph or two describing one significant program highlight and one challenge that was experienced during the year. A highlight could include any activity carried out with FPSP dollars, such as a successful public information campaign, an innovative outreach activity, or a successful client intervention. A challenge could be a barrier to program implementation. Please describe how this challenge was addressed or how you are planning to address it. You could relate either by telling a story of a particular case or event.
2). Work Plan Progress Report
- For each component of your agency's work plan, please describe progress toward achieving proposed outcomes. Please state clearly whether you achieved your proposed goal or not, and why. Specifically, in instances where progress significantly exceeds or falls short of expectations, please identify contributing factors.
- Briefly describe how your agency's evaluation of its 2011 to 2012 activities to date will be used in planning future program activities.
You have an option of 1 of 2 formats to use in providing this Progress Report:
- You can provide this information within the text of the Narrative listing each Objective under every Component and describing progress.
- You can fill in the results under the 4th Column of the Work Plan entitled "Evaluation". To allow enough space, you can delete the 3rd Column "Rationale" if you wish. Some people keep the original language in column four and add the progress update in Red ink.
B) FPSP Statistical Report
The form entitled "Family Planning Special Project (FPSP) Statistical Report for July 1, 2011 - June 30, 2012," is to be used to report statistical information related to the Outreach, Counseling, and Method services components funded by the FPSP grant. Statewide FPSP totals are included in federal and state reports, published on the family planning web page each year and shared with policymakers. There is no change to the Stat Report from last year.
Please read the instructions on the Statistical Report form carefully and consider the following additional information:
- Patient counts for outreach, counseling, and method services should be an unduplicated count.
- (NEW) If there are any FPSP dollars involved in providing the Method services to clients, such as Salary of the Providers, Lab costs, etc.; you can include those clients on this form, even if the Contraceptive Method was paid by MFPP or another source.
- When totaling Outreach activities, anything that involves some face-to-face contact with members of your target population can be counted, if an accurate count is available. For example, if you staff a table at a Health Fair at a college and track how many individuals stopped at your table, they can be counted. You can count the number of people attending presentations if they are your target population.
- It is suggested that you list Emergency Contraception provided to clients under “Prescription” methods for Section C, number 2, rather than under "Over The Counter" even for those 17 and older.
- When looking at race and ethnicity, every effort should be made to determine how an individual client self identifies. If a client were Hispanic, this would be considered their ethnicity, not their race. Therefore, a Hispanic client would be counted twice, once in a race column (African American, White, American Indian) and once in the ethnicity column. This is consistent with the United States Census.
- For Section D Income, check the Department of Health and Human Services website (http://aspe.hhs.gov/poverty) for the updated poverty guidelines.
- (NEW) For the Race/Ethnicity and Income sections, please try to minimize the number of "Unknowns" submitted. Make every effort to get accurate data.
- The form online is an Excel spread sheet which totals the numbers for you. If you choose not to use an Excel spread sheet, make sure TOTALS for each component are added up in the final row.