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- [Liz] Hello everyone. Thank you for joining us for this Performance Measurement Tool User Training. For existing and new grantees of the Coordinated Tribal Assistance Solicitation and Tribal Victim Services Set-Aside Grant program. So we still have a few people joining us but we're gonna go ahead and get started. My name is Elizabeth Wain, or Liz Wain and I help support OVC's Performance Management Team. We do have a lot to cover on this webinar, so we may not have time for questions, but we do recommend that you use the Q&A chatbox that's in Webex to share your questions and comments and feedback and we with the Performance Management Team, we are here and will respond to you either during the webinar or after the webinar. Please also know that this webinar is being recorded and will be available for future playback. A link to the recording and a copy of this training presentation, along with other PMT resources will be sent via email probably by the end of this week to all registrants and all participants of the webinar and that's just in case someone who registered wasn't able to attend. So before we get started, I'd like to introduce Brecht Donoghue. She is the Associate Director for the Federal International and Tribal Division of OVC. Just to say a few opening remarks. - [Breck] Thank you. Again, my name is Brecht Donoghue. I am the Associate Director. We like to call ourselves the FIT Division. It's less of a mouthful and I want to thank you all for joining us today and to congratulate you on your new OVC award or for those of you who are existing grantees you probably heard the congratulations already but we're excited to have you participating. We want to be sure that you leave this presentation not only with a thorough understanding of performance measures, but also an understanding of all the support from OVC that is available to assist you through the course of your project. Every OVC grantee has been assigned an OVC grants manager, to both monitor your progress but also to assist you with all aspects of your award and they're able to connect you with the various types of training and technical assistance that may be helpful in dealing with issues related to programmatic, financial, and grant management issues that arise. If your grants manager has not yet already reached out to the point of contact listed for your award in our grants management system, you should know that they will be reaching out to you shortly and if in the meantime if you need to get in touch with your grants manager, their name and contact information should be listed on your award documentation. There's a chance that your grants manager may have changed since the time that your award was made, but either way you can reach out to the name that is listed on your award documentation and if that person is not your grants manager, they can direct you to the person who is and your grants manager can assist you. I also just really quickly want to make you aware of two upcoming webinars in addition to this one today that may be helpful to you. You hopefully have already heard of them but if not, you should know that tomorrow, Thursday, November 14th, there will be the OVC Tribal Financial Management Center. It's hosting a post awards grants management webinar from 1:00 PM to 2:30 PM Eastern which should have helpful information about managing a federal award, and additionally, next Tuesday, November 19th, again from 1:00 to 2:30 PM Eastern, OVC is hosting a grantee orientation for all fiscal year 2019 OVC awardees. So if you have not registered for these events, I certainly encourage you to do so and if you need information about how to register please contact your OVC grants manager and they'll be able to help you. I also want to let you know that OVC is currently working. Our FIT division is currently planning a grantee meeting for fiscal year 2019 Tribal awardees as well as the fiscal year 2018 Tribal Set-Aside Awardees. Those of you who have not already participated in an orientation or a grantee meeting hosted by OVC. We're expecting this will most likely occur in the first quarter of 2020. We're still in the planning stages, so we don't have information to share yet, but hopefully it will be coming out to you soon so please keep a look out for it. It would be most likely coming via email to your point of contact for your award. Finally, I just want to underscore the importance of the information you will be hearing about today. Collecting and analyzing information about your program is really vital to its success. This information is not only helpful to us at OVC, it helps us answer questions from policy makers and the public about OVC funded programs, but ideally if we're all doing it right, this information should actually be really helpful to you, both in understanding how your program is functioning and in being able to demonstrate its success to your community. So if at the end of the presentation you still have any questions, I would encourage you to reach out. Use that chat box. We really want to be sure that you are comfortable with the reporting requirements and understand how all of this information can be helpful to you. So thanks again for participating and now I'm gonna turn it back over to the webinar presentation. Have a good day. - [Liz] Thanks so much Breck. So from here we're gonna go ahead and get started. I'll move to the next slide here to study the learning objectives, and by the end of today's presentation you will learn an overview of performance management at OVC. We will provide an overview of reporting on the required performance measures for the CTAS and VSSA grants program. We will provide some guidance on the processes for accessing the Performance Measurement Tool or PMT system and submitting quarterly and semiannual data reports. We will also provide you with some navigational tips and troubleshooting strategies, and of course some resources and tools at the end of the presentation. As a reminder this webinar is being recorded and it will be available for playback in the near future. So if you do have any questions along the way please use the Q&A chat feature in Webex. So welcome again, and let's go ahead and get started. So as a new grantee, you will become very familiar with PMT definitions including the Performance Measurement Tool which is also known as the PMT. This is going to be our focus in this training and the Grants Management System which is the official system of record for the Office of Justice Programs grants. One key term I want to highlight is performance management, because that is our ultimate goal in collecting data from grantees. Performance management is the systematic use of strategic planning goals, performance indicators, evaluation, analysis, and data-driven reviews, and reporting to improve the results of programs and the effectiveness and efficiency of agency operations. There are two different reports that you as a grantee will be responsible for. First, is the quarterly performance measures data report which collects information on grantee activities. The second report is going to be your semiannual report where you will respond to additional narrative questions related to grantee and sub grantee if applicable, activities. The report is a PDF document that the PMT will automatically generate after you complete two quarters of data. What are your roles as a grantee? You are responsible for managing access to the PMT for your organization so this means identifying who needs to have access for entering and reviewing data as well as maintaining your organization's Profile page. You are responsible for collecting the required performance measure data and this includes setting up data tracking tools for internal processes to make sure your data is thorough and accurate. You're ultimately responsible for completing quarterly data reports and a semiannual report, and then finally if OVC has any questions about your data that was reported in the PMT you play a key role in helping us clarify or update that information. The roles of the OVC staff, is here. We are responsible for managing access to the PMT for your organization. This means identifying who needs to have access for entering and reviewing data and for maintaining your organization's. I apologize. I was reading the wrong slide. Sorry. Let me start over. OVC managers and members of OVC's performance management team perform the following activities related to performance measurement data. Identify appropriate performance measures for grantees to report based on program goals and anticipated outcomes or outcomes. Provide training and technical assistance or TTA including Helpdesk support. On using the PMT system and entering performance data. We review data entered by grantees and sub grantees as applicable to promote consistency and accuracy. While we also analyze that data to develop grant program reports and respond to any data inquiries from OJP. How can you use this TVS data? Data is reported by grantees allows OVC to demonstrate the value and specific benefits of the program to government agencies, the victims services field, the general public, and other stakeholders. OVC uses the data provided by TVS grantees such as yourself to generate an annual report on the program as well as respond to specific inquiries. Grantees can use data to monitor progress and determine whether the organization is on track to meet your project goals and objectives. Grantees can also use data for strategic planning by evaluating past performance and setting reasonable goals, objectives and targets for future programs. As a new grantee point of contact, or POC, the OVC PMT Helpdesk or the existing grantee POC for your organization, can add you to the PMT. After your account is created, which will be if you're a new TVS grantee that will not occur until sometime in December and you'll begin reporting in January, but if you're, after you've created an actual user account you're gonna receive an email from OJP PMT administrator. Here's the email address here indicating you now have access to the OVC PMT. Emails are sent by the system within at least 10 minutes after the request has been sent and then you'll just want to follow the instructions that are provided in the email in order to complete your user account profile. As I mentioned, if your organization receives a new fiscal year 2019 award and your organization has not reported on another award in the Transforming Victims Services section of OVC PMT, then your grant point of contact, that's listed in GMS will have their user account created when we add those new awards to the PMT system, sometime in December, and then after your new fiscal year 2019 award is added to the PMT system, that grant point of contact again, they'll receive an email in order to set up a user account of the system and then once that primary point of contact user account is set up as a user, they can go in and add additional users using a user management feature. If your organization has reported on another award in the TVS section of OVC PMT, then an individual in your organization who currently has a user account, again can log into the system and go to the User Management page to add additional users, so that they too have access to enter data and create reports. Again, as a reminder, if you are new FY 2019 award those new awards will be added to the system some time in December and we will send additional communication and notification with regard to when that happens and what the next steps are. So for new Transforming Services Awards added user accounts will be created in December and then in January, you'll begin reporting for activities that occurred during October to December. It's possible that because you just recently received your award you do not have any grant activity to report, in which case there is an option. Every reporting period where you can select no grant activity. You will need to do this, even if there was no grant activity, in order for your quarterly report to be accepted as complete in the PMT system. For the first couple of quarters, it is very common for new awardees to report no grant activity, and then provide a simple explanation as to why. We're still waiting to receive our funds. We're still in the planning phase, et cetera, and then that will bypass all of the quarterly performance measures in the system and you just need to simply mark that quarterly report as complete and this will all become more clear to you as you get access to the system and we'll go through that in some slides going forward. Each individual using the PMT should have their own user account. For security purposes, users should not share accounts so we ask that each individual user has their own user account. We ask for your full name, which would include your first and last name, your email address, which we prefer to be your work email address, user registration confirmation and any communications sent from the system will go to this email address listed. We also ask for your phone number. This helps us if we need to get in touch with you are unable to reach you via email and should be either your work phone number or the best day time number that we could reach you at if need be. Security challenge and response. We ask a word or phrase or statement or a question. It can be up to 75 characters in length which may aid in verifying your identity in case you forget your password. There are some password rules along with all the other systems out there. We need to meet some requirements, and so if you do happen to forget your password there is an option to retrieve that by answering your security challenge and response, so that's why we have each individual user go through this process. So to log into the PMT site, we're gonna go to this web address here and again, if you're a new 2019 award this information will come once those awards are added in December, but you'll enter in your username and password and then for the best quality experience we recommend using Google Chrome 4.1.0 and above or Internet Explorer 11 to support several new validations and updates that we've made within the system. They really work best with newer versions of these browsers. If grantees have multiple OVC awards, you'll see an option to navigate to each of the awards after logging into the PMT. Once you have created your account, you can update and change your account information and password, by using the links here and if nothing needs to be changed you can simply continue by clicking on OVC PMT. This will gain you access into the system. Once you log in, you will see a top menu bar which can be used to navigate between the different sections of the site. First, you'll see the OVC PMT Homepage which includes general information about your awards as well as the reporting schedule. The Administration page includes the federal award details and user information associated with your organization. Profile tab includes contact information for your organization as well as your organization's point of contact. The reports. I'm sorry, the Enter Data tab, includes, this is where you're gonna actually begin entering your data every reporting period or quarter and then the Reports page is a list of current and past reports, along with the status of each of those quarterly reports. We also have a very handy Help page called Need Help? This is where you would to go to view and access all of the resources about PMT, as well as you have the option of submitting any feedback and questions under this tab as well. The Logout is where you will log out of the system. We do advise if you have finished with each of your sessions, after entering your data and creating reports that you do successfully click the logout button to confirm that your session has ended and no further action needs to be taken. You can of course, always log back in whenever you need to. On our Administration page or tab this is where you're gonna be able to manage your users. You can also delete users from the system. We do ask that you make sure that this information is up to date as much as possible, because again we do use it to send out any communication or notifications with regard to PMT and reporting and resources or any updates. So making sure that your user information is up to date is important. You will want to determine individuals that are within your organization that need access, and then you can select add new user to add that new user, as a user to the system, and then once they're added they're going to email to set up their account. Again, it doesn't just need to be the awards grant point of contact that has access but multiple users can have access to enter data and create reports and this is how you would want to delete a user. If you've got an existing user in there that is no longer with your organization you would want to delete them so that they do not continue to receive emails from us with regard to PMT. On the Federal Award List page, this displays all of the awards that your organization has received. You may use the search fields to filter by selected parameters, and sort the content by clicking on the up and down arrows next to each column header. From this screen, you can also view details, on specific award amounts, as well as view the start and end dates for each award. On the Profile tab, you can view grantee organization, grant information such as the project start and end date and the project award amount. The Profile tab is updated with information from GMS prior to the start of each data submission period. So on a quarterly schedule. After we pull this information from the Grants Management System or GMS it is not editable within the PMT. So any information on the Profile page that is incorrect, you must submit a grant adjustment notice or a GAN in the grants management system or GMS in order to correct this information. While we do get this question a lot, it's important to understand that the PMT and the GMS are two complete separate systems. So if you do have a change in your point of contact you wanna make sure that that change is made in GMS first and then every quarter, we pull that information from GMS to update the award information in the PMT. There may be some time before that information is updated, but eventually it will, and again if you have additional users that need access to the system, you should be able to do so by adding them as additional users until we're able to change this information. So the Enter Data page, that's where all the magic happens, or begins. Once you are ready to enter your data, you will navigate to the Enter Data tab and you will select the reporting period and the information that you need to enter data for. One thing I do want to make note of is if you are not seeing a reporting period as an option you will need to make sure all previous reporting periods have been marked as complete. Completion of reporting periods happen in ascending chronological order. If for whatever reason, the data was not marked as complete, and saved during a previous reporting period, you'll want to go ahead and mark that as complete in order to view the next reporting period. Reporting periods are also based off the start and end date of your award, so it's possible that your award may have received an extension in which case, that extension or that end date would need to be updated within the PMT system and again, that update would occur quarterly when we refresh the PMT system with information that has been updated in GMS. So updates in 2019, I mentioned briefly, we have added some new validations to the PMT system to help the data reporting, and our verification process. Some of our grantees have been reporting for quite some time now have recognized this new addition into the system and it's really just to help increase data accuracy and reduce the need for grantees to have to go back and clarify any inconsistencies. You may notice along the way when you're entering your data, that some numbers might not match up and receive a warning message, giving you specific details in terms of how to fix that information so those numbers are what OVC is expecting to receive based on the questions being asked in the system, and you'll have the opportunity to go back and make any changes that are necessary. Performance data in the PMT is collected on a quarterly basis. Grantees that do not submit data in the PMT by the due date, you may receive a notice from our OVC program specialist to ensure compliance with the quarterly grant reporting requirements. So we wanna make sure that every three month reporting period you've got 30 days to submit that quarterly activity and then make sure that you're marking that quarterly report complete, and then every six months you're also going to get a set of narrative questions. The difference between grantee versus subgrantee reporting for TVS. Quarterly reporting in the PMT is just based on grantee activities. If grantees have subgrantees, grantees should provide each subgrantee with the copy of the TVS Performance Measures Questionnaire and report on the same question banks and shared measures as the grantee. Step one of this process, is you would provide each of your subgrantee organizations with a copy of a fillable PDF, of the TVS questionnaire. This document will allow subgrantees to record their data for the six-month semiannual reporting period, and step two is that you're share this training resource developed by OVC with your subgrantees. Step three, you'll want to communicate directly with your subgrantees regarding internal data submissions, guidelines, and processes, and step four, you'll collect the fillable PDFs from your subgrantees and you will submit these to GMS along with a copy of your semiannual PMT report as an attachment in GMS by January 30th and July 30th. Again, here's that extra step that we need to take, because PMT does not communicate directly with GMS. You're gonna have your subgrantees, if you have sub grantees, it doesn't apply to everyone, if you do have sub grantee organizations that you are sub awarding funds to to provide activities, you will want them to complete this fillable PDF which is available within the PMT and we can also send it to you. You'll collect that information every six months from your sub grantees and then you'll create a copy of your grantee semiannual PMT report in a PDF from the PMT and you'll submit all of these as attachments to GMS every six months by January 30th and July 30th. Briefly mentioned this. If grantees receive notice indicating you have not completed required reporting, you'll wanna log into the PMT, navigate to the Reports page and check your data entry status. If you do have multiple awards you'll want to check the status for each award. Reporting on TVS is award based. For each award that you have received from OVC, data entry status options include not started, which means no data has been entered or saved. In progress, some data has been saved, but the mark data entry complete box has not been selected, or complete, the mark data entry has been completed, checked and everything saved and good to go. So you wanna see that complete status. If you see not started or in progress, you'll wanna go back to your Data Entry page to complete that process. OVC does recognize that some tribal grantees receive funding from other OVC awards. A service should be reported under one program or the other. The same service cannot be reported under multiple programs. Grantees may be able to track victims and services for each award separately to clearly show what victims and services are supported by each award. If you have difficulty, tracking your victims and services for each specific award, work with OVC to identify an appropriate method for prorating all victims services to allocate an appropriate number to the grant. Here I'm just gonna take a quick pause to see if we have any questions that came through that we can answer, and just as a quick reminder, this webinar is being recorded for those that may have joined later on. It will be available for future playback. A link to the recording, a copy of this training presentation along with other PMT resources will be sent via email, probably by the end of this week to all registrants and participants in case someone was unable to attend. Just pause here for a brief second, and we'll get back to you. - [Joselle] All right, thank you so much Liz. Hello everyone. Thank you for joining us. My name is Joselle Shea and I also provide contractor support to OVC's Performance Management Team. Now that Liz has provided an overview of the system and system navigation, I'm going to talk more about the specific question banks and the performance measured data that you'll be entering each quarter. Now each quarter, you'll be entering data on what we call question banks. Those question banks are determined by the solicitation and on the next slide you're gonna see the question banks that are associated with the CTAS and the Tribal Victims Service Set-Aside grant so those question banks include questions on victim services, strategic planning, partnership shared measures, and planning activities, policy and procedural changes, shared measures. Now in order to confirm the question banks that you'll be responding to, you can find what we call a solicitation map on the Need Help? page, and this will also be a resource that we send around to all of you following this webinar. You'll want to look up your solicitation either CTAS or VSSA in that solicitation map to know which question banks apply. I will make a note that we understand that some of our Tribal Set-Aside grantees do not provide victim services. Those grantees will not be responding to the victim services performance measures, but we're gonna review all of the question banks that in general apply to our CTAS and our Tribal Set-Aside grantees. If you do have any questions, about what question banks are assigned to your specific award you can call the OVC PMT Helpdesk and we'll be able to confirm that for you. So now when you select the Enter Data tab as Liz mentioned and select your award and your reporting period, you'll be navigated to the enter data pages. The first question that you'll be asked about is grant activity. Now grant activity is defined as any proposed activity, from your OVC approved grant application that is implemented or executed with OVC grant funds. As Liz mentioned, a quarterly report is due for each quarter, from your award start data through the end of your award. If you have not started grant activity, maybe because you're still awaiting budget clearance. Maybe you still need to hire staff or there is some other extenuating circumstance, then you do have the option of selecting no, there was no grant activity in this reporting period. The system will advance you to submit your report and you won't need to enter any other baseline or current quarter data for the reporting period, but if you did have grant activity your grant was operational, then you'll select the yes radio button to continue with your quarterly reporting. The first question bank we'll look at is related to strategic planning. Now your strategic planning activities are planning efforts that are designed to improve direct services for crime victims. We'll talk a little bit about the current quarter measures but the types of sample grantee activities include things like needs assessments, strategic plans, tribal code updates, et cetera. This question bank has a baseline measure. This is asked just one time during the very first reporting period that you have grant activity. The baseline question for this question bank gathers information about what you plan to do during the award period. So in this case, your baseline measures are going to be the number of improvement initiatives and the number of project deliverables that you plan to implement with your award and any specific underserved populations that you're targeting for services. You may want to talk with your grant manager about the specific improvement initiatives and project deliverables that you plan because for all of your following reporting periods you'll be reporting as to how many of those initiatives and deliverables you completed in the quarter. So as I mentioned then, each quarter you're going to report on the number of planning efforts implemented and the types of planning documents that you completed. So as I mentioned earlier, some sample grantee activities could include needs assessments, strategic plans, tribal code updates, vehicle purchases or leases. We know some grantees are purchasing mobile trailers or homes and furnishings in order to provider services building renovations, et cetera. The strategic planning was a relatively concise question bank. The next question bank we're gonna explore is victim services. This has a number of questions. We'll clock through each of the questions but if you do have any questions after this webinar do reach out to the PMT Helpdesk. Victim services does not have any baseline measures but you will be reporting on the number of victims served, the number of new victims, the types of victimizations experienced and the number and types of services that are provided. Now before you start to enter your data for victim services into the PMT, we recommend that you compile all of your data so that you can quickly enter the final numbers into the PMT system. The one tool we have to help you compile this data is the TVS data template. It's an Excel spreadsheet that includes all of the measures for question bank number seven, victim services. We will share a copy of this template as part of your follow up email with the other resources. Now the spreadsheet is a data tracking tool for grantees and it's collected at the individual victim's level. So you can track data for the victim services for each quarter of the federal fiscal year. Each row within a tab is going to represent an individual client served by your organization and then you can apply the characteristics that apply to that client. So selecting whether they're new or continuing client. Selecting their race, ethnicity, and selecting the types of victimization they experienced and the types of services they received. The spreadsheet will automatically calculate the total for each data point or each column and that total is what you're going to enter into the PMT system. The first couple of questions in victim services relate to population demographics. You're gonna be counting all of the individuals served by the organization with grant funds during the reporting period. So question one is the unduplicated count of people served. This is anyone who is coming to you new for the first time that quarter, plus any individuals who are returning for services that you would have counted as new in previous reporting periods. If your organization, only serves anonymous contacts. For example via a helpline, then you would enter zero in question one. As a reminder, if you have subgrantees those subgrantees are gonna be completing the same question banks as you do. So just as you are gonna count all of the victims that you directly serve through your grant, any subgrantees will also be counting the victims that they serve through their subgrant. Liz mentioned, talked earlier in the presentation about how subgrantees are gonna report their data via the fillable PDF. Question two is the total number of anonymous contact received during the reporting period, so these are contact received through a help line, a hot line, an online chat. Another service where the individuality of each contact cannot be established. If your organization does not serve any anonymous contacts, then you would enter zero, and then question three, new individuals, is what portion of the individuals in question one who received services, were receiving for the first time under the grant? So the number of new individuals should be equal to or less than the total number served. In the first quarter of your award, you'll count all of the individuals that you serve as new individuals, and then after that, only brand new individuals, who have not received services before. If you cannot track who is coming to you new each quarter then you would report zero for new individuals served in question three, and then check the box that you cannot track new individuals. So the next set of questions in question four focuses on the demographics for new individuals that you reported in question three. So the first is related to race and ethnicity. You're going to count each victim in one race, ethnicity category, as they have self-reported. Individuals who self-report in more than one race or ethnicity category are counted in the multiple races category. For example, if an individual self identifies as only Hispanic or Latino, then they would be counted in the Hispanic or Latino race ethnicity category, but if an individual identifies as Black or African American and Hispanic or Latino then the client would be reported in the multiple races category. You will also have the option of indicating that an individual did not report their race or ethnicity. For gender, you'll also enter the number of victims. For the total for each gender categories. Should equal the number of victims reported in question three. Count each victim only once. If someone has reported as other gender. They don't select male or female. They select other. Then you will have the option to describe that in the narrative field. We encourage you to be as brief and consistent with your terminology as possible, which helps us to analyze the data. So for example, we can calculate how many individuals identify for example as transgender, by using keyword searches in this column and then the last demographic category is age and this should reflect the age at the time of the crime reported on the intake form. Question five starts to ask about victimization types. There are 25 different types of victimization in the PMT available for selection. These victimization types are not meant to reflect formal legal definitions defined by a statute in a particular jurisdiction. So think about them more broadly and you may select all of the victimization types that apply to an individual for whom you are providing services. Now, one question we get is if an individual is being served multiple times over a long period, how do we count their victimization types? For example, a person may be a victim of domestic violence over a long period of time and they suffer many individual assaults. Now that individual is still presenting a single victimization type, domestic violence, and you would report the victimization one time as domestic violence. The intent of this question is to capture how many people present with each victimization type during the reporting period. Not to measure how often services were provided. That is covered in the direct services section. Now OVC understands that in the cases of a hotline you may not be able to identify the type of victimization experienced by someone that you served. In those instances, you should include unknown victimization types in your response to other victimization types. Moving along, question 5B, gathers information on how many individuals who received services presented with more than one victimization type and question 5C asks about the number of individuals who self-identify in one or more of the categories that you see on this screen. Moving along to question six, question six asks you for the number of individuals who receive any level of assistance in completing a victim compensation application during the reporting period, so you wanna count individuals even if they do not submit the application. So the final questions in this question bank focused on services provided. So the first question, question seven, gives you five broad categories of services. This asks you to report on the types of services provided by your organization during the reporting period. Such as information and referrals, personal advocacy and accompaniment, emotional support or safety services, shelter or housing services, and criminal civil justice system assistance. So first step is selecting, checking the boxes for what services you provide. Upon selecting these categories the PMT system is then going to display question eight only for the categories that you selected. As Liz mentioned, this is one of the functionalities that works best with Google Chrome 4.1.0 and above or Internet Explorer 11 or above. If you have an older browser, this particular feature may not work and display properly. If that happens, you can contact the OVC team Helpdesk for support. Looking at question eight, question eight asks you to select for each of the service categories select in question seven, you're then gonna be asked about question eight, which is collects data on both the number of individuals who receive each category of service and then the number of times each subcategory of service is provided. So if you think about it, when you talk about the number of times a service is provided, every person who is in the category should receive a service at least once. So when you add how many times the services are delivered, so sub category A1 plus A2 plus A3 plus A4, the total number of times those services are provided should be equal to or greater than the number of people who received those services. If you do have any questions as I said about the validations or how to count the number of people or number of times a service is provided do contact the PMT Helpdesk. Grantees are also gonna respond to two additional question banks and these are relatively short. So the partnerships shared measures are answered by grantees that have activities and strategic planning. There aren't any baseline measures and for the current quarter you'll report on the number of new formal collaboration agreements and new letters of support that you secured as part of your grant program. After reporting on the number of agreements that you received or executed, then you'll report on the level of engagement from your different partners. You'll see a list of many different types of partners that you may be working with. For example, pretrial service organizations, law enforcement agencies, mental health providers. So for each category you'll respond to the statement, this partner is actively involved in the program and you can agree or disagree on a scale. You may not have partners in all of those categories. That's fine. You can always indicate N/A or not applicable for that category. You might have multiple partners in a category. Maybe you're working with several law enforcement agencies. If you do have multiple partners in a category look at them collectively and make your best assessment on how engaged that group of partners is. You might wanna talk within your organization or with your grant manager about how to assess engagement of partners to help you answer the question. Then the final question bank that our CTAS and Tribal Victim Services Set-Aside Grantees respond to is related to planning activities, policy and procedural changes. So these apply to grantees that again engage in that strategic planning activity. There are no baseline questions and there are just two measures that you'll report on each quarter. The number of planning activities undertaken and the number of agency policies or procedures created, amended, or rescinded during the quarter. Now sometimes we do get questions from grantees. Exactly what do we consider a policy or what is considered a procedure? A policy is a plan or specific course of action that guides the general goals and directives of programs and or agencies, and a procedure is the established or correct method of doing something. So when you respond to this question, you'll want to include policies and procedures that are relevant to the topic area of the program or that affect your program operations. Now to wrap up, after you have responded to all of your performance measures for the quarter you'll be directed to the Review page. This page will allow you to review your responses to all of the performance measures and flag if any items were left blank. You can always navigate back to the relevant Data Entry page if you need to fill in any missing information or correct a typo. At the bottom of that Review page, will be a confirmation heading. You'll check the box to mark your data as complete and then click Save. Now once you click Save, your report will lock, so you won't be able to make further edits. If you click Save, and then you realize that you need to change a response you'll need to contact the OVC PMT Helpdesk so they can unlock your report for you and you can make the edits, and then resave your information. Just as a reminder, you do want to submit the report for each reporting period during your work period. So even if your budget has been cleared. You haven't hired all of your staff. Even if you have no grant activity, you still want to click that no grant activity button and it will navigate you to the Review page, so that you can check the box mark data entry as complete, and then your grant manager knows that you have completed your report but you didn't have any grant activity in the quarter. Every quarter, data analysts from the OVC Performance Management Team do review the data. Sometimes, we email grantees if we have any questions about the data that they've entered, so that we can get clarification. That just helps us confirm the data and to better understand the context of the situations surrounding the grantees activities. We do ask that you try to respond promptly to any of those emails, to confirm that the data is accurate. Now the last portion of reporting is related to the semiannual narrative report. So even in addition to the quarterly data in PMT every six months you're also going to submit a semiannual report in GMS. You'll respond to these narrative questions based on the entire six-month period. These are narrative questions in terms of your accomplishments and any challenges that you face. You might want to prepare your responses in another document, and then copy them into the system for easy data entry. Then you will save your responses as part of your submission. As Liz mentioned before if you do have any subgrantees your subgrantees will report on their activity in question eight. You'll provide a summary of what your subgrantees did and then each subgrantee will complete that fillable PDF of their performance measures for you to upload into GMS. In the interests of time, I'm not gonna spend too much time on generating the semiannual report. Once you have answered your questions you will navigate to the reports page and you'll see an option in the reporting period for the semiannual report. It's in the right hand column. You'll click the button, semiannual report and the system will automatically generate that PDF document. You don't need to enter any additional information. The system will generate that semiannual report for you and then you'll save that to your computer and upload it into GMS. The last few slides here, we have a couple of general troubleshooting steps. I'll highlight just a few. I think a main one is to remember to periodically click Save and continue to ensure that the data you entered is saved in the system. The system will time you out after 30 minutes of inactivity and simply typing in data is not recognized as activity in the system. You need to click Save and continue or navigate to another page, so do click that periodically so that you don't lose data. The system will provide hints in terms of fields with labeled number or number required. To prompt you to enter a numeric response as opposed to text, and when you are entering numeric data we do ask that if you have a value of zero it actually represents that no services or no people were served. It's the true value of zero. If data in a field is not applicable then you can enter N/A or leave it blank if it's not required. If you do encounter any type of system errors, you can always try to log out of your account and log back in with the same or a different browser, and then you can always contact the OVC PMT Helpdesk if you need assistance or have any questions. Just as a reminder on some of our resources I've mentioned the OVC PMT Helpdesk a number of times, but as Liz also mentioned, we are recording this webinar so it will be available for playback shortly. We'll also send you a followup email which will include a number of resources, including that solicitation map, the system user guide, and the data collection spreadsheet for victim services questions. All of those resources are going to be added soon to the Need Help? page, in the PMT system and on the next slide, you'll be able to see the contact information for our PMT Helpdesk. The Helpdesk is available from 8:30 until 5:00 Eastern time on weekdays except federal holiday. You can call or you can email and the contact information is on the system there. I know that we are just at the top of the hour so I do wanna wrap up and thank everyone for attending today. I know that this was a lot of information but we do have the Helpdesk available to you. We can also provide one on one support if you want to walk through anything in this system or if you do have any questions about how to collect data on your program activities or report it into the system, please just reach out and we are more than happy to help. Thank you all. I hope you have a wonderful afternoon.