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Annual Progress Report

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STOP Program Annual Progress Report

OMB Clearance # 1122-0003    Expiration Date: 4/30/2017

SECTION A1 — General Information

Grant Information

1. Date of report:

2. Current reporting period:

3. Subgrantee name:

4. Subgrant number(s):

5. Type of funded organization (check one):

Community-based organization

Court

Domestic violence program

Domestic violence state coalition

Dual program (sexual assault and domestic violence)

Dual state coalition (sexual assault and domestic violence)

Government agency

Law enforcement

Probation, parole, or other correctional agency

Prosecution

Sexual assault program

Sexual assault state coalition

Tribal coalition

Tribal government

Tribal sexual assault and/or domestic violence program

Unit of local government

University/school

Other (specify):

5a. Is this a faith-based organization?

5b. Is this a culturally-specific community-based organization?

6. Point of contact (person responsible for the day-to-day coordination of the subgrant)

7. Does this subgrant specifically address tribal populations?

8. Percentage of subgrant funds directed to each area:

Sexual assault
Domestic violence/dating violence
Stalking
TOTAL (must equal 100%)

SECTION A2 — Staff Information

Were STOP Program grant funds used to fund staff positions during the current reporting period?

Yes — answer question 9

No — skip to Section B

9. Staff FTEs

Report staff by function and enter FTE values.

Administrator
Attorney
Counselor
Court personnel
Information technology staff
Investigator (prosecution-based)
Law enforcement officer
Legal advocate
Paralegal
Probation officer/offender monitor
Program coordinator
Prosecutor
SAFE/SANE
Support staff
Trainer
Translator/interpreter
Victim advocate
Victim assistant
Other (specify)
TOTAL

SECTION B — Purpose Areas

10. Statutory purpose areas (check all that apply):

Training law enforcement officers, judges, other court personnel, and prosecutors

Specialized units

Policies, protocols, orders, and services

Data collection and communication systems

Victim services programs

Programs to address stalking

Addressing the needs and circumstances of American Indian tribes

Supporting statewide multidisciplinary efforts

Training of sexual assault forensic medical personnel examiners

Programs to assist law enforcement, prosecutors, courts, and others for older/disabled women

Assisting victims of sexual assault and domestic violence in immigration matters

Maintaining core victim services and criminal justice initiatives

Supporting the placement of special victim assistants

Crystal Judson Domestic Violence Protocol Program

SECTION C — Function Areas

C1 Training

Were STOP Program funds used for training during the current reporting period?

Yes — answer questions 11-14

No — skip to C2

11. Training events provided:

12. Number of people trained:

13. Training content areas (check all that apply):

14. Optional additional information:

C2 Coordinated Community Response

15. CCR activities during the current reporting period:

16. Optional additional information:

C3 Policies

Were STOP Program funds used to develop, substantially revise, or implement policies or protocols?

Yes — answer questions 17-18

No — skip to C4

17. Types of protocols and/or policies developed:

18. Optional additional information:

C4 Products

Were STOP Program funds used to develop, substantially revise, and/or distribute products?

Yes — answer question 19

No — skip to C5

19. Product development, revision, and/or distribution:

C5 Data Collection and Communication Systems

Were STOP Program funds used to develop, install, or expand data collection and/or communication systems?

Yes — answer questions 20-21

No — skip to C6

20. Use of STOP Program funds for systems (check all that apply):

Develop new systems

Install systems

Expand existing systems

Link existing systems

Share information with partners

Manage data collection and communication

Purchase computers and other equipment

21. Purpose of systems:

C6 Specialized Units

Were STOP Program funds used for specialized units in the criminal justice system?

Yes — answer questions 22-23

No — skip to C7

22. Use of STOP Program funds for specialized units:

23. Victimizations addressed by specialized units:

C7 System Improvement

Were STOP Program funds used for system improvement during the current reporting period?

Yes — answer question 24

No — skip to section D

24. Use of STOP Program funds for system improvement:

SECTION D — Victim Services

Were STOP Program funds used to provide victim services?

Yes — answer questions 25-32

No — skip to section E

25. Number of primary victims/survivors served, partially served, and not served:

Served
Partially served
Total served and partially served
Victims/survivors seeking services who were not served

26. Number of secondary victims served:

27. Reasons primary victims/survivors were not served or partially served:

28. Demographics of primary victims/survivors served or partially served:

29. Victims/survivors’ relationships to offender by victimization:

30A. Victim services:

30B. Shelter services:

30C. Hotline calls:

30D. Victim-witness notification/outreach to victims/survivors:

31. Protection orders:

32. Optional additional information:

SECTION E1 — Criminal Justice System: Law Enforcement

Were STOP Program funds used for law enforcement activities?

Yes — answer questions 33-36

No — skip to E2

33. Activities:

34. Victim/survivor referrals to victim services:

35. Protection orders:

36. Optional additional information:

SECTION E2 — Prosecution

Were STOP Program funds used for prosecution activities?

Yes — answer questions 37-43

No — skip to E3

37A. Number of cases received, accepted, declined, or transferred:

37B. Reasons for declining cases:

38. Disposition of cases:

39. Optional other issues present in cases that reached disposition:

40. Tribal subgrantees:

41. Victim/survivor referrals to victim services:

42. Protection orders:

43. Optional additional information:

SECTION E3 — Courts

Were STOP Program funds used for courts during the current reporting period?

Yes — answer questions 44-51

No — skip to E4

44. Number of criminal cases:

45. Disposition of criminal cases:

46. Judicial monitoring:

47. Disposition of violations:

48. Victim/survivor referrals to victim services:

49. Civil protection orders:

50. Criminal protection orders:

51. Optional additional information:

SECTION E4 — Probation and Parole

Were STOP Program funds used for probation and parole during the current reporting period?

Yes — answer questions 52-56

No — skip to E5

52. Number of offenders:

53. Monitoring activities:

54. Dispositions of violations:

55. Victims/survivor referrals to victim services:

56. Optional additional information:

SECTION E5 — Batterer Intervention Program (BIP)

Were STOP Program funds used for BIP during the current reporting period?

Yes — answer questions 57-59

No — skip to section F

57. Offenders in program:

58. Outcomes:

59. Length of BIP in weeks:

SECTION F — Narrative

60. What do you see as the most significant areas of remaining need?

61. What has STOP Program funding allowed you to do that you could not do prior to receiving this funding?

62. Additional information about your STOP Program subgrant and/or effectiveness of your grant:

63. Additional information about the data submitted:

Signature of authorized representative

Date

Printed name and title

Organization

Enter text✕

What an Annual Progress Report Is and When It’s Used

An Annual Progress Report documents a project, program, or organizational activities and outcomes for a defined 12‑month period. It typically summarizes objectives, milestones achieved, performance metrics, budget versus actuals, and planned next‑year activities. Depending on context the report may be required by a board, funder, regulator, or internal governance process and can serve as a public accountability record, a funding compliance deliverable, or an internal performance review tool. Versions range from short executive summaries to multi‑section technical reports with attachments and financial schedules.

Why a Clear Annual Progress Report Matters

A well‑structured Annual Progress Report provides transparency for stakeholders, documents compliance with contracts or grants, and creates a record for performance review and planning.

Why a Clear Annual Progress Report Matters

Who Prepares and Reviews an Annual Progress Report

Internal program managers, grant administrators, or designated reporting officers usually prepare the report; executive leadership and boards commonly review it before distribution.

  • Program Manager or Director responsible for compiling metrics, narrative, and attachments for accuracy and completeness.
  • Finance Officer or Budget Analyst who verifies expenditures, reconciles budget variances, and attaches financial schedules.
  • Executive or Board Reviewer who validates strategic alignment and approves dissemination to external stakeholders.

Responsibility and approval lines should be documented in the report cover page or metadata to make signatory authority and accountability explicit.

Core Sections to Include in a Professional Annual Progress Report

Organize the report into clear sections so reviewers can locate narrative, metrics, and supporting documentation quickly.

Executive Summary

One‑page overview that highlights key achievements, shortfalls, and priorities for the coming year to orient readers and decision makers.

Objectives & Outcomes

Clear restatement of goals with measurable outcomes, indicators used, and whether targets were met, partially met, or unmet with brief explanations.

Performance Data

Tabular and graphical presentation of metrics, data sources, and methodology so comparisons to prior years are reproducible and auditable.

Financial Summary

Budget vs. actuals, explanations for variances, and any grants or restricted funds reconciled to the project ledger for auditing.

Risks & Issues

Known operational or compliance risks, mitigation actions taken during the year, and outstanding items requiring board or funder attention.

Attachments

Supporting documents such as detailed budgets, timesheets, monitoring reports, or third‑party evaluations referenced in the main text.

Required Information Typically Captured

Report Period: Start and end dates
Authoring Entity: Legal name of organization
Contact Person: Name and role
Funding Sources: Grant or contract identifiers
Signature Block: Authorized signer name
Attachments List: Filenames and descriptions

Key Risks and Consequences of Incorrect Reporting

Contract Noncompliance: Loss of funding
Audit Findings: Repayment obligations
Regulatory Exposure: Enforcement actions
Data Integrity: Misleading decisions
Reputational Harm: Stakeholder distrust
Late Submission: Penalties or withheld payments

Common Preparation Pitfalls to Avoid

  • Missing or inconsistent data: mixing different reporting periods or unaligned metrics creates reconciliation problems and reduces credibility.
  • Unclear authorship and approval: absent signature blocks or no documented approver can delay acceptance by funders or boards.
  • Insufficient supporting records: failing to attach source documents increases the likelihood of audit requests and findings.
  • Overly technical narrative: excessive jargon or long blocks of text make it hard for nontechnical reviewers to assess progress quickly.

Step‑by‑Step: Preparing the Annual Progress Report

Follow a sequential approach to gather data, draft content, validate figures, and obtain approvals before final distribution.

  • 01
    Collect Data: Assemble metrics, budgets, and evidence from official sources.
  • 02
    Draft Narrative: Write objectives, results, and explanatory notes with clarity.
  • 03
    Review & Reconcile: Cross‑check figures against accounting and monitoring systems.
  • 04
    Approve and Sign: Obtain required signatories and record approval dates.

Typical Review and Submission Flow

A predictable routing pattern reduces delays: data owners, finance review, executive approval, then submission to external recipients.

  • Data Owner: Prepares metrics and evidence for review.
  • Finance Review: Verifies budget, reconciles discrepancies.
  • Executive Approval: Signs off on narrative and recommendations.
  • Distribution: Send final report to board, funder, or regulator.

Configuring an Electronic Workflow for This Report

Set up a digital routing workflow to collect signatures, track approvals, and store the final report with an audit trail.

Field Configuration
Signature Order Sequential routing: data owner → finance → executive
Authentication Email link with SMS code for external reviewers
Attachments Require uploaded supporting files before signing
Retention Automatically save to secure document repository

Digital Signing and eSubmission Considerations

Choose a platform that supports secure signatures, audit trails, and the integrations you need for storage and workflow automation.

  • File Formats: PDF and DOCX are standard
  • Integrations: Connects with cloud storage and CRMs
  • Security: TLS and AES‑256 encryption

Verify the platform’s compliance posture (HIPAA, SOC 2, ESIGN/UETA) and confirm whether a BAA or other agreement is required for protected data.

Typical Timing and Deadlines to Track

Establish internal milestone dates and confirm external submission deadlines specified by funders, regulators, or governing bylaws.

Internal Draft Deadline:

Set a target 30 days after fiscal year end for collected data and preliminary narrative.

Finance Reconciliation Cutoff:

Allow 45 days post‑year end for final account reconciliations and adjustments.

Executive Review:

Schedule at least 7–14 days for senior review and edits before final signoff.

Funder Submission:

Follow the funder or contract terms; many require submission within 60–90 days of year end.

Public Disclosure:

If publicly posted, coordinate release with stakeholder communications and compliance approvals.

Typical eSignature Vendor Pricing and Feature Overview

Choose a vendor that meets your compliance and volume needs; the table compares starting prices and common enterprise features across leading providers.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial Yes, 7‑day trial Yes, trial available Yes, trial available Yes, trial available Yes, trial available
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Frequently Asked Questions About the Annual Progress Report

Answers to common questions about validity, signatures, submission, and revisions to help avoid delays or compliance issues.


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