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Subcontractor Programmatic Progress Report

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Connecticut Department of Public Health
Public Health Emergency Preparedness (PHEP)
Subcontractor Programmatic Progress Report
FY 2019-2024

Budget Period:     Quarter:

Region:

Subcontractor Local Health Department/District:

Subcontractor Director of Health:

Director of Health Review Status: Reviewed

Date of Submission to Fiduciary:

Name of Person Completing Form:

1. Administration and Planning

Indicate below if the subcontractor’s local public health emergency response plan was updated and signed by the Chief Elected Official or Board Chair. Must be done at least once every other year. (4.E.5.c)

Budget Period Reviewed for the Budget Period? Signed by the CEO or Board Chair? Plans/Sections Updated?
BP1
BP2
BP3
BP4
BP5

2. Indicate the two capabilities and functions, from the latest CDC PHEP Capability Guidance, that the subcontractor identified to improve upon for each budget period. This should reflect what work the subcontractor is focusing on at a local level but may also align with the regional capabilities. (4.E.5.e)

Budget Period 1

Capability 1:

Function:

Capability 2:

Function:

Budget Period 2

Capability 1:

Function:

Capability 2:

Function:

Budget Period 3

Capability 1:

Function:

Capability 2:

Function:

Budget Period 4

Capability 1:

Function:

Capability 2:

Function:

Budget Period 5

Capability 1:

Function:

Capability 2:

Function:

3. Please, submit an updated list of the Access and Functional Needs groups/organizations in your jurisdiction to the Contractor. There is no required format unless otherwise indicated by the Contractor. (4.E.5.h)

Local Access and Functional Needs List submitted with this report?:

4. Quarterly Updates for Regional MCM Action Plan

Indicate the quarterly updates provided to the contractor for the Regional MCM Action Plan. Reference the contract for specific items that can be included in the updates. (4.E.5.h.i)

Budget Period 1

Quarter 1:

Quarter 2:

Quarter 3:

Quarter 4:

Budget Period 2

Quarter 1:

Quarter 2:

Quarter 3:

Quarter 4:

Budget Period 3

Quarter 1:

Quarter 2:

Quarter 3:

Quarter 4:

Budget Period 4

Quarter 1:

Quarter 2:

Quarter 3:

Quarter 4:

Budget Period 5

Quarter 1:

Quarter 2:

Quarter 3:

Quarter 4:

5. Required Forms Submission

Indicate if the relevant forms were submitted to the Contractor 30 days prior to a scheduled PHEP ORR or by June 1st on non-ORR years for each Budget Period. (4.E.5.i.)

Required Forms Budget Period 1 Budget Period 2 Budget Period 3 Budget Period 4 Budget Period 5
Jurisdictional Data Sheet
Distribution and Dispensing Planning Forms (RDS Only)

6. WebEOC Profiles/User Accounts

Indicate the WebEOC profiles/user accounts for your jurisdiction for each Budget Period. (4.E.5.k)

WebEOC Accounts (Staff Names) Budget Period 1 Budget Period 2 Budget Period 3 Budget Period 4 Budget Period 5
Staff Name 1
Date Accounts were Updated
Date WebEOC was last Accessed

Drills and Exercises

Call Down Drills (4.E.6.b.i)

Please record the call down drills completed for each budget period and indicate if the call-down drill form was submitted to the Contractor.

Budget Period Date Conducted Form Submitted
1
2
3
4
5

Site Activation, Staff Notification, and Facility Set Up POD/POV Drills (4.E.6.b.ii)

Complete the sections below for each of the designated POD/POVs in your jurisdiction that were exercised with the three (3) required drills. Refer to guidance and the PHEP Contract for drill requirements. All subcontractors may host a different number of POD sites and may not complete all POD reporting sections provided below.

Point of Dispensing #1

Staff Notification Drill

Site Activation Drill

Facility Set Up Drill

Date Completed:

POD Name:

POD Location (Address):

Select the Partners that were included in the drills:

Access and Functional Needs Groups (Vulnerable Populations)

Critical Workforce Groups

Healthcare Partners

Visiting Nurse Associations

Volunteer Organizations (MRC, ARC, CERC)

Local Emergency Services (Fire, Police, EMS)

Emergency Operations Personnel including local EMD

Other:

Operational Forms for the 3 Drills reviewed and submitted to the Contractor: Yes No

Date of Submission:

Point of Distribution #2

Staff Notification Drill

Site Activation Drill

Facility Set Up Drill

Date Completed:

POD Name:

POD Location (Address):

Select the Partners that were included in the drills:

Access and Functional Needs Groups (Vulnerable Populations)

Critical Workforce Groups

Healthcare Partners

Visiting Nurse Associations

Volunteer Organizations (MRC, ARC, CERC)

Local Emergency Services (Fire, Police, EMS)

Emergency Operations Personnel including local EMD

Other:

Operational Forms reviewed and submitted to the Contractor: Yes No

Date of Submission:

Point of Distribution #3

Staff Notification Drill

Site Activation Drill

Facility Set Up Drill

Date Completed:

POD Name:

POD Location (Address):

Select the Partners that were included in the drills:

Access and Functional Needs Groups (Vulnerable Populations)

Critical Workforce Groups

Healthcare Partners

Visiting Nurse Associations

Volunteer Organizations (MRC, ARC, CERC)

Local Emergency Services (Fire, Police, EMS)

Emergency Operations Personnel including local EMD

Other:

Operational Forms reviewed and submitted to the Contractor: Yes No

Date of Submission:

Point of Distribution #4

Staff Notification Drill

Site Activation Drill

Facility Set Up Drill

Date Completed:

POD Name:

POD Location (Address):

Select the Partners that were included in the drills:

Access and Functional Needs Groups (Vulnerable Populations)

Critical Workforce Groups

Healthcare Partners

Visiting Nurse Associations

Volunteer Organizations (MRC, ARC, CERC)

Local Emergency Services (Fire, Police, EMS)

Emergency Operations Personnel including local EMD

Other:

Operational Forms reviewed and submitted to the Contractor: Yes No

Date of Submission:

Point of Distribution #5

Staff Notification Drill

Site Activation Drill

Facility Set Up Drill

Date Completed:

POD Name:

POD Location (Address):

Select the Partners that were included in the drills:

Access and Functional Needs Groups (Vulnerable Populations)

Critical Workforce Groups

Healthcare Partners

Visiting Nurse Associations

Volunteer Organizations (MRC, ARC, CERC)

Local Emergency Services (Fire, Police, EMS)

Emergency Operations Personnel including local EMD

Other:

Operational Forms reviewed and submitted to the Contractor: Yes No

Date of Submission:

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What the Subcontractor Programmatic Progress Report Is

A Subcontractor Programmatic Progress Report is a structured periodic document subcontractors submit to prime contractors, project managers, or funding agencies to describe work completed, milestones reached, expenditures, and issues affecting deliverables. It consolidates schedule updates, percent complete, budget-to-date, and supporting evidence such as photos, invoices, or test results. Agencies and contract administrators use the report to verify performance, authorize payments, and create an audit trail. Format and required fields vary by contract, grant, or prime contractor procedure; reports may be submitted on paper, as PDF attachments, or by secure electronic submission with an audit trail.

Why this Report Matters for Contract Performance

Consistent programmatic reporting clarifies progress, links payment to deliverables, limits disputes, and creates documented evidence for audits and compliance reviews. It supports invoicing, change-order tracking, and timely corrective actions.

Why this Report Matters for Contract Performance

Who Prepares and Reviews These Reports

Typical participants in preparing and reviewing progress reports include field supervisors, subcontractor PMs, and contract administrators.

  • Prime contractor administrators who consolidate subcontractor inputs for agency reporting and payment approval.
  • Subcontractor project managers responsible for compiling progress, costs, and corrective actions each reporting period.
  • Agency program officers or contracting officers who review reports for compliance and funding disbursement.

Each stakeholder uses the report differently: subcontractors supply data, primes integrate it, and agencies or owners verify compliance and authorize funds.

Essential Sections to Include in a Professional Report

A complete report is organized to make verification fast: identification, timeline, summary, deliverables, finances, and risk or corrective actions.

Project ID

Unique contract or PO number plus project name to ensure the report maps to the correct scope and payment stream.

Reporting Period

Clear start and end dates for the interval covered; ties progress and expenditures to a defined period for auditability.

Progress Summary

Concise narrative of completed work, percent complete, and comparison to baseline schedule or milestones.

Deliverables & Milestones

List of deliverables due, status (complete/ongoing/delayed), and expected completion dates for outstanding items.

Budget / Costs

Cumulative costs to date, invoiced amounts, remaining budget, and variances with brief explanation for material deviations.

Issues & Actions

Current risks, blocking issues, corrective steps with owners and target dates to demonstrate remediation progress.

Required Identifiers and Metadata

Subcontractor ID: Legal entity identifier
Contract/PO Number: Prime contract reference
Reporting Dates: Start and end dates
Authorized Signer: Name and title
Attachments: Invoices or deliverables
Version Number: Document revision

How to Complete the Report, Step by Step

Follow these steps each reporting period to ensure clarity and consistent approvals.

  • 01
    Gather Records: Collect invoices, timesheets, photos, and inspection reports for the period.
  • 02
    Populate Fields: Enter identification, dates, percent complete, and costs in the form.
  • 03
    Attach Evidence: Upload supporting files and label them by line item.
  • 04
    Sign and Submit: Have authorized signer eSign or wet-sign and route to the prime or agency.

Configuring an Online Reporting Workflow

Set these workflow elements when automating report capture and routing to reduce manual handoffs.

Field | Configuration Required | Optional | Conditional
Template Name Standardized template per contract
Signer Order Subcontractor then prime then agency
Authentication Email + SMS code or platform SSO
Notifications Automatic reminders at 5 and 2 days before due

Where to Send or File Completed Reports

Choose the destination required by the prime contract or funding agency and confirm delivery receipts.

  • Prime Contractor Portal: Upload into the prime contractor’s contract management system.
  • Agency e-Portal: Submit to the government agency’s designated reporting portal.
  • Email to Admin: Send PDF attachments to the official contract administrator email.
  • Document Repository: Store signed copies in the project document control system with versioning.

Delivery and eSubmission Options to Consider

Determine whether the recipient requires an e-submission, file format, or an authenticated eSignature method before sending.

  • PDF / DOCX: Common accepted formats
  • eSignature Platforms: Platform audit trail required
  • Secure Portals: SFTP or portal upload

Verify integration needs (for example, NetSuite, Salesforce, or SharePoint) and authentication level; many organizations accept standard eSignatures under ESIGN but may require MFA or RON for notarized records.

Typical Timing and Submission Deadlines

Common reporting cadences and deadlines tied to payment cycles and contract clauses.

Monthly Reports Due:

Often due within 10 business days after period end

Interim Milestones:

Reports tied to milestone completion for progress payments

Final Closeout Report:

Usually required within 30–90 days of contract end

Correction Window:

Primes may request corrections within 15 business days

Audit Access:

Maintain records for audit period requested by owner or agency

Common Mistakes That Slow Approval

  • Missing or inconsistent contract identifiers that prevent matching the report to invoices and delay payment by days or weeks.
  • Incomplete supporting documentation such as unsigned invoices or unlabeled photos, which trigger review cycles and questions from auditors.
  • Incorrect cost categorization or math errors that require rework and may prompt audit scrutiny of related billing.
  • Unsigned or improperly authorized signatures, including use of an unauthorized signatory, which can invalidate the submission.

Consequences of Inaccurate or Late Reports

Payment Delays: Withholding of payment
Audit Findings: Increased oversight or rebates
Contract Breach: Default remedies possible
Withholding: Retainage or offsets
Tax Impacts: Incorrect 1099 reporting
Reputational Risk: Lower ranking for future awards

Comparison of eSignature Vendors for Progress Report Workflows

Select a signing solution based on price, HIPAA support, bulk send needs, and envelope limits; signNow is listed first for reference.

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 7-day free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently Asked Questions and Troubleshooting

Answers to frequent questions about execution, eSign validity, corrections, and storing signed Subcontractor Programmatic Progress Reports.


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