Final Narrative and Expenditure Reports - Hablamos Juntos

FINAL NARRATIVE AND EXPENDITURE REPORTS
PLANNING PHASE GRANTS
FREQUENTLY ASKED QUESTIONS
Q. What is the purpose of the Final Narrative Report
The final narrative report is required by the Robert Wood Johnson Foundation for all
grants that are coming to a close. The report structure is designed to provide the
Foundation with clear information about the impact and outcomes from the investment of
funds in your local planning process.
Q. Who will review the report
The Final Narrative Report will be reviewed by both RWJF and the National Program
Office. The Reports will be reviewed to assess whether they are complete and provide
sufficient and satisfactory information. Acceptance of the report is essential for triggering
the release of any grant funds retained by RWJF that are due to the grantee. It also
formally closes out the Planning Phase grants and makes way for initiating the
Implementation Phase grants. A new grant identification number will be issued under the
Implementation Phase. No grant payments can begin under the Implementation Phase
until the Planning Phase grant has been closed out.
Q. Are there any other conditions that must be met to close out the Planning Phase
grants
The NPO must have received all required deliverables and any pending items. These may
include submitting consultant/contract detail forms that have been updated or changed in
the course of the planning process or those that are for more recent consultants engaged in
the project.
Q. What is the format of the Final Report
The maximum length of the Final Narrative Report is ten pages including any charts and
tables, with a preferred length of five to seven pages. Use a 12-point font, one-inch,
margins, and single-line spacing. You are required to incorporate the following seven
questions as bold italicized subheadings:
1. What measurable goals did you set for this project and what indicators did you use
to measure your performance To what extent has your project achieved these goals
and levels of performance
2. Did the project encounter internal or external challenges How were they
addressed Was there something RWJF could have done to assist you
3. Have there been other sources of support
4. What lessons did you learn from undertaking this project

5. What impact do you think the project has had to date Who can be contacted a few
years from now to follow up on the project
6. What are the post-grant plans for the project if it does not conclude with the grant
7. With a perspective on the entire project, what have been its key publications and
national/regional communications activities Did the project meet its
communication goals
Do not include appendices, attachments, or exhibits in your report except as noted in the
Robert Wood Johnson Foundation Grantee Reporting Instructions . Although the
Bibliography is a part of the Final Report, it is a distinct report with its own cover sheet.
Q. What are the requirements for the cover page
The cover page should be prepared on a sheet of your organization or institution
letterhead. Be sure to include address, phone numbers, and email address if these are not
already printed on your letterhead. Make sure that you date this page and include a title
that conforms to the following format:
FINAL NARRATIVE REPORT
(You local demonstration site name)
Hablamos Juntos National Program
(Five digit grant identification number)
(The dates covered by the entire grant)
(The total amount of the grant)
(The goal of the project as described in the proposal)
Q. Do we send the reports to the Foundation or to the NPO
Both the Foundation and the NPO must receive copies of the report for review and
approval. Please address the reports as follows:
Sophia Kounelias
Financial Analyst
The Robert Wood Johnson Foundation
P.O.Box 2316
Princeton, NJ 08543-2316
Rosa Ramirez
Deputy Director
Hablamos Juntos
Tomás Rivera Policy Institute
University of Southern California
School of Policy, Planning & Development
650 Childs Way, Lewis Hall, Room 102
Los Angeles, CA 90089-0626
The Foundation receives two copies of the Final Narrative Report and two copies of the
Financial Expenditure Report. The NPO receives one hardcopy of the Report, one
hardcopy of the Financial Expenditure Report, one electronic copy of the Report, and one
electronic copy of the Financial Expenditure Report.

Q. Can we submit the reports electronically
You must submit hardcopy Reports to the Foundation. The Foundation receives two
printed copies of the Final Narrative Report and two printed copies of the Financial
Expenditure Report.
You must submit hardcopy Reports to the NPO and electronic versions. Be sure that you
send the NPO one printed copy of the Final Narrative Report, one printed copy of the
Financial Expenditure Report, one electronic copy of the Final Narrative Report, and one
electronic copy of the Financial Expenditure Report. Electronic submissions must be
emailed to the NPO at the following email address: info@hablamosjuntos.org
Q. When are the Final Narrative Report and Financial Expenditure Report due
Both reports are due by October 31, 2003. We encourage our grantees to submit them
earlier to ensure that any changes or revisions that need to be made can occur before the
October 31 due date.
Q. How long after the reports have been submitted can grantees expect any final
payment that may be due
Grantees should allow up to four weeks for receipt of final payment from the Foundation.
This is contingent on acceptance of your final narrative and expenditure reports.
Q. What does the Final Narrative Report consist of
This report consists of two distinct parts: a narrative and a bibliography or catalogue of
materials developed by the grantee that has been disseminated nationally.
The Final Narrative Report is a substantive record of the activities conducted by each
grantee and how goals set forth for your planning process have been met. This is achieved
by responding to seven key questions (see p. 11-16 of the RWJF Reporting Instructions)
such as describing the importance of your local partnerships / collaborations to the
project; how internal and external challenges were addressed and what the local impact
has been of the project. You have been capturing much of this information on your
quarterly progress reports. You may wish to refer to them as you prepare the Final
Narrative Report. You will note that some of the questions will be less relevant for you
given that the focus of your work has been on planning. In these cases it is appropriate to
indicate “not applicable” as the response.
The Final Bibliography consists of an itemized list of the “products” developed as a direct
result of your grant activities. This part of the report will be more limited as the focus of
your grants has been a planning process (see p. 17-27 Reporting Instructions) and we do
not expect grantees to have extensive bibliographies as part of their final report. For most
of our grantees the bibliography/products will not be applicable and this should be clearly

stated in the report.
If there are any dissemination products of a national or broad nature however, these will
need to be included in the bibliography. These items include presentations at national
conferences or publications with a distribution beyond the service area. If you are not sure
whether something belongs in the bibliography, call the NPO for assistance.
There are specific instructions and guidelines on how to prepare the bibliography in the
RWJF Reporting Instructions booklet available for viewing and/or download here:
http://www.rwjf.org/publications/publicationsPdfs/Grantee_Reporting_Instructions.pdf
Q. How extensive should the bibliography be
Because this has been a one year grant and the focus has been on planning, we do not
expect to have extensive bibliographies as part of the final report. In fact, a bibliography
may not be required at all. A bibliography is required to capture only those items and
materials that have been disseminated at a national or regional level. For example, if the
grantee made a presentation about their project at a state-wide conference or national
conference then a copy of the PowerPoint presentation would be listed on the
bibliography.
Q. Will I have to include media clippings, video clips and audio tapes of our
communications activities for the whole year as part of the bibliography
All grantees have been successful at promoting their projects through articles in
community newspapers and other local venues. The NPO has been collecting these
quarterly as part of the grantees quarterly reporting requirement. You will not need to
submit these in your reports. Summarize your communications activities under question
# 7 in the Final Narrative Report. The only exception of material to be included in the
bibliography is those that are of a national or regional scope and have a reach beyond the
immediate service area.
Q. Will I need to submit reports and surveys from the focus groups conducted as
part of the Resource and Needs Assessment
You will not need to submit the surveys or focus group reports. However you may report
on your findings when describing the outcomes of your efforts.
Q. We have submitted three quarterly progress reports to the NPO; do we need to
include copies of these in the bibliography

No, these are not required for the bibliography. However, you may wish to refer to them
as you prepare the Final Narrative Report.
Q. We have conducted numerous local presentations to community groups about
the project and have formally made presentations to the NPO about our local
communities - Will you want copies of all of these power point presentations as
part of the bibliography
No. It is not necessary to submit these or include these in the bibliography. However,
these are considered part of your local communications activities and should be
summarized under question # 7 of the Final Narrative Report.
Q. Some of the questions do not seem applicable for our grant, should we “skip”
the question
All seven questions must be answered. In some cases the answer may be “not applicable”
or “No”. Any report with questions left blank will automatically be determined to be
incomplete.

FINAL EXPENDITRUE REPORT
Q. What happens if we do not expend all of our grant funds in the Planning
Phase Can we roll this over to the Implementation Phase
Unexpended funds at the close of the planning period (September 30, 2003) will need to
be refunded to the RWJF by October 31, 2003
Q. How long will it take for the RWJF to release the remaining 10% of the
Planning grant funds after the report is submitted
Release of any grant funds retained by the RWJF and owed to the grantees will be
triggered by receipt and acceptance of the Final Narrative Report, Bibliography and the
Final Expenditure Report. Final payments from the Foundation may take up to four
weeks from the time of receipt. Grantees are therefore encouraged to submit their
reports as early as possible.
Q. What format shall we use for the final expenditure report
The final expenditure report should reflect two columns representing the two six-month
periods and a column showing the variance. If you have requested and been approved
for a budget revision since the first six month report, be sure to use this budget on the
final expenditure report. Not doing so can cause delays in closing out your grant.
Record only actual expenditures. You may also want to include a “match” column on
your spreadsheet so that the itemized match can be easily reviewed.
Q. What if my actual expenditures exceeded the amount of the grant for the
grant period
The grant award for the Planning Year is $150,000. Any expenses beyond this amount
can be considered part of your match contribution.
Q. Are there any specific requirements for how we report on our match
contribution
A 25% match is a requirement of your grant. Your expenditure report should reflect
that you have met this requirement. You may also want to include a “match” column on
your spreadsheet so that the itemized match can be easily reviewed.
If the partners who were included in the match contribution forms at the onset of the
project have changed in the course of the planning process, please submit the new
forms documenting the match along with your expenditure report.