Final Narrative and Expenditure Reports - Hablamos Juntos
Final Narrative and Expenditure Reports - Hablamos Juntos
Final Narrative and Expenditure Reports - Hablamos Juntos
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FINAL NARRATIVE AND EXPENDITURE REPORTS<br />
PLANNING PHASE GRANTS<br />
FREQUENTLY ASKED QUESTIONS<br />
Q. What is the purpose of the <strong>Final</strong> <strong>Narrative</strong> Report<br />
The final narrative report is required by the Robert Wood Johnson Foundation for all<br />
grants that are coming to a close. The report structure is designed to provide the<br />
Foundation with clear information about the impact <strong>and</strong> outcomes from the investment of<br />
funds in your local planning process.<br />
Q. Who will review the report<br />
The <strong>Final</strong> <strong>Narrative</strong> Report will be reviewed by both RWJF <strong>and</strong> the National Program<br />
Office. The <strong>Reports</strong> will be reviewed to assess whether they are complete <strong>and</strong> provide<br />
sufficient <strong>and</strong> satisfactory information. Acceptance of the report is essential for triggering<br />
the release of any grant funds retained by RWJF that are due to the grantee. It also<br />
formally closes out the Planning Phase grants <strong>and</strong> makes way for initiating the<br />
Implementation Phase grants. A new grant identification number will be issued under the<br />
Implementation Phase. No grant payments can begin under the Implementation Phase<br />
until the Planning Phase grant has been closed out.<br />
Q. Are there any other conditions that must be met to close out the Planning Phase<br />
grants<br />
The NPO must have received all required deliverables <strong>and</strong> any pending items. These may<br />
include submitting consultant/contract detail forms that have been updated or changed in<br />
the course of the planning process or those that are for more recent consultants engaged in<br />
the project.<br />
Q. What is the format of the <strong>Final</strong> Report<br />
The maximum length of the <strong>Final</strong> <strong>Narrative</strong> Report is ten pages including any charts <strong>and</strong><br />
tables, with a preferred length of five to seven pages. Use a 12-point font, one-inch,<br />
margins, <strong>and</strong> single-line spacing. You are required to incorporate the following seven<br />
questions as bold italicized subheadings:<br />
1. What measurable goals did you set for this project <strong>and</strong> what indicators did you use<br />
to measure your performance To what extent has your project achieved these goals<br />
<strong>and</strong> levels of performance<br />
2. Did the project encounter internal or external challenges How were they<br />
addressed Was there something RWJF could have done to assist you<br />
3. Have there been other sources of support<br />
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<br />
years from now to follow up on the project<br />
6. What are the post-grant plans for the project if it does not conclude with the grant<br />
7. With a perspective on the entire project, what have been its key publications <strong>and</strong><br />
national/regional communications activities Did the project meet its<br />
communication goals<br />
Do not include appendices, attachments, or exhibits in your report except as noted in the<br />
Robert Wood Johnson Foundation Grantee Reporting Instructions . Although the<br />
Bibliography is a part of the <strong>Final</strong> Report, it is a distinct report with its own cover sheet.<br />
Q. What are the requirements for the cover page<br />
The cover page should be prepared on a sheet of your organization or institution<br />
letterhead. Be sure to include address, phone numbers, <strong>and</strong> email address if these are not<br />
already printed on your letterhead. Make sure that you date this page <strong>and</strong> include a title<br />
that conforms to the following format:<br />
FINAL NARRATIVE REPORT<br />
(You local demonstration site name)<br />
<strong>Hablamos</strong> <strong>Juntos</strong> National Program<br />
(Five digit grant identification number)<br />
(The dates covered by the entire grant)<br />
(The total amount of the grant)<br />
(The goal of the project as described in the proposal)<br />
Q. Do we send the reports to the Foundation or to the NPO<br />
Both the Foundation <strong>and</strong> the NPO must receive copies of the report for review <strong>and</strong><br />
approval. Please address the reports as follows:<br />
Sophia Kounelias<br />
Financial Analyst<br />
The Robert Wood Johnson Foundation<br />
P.O.Box 2316<br />
Princeton, NJ 08543-2316<br />
Rosa Ramirez<br />
Deputy Director<br />
<strong>Hablamos</strong> <strong>Juntos</strong><br />
Tomás Rivera Policy Institute<br />
University of Southern California<br />
School of Policy, Planning & Development<br />
650 Childs Way, Lewis Hall, Room 102<br />
Los Angeles, CA 90089-0626<br />
The Foundation receives two copies of the <strong>Final</strong> <strong>Narrative</strong> Report <strong>and</strong> two copies of the<br />
Financial <strong>Expenditure</strong> Report. The NPO receives one hardcopy of the Report, one<br />
hardcopy of the Financial <strong>Expenditure</strong> Report, one electronic copy of the Report, <strong>and</strong> one<br />
electronic copy of the Financial <strong>Expenditure</strong> Report.
Q. Can we submit the reports electronically<br />
You must submit hardcopy <strong>Reports</strong> to the Foundation. The Foundation receives two<br />
printed copies of the <strong>Final</strong> <strong>Narrative</strong> Report <strong>and</strong> two printed copies of the Financial<br />
<strong>Expenditure</strong> Report.<br />
You must submit hardcopy <strong>Reports</strong> to the NPO <strong>and</strong> electronic versions. Be sure that you<br />
send the NPO one printed copy of the <strong>Final</strong> <strong>Narrative</strong> Report, one printed copy of the<br />
Financial <strong>Expenditure</strong> Report, one electronic copy of the <strong>Final</strong> <strong>Narrative</strong> Report, <strong>and</strong> one<br />
electronic copy of the Financial <strong>Expenditure</strong> Report. Electronic submissions must be<br />
emailed to the NPO at the following email address: info@hablamosjuntos.org<br />
Q. When are the <strong>Final</strong> <strong>Narrative</strong> Report <strong>and</strong> Financial <strong>Expenditure</strong> Report due<br />
Both reports are due by October 31, 2003. We encourage our grantees to submit them<br />
earlier to ensure that any changes or revisions that need to be made can occur before the<br />
October 31 due date.<br />
Q. How long after the reports have been submitted can grantees expect any final<br />
payment that may be due<br />
Grantees should allow up to four weeks for receipt of final payment from the Foundation.<br />
This is contingent on acceptance of your final narrative <strong>and</strong> expenditure reports.<br />
Q. What does the <strong>Final</strong> <strong>Narrative</strong> Report consist of<br />
This report consists of two distinct parts: a narrative <strong>and</strong> a bibliography or catalogue of<br />
materials developed by the grantee that has been disseminated nationally.<br />
The <strong>Final</strong> <strong>Narrative</strong> Report is a substantive record of the activities conducted by each<br />
grantee <strong>and</strong> how goals set forth for your planning process have been met. This is achieved<br />
by responding to seven key questions (see p. 11-16 of the RWJF Reporting Instructions)<br />
such as describing the importance of your local partnerships / collaborations to the<br />
project; how internal <strong>and</strong> external challenges were addressed <strong>and</strong> what the local impact<br />
has been of the project. You have been capturing much of this information on your<br />
quarterly progress reports. You may wish to refer to them as you prepare the <strong>Final</strong><br />
<strong>Narrative</strong> Report. You will note that some of the questions will be less relevant for you<br />
given that the focus of your work has been on planning. In these cases it is appropriate to<br />
indicate “not applicable” as the response.<br />
The <strong>Final</strong> Bibliography consists of an itemized list of the “products” developed as a direct<br />
result of your grant activities. This part of the report will be more limited as the focus of<br />
your grants has been a planning process (see p. 17-27 Reporting Instructions) <strong>and</strong> we do<br />
not expect grantees to have extensive bibliographies as part of their final report. For most<br />
of our grantees the bibliography/products will not be applicable <strong>and</strong> this should be clearly
stated in the report.<br />
If there are any dissemination products of a national or broad nature however, these will<br />
need to be included in the bibliography. These items include presentations at national<br />
conferences or publications with a distribution beyond the service area. If you are not sure<br />
whether something belongs in the bibliography, call the NPO for assistance.<br />
There are specific instructions <strong>and</strong> guidelines on how to prepare the bibliography in the<br />
RWJF Reporting Instructions booklet available for viewing <strong>and</strong>/or download here:<br />
http://www.rwjf.org/publications/publicationsPdfs/Grantee_Reporting_Instructions.pdf<br />
Q. How extensive should the bibliography be<br />
Because this has been a one year grant <strong>and</strong> the focus has been on planning, we do not<br />
expect to have extensive bibliographies as part of the final report. In fact, a bibliography<br />
may not be required at all. A bibliography is required to capture only those items <strong>and</strong><br />
materials that have been disseminated at a national or regional level. For example, if the<br />
grantee made a presentation about their project at a state-wide conference or national<br />
conference then a copy of the PowerPoint presentation would be listed on the<br />
bibliography.<br />
Q. Will I have to include media clippings, video clips <strong>and</strong> audio tapes of our<br />
communications activities for the whole year as part of the bibliography<br />
All grantees have been successful at promoting their projects through articles in<br />
community newspapers <strong>and</strong> other local venues. The NPO has been collecting these<br />
quarterly as part of the grantees quarterly reporting requirement. You will not need to<br />
submit these in your reports. Summarize your communications activities under question<br />
# 7 in the <strong>Final</strong> <strong>Narrative</strong> Report. The only exception of material to be included in the<br />
bibliography is those that are of a national or regional scope <strong>and</strong> have a reach beyond the<br />
immediate service area.<br />
Q. Will I need to submit reports <strong>and</strong> surveys from the focus groups conducted as<br />
part of the Resource <strong>and</strong> Needs Assessment<br />
You will not need to submit the surveys or focus group reports. However you may report<br />
on your findings when describing the outcomes of your efforts.<br />
Q. We have submitted three quarterly progress reports to the NPO; do we need to<br />
include copies of these in the bibliography
No, these are not required for the bibliography. However, you may wish to refer to them<br />
as you prepare the <strong>Final</strong> <strong>Narrative</strong> Report.<br />
Q. We have conducted numerous local presentations to community groups about<br />
the project <strong>and</strong> have formally made presentations to the NPO about our local<br />
communities - Will you want copies of all of these power point presentations as<br />
part of the bibliography<br />
No. It is not necessary to submit these or include these in the bibliography. However,<br />
these are considered part of your local communications activities <strong>and</strong> should be<br />
summarized under question # 7 of the <strong>Final</strong> <strong>Narrative</strong> Report.<br />
Q. Some of the questions do not seem applicable for our grant, should we “skip”<br />
the question<br />
All seven questions must be answered. In some cases the answer may be “not applicable”<br />
or “No”. Any report with questions left blank will automatically be determined to be<br />
incomplete.
FINAL EXPENDITRUE REPORT<br />
Q. What happens if we do not expend all of our grant funds in the Planning<br />
Phase Can we roll this over to the Implementation Phase<br />
Unexpended funds at the close of the planning period (September 30, 2003) will need to<br />
be refunded to the RWJF by October 31, 2003<br />
Q. How long will it take for the RWJF to release the remaining 10% of the<br />
Planning grant funds after the report is submitted<br />
Release of any grant funds retained by the RWJF <strong>and</strong> owed to the grantees will be<br />
triggered by receipt <strong>and</strong> acceptance of the <strong>Final</strong> <strong>Narrative</strong> Report, Bibliography <strong>and</strong> the<br />
<strong>Final</strong> <strong>Expenditure</strong> Report. <strong>Final</strong> payments from the Foundation may take up to four<br />
weeks from the time of receipt. Grantees are therefore encouraged to submit their<br />
reports as early as possible.<br />
Q. What format shall we use for the final expenditure report<br />
The final expenditure report should reflect two columns representing the two six-month<br />
periods <strong>and</strong> a column showing the variance. If you have requested <strong>and</strong> been approved<br />
for a budget revision since the first six month report, be sure to use this budget on the<br />
final expenditure report. Not doing so can cause delays in closing out your grant.<br />
Record only actual expenditures. You may also want to include a “match” column on<br />
your spreadsheet so that the itemized match can be easily reviewed.<br />
Q. What if my actual expenditures exceeded the amount of the grant for the<br />
grant period<br />
The grant award for the Planning Year is $150,000. Any expenses beyond this amount<br />
can be considered part of your match contribution.<br />
Q. Are there any specific requirements for how we report on our match<br />
contribution<br />
A 25% match is a requirement of your grant. Your expenditure report should reflect<br />
that you have met this requirement. You may also want to include a “match” column on<br />
your spreadsheet so that the itemized match can be easily reviewed.<br />
If the partners who were included in the match contribution forms at the onset of the<br />
project have changed in the course of the planning process, please submit the new<br />
forms documenting the match along with your expenditure report.