The instructions on this page will detail the Required TVA Performance Measures and the Required TVA Program Narrative that must be included with each OVC Progress Report. There are also instructions for Filing Progress Reports on GMS.

You may also download the OJP 2009 Financial Guide, our Help Sheets, the Progress Report Form Template, the Excel Spreadsheet and the Instructions for the spreadsheet.

Required TVA Performance Measures

REQUIREMENTS:

On each progress report, TVA Grantee Programs are required to provide Performance Measure information, including the following data:

1. Percent increase in the number of victim services provided
2. Percent increase in the number of victim services training workshops provided
3. Percent increase in the number of victim services provided by TVA grantees
4. Percent increase in the number of victim services trainings provided by TVA grantees
5. Percent increase in the number of victims served
6. Percentage of trainees completing evaluations/ surveys reporting improved ability to assist victims in AI/AN communities as a result of receiving training
7. Percentage of TVA technical resource training materials developed/disseminated to assist victims of crime

DEFINITIONS:

Victim Services Provided: Every occasion of program service within the approved scope of work that is delivered by paid TVA program staff or volunteers. Explanation: The scope of work and type of services provided by the TVA program is defined in the grant proposal that was approved by OVC. Only those services delivered by TVA-funded personnel or TVA-program volunteers are counted. All types of approved program services and every occurrence of service are counted in the data collection. See Unified Solutions' Excel Spreadsheet for a list of possible program services for this grant.

Victim Services Training Workshops: Every occasion in which TVA program personnel, including volunteers, deliver an educational event or resource sharing presentation relating to the needs of community crime victims and/or the services available through the TVA program. The event or presentation may or may not be sponsored by the TVA program; include in data collection all occasions where TVA program personnel deliver verbal or written resource information to increase awareness of the needs of crime victims and/or the services available through their program.

TABULATING PERCENTAGES:

It is a requirement that the data from the beginning and the end of the report period is compared and a percentage increase or decrease is tabulated. To calculate the percentage increase or decrease in TVA service data, please enter the data in Unified Solutions' Excel Spreadsheet provided to TVA grantees. The formula inside the spreadsheet automatically tabulates the data into a percentage. Save the Spreadsheet and upload it as one of your attachments with the progress report. The Excel Spreadsheet can be found here.

Note: The Unified Solutions Excel Spreadsheet includes entries for data which may be related to your grant activities, but not all are required to be reported to OVC. The categories are included because the information may be beneficial to your program. The "Requirements" listed above are the only mandated performance data, and are included on the Excel Spreadsheet.

Required TVA Progress Report Narrative

REQUIREMENTS:

On each progress report, Grantee Programs are required to provide a written program narrative. The narrative should include:

Progress on each goal and objective of the program.
Program accomplishments achieved during the reporting period.
Program challenges encountered during the reporting period.
Changes in timeline, personnel changes or other program changes requested or approved

PROCEDURES:

The Tribal Victim Assistance Progress Report Template has been designed to ease the process of progress reporting for you and to standardize the format in which the Office for Victims of Crime receives the information. The document has data fields which are gray in color for you to enter your information into. You can move from field to field by utilizing your tab key or by clicking the cursor on the specific data field.

Open the Tribal Victim Assistance Progress Report Template Word Document in Microsoft Word on your computer.
Save the blank document as a new document with the title reflecting the appropriate reporting period and the name of your program.
Write the narrative according to the following guidelines:

Progress on Each Goal and Objective: List each goal and objective from the grant proposal that was approved by OVC, including the timeline for its completion. Detail the activity that occurred during the reporting period for each goal, and indicate whether the program is on-timeline. If the timeline has been delayed or progress has not been made, explain the circumstances and state the new timeline and/or performance objective. If objectives have been completed, state the new objectives.

Program Accomplishments: Describe the success stories and proud moments for the program during this report period. This includes any activity that allows for improved services to crime victims in the tribal community. List the products that were produced with TVA funds during the report period. Cite specific accomplishments, activities, products produced, and special stories and success stories

Program Challenges: Describe any difficulties or obstacles that hindered service delivery during the reporting period or that hindered the ability of the program to meet the needs the crime victims in the community. Describe what the program is doing to respond to these challenges and if help is needed.

Program Collaboration:

Describe internal program coordination such as how your tribe is coming together to help victims of crime. Is the tribal council more responsive to your program efforts? How are the other tribal programs working together with you to help victims of crime? Discuss how internal operations such as coordination with financial personnel is working to help achieve TVA program goals.

Also, describe external collaborations such as new project partners, multi-disciplinary groups, federal agency contacts and activities (BIA, FBI, US Attorney), state VOCA contacts and activities, and any other state, local, or national partners and activities. What impact are these collaborations making? What are you doing together? Specifically identify the names of your collaborative partners, both internal and external. Identify specific dates of meetings and include attendance lists. Summarize what was accomplished as a result of the meetings during this report period.

Program Changes: List any changes that affect service delivery or meeting the needs of crime victims in the community. List updates made to the program, its staff, or volunteers. New trends or changes in service demand. Have your goals and objectives changed as a result?

Program Impact: Describe your program’s impact as to victims served, increased Victims Comp claims, increased prosecutions, new trends identified, reduced incident rates due to increased public awareness, and how all of these things have impacted your tribal communities and Indian Country.

When finished writing the program narrative, SAVE the document in a folder that you will be able to easily identify.
Go to GMS to file the progress report and UPLOAD the document as an attachment to the report.

Open the example progress report template for review.

Filing Progress Reports on GMS

REQUIREMENTS:

1. OVC Progress Reports are due twice per year on January 30 and July 30.
   
2. The January report covers the period of July 1 - December 30. The July report covers the period of January 1 - June 30.
   
3. On each progress report, Grantee Programs are required to provide
   (a) performance measures (statistical data), and
   (b) a program narrative.
   

Please see Unified Solutions. Help Sheets for additional information on these requirements.

PROCEDURES for GMS:

Go to https://grants.ojp.usdoj.gov/index.html
Sign in to GMS using your User ID and password.
Click "Awards" button on the left side of the screen.
Locate the correct grant award for this report.
Click "Progress Reporting" under the "Action" box at the far right of the screen.
Select the appropriate progress report and select "Create".
Report Overview screen will appear.  Review information for accuracy and ensure report type is set to "Regular" unless this is a final report in which you would select "Final Report," then click "Save and Continue."
Progress Report Point of Contact screen will appear.  Review information for accuracy and then click "Save and Continue."
Performance Metrics are not required for this solicitation so select "Continue."
The Narrative Screen will appear.  Type in "See Attached Documents" in the program narrative box because you will be uploading the Progress Report Template Word document which serves as your progress report.  Click "Save and Continue."
The Attachments Screen will appear. Click on "Attach."
The Attachments Description box will appear.  Click on "Browse."
Locate the document and click on "Open."
Click on "Upload Your Document."
If your document upload was successful, a successful upload notification box will appear.  Click on Close."
Click on "Continue."
The Certification and Assurances page will open.  You must open the assurances and indicate that you accept them or the assurances task will remain incomplete.  Verify all information in the Certification section.
Click on "Accept and Continue."
Task Box will appear.  All items must indicate complete.  If not, click on the task and complete the steps indicated for that particular section.
When all tasks indicated complete, click on "Submit Report."
If your submission is successful, you will receive a successful submission notification.

If you need any assistance during the filing of your report, contact Unified Solutions staff. We are happy to walk you through the process step by step.

Unified Solutions is available to provide free assistance and training for all grantee program requirements. We are here to assist you during normal business hours Monday through Friday. Call Toll-Free 1-877-438-4400 to speak with any member of our professional staff.