Required: Reporting/Recordkeeping
Reporting
Reporting is a necessary part of program accountability. In addition to being a Title VI requirement, you need to keep the tribal council, elders, and the community informed about your program. The Title VI program has two reports, the Program Performance Report (PPR), which covers both the Part A/B and Part C program, and the Standard Form 425, Federal Financial Report (SF-425). A separate SF-425 is required for Part A/B, Part C and NSIP. The PPR and SF-425s are due annually. Reports are due within 90 days of the end of each budget period. Access the online reporting form here. If you do not have internet access, you may submit the reports in hard copy to ACL according to the instructions provided with your grant award letter.
Record Keeping
A critical part of program management is good record-keeping. Some programs use computer-based spreadsheets and databases to keep their records, while others use paper and pencil and their file cabinets. Others use a combination of computer-based and paper-based record keeping in determining how the program is operating. Any method that works for you is okay. For sample forms, please see Appendix C of the Title VI Resource Manual (PDF).
Documenting the Number of People Receiving Services
Keep a log of each elder receiving at least one congregate meal, a home-delivered meal, and a supportive service. This will be your unduplicated count of elders receiving the three types of services. Unduplicated means that each person who eats a congregate meal or many congregate meals, a home delivered meal or many home delivered meals, or receives a supportive service or more than one supportive service gets counted only one time each year in each of the three categories, regardless of how many services they receive during the year. This number can help you to determine how many of the total tribal elders are using the program and assist you in doing outreach to those who are not coming to the services
Documenting Services Provided
Keep logs of the number of meals served in both the congregate meal sites and the home delivered meals, the number of transportation services, and the number of all other supportive and caregiver services provided. A data sheet or spreadsheet is helpful for keeping day-by-day listings of who has had each service. Keep a file on each elder who uses the program frequently. Often an elder uses the program to meet many needs, and frequent contacts can be an indicator of failing health or memory problems and a need for closer monitoring by program staff and family members. Personal files are likely to contain confidential information, so it is important to keep them in a locked cabinet or a secure computer file.
