Transcript Why we ask you to submit Progress Reports

Boston Public Health Commission ID Bureau
Education & Outreach Office
Progress Reporting
Helpful Hints
Why we ask you to submit
Progress Reports
o
To show relevant work that is not
fully captured by data alone
o
To let us know about
accomplishments/problems with
funded programs
o
To explain reasons for over or
under spending
o
To keep us apprised on trends
occurring in the communities you
serve
Parts of the Progress Report:
1. Update of Progress on Goals and
Objectives:
o
Describe your progress in
meeting your goals and
objectives as defined in your
scope of services.
o
(See document at end of
presentation to help w/this)
2. Program Status and Activities:
o
Provide us with an update on the status of
the program and the services you are
delivering, including a detailed account of
the activities conducted under this contract.
3. Personnel Status
o
o
Describe any staff changes or trainings
that staff have attended.
If staff is newly hired, and trainings
attended are those required in the
Standards, you may submit copies of
training certificates, and file originals.
4. Description of Problems and
Challenges
o
Describe any challenges your program has
recently experienced, and how you are
coping with these challenges.
5. Description of Emerging Needs
o
o
Any additional needs that your program is
facing, and how you plan to address them.
Please use this section to provide us with key
information regarding unmet need, trends, spikes
in disease rates and issues regarding barriers to
counseling, testing and vaccination.
6. Progress on Plan of Corrective
Action
o
Report on any citations given by the BPHC
in the past year until officially notified by
the BPHC that the citation has been lifted.
7. Testing/Screening & Referrals
o
If you conduct testing on site, use this tool (a copy will be
emailed to each agency for your use) to report on all HIV tests
and screenings for Hep B, Hep C, Chlamydia, Gonorrhea and
Syphilis conducted by your agency as a whole during the
reporting period. Please also provide total # of positive results.
The tool will automatically compile the % positive.
o
If you don’t provide testing on site, please report in your
narrative the number of referrals made and confirmed for each of
the above as well as primary referral site.
8. Miscellaneous
o
Let us know about any other additional
information that you feel is relevant!
o Basically everything else, from soup
to nuts.
Key issues we encounter with
progress reports:
o
Sending old progress reports with only the date
changed (sometimes not even!)
o
Summary of activities does not match reported data.
o
No completed Service Tracking Log included
o
Reformatting of Service Tracking Log.
o
Narrative lacks complete information or is
significantly different than prior submissions.
o
Late reports: if your report must be late, please let
us know.
o
Not reporting on P.O.C.A: when receiving a
citation, you must continue to report on your
P.O.C.A. until the citation is formally lifted.
o
No testing data/referral info included
o
Data for trimester not in on time
Two Documents to Assist You in Your Monthly
and Trimester Reporting
Service Tracking Log: SAMPLE
Goals and
objectives taken
from Scope.
Respond to these
in your
trimester report
narrative
Progress made by trimester
Drop-Off Material Tracking
Sheet
DATE
SETTING
LOCATION
MATERIALS
AMOUNT
Thank you for all your
hard work!