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Section 2: Performance Reports

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Content

As stipulated in the (Texas) Governor’s Office of Budget and Planning “Uniform Grant Management Standards,” Subpart C, Section 40(b)(2)(i–iii), Performance Reports will contain brief information on the following:

  • “a comparison of actual accomplishments to the objectives established for the period. Where the output of the project can be quantified, a computation of the cost per unit of output may be required if that information will be useful.” (Performance Reports should correlate to the Request for Reimbursement [RFR] for the same period. Project managers [for district-managed projects] and program managers [for state-managed projects] will compare the reports and the RFR to ensure that the level of project activity is consistent with the fund expenditure claimed in the corresponding RFR.)
  • “the reason for slippage if established objectives were not met”
  • “additional pertinent information including, when appropriate, analysis and explanation of cost overruns or high unit costs.”
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Frequency

For short-term projects, there may be only one report submitted by the subgrantee at the end of the project. For longer projects, the subgrantee will submit reports at least quarterly and preferably monthly. The frequency of the Performance Reports is established through negotiation between the subgrantee and the program or project manager.

However, under certain circumstances — provided for in the “Uniform Grant Management Standards,” Subpart C, Section 40(d)(1–2) and Article 7 of the “Grant Agreement General Terms and Conditions” — TxDOT must be informed as soon as the following types of conditions become known:

  • problems, delays, or adverse conditions, including a change of project director or other changes in subgrantee personnel that materially affect the ability to meet the objective of the award. (This disclosure must include a statement of the action taken, or contemplated, and any assistance needed to resolve the situation.)
  • favorable developments or events that enable meeting time schedules and objectives sooner at less cost than anticipated or producing more beneficial results than originally planned.
  • unfavorable developments or events that will prevent the meeting of time schedules and objectives.

Such circumstances would call for additional unscheduled project Performance Reports.

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Submission of Performance Reports

  1. For each grant, eGrants will create a Performance Report after the end of the reporting period. For example, after the end of the April reporting period, eGrants will create an April Performance Report. This report can be accessed from the tab search (located under “Performance Report” at the top of the screen), under “My Tasks” (under the “Home” tab), or by clicking on the “View Related Items” button under the “Examine Related Items” section of the grant.
  2. Complete the Performance Report form pages.
  3. Submit the Performance Report to the TxDOT Traffic Safety Specialist (TSS) or program manager by changing the status of the Performance Report (found under the “Change the Status” section) to “PR Submitted”. Performance Reports must be submitted monthly, quarterly (as designated in the grant), or after each Wave period for Selective Traffic Enforcement Program (STEP) Waves, within 30 days after the end of the billing cycle.

NOTE: Performance Reports are due within 30 days after the end of the billing cycle. After 30 days, eGrants will lock the Performance Report and a subgrantee will no longer be able to submit a Performance Report for that billing cycle. A subgrantee then would have to include the information from the previous billing cycle in the next scheduled Performance Report. Missed Performance Reports will have an impact on a subgrantee’s overall performance for the year.

For example, a subgrantee with a grant that includes a monthly Performance Report requirement must submit the October Performance Report by November 30th.

NOTE: Performance Reports must be submitted before the corresponding RFR is allowed to be submitted by eGrants to the appropriate project or program manager. For example, eGrants will not allow an organization to submit an October RFR until the October Performance Report has been submitted. Subgrantees must submit the final Performance Report within 30 days of the end of the grant period.

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Assistance on Completing Performance Reports

Each project Performance Report form page has a corresponding eGrants help page that provides further assistance and guidance in completing the page. To view a help page, click on the “Help” link while in the “Performance Report” page that you are working on. To view all the eGrants Performance Report help pages, see eGrants Performance Reports Help.

The eGrants Subgrantee User Guide Manual provides detailed how-to procedural instructions on accessing and completing required Performance Reports.

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Documentation Requirements

All pages of the Performance Report form must be completed. It is particularly important for subgrantees to complete the entire Performance Report Narrative Page, especially if the goals and performance measures were not met for the reporting period. Project/program managers will review and evaluate all Performance Reports. Therefore, poor performance must be supported by a detailed explanation of the reasons in the Performance Report Narrative Page that the grant’s goals and objectives were not met for the reporting period. Supplemental information and documentation may be submitted with the Performance Report through the eGrants Performance Report Attachments Page. Subgrantees may attach as many attachment pages as necessary.

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Performance Report Review

If the review of the Performance Report reveals errors, incomplete information or other problems, the project and program manager can send the Performance Report back to the subgrantee by changing the status of electronically submitted Performance Reports through eGrants to “Modifications in Progress” to allow a subgrantee to make any necessary corrections.

While reviewing a Performance Report, TxDOT program and project managers must rate the subgrantee’s performance for the reporting period by completing the Review and Comments form page found on the Performance Report. This rating includes checking the appropriate box that the subgrantee exceeded, met, or did not meet the goals and objectives established in the grant for the reporting period. Program/project managers can also recommend that a subgrantee be placed on high risk suspension or termination. The project/program manager’s rating of the subgrantee’s Performance Reports will play an integral role in determining the eGrants grading system’s final grade for the project (see Chapter 6, Section 7). A comments box is included on this page and program/project managers are prompted to enter comments on the subgrantee’s performance for the reporting period as well as for the year to date.

To approve a Performance Report, program and project managers change the status of the electronically submitted Performance Reports to “PR Approved”. Once approved, subgrantees will be able to view the approved Performance Reports, including the program/project managers Review and Comments form page.

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Process Overview

For an overview of the process of submitting Performance Reports to TxDOT, see the eGrants Performance Report Process Flow Chart.

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