EADS Grant Application and Performance Reporting

COMPLETING A PERFORMANCE REPORT
Performance Reports should be completed by the date listed in the Date Due column under the
Grant Reports tab of the grantee’s main page.
1.  Performance Reports can be completed by any grantee role (AO, PDA, or CC) but is
generally completed by the PDA or CC.
2.  Performance Reports do not get routed to the AO for approval. They are submitted directly
to OLDCC by the PDA or CC once the required information is added.

Grantee Completes Performance Report
1.  Navigate to the Upcoming Reports tab to find the Performance Report.
a. Check the Future Reports tab if the report isn’t due for more than 30 days.
2.  Click Open to open the Performance Report.

3.  Performance Reports have a Main tab that contains all of the basic grant information. This
section cannot be edited.
a. Click Open next to Grant Preview to open the entire grant PDF in a new screen and
export if needed.
b. Click Open next to Activity Preview to open the report activity in a new screen and
export if needed.
c. There will be four tabs under Main: Activity Details, Objectives and Accomplishments,
Project Expenses, and Additional Information.

Section E - Grant Reports Tab

Page 2

Activity Details
1.  Select the Activity Details tab and verify the information is correct.

Objectives and Accomplishments
1.  Select the Objectives and Accomplishments tab.
2.  Enter the necessary information into both text boxes.

Page 3

Section E - Grant Reports Tab

Project Expenses
1.  Select the Project Expenses tab.
2.  Complete the required information:
a. Enter an overview of expenses into the provided Project Expenses Narrative text box.
b. Complete the Federal Cash on Hand text box.

c. Complete the Performance Period Expenses section by clicking the Enter Period
Expenses button to open the worksheet.
i. This will open in a separate window.
ii. Budget information previously approved will appear. This information is pulled from
the Grant Finances tab on the main grant application.

Section E - Grant Reports Tab

Page 4

NOTE:
ONLY enter the amounts from the period covered by the Performance Report.

3.  Enter information into the available columns.

4.  The system will automatically calculate totals:
a. Total = Direct Costs Total + Indirect Costs Total
b. Grand Total = OLDCC Funds Grand Total + Non Federal Funds Grand Total
5.  Click Save then Close when the worksheet is complete.

WARNING:
THE CLEAR BUTTON WILL DELETE ALL LINES, EVEN IF THEY WERE PREVIOUSLY
SAVED. Click Clear then Yes on the pop-up ONLY if the sheet should be cleared.

Page 5

Section E - Grant Reports Tab

6.  Return to the main browser screen. The new numbers entered will show up under the
Performance Period Expenses section of the Project Expenses tab.

7.  Click Save Draft to make sure changes have been committed to the system.
Additional Information
1.  Click the Additional Information tab.
2.  Enter the required information into the text box.
3.  Upload additional files as needed.

Grantee Submits Performance Report
1.  The grantee will have the following options:
a. Save Draft to save any changes made and continue working later.
b. Submit to OLDCC to submit and complete the required report.
c. Return to Application to see all of the application’s details.

Section E - Grant Reports Tab

Page 6

2.  Click Submit to OLDCC.
a. The status will change to “Under Review.”
3.  The notification below will appear to confirm the submission.

OLDCC Reviews Performance Report
The assigned OLDCC Project Manager will review the submitted report. If any corrections are
needed, the PM may return the report to the grantee (see page E-8 for details).
Once OLDCC completes their review of the submitted Performance Report (without revisions or
after revisions are finished), the status will change to “Approved” and the Performance Report is
considered complete.
Grantees can find completed reports under the Historic tab.

Page 7

Section E - Grant Reports Tab

Grantee Completes Revisions Required
Follow the steps below if OLDCC returned the Performance Report for revisions.
1.  Navigate to the Revisions Required tab to find the Performance Report.
a. The status of the report will be “Revisions Required.”

2.  Click Open to the left of the Grant Name column to open the report.
3.  Complete the requested revisions based on the feedback found in the Staff Comments
section under the Activity Details tab.

4.  The following options are available once the revisions are complete:
a. Save Draft to save any changes made and continue working later.
b. Submit to OLDCC for the PM to review the revisions.
c. Return to Application to see all of the application’s details.

5.  Click Submit to OLDCC.

Section E - Grant Reports Tab

Page 8

COMPLETING A FINAL PERFORMANCE REPORT
When a project is in the closeout process, a Final Performance Report needs to be completed. This
report is due 90 days from the end of the grant.
1.  The PDA or Community Contact should complete the report.
2.  Unlike the Performance Report, the AO will approve and submit the Final Performance
Report. This ensures that the AO is aware of all activities being reported.

Grantee Completes Final Performance Report
1.  Navigate to the Upcoming Reports tab to open the Final Performance Report.
a. Check the Future Reports tab if the report isn’t due for more than 30 days.

2.  Complete the Final Performance Report by following the Performance Report directions
beginning on page E-2.

NOTE:
Do NOT enter the cumulative amount spent from the entire grant into Project Expenses,
only the final period. The system will automatically add the numbers from the previous
Performance Reports.

3.  The fields for Performance and Final Performance Reports are almost the same, except for
these differences:
a. Objectives and Accomplishments tab: For the Final Performance Report, enter
information on the accomplishments of the entire grant period. (The normal
Performance Report only includes part of the grant period.)

Page 9

Section E - Grant Reports Tab

NOTE:
Work with the Project Manager to determine which metrics should be included in the
report.
b. Additional Information tab: For the Final Performance Report, this tab has an additional
Summary of Activities section.
i. Complete the Summary of Activities text box.
ii. SF 428 or SF 429: Complete and upload if required.
iii. Upload additional files if necessary.

Section E - Grant Reports Tab

Page 10

4.  The grantee will have three options:
a. Save Draft to save any changes made and continue working later.
b. Submit to AO once the report is complete and can be routed on to the AO.
c. Return to Application to view all of the application’s details.

5.  Click Submit to AO.
a. The status will change to “Submitted to AO.”
6.  Click OK when the notification below appears.

Authorizing Official Reviews Final Performance Report
1.  Navigate to the Submitted to AO tab to find the Final Performance Report.

2.  Review the information that the PDA entered in the report.
3.  The AO will have the following options:
a. Save Draft to save any changes made and continue working later.
b. Revision Required for any additional information, questions, or revisions.
i. This returns the report to the PDA with a status of “Revisions Required.”
c. Submit to OLDCC once the AO’s review is complete and the report can be routed on to
the PM.
d. Return to Application to view all of the application’s details.

Page 11

Section E - Grant Reports Tab

4.  No signature is required by the AO on the Final Performance Report.
5.  Click Submit to OLDCC to route the report to the Project Manager.
a. The status will change to “Under Review.”
6.  The report can be found under the Under Review tab.

OLDCC Reviews Final Performance Report
The assigned OLDCC Project Manager will review the submitted report. If any corrections are
needed, the PM may return the report to the grantee (see page E-13 for details).
Once OLDCC completes their review of the submitted Final Performance Report (without
revisions or after revisions are finished), the status will change to “Approved” and the Final
Performance Report is considered complete.
Grantees can find completed reports under the Historic tab.

Section E - Grant Reports Tab

Page 12

Revisions Required For Final Performance Report
Follow the steps below if OLDCC returned the Final Performance Report for revisions.
PDA Completes Revisions
1.  Navigate to the Revisions Required tab to find the Final Performance Report.
a. The status of the report will change to “Revisions Required.”

2.  Click Open to the left of the Grant Name column to open the report.
3.  Complete the requested revisions based on the feedback found in the Staff Comments
section under the Activity Details tab.

4.  The following options are available for the PDA once the revisions are complete:
a. Save Draft to save any changes made and continue working later.
b. Submit Revisions to AO for the AO to review before resubmitting to OLDCC.
c. Return to Application to see all of the application’s details.

5.  Click Submit Revisions to AO.
a. The status will change to “Submitted to AO.”

Page 13

Section E - Grant Reports Tab

6.  Click OK when the notification below appears.

Authorizing Official Reviews Revisions
1.  Navigate to the Submitted to AO tab to find the Final Performance Report.
a. The status will be “Submitted to AO.”

2.  Click Open to the left of the Grant Name column to open the report.
3.  The AO will review the corrected changes to verify that the PDA included all of the
information OLDCC requested.
4.  The AO will then have the following options:
a. Save Draft to save any changes made and continue working later.
b. Revision Required if the AO decides the PDA needs to include further information.
c. Submit to OLDCC for the PM to review the corrections.
d. Return to Application to see all of the application’s details.

5.  Click Submit to OLDCC.

Section E - Grant Reports Tab

Page 14

FEDERAL FINANCIAL REPORT
There are two types of Federal Financial Reports: Interim and Final. Functionality is the same for
both reports. Federal Financial Reports should be completed by the date listed in the Due Date
column under the Grant Reports tab of the grantee’s main page.
1.  The PDA or Community Contact should complete the report.

Grantee Completes Federal Financial Report
1.  Navigate to the Upcoming Reports tab to find the Federal Financial Report.
a. Check the Future Reports tab if the report isn’t due for more than 30 days.
2.  Click Open to open the Federal Financial Report.

3.  Federal Financial Reports have one tab under Main: Activity Details.
a. The grant information at the top cannot be edited.

Page 15

Section E - Grant Reports Tab

Activity Details
1.  Select the Activity Details tab and verify the information is correct.
2.  Enter any missing information and upload required documents.
3.  Click the Input Form Data tab under the SF 425 section.

4.  A pop-up box will appear. Enter the required financial information.
a. Note the Indirect Expense section has a comment box for any necessary information.

Section E - Grant Reports Tab

Page 16

b. The bottom of the pop-up box contains specific instructions for each line.

5.  The form automatically calculates the following lines. At the end of the grant, there should
not be any cash on hand.
a. Line C: Cash Receipt (A) – Cash Disbursements (B)
i. Cash Disbursements should never be negative.
b. Line D: Equals Cash Receipt (A)
c. Line G: Federal Share of Expenditures (E) + Federal Share of Unliquidated Obligations (F)
d. Line H: Total Federal Funds Authorized (D) – Total Federal Share (G)
e. Line K: Total Recipient Share Required (I) – Recipient Share of Expenditures (J)
6.  Once the information is entered, click Save then close the form.
7.  The entered information will now populate on the main report screen.

8.  Click SF 425 Preview to view the input data in the official form’s format.
9.  At this point, the PDA will have the following options:
a. Save Draft to save any changes made and continue working later.
b. Submit to AO once the grantee’s review is complete and the report can be routed on to
the AO.
c. Return to Application to view all of the application’s details.

Page 17

Section E - Grant Reports Tab

10.  Verify that all information is correct and click Submit to AO.
a. The status will change to “Submitted to AO.”
11.  Click OK when the notification below appears.

Authorizing Official Review
1.  Navigate to the Submitted to AO tab to find the Federal Financial Report.
2.  Click Open to the left of the Grant Name column to open the report.

3.  Review the information from the PDA to ensure nothing further is needed.
4.  Navigate to the bottom of the Activity Details tab to sign the report.
a. The signature is the typed name of the AO with a date and time stamp.

Section E - Grant Reports Tab

Page 18

5.  Click Save Draft.
a. Once saved, click SF 425 Preview to view the AO’s signature.

b. The AO’s signature will appear on the bottom of the PDF in Section 13.

6.  The AO will have the following options:
a. Save Draft to save any changes made and continue working later.
b. Revision Required for any additional information, questions, or revisions.
i. This returns the report to the PDA with a status of “Revisions Required.”
c. Submit to OLDCC once the AO’s review is complete and the report can be routed on to
the PM.
d. Return to Application to view all of the application’s details.

7.  Click Submit to OLDCC to route the report to the Project Manager.
a. The status of the report will change to “Under Review.”
8.  The notification below will appear once the report is submitted.

Page 19

Section E - Grant Reports Tab

OLDCC Review
The assigned OLDCC Project Manager will review the submitted report. If any corrections are
needed, the PM may return the report to the grantee (see page E-21 for details).
Once OLDCC completes their review of the submitted Federal Financial Report (without revisions
or after revisions are finished), the status will change to “Approved” and the Federal Financial
Report is considered complete.
Grantees can find completed reports under the Historic tab.

Revisions Required For Federal Financial Report
Follow the steps below if OLDCC returned the Federal Financial Report for revisions.
PDA Completes Revisions
1.  Navigate to the Revisions Required tab to find the Federal Financial Report.
a. The status will change to “Revisions Required.”
2.  Click Open to the left of the Grant Name column to open the report.

3.  Complete the requested revisions based on the feedback found in the Staff Comments
section under the Activity Details tab.

Section E - Grant Reports Tab

Page 20

4.  The following options are available for the PDA once the revisions are complete:
a. Save Draft to save any changes made and continue working later.
b. Submit Revisions to AO for the AO to review before resubmitting to OLDCC.
c. Return to Application to see all of the application’s details.

5.  Click Submit Revisions to AO.
a. The status will remain “Submitted to AO.”
6.  Click OK when the notification below appears.

Authorizing Official Reviews Revisions
1.  Navigate to the Revisions Required tab to find the Federal Financial Report.
a. The status will be “Submitted to AO.”
2.  Click Open to the left of the Grant Name column to open the report.

3.  Review the corrected changes to verify that the PDA included all of the information OLDCC
requested.

Page 21

Section E - Grant Reports Tab

4.  The AO will then have the following options:
a. Save Draft to save any changes made and continue working later.
b. Revision Required if the AO decides the PDA needs to include further information.
c. Submit to OLDCC for the PM to review the corrections.
d. Return to Application to see all of the application’s details.

5.  Click Submit to OLDCC.

Section E - Grant Reports Tab

Page 22