Instructions for Preparing an Interim Progress Report



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Centers for Disease Control and Prevention (CDC)

Procurement and Grants Office

Instructions for Preparing an Interim Progress Report

National Center for Chronic Disease and Prevention and Health Promotion

Catalog of Federal Domestic Assistance (CDFA) Number: 93.938

Funding Opportunity Announcement (FOA) Number: DP06-60105CONT10

National Programs to Build the Capacity of Societal Institutions That Influence Youth Behavior
Eligibility:
This award will be a continuation of funds intended only for grantees previously awarded under DP06-601: National Programs to Build the Capacity of Societal Institutions That Influence Youth Behavior
Application Submission:

CDC requires grantees to submit their Interim Progress Reports through www.Grants.gov. If you encounter any difficulties submitting your interim progress report through www.Grants.gov , please contact CDC’s Technical Information Management Section at (770) 488-2700 prior to the submission deadline. If you need further information regarding the application process, please contact Grants Management Specialist, Dana Dudley at (770) 488-2906. For programmatic information, please contact National NGO Program Team Lead, Kelly Alley at 770-488-6572.

Reports must be submitted by February 4, 2010. Late or incomplete reports could result in an enforcement action such as a delay in the award/or a reduction in funds. CDC will accept requests for a deadline extension on rare occasions, and after adequate justification has been provided.
General Application Packet Tips:


  • Properly label each item of the application packet

  • Each section should use 1.5 spacing with one-inch margins

  • Number all narrative pages only

  • Do not exceed 15 pages (excluding appendices, budget and support)

  • Use a 12 point font

  • Where the instructions on the forms conflict with these instructions, follow these instructions


Checklist of required contents of application packet:


  1. Application for Federal Domestic Assistance-Short Organization Form

  2. SF-424A Budget Information-Non-Construction Programs

  3. Budget Justification

  4. Indirect Cost Rate Agreement

  5. Project Narrative


Instructions for completing required contents of the application package:

  1. Application for Federal Domestic Assistance-Short Organiztional Form:

Download form from www.Grants.gov and complete all sections.

A. In addition to inserting the legal name of your organization in Block #5a, insert the CDC Award Number provided in the CDC Notice of Award. Failure to provide your award number could cause delay in processing your application.

B. Please insert your organization’s buisiness official information in Block #8.


SPECIAL NOTE: Items 2, 3, and 4 should be attached to the application through the “Mandatory Documents” section of the “Grant Application” page. Select “Other Attachments Form” and attach as a PDF file.


  1. SF-424A Budget Information and Justification




    1. Download the form from www.grants.gov

    2. Complete all applicable sections.

    3. Estimate Un-obligated: Provide an estimate of anticipated un-obligated funds at the end of the current budget period.

    4. Based on the current rate of obligation, if it appears there will be un-obligated funds at the end of the current budget period, provide detailed actions that will be taken to obligate this amount.

    5. If it appears there will be insufficient funds, (1) provide detailed justification of the shortfall; and (2) list the actions taken to bring the obligations in line with the authorized funding level.

    6. The proposed budget should be based on the federal funding level stated in the letter from CDC.
    7. In a separate narrative, provide a detailed, line-item budget justification of the funding amount requested to support the activities to be carried out with those funds. Attach in the “Mandatory Documents” box under “Budget Narrative Attachment Form.” Document needs to be in the PDF format.


    8. The budget justification must be prepared in the general form, format, and to the level of detail as described in the CDC Budget Guidance. The sample budget guidance is provided on CDC’s internet at: http://www.cdc.gov/od/pgo/funding/grantmain.htm.

    9. For any new proposed subcontracts, provide the information specified in the Budget Guidance.



  1. Indirect Cost Rate Agreement: (This is not applicable to grantees subject to OMB Guidance A-21 – Educational Institutions. The rates stay the same as the first year award.)




  1. If indirect costs are requested, include a copy of the current negotiated Federal indirect cost rate agreement or a cost allocation plan approval letter for those Grantees under such a plan.

  2. Clearly describe the method used to calculate indirect costs. Make sure the method is consistent with the Indirect Cost Rate Agreement.

  3. To be entitled to use indirect cost rates, a rate agreement must be in effect at the start of the budget period.

  4. If an Indirect Cost Rate Agreement is not in effect, indirect costs may be charged as direct if (1) this practice is consist with the grantee’s/applicant’s approved accounting practices; and (2) if the costs are adequately supported and justified. Please see the Budget Guidelines (http://www.cdc.gov/od/pgo/funding/grantmain.htm) for additional information.
  5. If applicable, attach in the “Mandatory Documents” box under “Other Attachments Form.” Name document “Indirect Cost Rate.”





  1. Project Narrative:

The Interim Progress Reports are due via www.grants.gov on or before February 4, 2010. It is recommended that you send a courtesy copy of your reports to your Project Officer via email on or before February 4, 2010. All guidance for your continuation application can be found on the DASH Funded Partner Site at: http://www.cdc.gov/dash/reporting_guidance/continuation.htm. The Interim Progress Reports include the following:




        1. Six-month Progress Report: Includes a report on completion of current budget period objectives and a report on current budget period financial progress.

        2. Continuation Application: Includes proposed objectives, activities, measures of effectiveness, etc. for the next budget period, May 15, 2010 – May 14, 2011.


Six-month Progress Report - Year 4 (May 15, 2009 — November 14, 2009)
Provide a brief report addressing the following elements of for each objective.


  1. Status (met, ongoing, or unmet)

  2. Barriers encountered, and how the barriers were addressed

  3. If applicable, include the reasons that goals were not met and a discussion of assistance needed to resolve the situation

  4. Accomplishments (whenever possible, include statements of outcomes/impact of your activities on systems/policy change)


  5. For your convenience, a sample interim progress report is provided on CDC’s intranet at: http://www.cdc.gov/dash/reporting_guidance/continuation.htm

  6. Attach the Six-month Progress Report through the “Mandatory Documents” section of the “Submit Application” page.


Although not required, it is recommended you share any success stories from your project. (Provide only to your Project Officer. This does not need to be sent to PGO)

Success Stories are used by DASH to communicate to internal and external decision makers the impact our funding has had nationwide. You can also use Success Stories to market and promote your funded projects within your organization and with external stakeholders. For your convenience, a success story template and check-off list is provided on CDC’s intranet at: http://www.cdc.gov/dash/reporting_guidance/continuation.htm. Include any newspaper clippings or illustrative materials about your project’s accomplishments.


Continuation Application for Program Year 5 (May 15, 2010 – May 14, 2011)

Please refer to the original language in the Funding Opportunity Announcement DP06-601 (FOA 601) when responding to the Year 5 Continuation Application. Programmatic efforts should align with program announcement recipient activities. Objectives should be SMART (specific, measurable, achievable, realistic, and time-phased). The FOA 601 can be found on the DASH Funded Partner Site at: http://www.cdc.gov/dash/reporting_guidance/announcements.htm

Proposed Objectives and Activities:


  1. List proposed objectives for the upcoming budget period. These objectives must support the intent of the original Request for Application (RFA) or Program Announcement (PA).

  2. For your convenience, a sample workplan is provided on CDC’s intranet at: http://www.cdc.gov/dash/reporting_guidance/continuation.htm

  3. Each objective and activity must contain a performance or outcome measure that assesses the effectiveness/outcome/impact of the project.

  4. For each objective:

        1. Provide a rationale;

        2. List activities that will be implemented;

        3. Provide a timeline for accomplishment;

        4. Identify person/agency responsible for completing activities;

        5. Identify and justify any redirection of activities; and

        6. Explain the methods you will use to implement the new, redirected activities.

  5. Attach the Continuation Application through the “Mandatory Documents” section of the “Submit Application” page.

SLIMs and NGO Alignment Chart(Provide only to your project officer. This does not need to be sent to PGO)

Last year, NGOs were asked to indicate their availability to provide guidance and assistance to DASH-funded state, local, territorial and tribal partners in achieving their selected SLIMs. SLIMs were modified September 2009. A summary of the SLIMs changes and a revised SLIMs and NGO alignment chart has been developed. NGOs are asked to review the SLIMs revisions and to update the SLIMs and NGO Alignment Chart. For your convenience, the updated SLIMs and NGO Alignment Chart and a description of the updated SLIMs are provided on CDC’s intranet at: http://www.cdc.gov/dash/reporting_guidance/continuation.htm Completing the chart is not a requirement of your cooperative agreement. Its use is only intended to help us advise state, local, and territorial education agencies and Tribal Governments of your capacity and interest in assisting them in meeting their SLIMS. Please indicate what areas you feel your program could offer state, local, and territorial education agencies and Tribal Governments guidance and assistance in meeting their selected SLIMs.




  1. Additional Program Guidance




  1. Programmatic efforts should align with the program announcement recipient activities.

  2. Objectives should be SMART (specific, measurable, achievable, realistic, and time-phased).

  3. Form 424A (Budget) does not have a line item for consultants; please replace “construction” with “consultant”, if needed.

  4. Send courtesy copies of your Year 4 Six-month Progress Report and Year 5 Continuation Application to your project officer on or before February 4, 2009.

  5. Remember to complete and submit CDC Form 0.1113, Requirements for Contents of AIDS-Related Written Materials, Pictorials, Audiovisuals, Questionnaires, Survey Instruments, and Educational Sessions in Centers for Disease Control and Prevention Assistance Programs. This form may be accessed at http://www.cdc.gov/od/pgo/funding/forms.htm The HIV Materials Review Assurance of Compliance form must be updated and included showing fiscal year 2010 members and their affiliations. The HIV Materials Review Assurance of Compliance form can be found on the DASH Funded Partner Site under “HIV Materials Review” at: http://www.cdc.gov/dash/program_mgt/hiv_review_panel.htm. These documents should be attached to the application through the “Mandatory Documents” section under “Other Attachments Form.” Name document “HIV Materials Review Year 3 {Agency}.”






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