Reporting Requirements for Current Grantees

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The Robert Wood Johnson Foundation has instituted an electronic reporting system for all grantees. The following instructions provide information on specific deliverables and submission process. Additional details about the new electronic reporting system for reports and products are described in the document, RWJF Electronic Submission Standards, which you can find at http://www.rwjf.org/files/publications/RWJF_ElectronicSubmissions.pdf

Deliverables

We ask each grantee to prepare a workplan, narrative progress reports, and financial reports over the course of the grant in order to assist us in monitoring your project. The following are detailed instructions for completing the reporting requirements:

Workplan: Updated version due within two weeks of receiving a monitoring letter from AcademyHealth.  We ask that you take some time to review your original workplan proposal submitted with your application. As necessary, please clarify the project's objectives, and reassess the key steps that need to be taken to meet those objectives. For each activity, please ensure that the target beginning and completion date in the "projected" column is accurate. This form serves as a workplan against which your progress can be measured. Progress should be reported semi-annually in the "actual" column. An example workplan is available as PDF.

Semi-annual progress reports: due within 30 days of the end of the six month period. These reports should include two components: (1) a brief narrative summary of the period's accomplishments and the next period's goals, and (2) a copy of the workplan/progress report form (prepared by each grantee at the beginning of the grant period) that has been updated and revised, if necessary, to reflect progress made during the period. The report should include the following:

• Key accomplishments during the most recent reporting period
• Barriers/obstacles revealed and plans to overcome them
• Interim findings (if any)
• Next steps
• Papers/reports and publicity (if any). If you have submitted or plan to submit a draft manuscript, please note the publication(s) and the expected publication date(s). Please also notify us about any past or future speaking engagements.

The report should be submitted within the 30-day period even if the semi-annual financial report is not completed on time.

Semi-annual financial reports: due within 30 days of the end of the six month period for all grants over $500,000 (unless the grantee institution is unable to prepare expenditure data within that time period, in which case, AcademyHealth should be notified). For more budget-related information, see the RWJF website at Budget Reporting.

Annual and final progress reports: due within 30 days of the end of each grant year, including a final version at the end of the full grant period. These reports should be prepared according to RWJF's standard Annual Grant Reporting and Final Grant Reporting formats. Detailed instructions can be found in the Grantee Reporting Instructions. In addition, a revised workplan/progress report form for the remainder of the grant (revised to reflect any early completion dates or delays anticipated for the various tasks) should accompany the narrative progress report.

Final policy summary: due with the final progress report within 30 days of the end of the grant period. At the end of your grant, we require a one-page summary of your findings. This summary should emphasize how your research can aid and inform public policy. The summary is posted on the HCFO website under the grant listing. When writing the final policy summary, please ensure that the content you include will not jeopardize future publication opportunities.

Submission Process

The following four items do not fall within the RWJF Electronic Submission Requirements and should be sent only to the HCFO staff person primarily responsible for monitoring your grant:

• Requests for extensions
• Requests for budget revisions
• Justifications of over expenditures
• Subcontracts
• One page summary of policy relevant findings

The following deliverables are subject to the RWJF Electronic Submission Requirements, and should be sent* to grantreports@rwjf.org AND to the HCFO staff person primarily responsible for monitoring your grant:

• Workplan
• Semi-annual financial and narrative reports,
• Annual financial and narrative reports,
• Final financial and narrative reports
• Final Bibliography
• Grant Products (including journal articles, reports, conference proceedings, etc)

* When sending these documents, please refer to the product descriptions and naming standards at http://www.rwjf.org/files/publications/RWJF_ElectronicSubmissions.pdf

If you have any questions regarding these requirements, please contact the HCFO staff person primarily responsible for monitoring your grant.