crime victim services (cvs) statistical and narrative … the statistical and narrative report form...
TRANSCRIPT
Crime Victim Services (CVS) Statistical and Narrative Report
February 2015
o The Statistical and Narrative Report form is used to report progress on your agency’s approved goals and objectives
o The report is completed on a quarterly basis
o All grantees use the same reporting form, this is different than previous grant years when quarterly narrative reports were different, depending on the funding source of your grant (e.g. State VALE, VOCA)
CVS Statistical and Narrative Report
The sections of the report that are visible and need to be completed are based on the purpose of your grant
For example, if your agency was funded to provide direct victim services, then the victim services grids will be visible; if your agency was funded to provide training to professionals, the training grid will be visible
Complete all sections of the report that are on the form when you open it
CVS Statistical and Narrative Report (continued)
In COGMS, the Statistical and Narrative Report is listed by its title and includes the year and quarter, for example, the first quarter narrative report for 2015 is titled: 2015 Statistical and Narrative Report Qtr. Jan – Mar
If an agency has more than one grant award, a quarterly narrative report will have to be completed for each award on a separate form
CVS Statistical and Narrative Report (continued)
New elements of the form:
The report form contains a section for reporting demographic information on the victims served
The race, gender and age fields are mandatory; only the fields under Other Demographics are optional
The quarterly report due will be visible in COGMS on the first day of each quarter. For example, you will see the 1st quarter Statistical and Narrative report in COGMS (due April 15) on January 1
CVS Statistical and Narrative Report (continued)
To complete the Statistical and Narrative Report, log in to COGMS and enter your user name and password: https://g3.state.co.us/grantium/frontOffice.jsf
If you have forgotten your user name, contact Kathy Holland at OVP at [email protected]. If you have forgotten your password, use the link under the Login button to request that your password be reset.
(See screen shot on the next slide)
Completing the form in COGMS Signing in to COGMS
Completing the form in COGMS Signing in to COGMS
Click Submissions in the left menu bar after logging in.
Completing the form in COGMS Accessing the Form
Completing the form in COGMS Accessing the Form
At the Submissions screen, find the Narrative and Statistical Report in the left column. The column header is: Project Name/Project Number
In the second column, all of the post award submissions are called Initial Post Award Submission so you have to look in the first column to find the correct report.
Click on the icon next to the Narrative and Statistical Report to open the report form
(See the next two slides with screen shots)
Completing the form in COGMS Accessing the Form
Completing the form in COGMS Accessing the Form
On the Project Information screen, make sure you have opened the correct report by checking what is listed in the Report Type field (above the report prepared by lines)
There is an option to enter Report Prepared By and Contact Phone for two people
You are required to list the name and phone number of at least one person
Click Save & Next at the bottom of the screen after the required fields have been completed
(See screen shot on next slide)
Completing the form in COGMS Accessing the Form
Completing the form in COGMS Fields to Complete
The next screen is the Progress Toward Goals and Objectives screen
Your goals & objectives will be prepopulated in this form
You need to report your progress in the box beneath each objective (highlighted on the screen shot on the next slide)
There is a 2,000 character limit in each box
For the fourth quarter (final) report, you should summarize all four quarters of info in addition to reporting fourth quarter progress
Click Save & Next to proceed to the next section
Completing the form in COGMS Goals & Objectives
Completing the form in COGMS Goals & Objectives
The next section of the form is where grantees report progress on meeting Special Conditions, report any Problems and any Project Changes
These fields are mandatory, if they don’t apply simply mark the box N/A
There is a 5,000 character limit in each box
Check your grant contract to determine if you have any special conditions beyond the standard special conditions
Click Save & Next to proceed to the next section
(See screen shot on the next slide)
Completing the form in COGMS Special Conditions, Problems, Project Changes
Completing the form in COGMS Special Conditions, Problems, Project Changes
Completing the form in COGMS VOCA-funded Grantees Only
For VOCA Grantees only: The section shown on the screen shot on the next slide is visible for VOCA-funded grantees only
Report the number of volunteers working on the VOCA project for the quarter in which you are reporting information
Report the number of volunteer hours provided to the VOCA-funded project during the quarter
Indicate YES or NO in the drop down menu for the question about whether your agency has a record of the volunteer hours
Click Save & Next at the bottom of the screen to proceed to the next section of the report
Completing the form in COGMS VOCA-funded Grantees Only
For agencies funded to provide direct victim services, the Quarterly Project Data section will be visible
If you are funded to provide other types of services, you may have a different grid to report your activities
For grantees reporting direct victim service activities, the grids in this section are used to report the unduplicated number of victims served and the type of services provided to victims
Completing the form in COGMS Project Data Grids
The Projected # of Victims columns will be pre-populated with the numbers from your approved application
You need to complete the Actual # of Victims column with the numbers of victims served for the quarter for both the Type of Crimes and Type of Services sections
Click Next at the bottom of the screen to proceed
(See screen shots on the next two slides)
Completing the form in COGMS Project Data Grids
Completing the form in COGMS Project Data Grids – Type of Crimes
Completing the form in COGMS Project Data Grids – Type of Services
The Demographics of Victims/Survivors Served or Partially Served section of the form is used to report demographics about the victims you serve
Only those agencies funded to provide direct victim services will complete the demographic info section
The Race/Ethnicity item is the only one that can exceed the total number of victims served, since many people identify as more than one race
Click Save & Next to proceed
(See screen shots on next two slides)
Completing the form in COGMS Project Data Grids - Demographics
Completing the form in COGMS Project Data Grids - Demographics
Completing the form in COGMS Project Data Grids - Demographics
For VOCA-funded Grantees Only: The Program Development questions will be visible in the 3rd quarter report
(See screen shot on next slide)
Completing the form in COGMS VOCA-funded Grantees Only
Completing the form in COGMS VOCA-funded Grantees Only
After completing the report, certify that the information is correct, that backup documentation is available and that the person authorized to submit the report is the one doing so
Click Save & Next to proceed
(See screen shot on the next slide)
Completing the form in COGMS Certifying the Information
Completing the form in COGMS Certifying the Information
The Narrative Report cannot be submitted until all mandatory elements are completed. Clicking on the sections marked “Please Complete” will take you to that section. When all sections have been completed, you will be able to click the “Submit” button.
Completing the form in COGMS Submitting the Form
Please contact your grant manager with questions at (303) 239-5719
Questions????