6.7 Reporting Requirements

Part I: Guidelines for Delegate Agency Program Management and Administration

Annual reporting is required for family planning service delivery projects authorized and funded under Title X of the Public Health Service Act. The submission of the Family Planning Annual Report (FPAR) is required of all Title X family planning service Grantees for purposes of monitoring and reporting program performance (45 Code of Federal Regulations [CFR] Part 74 and 45 CFR Part 92). The FPAR is the only source of annual, uniform reporting by all Title X family planning service grantees. It provides consistent, national-level data on the Title X Family Planning Program and its users. Information from the FPAR is important to OPA for several reasons:

  • FPAR data are used to monitor compliance with statutory requirements, regulations, and operational guidance set forth in the Program Guidelines for Project Grants for Family Planning Services
  • FPAR data are used to comply with accountability and federal performance requirements for Title X family planning funds as required by the 1993 Government Performance and Results Act (GPRA).
  • FPAR data guide strategic and financial planning, are used to monitor performance, and to respond to inquiries from policymakers and Congress about the program.

Grantees are further responsible to OPA for annual program monitoring, compliance and progress reporting and must periodically compete for continued grant funds. Therefore, Grantees may require supplemental reporting, in addition to the FPAR, from their delegate agencies.

Delegate agencies must comply with the IDHS Program's required reporting schedule. At the start of every fiscal year, a Family Planning Program Report Calendar is provided to delegate agencies with specific timelines outlined for each report. Refer to Appendix H for the general schedule of reporting requirements and copies of required reporting forms

Required Report Report Period Purpose of the Report
Community Education/Outreach Report Jan-June; July-Dec Reporting on activities and accomplishments toward community awareness, education and program promotion.
CVR Clean Up Run Jan-June; July-Dec Final submission of all patient services data and billings for the six-month period.
Equipment Inventory Report July-June Reporting on purchased items with values equal to or greater than $500.00 and with an estimated life greater than one year.
Family Planning Annual Report (FPAR) Jan-June;Jan-Dec Reporting data on program users, service providers, utilization of services and sources of other revenue that complement Title X funds.
Family Planning Staff Training Attendance Report Jan-June; July-Dec Documenting compliance with training requirements for staff working in the family planning program.
Financial Status Report (FSR) Jan-June; July-Dec Reporting to assure that family planning income is expended according to the program guidelines, including grant-related income.
Information & Education Committee Meeting Minutes Jan-Dec Reporting on the review and approval of all informational and educational materials developed and/or distributed.
Sterilization Semi-Annual Report (if applicable) Jan-June; July-Dec Reporting on procedures completed during the specified time period.
Work Plan Progress Report July-Dec;July-June Report to summarize and evaluate progress against the work plan in achieving the stated objectives for the specified project period.

Additional reports, surveys, and any other identified program priorities reporting may also be required from delegates.

For delegate agencies arranging for DHS payment of sterilization procedures, all sterilization reporting requirements must be met. All projects must be in compliance with Title X regulations on minimum age, waiting period between signing of consent and surgical procedure and informed consent. Documentation that these requirements have been met should be found in the client's chart and/or the sterilization log. Refer to 8.4 of this manual for specific standards and evaluation criteria relating to sterilization. Agencies electing to waiver out of arranging for sterilization procedures must submit the Waiver Letter as specified in the annual grant application.

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