Performance Reporting

1. How do I access and enter performance reports in TRACS?

Users can access and enter performance reports in TRACS via the Performance module:


Then from the Performance Dashboard, select "Grants". Note that the "Reports" button here does NOT open performance reports, instead it opens the Reports module to access summary reports of program metrics (see the Reports Module FAQs page for more information).


From the grants list page, search for the grant by name or Federal award number, then select "Work on Grant". For more information, review the videos and course manual in eLearning Course 4: Performance Reporting. 

2. What are the reporting requirements in TRACS?

TRACS is the performance reporting tool utilized by the Office of Conservation Investment to capture grant funded activities. A separate performance report is required for each project statement and for each reporting period of performance. The performance report step consists of two sections: the objective activity reports and the performance questionnaire, both of which are completed by the performance data editor. 

To complete an objective activity report, the data editor will enter quantitative data and specifics for species, habitat, etc. to provide required reporting information for the project’s activities (see the TRACS Performance Matrix for details on required information for objectives).

The performance questionnaire is where the data editor will provide the narrative details about what has been achieved with the project for the period of performance. The best management practice (BMP) recommendation for performance reporting is to provide a complete narrative summary for each of the performance questions to document the progress and achievements of the project during the period of performance. 

Note that the activity report comments section provides users with a space to enter specific details for an objective activity. However, this field is optional and should not replace the narrative entered to answer the performance questions. 

The TRACS performance questions were designed to provide: 1) a comparison of actual accomplishments with the goals and objectives of the award as detailed in the approved scope of work; 2) a description of reasons why the established goals were not met, if appropriate; and 3) any other pertinent information relevant to the project results and achievements.

In TRACS, the performance reports for each reporting period (such as interim annual reports and final report) go through two stages of approval: non-federal approval and federal approval.

3. Which reports require links to Facility and/or Real Property Records?

Grants with the strategy of “Real Property Acquisition” must be linked to real property record(s) in TRACS. Visit Course 7: Real Property for more details and review the Real Property Records and Adjustments FAQs. 

Grants with the strategy and objective of “Facilities Construction, Renovation or Acquisition” may need to be linked to facility record(s) in TRACS. Note: Facilities Operations & Maintenance (O&M) do not require linking to facility records. Visit Course 8: Facilities for more details and review the Facility Records and Adjustments FAQs. 

The Inventory Module in TRACS is used to create, edit and manage Facility and Real Property records, including post award monitoring to ensure use and disposal follows applicable laws and regulations.

4. When should the initial data entry and performance reports be completed in TRACS?

The performance data editor is responsible for initial grant information entry into TRACS no later than 60-days post-award approval, followed by entry of performance report(s) based on reporting periods with 90 days to enter annual interim reports (30 days to enter quarterly or semi-annual interim reports) and 120 days to enter final reports (unless other noted or an extension is granted). Note: The Federal Approver can edit, modify, delete, and extend the reporting periods as needed (review Lesson 3e: Link to Federal Award and Edit Reporting Periods for more information). 

5. What are the performance reporting questions?

Q1: What progress has been made towards completing the objective(s) of the project? 

Q2: Please describe and justify any changes in the implementation of your objective(s) or approach(es). 

Q3: If applicable, please share if the project resulted in any unexpected benefits, promising practices, new understandings, cost efficiencies, management recommendations, or lessons learned. 

Q4: For Survey projects only: If applicable, does this project continue work from a previous grant? If so, how do the current results compare to prior results? (Grantees may elect to add attachments such as tables, figures, or graphs to provide further detail when answering this question). 

Q5: If applicable, Identify and attach selected publications, photographs, screenshots of websites, or other documentation (including articles in popular literature, scientific literature, or other public information products) that have resulted from this project that highlight the accomplishments of the project. 14 

Q6: Is this a project you wish to highlight for communication purposes? (Select Yes or No, and fill out comments or check “Not Applicable” box) 

Q7 For CMS States only: If the grant is a CMS, has the state submitted an update report every 3 years detailing that the CMS components 1) inventory and scanning; 2) strategic plan; 3) operational plan; and 4) evaluation and control have been reviewed and summaries included which provide detailed review results and recommendations? (Select Yes or No, and fill out comments or check “Not Applicable” box)

6. How was the Performance Reporting Questionnaire developed? 

The Office of Conservation Investment  (formerly known as the Wildlife and Sport Fish Restoration or WSFR program) under the direction of the TRACS Working Group developed and vetted the standard performance questions through a review and commenting phase. For more information, visit https://fawiki.fws.gov/display/SPRQ/Standard+Performance+Report+Questions+Home.

The objectives for developing a standard performance report were:

  • Create a training and job aid that simplifies and assists State staff in development of a performance report (see the 'TRACS Performance Report Template' available on the TRACS Resources and Job Aids page).
  • Provide a standard format for performance reports for use in TRACS.  
  • The standardized performance report format includes a series of questions that will prompt answers that provide the information needed to evaluate the effectiveness and accomplishments of the project. 
  • Demonstrate what represents an adequate performance report to satisfy the requirements of regulation and policy (see reference to 516 FW 1 below):
516 FW 1: 1.9 What information must the Service require recipients to provide in performance reports, and in what format?
A. We must require the following information in performance reports (see 2 CFR 200.328):
(1) A comparison of actual accomplishments to the objectives of the award established for the reporting period;
(2) The reasons why established objectives were not met, if appropriate;
(3) Other pertinent information, when appropriate, including analysis and explanation of cost overruns or high unit costs;
(4) Where the accomplishments of the Federal award can be quantified, a computation of the cost (e.g., related to units of accomplishment), if that information will be useful. Where performance trend data and analysis would be informative, we should include this as a performance reporting requirement; and
(5) Any additional requirements specified in legislation or the Notice of Award.
B. Performance reports are narrative in format and can be accepted electronically.

7. What should be entered into the performance questionnaire questions vs. the activity report comment section?

The best management practice (BMP) recommendation for performance reporting is to provide a complete narrative summary for each of the performance questions to document the progress and achievements of the project during the period of performance. 

The activity report comments section provides users with a space to enter specific details for that objective activity. However, this field is optional and should not replace the narrative summary entered to answer each of the performance questions. 

8. Can I enter "see activity report" or "see attached performance report" as the response to the question(s) on the questionnaire?

No! The best management practice (BMP) recommendation for performance reporting is to provide a complete narrative summary for each of the performance questions to document the progress and achievements of the project during the period of performance. Attachments are for supporting documentation only and should not be used in place of the report narrative summary. 

9. In question 6 on the TRACS Performance Questionnaire, what does it mean by “Is this a project you wish to highlight for communication purposes?”

This question is more of a tag. The Service gets requests for examples of grants that highlight the accomplishments of the program, for example a great boating project that your agency is willing to highlight, meaning that the Service would contact you to get more information. The comment field is optional but would be a place to add additional details about why this grant highlights the program. 

10. How do we count the unit of measure in a multi-year grant?

Enter the actual unit of measure, e.g., the actual number of facilities being operated and maintained (4 facilities) rather than multiplying it by the number of years in a multi-year grant. The objective title may include "annually" to clarify that the facilities are the same operated and maintained each year. See #2 on the Facilities Best Practice Guidelines and FAQs page.

In the report, there is a note below the 'Report on Activity' table: "Totals to date represents a cumulative total of all periods of performance and may exceed the objective".

 

 

Note that for other objective types, the objective unit of measure may be a cumulative total if it represents the actual value, such as an objective to hold 30 training events over 3 years:

 

11.  In a multi-year grant do interim performance measures roll up to the final performance report? Will the State be able to select when an objective is complete?

Interim performance reports are specific to the activities and measures completed during the interim reporting period. The system tracks cumulative progress toward the overall objectives of the project. The Final Performance Report is a summation of the interim reports plus additional information provided in response to a final performance questionnaire.