Common use of Data and Reporting Provisions Clause in Contracts

Data and Reporting Provisions. Subrecipient shall adhere, but not be limited to, the following requirements for all programs: 1. Have written procedures to ensure that all submitted performance data is timely, complete, accurate, and verifiable prior to submission to the County. a) Written procedures shall include but not limited to: a. Participant records are kept and stored in a confidential manner. b. Collection and reporting of program data. c. Accuracy of data. d. Verification of data prior to submission to the County. e. Procedures on correcting data errors. f. A methodology for calculating and reporting: i. Total estimated unduplicated clients in each non-registered service. ii. Total estimated unduplicated clients in all non-registered services. iii. Total estimated unduplicated clients across all registered and non- registered services. g. Performance data monitoring process. h. Accuracy and authenticity of the number of eligible participants served each day. 2. Maintain and adhere to data system software and encrypted portable computer device updates, and interface capability requirements for each computer located within the facility, as specified in the Contract and required by County. 3. Ensure data is collected for the unmet need, as requested by CDA and/or County. a) Subrecipient must develop and implement a Wait List policy and procedure. The policy and procedure must include provisions for: a. Pre-screening individuals to determine eligibility. b. Managing applicants’ placement on and removal from Wait List. c. Periodically reviewing the eligibility and identified needs of applicants on the Wait List. d. Assigning priority for enrollment based on Wait List. 4. Orient and train staff regarding program data collection and reporting requirements. Have cross-trained staff in the event of planned or unplanned prolonged absences to ensure timely and accurate submission of data. 5. Establish procedures which ensure the accuracy and authenticity of the number of eligible participants served each day. 6. Maintain appropriate documentation on each participant. 7. Maintain participant records to prevent data breaching and unauthorized participant information disclosure. Information about, or obtained from a participant’s records, shall be maintained in a confidential manner. 8. All fiscal and program data must be reported monthly. All reports are due to County by the 20th day of the month following the month of service, unless otherwise approved by the County. 9. Maintain support files including, but not limited to, invoices, payroll, intake forms, and any other supporting documents to substantiate monthly reports. 10. Maintain records, by month, that support claimed in-kind expenditures. 11. Develop a cost allocation plan that explains the methods used to allocate costs for programs funded by County. 12. Develop, prepare, and submit intake forms for approval by the County within the first thirty (30) days of the start of this Contract via email to the XxXXxxxXxxx@xxxx.xxxxx.xxx. 13. For reports that will be submitted late, send an explanation including the reason(s) for the delay and the estimated date of submission twenty-four (24) hours prior to the due date to the XxXXxxxXxxx@xxxx.xxxxx.xxx. 14. Verify the accuracy of data submitted to the County by correcting and/or explaining all questionable discrepancies in the quarterly Performance Data Analysis Report within ten (10) days of receiving the report.

Data and Reporting Provisions. Subrecipient Contractor shall adhere, but not be limited to, the following requirements for all programs: 1. Have written procedures to ensure that all submitted performance data is timely, complete, accurate, and verifiable prior to submission to the County. a) Written procedures shall include but not limited to: a. Participant records are kept and stored in a confidential manner. b. Collection and reporting of program data. c. Accuracy of data. d. Verification of data prior to submission to the County. e. Procedures on correcting data errors. f. A methodology for calculating and reporting: i. Total estimated unduplicated clients in each non-registered service. ii. Total estimated unduplicated clients in all non-registered services. iii. Total estimated unduplicated clients across all registered and non- registered services. g. Performance data monitoring process. h. Accuracy and authenticity of the number of eligible participants served each day. 2. Maintain and adhere to data system software and encrypted portable computer device updates, and interface capability requirements for each computer located within the facility, as specified in the Contract and required by County. 3. Ensure data is collected for the unmet need, as requested by CDA and/or County. a) Subrecipient Contractor must develop and implement a Wait List policy and procedure. The policy and procedure must include provisions for: a. i. Pre-screening individuals to determine eligibility. b. ii. Managing applicants’ placement on and removal from Wait List. c. iii. Periodically reviewing the eligibility and identified needs of applicants on the Wait List. d. iv. Assigning priority for enrollment based on Wait List. 4. Orient and train staff regarding program data collection and reporting requirements. Have cross-trained staff in the event of planned or unplanned prolonged absences to ensure timely and accurate submission of data. 5. Establish procedures which ensure the accuracy and authenticity of the number of eligible participants served each day. 6. Maintain appropriate documentation on each participant. 7. Maintain participant records to prevent data breaching and unauthorized participant information disclosure. Information about, or obtained from a participant’s records, shall be maintained in a confidential manner. 8. All fiscal and program data must be reported monthly. All reports are due to County by the 20th 15th day of the month following the month of service, unless otherwise approved by the County. 9. Maintain support files including, but not limited to, invoices, payroll, intake forms, and any other supporting documents to substantiate monthly reports. 10. Maintain records, by month, that support claimed in-kind expenditures. 11. Develop a cost allocation plan that explains the methods used to allocate costs for programs funded by County. 12. Develop, prepare, and submit intake forms for approval by the County within the first thirty (30) days of the start of this Contract via email to the XxXXxxxXxxx@xxxx.xxxxx.xxx. 13. For reports that will be submitted late, send an explanation including the reason(s) for the delay and the estimated date of submission twenty-four (24) hours prior to the due date to the XxXXxxxXxxx@xxxx.xxxxx.xxx. 14. Verify the accuracy of data submitted to the County by correcting and/or explaining all questionable discrepancies in the quarterly Performance Data Analysis Report within ten (10) days of receiving the report.

Data and Reporting Provisions. Subrecipient Contractor shall adhere, but not be limited to, the following requirements for all programs: 1. Have written procedures to ensure that all submitted performance data is timely, complete, accurate, and verifiable prior to submission to the County. a) Written procedures shall include but not limited to: a. Participant records are kept and stored in a confidential manner. b. Collection and reporting of program data. c. Accuracy of data. d. Verification of data prior to submission to the County. e. Procedures on correcting data errors. f. A methodology for calculating and reporting: i. Total estimated unduplicated clients in each non-registered service. ii. Total estimated unduplicated clients in all non-registered services. iii. Total estimated unduplicated clients across all registered and non- registered services. g. Performance data monitoring process. h. Accuracy and authenticity of the number of eligible participants served each day. 2. Maintain and adhere to data system software and encrypted portable computer device updates, and interface capability requirements for each computer located within the facility, as specified in the Contract and required by County. 3. Ensure data is collected for the unmet need, as requested by CDA and/or County. a) Subrecipient must develop and implement a Wait List policy and procedure. The policy and procedure must include provisions for: a. i. Pre-screening individuals to determine eligibility. b. ii. Managing applicants’ placement on and removal from Wait List. c. iii. Periodically reviewing the eligibility and identified needs of applicants on the Wait List. d. iv. Assigning priority for enrollment based on Wait List. 4. Orient and train staff regarding program data collection and reporting requirements. Have cross-trained staff in the event of planned or unplanned prolonged absences to ensure timely and accurate submission of data. 5. Establish procedures which ensure the accuracy and authenticity of the number of eligible participants served each day. 6. Maintain appropriate documentation on each participant. 7. Maintain participant records to prevent data breaching and unauthorized participant information disclosure. Information about, or obtained from a participant’s records, shall be maintained in a confidential manner. 8. All fiscal and program data must be reported monthly. All reports are due to County by the 20th 15th day of the month following the month of service, unless otherwise approved by the County. 9. Maintain support files including, but not limited to, invoices, payroll, intake forms, and any other supporting documents to substantiate monthly reports. 10. Maintain records, by month, that support claimed in-kind expenditures. 11. Develop a cost allocation plan that explains the methods used to allocate costs for programs funded by County. 12. Develop, prepare, and submit intake forms for approval by the County within the first thirty (30) days of the start of this Contract via email to the XxXXxxxXxxx@xxxx.xxxxx.xxx. 13. For reports that will be submitted late, send an explanation including the reason(s) for the delay and the estimated date of submission twenty-four (24) hours prior to the due date to the XxXXxxxXxxx@xxxx.xxxxx.xxx. 1421. Verify the accuracy of data submitted Reporting provisions specific to the County ADRC program. Contractor must comply with the following reporting requirements: a) Submit accurate quarterly ADRC data reports to XxXXxxxXxxx@xxxx.xxxxx.xxx by correcting the dates listed below during the performance of this contract. ADRC data reports shall adhere to the ADRC Data Collection and Reporting Instructions as described on CDA’s website. Quarter 1 July 1 – September 30 October 15th Quarter 2 October 1 – December 31 January 15th Quarter 3 January 1 – March 31 April 15th Quarter 4 April 1 – June 30 July 15th b) Submit Annual Grant Report at the end of each grant period describing the outcomes of the ADRC program as a result of this contract. c) Explain and/or explaining all correct questionable discrepancies financial and service report data in the quarterly Performance Data Analysis Report within ten (10) days of receiving the report.Contractor’s submission to OoA.