Welcome to the Introduction to the Discretionary Grant Information System
DGIS Performance Reports help video for project officers.
the DGIS performance reports are part of the Maternal and Child Health Bureau's
MCHB Discretionary Grant Information System.
in this video we will provide project officers an overview of the different
types of DGIS performance reports and forms
and go over some tips and tricks for reviewing the reports.
Let's start with the three different types of DGIS performance reports
There is a new competing report, a non-competing continuation report
and a project period and report. The first type of report is the new
competing report and is for Type 1 New Awards and Type 2
Competing Continuation Awards. This type of report is when grantees submit
performance details at the beginning of a project period.
It is available to grantees on the project period start date
and due within the first 120 days. The second type of report is the
Non-Competing Continuation report and is for Type 5
non-competing continuation awards. This type of report is for grantees to submit
performance details on the previous budget period
and is available to grantees on the following budget period start date
and do within 120 days. The third type of report is the project
period end report. This report is when grantees submit
performance details for the last year of the project period
and is available on the project period end date and due with the 90 days.
Please note that for the Healthy Start Program all three types of DGIS
performance reports are due at the 90 days of the available
date. Project officers can view prior
submitted reports in the grant folder in the EHBs.
To find the previously submitted reports in the grant folder
from the EHBs Home Page click the Folders tab
select View next to grant folder, search for the grant you want to find
and open the related grant folder. From the Submissions section you can view
all past submitted reports. Since there are many different programs included in
the MCHB Discretionary grants there are many different types of forms
included in the DGIS reports. Here are some of the main types of forms.
There are financial forms which collect information about budget
and expenditures; population domain measures,
which collect information on the population health and needs;
domain specific measures, which collect information such as capacity building
and core measures; workforce forms, which collect information on staffing;
and the Healthy Start Site Form, which collects information on
the Healthy Start sites; and finally, there are many forms
that collect information on program specific measures.
Some of the information on these forms pre-populates from
the previous year's data to help streamline the data entry for the
performance reports and save grantees time.
Some of the fields that pre-populate include the AIMS and the 3-5 objectives.
This information comes from the notice of funding opportunity and is entered by
MCHB. Now let's take a look at some tips and
tricks and helpful information about the DGIS performance reports.
Click on tasks from the top navigation bar.
On your tasks page you'll find helpful information
such as the grant number, organization name,
report tracking number, report name, number of days in submission and status
of the DGIS performance report. You can also expand the road to view the
submitted date and reporting period for that report.
This is helpful if you are trying to prioritize your work.
In the action column on the right you can select review
action history and performance report. Review will take you into the task to
start reviewing the performance report. Action history will show you the
timeline of actions performed on the performance report
such as the date and time it was submitted and if it has already been
reviewed and if a change has been requested before.
The performance report takes you to a read-only view of the submitted report.
Now here is a really helpful feature for when you need to send the performance
report back to the grantee for changes. After reviewing a form use the lock and
unlock features to easily show grantees what fields need editing.
Unlock the forms that need attention before returning the report to the
grantee for revisions so they can quickly see which forms they
need to review. Note that if there are any dependent
forms to the one you unlocked those will also be unlocked. If you need
to request revisions from the grantee select the request change option at the
bottom of the status overview page and complete the due date field and
review the pre-populated email. In addition to the pre-populated email
you can add comments to explain the requested changes.
This is a great place to explain why you have locked some fields and which fields
you have unlocked for editing. You can also authorize due date
extensions through the change request notification
by entering the revised due date in the report due date section
and sending the notification email to the grantee.
On the status overview page you can see when the report was submitted
and how many days since it was submitted at the top of the page.
After reviewing and completing all of the forms at the bottom of the status
overview page select to approve the report you will
then see the email notification to alert the grantee that the report is
approved. If a grantee needs help completing the
report you can use the screen share feature to assist the grantee in real
time. You can open the screen share option
through the bottom toolbar from anywhere in the EHBs
and search for the name of the grantee you are working with. This will initiate
a screen share request with that grantee. You can also direct grantees to the DGIS
performance reports video for grantees for additional information on the
reports which can be found on the MCHB website: https://mchb.hrsa.gov.
Grantees can also use the EHBs chatbot for
support with basic EHBs help like resetting their password or finding
helpful Help videos. You may be thinking how are these DGIS
performance reports helpful while monitoring
grantee performance? There are a couple ways these can be helpful.
One is to track progress during calls with the grantees
to access information on that organization. Another
is as a reference during site visits. The MCHB DGIS dashboards are also a
helpful resource for project officers while monitoring grantee performance.
For additional information on the dashboards, click on the question mark
icon to go to the MCHB DGIS dashboard Wiki pages.
Thank you for joining us for the project officer introduction to DGIS performance
reports. We covered the different types of
reports and forms and some tips and tricks for reviewing the reports. If you
have any questions or need any support reach out to the EHBs Tier 2 support
team at 301-443-2112.