NEW Annual Reporting Tool (ART) 2022-2023 - What You Need to Know
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In spring of 2023, all Community Action Program for Children (CAPC), Canada Prenatal Nutrition Program (CPNP) and Aboriginal Head Start in Urban and Northern Communities (AHSUNC) projects will be required to complete a new Annual Reporting Tool (ART), based on programs and activities implemented during the 2022-2023 fiscal year. This new ART will combine questions from the previous ART with questions from the previous Children’s Programs Performance Measurement Tool (CPPMT). You will be asked to fill out one tool for each program under your contribution agreement (this includes each coalition member in British Columbia).
In April, 2023, all CAPC, CPNP and AHSUNC projects/sites will be required to complete a revised Annual Reporting Tool (ART), based on programs and activities implemented during the 2022-23 fiscal year (as per Appendix C of your contribution agreement). The reporting period will be: April 1, 2022 to March 31, 2023.
The 2021-22 ART is an example of the short version ART. The 2022-23 is an example of a long version. The long version, like the CPPMT in the past, will be administered every other year, with the short version administered on the alternating years.
You will be asked to fill out one ART for each program under your contribution agreement (there may be some exceptions, which can be discussed with your Program Officer/Consultant).
The 2023 questions are being provided now to projects/sites, for information only, so that programs are aware of the data that will need to be collected throughout the fiscal year. In April, 2023, you will be sent a link to the survey using the Survey Monkey Apply platform. Training for using the Survey Monkey Apply platform will be provided in February, 2023.
Please note: Not all projects are required to complete all the questions in the ART. A column on the far left of the question sheet identifies which questions apply to which programs (CAPC, CPNP and AHSUNC). Projects who receive CAPC, CPNP and AHSUNC funding to develop knowledge products, deliver training and/or build capacity (referred to as Non-Service Delivery (NSD) Projects) will also be required to complete the identified questions in the chart below.
PHAC expressed appreciation for all the work that projects/sites do in the area of performance measurement. Projects/sites will continue to be supplied with a summary of results for each region/province.
The 2022-23 ART will combine questions from the 2021-22 ART with questions from the Children’s Programs Performance Measurement Tool (CPPMT). You will no longer have to fill out a CPPMT.
Whilst the vast majority of questions have been taken from the 2021-22 ART and the CPPMT (with some revisions), there is one new question that asks what percentage of your program is delivered virtually and in-person. This is needed to provide data on changes in program delivery.
The rationale for the new format is to reduce burden on respondents by having one tool instead of two. The amount of questions that were in the CPPMT have been reduced by only including questions that help monitor program success and questions that are needed for reporting to the Treasury Board of Canada. The data being collected is important to support project monitoring, ensure effective program implementation, and as evidence for the program evaluation that takes place every five years.
Question areas include:
Number of participants
Key accomplishments
Public health topics addressed
Dissemination of knowledge products
Languages spoken by participants
Funding sources/in-kind donations
Types of activities
Challenges experienced
Awareness and use of resources
Reach of the project/site
Number of full and part-time staff
Partners
Frequently Asked Questions on the 2022-23 Annual Reporting Tool (ART)
1. What is the difference between the 2021-22 ART and the 2022-23 ART?
A: The 2021-22 ART is a short version of the ART that Aboriginal Head Start in Urban and Northern Communities (AHSUNC), Community Action Program for Children (CAPC) and the Canada Prenatal Nutrition Program (CPNP) filled out. The 2022-23 ART is a new ART that replaces the Children’s Programs Performance Measurement Tool (CPPMT).
2. Will I still have to fill out a CPPMT?
A: No. The 2022-23 ART replaces the CPPMT.
3. What is the difference between the 2022-23 ART and the CPPMT?
A: The 2022-23 ART has fewer questions than the CPPMT. We are only asking questions that are needed for performance reporting/monitoring and corporate reporting to meet Federal reporting requirements for programs that use grants and contributions funding.
4. Where do I find a list of the questions that will be on the 2022-23 ART?
A: A list of 2022-23 ART questions were sent in March 2022 and an updated list sent in May 2022. Please review these questions and make sure you are collecting this information throughout the year. Please contact your Program Officer/Consultant if you need this re-sent.
5. Why did PHAC retire/sunset the CPPMT?
A: PHAC will now be collecting CPPMT information on the 2022-23 ART. We have combined the CPPMT and the ART to reduce reporting by using only one streamlined tool.
6. How will the 2022-23 ART be administered?
A: It will be administered using the Survey Monkey Apply platform.
7. Will there be training on the 2022-23 ART using the Survey Monkey Apply platform?
A: Yes. PHAC will provide training sessions (and recordings) on how to use the Survey Monkey Apply platform for the 2022-23 ART in February 2023.
8. Will assistance be available when the survey is live/launched?
A: Yes, please reach out to your Program Officer/Consultant for assistance.
9. When will the 2022-23 ART survey be sent using the Survey Monkey Apply platform?
A: The survey will be sent in March 2023 and will be due April 30th. The questions are being shared now, so that projects/sites are aware of what information needs to be collected throughout the year.
10. Will Survey Monkey Apply let me save my work?
A: Yes, you will be able to save your answers to the survey and return at a later time to continue working on it. You can also have multiple people from your organization fill out the tool.
11. How do I know which questions to answer?
A: In the Word document that lists the questions, the left column identifies the program(s) that the question applies to. For the Survey Monkey Apply version of the survey you will be asked which program you are providing input for and you will only be shown the questions that apply to that program
12. How will PHAC use the data collected by the ART?
A: PHAC uses this data to monitor program success and fulfil our reporting requirements to meet Federal reporting requirements for programs that use grants and contributions funding. We will continue to share with recipients provincial and national ART results via infographics (placemats).
13. How often do we have to fill out this new ART?
A: The 2021-22 ART is an example of the short version ART. The 2022-23 is an example of a long version. The long version, like the CPPMT, will be administered every other year, with the short version administered on the alternating years.
14. How do we count a participant who comes to the program more than once?
A: Each program participant counted and reported on the ART should only be counted once. The ART does not require projects to record how long or how often participants attend the program.
15. If a participant participated last year, do they still count as a unique participant this year?
A: Yes, they are considered a unique participant each year in which they participate.
16. If a participant attends a CPNP project and then a CAPC project are they considered 1 participant or 2?
A: Participants are counted separately for each program. The participant would be counted once for CPNP and once for CAPC.
17. For CPNP questions 21-23, What if a participant attended while prenatal and postnatal during the same fiscal year?
A: Only count the participant once as a prenatal participant.
18. Does PHAC have a repository for the publications that are listed in Question 14?
A: Yes, a list will be sent to you from your Program Officer/Consultant.
19. Will there be limitations to the text boxes?
A: No, there will be no limits on text box characters for the qualitative questions or the last question that asks for your feedback.
20. Why do we use November 1st for Question 28A for AHSUNC projects?
A: November 1st is used instead of the beginning of the school year in September because projects are not always at capacity in the first few months of programming. We have continued to use this date for consistency with the CPPMT.
21. What is the difference between Question 14 and 15?
A: Question 14 specifically asks about your knowledge and use of PHAC-created resources. Question 15 asks about the products/resources/training that have been developed by your project with CAPC, CPNP and/or AHSUNC funding.
22. What if I am not able to fill out the survey online?
A: A paper copy will be available. Your program Officer/Consultant can work with you to upload your answers into the Survey Monkey Apply platform.
23. Do we have to create our own tracking tool for data collection? Do you have an example of a data collection tool?
A: You will have to create your own data collection tool if you do not already have one. Please discuss with your Program Officer/Consultant.
24. Why has PHAC added the new question on the ART on virtual programming?
A: The new question on the ART asks what percentage of your programming is done virtually and in-person. This question was added to inform how the program is being delivered as many projects provided virtual programming during COVID-19 and may continue to incorporate virtual programming.
25. How do we calculate what percentage of our programming is virtual?
A: PHAC only requires an estimate. No formulas are needed to answer this question.
26. Why are you asking if CAPC or CPNP projects or AHSUNC sites received money from other sources?
A: We ask this question to determine the extent to which projects and sites leverage other funding to support CAPC and CPNP or AHSUNC programs and activities.
27. Where can I find more information on the evaluation of the CAPC and CPNP programs?
A: Please find the CAPC and CPNP Evaluation here.