Reporting Due Dates

Pennsylvania Family Support Programs
Reporting Due Dates


Family, Caregiver, Child Demographics

Entered for each Family, Caregiver, and Child, Updated as needed*, and at exit from program.

*Required to be updated between 6/1 and 6/30 and 9/1 and 9/30 each year

Month of Entry Update or ExitDue Date in DatabaseMonth of Entry Update or ExitDue Date in Database
JulyAugust 10thJanuaryFebruary 10th
AugustSeptember 10thFebruaryMarch 10th
SeptemberOctober 10thMarchApril 10th
OctoberNovember 10thAprilMay 10th
NovemberDecember 10thMayJune 10th
DecemberJanuary 10thJuneJuly 10th

Primary Caregiver & Child(ren) Performance Measure Data

Entered for each primary parent/caregiver and child(ren) at the appropriate timelines based upon enrollment in evidence-based home visiting programs. Programs should attempt to complete all Performance Measures and not skip a screening because it does not fall on the exact date in the data system.

Month of Entry, PM DataDue Date in DatabaseMonth of Entry, PM DataDue Date in Database
JulyAugust 10thJanuaryFebruary 10th
AugustSeptember 10thFebruaryMarch 10th
SeptemberOctober 10thMarchApril 10th
OctoberNovember 10thAprilMay 10th
NovemberDecember 10thMayJune 10th
DecemberJanuary 10thJuneJuly 10th

Monthly Enrollment Report* 

Participants served reported monthly in the Pennsylvania Family Support Data System.

Enrollment MonthDue DateEnrollment MonthDue Date
JulyAugust 10th-15thJanuaryFebruary 10th-15th
AugustSeptember 10th-15thFebruaryMarch 10th-15th
SeptemberOctober 10th-15thMarchApril 10th-15th
OctoberNovember 10th-15thAprilMay 10th-15th
NovemberDecember 10th-15thMayJune 10th-15th
DecemberJanuary 10th-15thJuneJuly 10th-15th

*Manually generated using “Generate Enrollment Report Month” option in Report List, then edited/reviewed before submission.  Detailed instructions at http://www.pa-home-visiting.org/enrollment-report/


Monthly CQI PDSA* 

An effectively implemented CQI plan can be a successful method for improving performance measure progress in a data-driven way. Plan-Do-Study-Act is a cycle of activities used to achieve process or system improvement. Demonstrates current efforts, trainings and activities towards reaching the SMART AIM goal. Reports should show performance over time, and represent data studied in short intervals. 

MonthDue DateMonthDue Date
JulyAugust 18thJanuaryFebruary 18th
AugustSeptember 18thFebruaryMarch 18th
SeptemberOctober 18thMarchApril 18th
OctoberNovember 18thAprilMay 18th
NovemberDecember 18thMayJune 18th
DecemberJanuary 18thJuneJuly 18th

*Not Applicable to CTF 


Bi-monthly Staffing Report*

Used to Calculate the FTE and number of staff supported by each Program Type. Staffing Reports are completed bi-monthly in the Pennsylvania Family Support Data System.

Reporting PeriodDue DateReporting PeriodDue Date
July 1 – August 31September 15thJanuary 1 – February 28March 15th
September 1 – October 31November 15thMarch 1 – April 30May 15th
November 1 – December 31January 15thMay 1 – June 30July 15th

*Use report due date for, “Date of Staffing Report” field. Detailed instructions at http://www.pa-home-visiting.org/staffing-report/


Quarterly Program Narrative Report*

Describes implementation activities and successes and challenges in several key areas. Completed in Pennsylvania Family Support Data System.

QuarterReporting PeriodDue Date
First QuarterJuly 1st – September 30thOctober 31st
Second QuarterOctober 1st – December 31stJanuary 31st
Third QuarterJanuary 1st – March 31stApril 30th
Fourth QuarterApril 1st – June 30thJuly 31st

*Detailed instructions at http://www.pa-home-visiting.org/quarterly-program-narrative/


Quarterly Expenditure Report

Demonstrates that funds are being expended in alignment with budgets. Completed in the Pennsylvania Family Support Data System.

QuarterReporting PeriodDue Date
First QuarterJuly 1st – September 30thOctober 31st  
Second QuarterOctober 1st – December 31stJanuary 31st
Third QuarterJanuary 1st – March 31stApril 30th
Fourth QuarterApril 1st – June 30thAugust 15th

Staffing Vacancy Report  

Used to notify the Consultant/Specialist assigned to your Agency of a staff vacancy. Reported via email to your Consultant/Specialist on an as needed basis. 

MonthDue DateMonthDue Date
JulyAs Needed JanuaryAs Needed 
AugustAs Needed FebruaryAs Needed 
SeptemberAs Needed MarchAs Needed 
OctoberAs Needed AprilAs Needed 
NovemberAs Needed MayAs Needed 
DecemberAs Needed JuneAs Needed 

Children’s Trust Fund Outcomes Report

Demonstrates progress toward outcomes and indicators. Submitted through the CTF Uploader.

Portion of Grant YearReporting PeriodDue Date
First Half*July 1st – December 30thJanuary 31st
Second HalfDecember 31st – June 30thJuly 31st

*Grantees will not submit the Outcomes Report for the first half of Year 1. 


CQI Team Plan* 

Establishes effective and efficient objectives and goals. Guides conversations reflects on the internal and external aspects that relate to the inputs and outcomes of CQI Projects. The essential foundation for a successful CQI project is a supportive, multi-level, interdisciplinary team.

Portion of Grant YearReporting PeriodDue Date
July to MayJuly to MayAugust 30th  

*Not Applicable to CTF. 


CQI Summary Report* 

Reflects on the entirety of the CQI Project after completion. Determines if the implemented changes have yielded positive outcomes. Reflects on the success, ups and downs of working towards the SMART AIM goal set at the start of the project.

Portion of Grant YearReporting PeriodDue Date
July to JuneJuly to JuneWithin 30 days of the end of each CQI Project.

*Not Applicable to CTF. 


Fiscal GL Reconciliation* 

This GL Reconciliation should reflect your financial system information, while providing a breakdown and overall total that will tie out to what expenditures were submitted to OCDEL, in form of a Final Expenditure Report. Send to your Family Support Consultant or Family Support Technical Assistant Provider (CTF).

Portion of Grant YearReporting PeriodDue Date
July to JuneJuly to JuneSeptember 30th

*Only if requested for CTF.


Fiscal Audit*  

In order to accurately determining risk for both State and Federally funded programs, Audits are conducted and collected as outlined in your contract with the Commonwealth. Send to your Family Support Consultant or Family Support Technical Assistant Provider (CTF).

Portion of Grant YearReporting PeriodDue Date
July to JuneJuly to JuneMarch 31st

*Only if necessary for CTF.


Grant Renewals 

Directions will be provided at time of renewal for each renewal. 

Portion of Grant YearReporting PeriodDue Date
July to JuneJuly to JuneBy no later than April 30th each Year that Renewals are Due. CTF Renewals will be due based on the schedule of CTF Board meetings.