Feasibility Study for the Evaluation of DHHS Programs That Are or May Be Operated Under Tribal Self-Governance. Review of Reporting Requirements for DHHS Programs That May Be Operated by Tribes Under a Self-Governance Demonstration


Current reporting requirements for each of the DHHS programs that have been identified as feasible to include in a potential new Self-Governance demonstration were also investigated by talking with several DHHS and Tribal program staff and reviewing the documents provided to us by the Tribes visited.  There is considerable variation in the level of detailed reporting that is required by different DHHS programs.  Some programs (e.g. Head Start) require lengthy and very detailed reporting on a large number of programmatic and outcomes measures.  Other programs do not have specific reporting requirements beyond minimal financial reports.  In addition to formal reporting requirements, some programs provide monitoring through ongoing contact between program staff and contracting Tribes. The current reporting requirements are described below.[11]

Tribal Temporary Assistance for Needy Families (TTANF).     Currently, Tribes managing this program are required to submit (electronic submission is preferred) family-level and individual-level data elements for families receiving TTANF. For the family, these data elements include funding stream, number of family members, type of family for work participation, receiving subsidized housing, receiving medical assistance, receiving food stamps and amount, receiving subsidized child care and amount, child support, and family cash resources.  At the individual level, Tribes are required to submit characteristics such as adult and minor child head-of-household characteristic such as date for birth, ethnicity, gender, receipt of disability benefits, marital status, relationship to head of household, parent with minor child in the family, needs of pregnant women, educational level, citizenship, cooperation with child support, employment status, and work participation status.  The child characteristics submitted by TTANF grantees include family affiliation, race/ethnicity, gender, receiving disability benefits, relationship to head of household, educational level, amount of unearned income,

Low Income Home Energy Assistance Program.     Currently, Tribes managing this program are required to provide the Household Service Report—Short Format or a letter containing similar information.  This information includes number of households receiving the following types of assistance: heating, cooling, winter/year round crisis, summer crisis, or weatherization.

Community Services Block Grant.     Currently, there is no specific Federal required reporting form that documents services or activities conducted for this program.

Child Care and Development Fund.     The standard Child Care and Development Fund annual aggregate program report (ACF-700 form) requires the following information: number of families and children receiving services, age breakdown for children receiving services, reasons for needing childcare (e.g., working, in school), number of hours services provided, amount of CCDF subsidy, amount of parent co-payment, and poverty status of families receiving services.  A supplemental narrative report to the ACF-700 form requests general child care information, and is not restricted to CCDF-funded activities.  Financial reporting is required on the ACF-696-T form.

Native Employment Works.     Current Federal reporting requirements include a Program Report with a narrative section that compares achievements for the year to their plan for the year.  It also summarizes significant barriers to implementation, provides explanations for variances with the plan, and describes actions taken.  The Program Report also includes a statistical report that provides the following information: number of clients served characteristics of clients served (e.g., age, sex, TANF recipients), number of clients participating in types of NEW activities and services (e.g., classroom training, on-the-job training, counseling), and number of clients with selected outcomes (e.g., GED, unsubsidized employment).

Head Start.     The standard Head Start reports includes information in the broad categories of children enrolled by demographics, staff information by demographics, information on classes/ groups/ centers, volunteer information, and services provided. Head Start also currently has a requirement for extensive outcome measurement. 

Child Welfare Services.     As reported to us, there are no specific standardized reporting requirements; however each grantee must report how they are progressing toward their 5-year plan.

Promoting Safe and Stable Families.     Like other Child Welfare programs, we are aware of no specific reporting requirements beyond reporting concerning progress toward planned activities.

Family Violence Prevention: Grants for Battered Women’s Shelters.     Current Federal reporting requirements include narrative reports on number of clients served and on services provided.

Administration on Aging (AoA) Grants for Native Americans.     The standard report for AoA includes information on full-time/part-time staff; program resources and expenditures, including sources of income other than grants; unduplicated numbers of people that receive support services, congregate meals, home-delivered meals; total numbers of congregate and home-delivered meals; units of supportive services, legal services, at-home services, ombudsmen services, and others.

SAMHSA Targeted Capacity Expansion Grants.     Current Federal reporting requirements include a quarterly report and specified measures related to the Government Performance and Results Act (GPRA).  The quarterly and GPRA reports include the following information: grantee information; staffing information; data including number of new clients, services provided and individual-level information on the clients as required by SAMHSA to meet their GPRA reporting requirements[12]; and narrative information about the project such as challenges and successes over the past quarter.