Annual & Final Reports

FFAR is piloting a new reporting system. This new system has three separate report components. Each must be completed to fulfill the Grantee reporting requirements.

All FFAR-funded Grantees are required to submit the following reporting components and additional documents, where appropriate, for each reporting period:

1. Narrative Report: To be filled out as an online form in FFAR’s Grants Management System (BBGM). Uploads of the form are not accepted. More details and resources below.
2. Indicator Report: To be filled out as an online form in the UpMetrics platform. Uploads of the form are not accepted. More details and resources below.
3. Financial Report: Appropriate spreadsheet is to be completed and uploaded in FFAR’s Grants Management System (BBGM). More details and resources below.
4. Signature Page: The appropriate page is to be completed and uploaded in FFAR’s Grants Management System (BBGM).
   • Download Signature Page Template
5. Matching Re-certification Form: where a match is required, the Grantee must complete the appropriate form to identify and certify matching funds, then upload the form to FFAR’s Grants Management System (BBGM), annually. Note: Some award types do not require matching funds; thus, those awards are not required to report Matching Re-certification Form.
   • Download Matching Re-certification Form

Applicable disbursements will be delayed if all required reports and forms are not received by the due date.

Annual Progress Reports, with all required reports and forms, are due within 30 days after the end of each annual funding period.

Final Progress Reports, with all required reports and forms, are due within 90 days after the expiration or termination of a FFAR-funded research award.

Should any aspect of the award change, including the project’s scope, timeline, budget or personnel, Grantees must notify FFAR Grants Team, and submit the relevant Changes & Modifications Forms.

FFAR’s Narrative Report provides the Grantee with a space to document their progress toward objectives. Specifically, you’ll share activities, outputs and outcomes of your project during the reporting period.

Samples of the Annual and Final Narrative Report are linked below. These are made available to assist the Grantee in planning their submission. The Final Narrative Report contains several additional questions allowing the Grantee to summarize the project.

All Narrative Reports must be submitted as an online form through the PIs Grant Management Account.

Resources:

Download Sample of Annual Narrative Report

Download Sample of Final Narrative Report

FFAR’s Indicator Report captures a standard set of 14 indicators that help track the success and impact of FFAR funded research. Note: indicator data are not used to determine eligibility for future funding.

FFAR’s 14 standard indicators are described in detail in the FFAR Indicator Handbook linked below. This handbook tells you what to count, what additional information will be collected and clarifies terminology.

The FFAR Indicator Spreadsheet, linked below, is made available to assist the Grantee in tracking data throughout the reporting period. Using the spreadsheet should reduce the reporting time at the end of a reporting period.

This spreadsheet is for the Grantee’s use in helping to prepare their data for entry into the online platform. FFAR does not require the Grantee to fill out the spreadsheet. FFAR will not accept uploaded spreadsheets in place of filling in the online report.

The Indicator Report data is submitted in the UpMetrics platform. To access the online Indicator Report, follow these steps:

1. First, find the email from UpMetrics titled “You’ve been invited to UpMetrics”. Click the ‘Accept Invitation’ button in the body of the email to set your account password.
   (If you are having difficulty finding the invitation email, please contact FFAR staff at MEL@founfationfar.org for assistance.)
2. Next, complete your Indicator Report by navigating to the ‘Incoming Surveys’ page. To do so, click on the ‘Collect’ tab on the left-hand side of the UpMetrics screen (when logged in).
3. Once in ‘Incoming Surveys,’ the Indicator Report is waiting to be filled out. For Grantee convenience, here is a direct link to the ‘Incoming Surveys’ page.
4. If the ‘Incoming Surveys’ page is empty, your Indicator report has not been assigned yet. When the Indicator report is ready for you to fill out, you will be made aware via an email sent by UpMetrics.To add additional users, follow the steps below:
   • Go to Settings
   • Go to Team Members Tab
   • Click the ‘+ Team member’ button

Note: UpMetrics communications and platform currently refer to project progress reports as “surveys.” We are not surveying your perspectives; this is FFAR’s required Indicator Report.

Resources:

FFAR Indicator Handbook

FFAR Indicator Spreadsheet

The financial status report (FSR) outlines actual award expenditures for the reporting period. All Grantees must use the budget template submitted and approved with the Grant Agreement. The spending report sections can be found by unhiding the columns after the budget section in each individual year and using the spending report in columns AG-AU. All Financial Status Reports must be attached as an excel file to the online report requirement through the PI’s Grant Management Account.

Grantees with one year projects must use the spreadsheet submitted and approved with their Agreement and Grantees with projects approved for two or more years must use their last approved annual financial report template.

The Grant End Date marks the end of the final reporting period. Grantees must submit all three reporting components within 90 days after the Grant End Date—this is required to close the award. The following reporting components are required to officially close an award:

1. Final Narrative Report (Online form submitted through BBGM)
2. Indicator Report (Online form submitted through UpMetrics)
3. Final Financial Report (Spreadsheet submitted through BBGM)

Where appropriate, for award agreement requiring a Final Equipment Inventory Report, please complete the report and submit it through FFAR’s Grants Management System (BBGM).