Performance Data Collection Instruments and Processes

Background

EDA collects and reports on performance measures in compliance with the Government Performance and Results Act of 1993 that, as amended by the GPRA Modernization Act of 2010, establishes requirements for all agencies to collect, analyze and report on their performance.

Infrastructure Data Collection

EDA collects performance data on construction awards using the ED-915 (PDF). This data is collected at 3-, 6- and 9- year intervals from the award date. Grantees fill out the three question PDF and submit to their EDA Project Officer.

Non-Infrastructure Data Collection

EDA collects performance data on non-infrastructure awards utilizing the Non-Infrastructure Metrics (NIMs) instruments. These instruments include the ED-916: Annual Program Outputs Questionnaire, the ED-917: Annual Capacity Outcomes Questionnaire (for Grantees Serving Clients), and the ED-918: Annual Capacity Outcomes Questionnaire (for Grantees without Clients).

The NIMs are the culmination of extensive collaborative research between EDA and renowned research institutions such as SRI International and the University of North Carolina at Chapel Hill. They capture a wide range of non-infrastructure economic development projects, their associated outputs and the resulting intermediate capacity outcomes. The selected metrics were confirmed as key to achieving sustainable long-term economic outcomes based on the Logic Model.

The components of the logic model (PDF), as delineated in this research, draw from a vast body of work on economic development theory and practice. The logic model depicted captures the logical progression of a grant program, from inputs to activities to immediate outcomes and long-term outcomes. Within each component of the logic model, different categories of inputs, outputs, and outcomes are considered and might occur depending on the program’s focus.

EDA collects Program Outputs and Capacity Outcomes data directly from grantees, using the NIMS, which are distributed electronically through Qualtrics.

Following a comprehensive internal review of our data collection processes, EDA has transitioned the frequency of the ED-916 questionnaire from a semiannual to an annual cadence. Additionally, EDA is working to produce program-specific questionnaires as a subset of the existing NIMs instruments, to provide more relevant and targeted guidance to grantees. These modifications will allow grantees enough time to familiarize themselves with the questionnaires, effectively conduct their activities and track progress before reporting. Most importantly, this change will significantly enhance the quality and accuracy of reporting by grantees, thereby increasing the overall value and integrity of the collected data.

ED-916: Annual Program Outputs Questionnaire (PDF)

The ED-916 collects data on program activities directly from the grantees to monitor and assess grantees’ progress, as well as to compile the data for future explorations of the linkages between program activities and capacity building outcomes. Grantees report on this questionnaire annually.

ED-917: Annual Capacity Outcomes Questionnaire (for Grantees Serving Clients) (PDF)

The ED-917 collects data on the short term, direct impacts that result from the activities and services provided as a result of the EDA grant. It is intended for grantee organizations that serve clients or beneficiaries directly.

The instrument is split into two main sections: the first section asks about more traditional outcomes such as job creation and retention, private investment leveraged, and operating revenue changes. The second section covers a broader set of capacity outcomes to allow our grantees to report on important milestones and intended outcomes that can be more specific to their grants. Unlike before, we will be capturing information on such key outcomes as new product introductions, expansion of business networks, and new financing and human capital improvements.

ED-918: Annual Capacity Outcomes Questionnaire (for Grantees without Clients) (PDF)

The ED-918 collects data on the short term, direct impacts that result from the activities and services provided as a result of the EDA grant. This instrument mirrors the ED-917 but is intended for EDA grantees who do not serve clients directly but organize or develop strategies, studies, and plans that achieve outcomes to help grow regional economies.

Reporting on the questionnaires is set up to ensure grantees 0nly see categories that are most relevant to their scope of work. If grantees encounter any irrelevant question(s), that may not apply for the specified period of performance, they will be able to bypass and/or skip.

Non-Infrastructure Data Collection Process

The data collection process for non-infrastructure awards is entirely web-based, currently through Qualtrics. Links to the questionnaires are distributed electronically to grant recipients by the Performance, Research and National Technical Assistance Division (PRNTAD) according to the following schedule:

ED-916 Annual Program Outputs Questionnaire

• Non-Infrastructure grant recipients receive the Annual Program Outputs Questionnaire every year during the period of performance.
• This questionnaire is distributed based on the start of the period of performance and ONLY during this period for all grantees, except for RLF grantees. For RLF grantees, the questionnaire is distributed according to the recipient’s fiscal year (FY) and only during the disbursement phase.
• The award number, program, reporting period, reporting link, and due date for each report are included in the distribution email and in Qualtrics.

ED-917 and ED-918 Annual Program Outcomes Questionnaire for Grantees with (ED-917) and without (ED-918) Clients

• Non-Infrastructure grant recipients receive the Annual Program Outcomes Questionnaire (either the ED-917 or the ED-918) annually for five (5) years*.
• The questionnaire is distributed according to the start of the period of performance, or the FY, annually for five (5) years. The questionnaire will continue to be distributed for the full five (5) years, regardless of the period of performance end.

*Grantees with awards from institutional programs (including University Centers, Planning, Revolving Loan Funds, and Trade Adjustment Assistance for Firms) are required to report on the ED-917 or the ED-918 only during the period of performance of the award, to prevent any reporting overlaps.

Information You Should Have Available

In addition to familiarizing themselves with the questionnaire at the start of their award, grantees should make every effort to track their activities, monitor their beneficiaries’ outcomes, and maintain records that will facilitate easier reporting. For example, grantees should gather the following information, if applicable, before completing the web-based questionnaires:

• Industry specific NAICS codes: There are several questions for which having these codes ready will greatly speed up the time it takes to complete the questionnaires. EDA asks for six-digit NAICS.
• Census tracts: It is becoming increasingly important for EDA to capture and report on location-specific information which requires us to know to the greatest precision possible the location of each of EDA’s awards. Having census tract location data available for your project (or county names if you are serving an entire county) will be very helpful for us as we gather and analyze the data from these questionnaires.
• Private Investment Leveraged: if you have different sources of private investment as a result of the EDA project, please be sure to track accordingly. Please refer to the EDA definition of private investment for alignment.
• Jobs Created and Retained: if you have different sources of private investment as a result of the EDA project, please be sure to track accordingly. Please refer to the EDA definition of private investment for alignment.
• Number of Events and Participants: track the different events you hold throughout the year and the number of participants for each event.
• Number of Training or Skills Sessions: track the different training and skills session you hold throughout the year.
• Success Stories: Keep track of any success stories from your award, particularly if they involve underserved communities and regions. EDA would love to share with the rest of our stakeholders.