Reports & Applications

First, you have the two progress reports, then the PPVA and then the renewal grant, plus the United Way grant. To fully describe each of these would require at least a half ream of paper or a day or two jawboning in person. Each of them is actually quite complicated and should be the duty of a trained compliance officer to prepare.
However, in the arcane world of CNCS and RSVP, YOU are the one that has to deal with each of these, even though you technically can't do it on time funded by the federal dollars. Are you thoroughly confused by that? You should be. I was and I still am!

However, I seem to be able to get all of these things done by their deadlines and the reports and applications get approved and life goes on. I think the key is not to overly obsess about them. Tackle them head on in a straightforwrad manner and avoid hyperventilating about them. Just imagine that everyone else in RSVP is going through the same stressful process that you are. Some people will do a much better job than other people. The gubmint can't really insist that EVERYONE perform at the level of a grant professional. They have to aim to accept the lowest common denominator or else they would be out of business. And we know that putting a bureaucracy out of business just never happens in the gubmint. So, the reviewers and approvers have to have some leeway in dealing with the various forms of flotsam and jetsam reports and applications that settle into their inbox.

Just always try to do your best with a sincere heart and mind and attitude and everything will work out OK. Remember that your CNCS State Office Staff are your friends and they are there to help you. They are not your adversaries, they are your allies. Don't be afraid to use them. Don't be afraid to share your concerns and issues. Good, solid open and frank communication is highly recommended between you and your CNCS State Office Staff.

A lot of what takes place in the two progress reports is pretty standard boilerplate kind of stuff. The categories that really need your attention are in the narrative portion of the reports. The most meaningful portion of these narratives are what you might call "success stories." When something really good happens to your program during the course of its operation, be sure to make notes and document the story. This is something that will "save your bacon" when it comes time to write the progress reports.

It would behoove you to dig into eGrants and read what the categories are in the narrative section of each required report. I put up a list of those on the file cabinet. Presumably, they should still be there when you took this position. I am looking at them right now. I keep them there are constant reminders of what's required in each of the semi-annual progress reports.

Here they are:

Challenges
Technical Assistance Needs
Resource Development
Other Accomplishments
Stories
Attachments

Each narratives is both somewhat restrictive but also somewhat open-ended. You have considerable leeway in writing for these topics but you also need to stay "on topic," too. I am pretty sure you can get into eGrants and read what I have written for my Progress Reports. This will help you in understanding how to begin thinking about how you will complete these various narratives.

Each RSVP Director will approach the completion of these narratives in their own unique and personal manner. You shouldn't attempt to duplicate my particular style. Find your own voice and style and freely express it in the narratives.

Your CNCS Office sends out specific guidance for completion of the PPVA--it's a data report and there's very little wiggle room for how you prepare and present this report. Ideally, you should enlist the assistance of your Program Assistant in preparing this. Almost all of the necessary data comes straight from Volunteer Reporter.

The grant renewal process is a real bugaboo. Frankly, I really have some serious issues with this process. Let's face it, you aren't making very much money in your position as RSVP Director. You probably sought the job because it's one of the few jobs available in Eastern Idaho. You probably didn't care much about the wage, as much as you cared about simply having a job. All of a sudden, you are now expected to be a professional grant writer. Yes, that's basically what you need to be to truly do a good job on the RSVP/Senior Corps grant renewal process. EICAP had a grant writer for awhile and she was paid a lot of money to write grants. Frankly, I doubt that she could have done a decent job writing the CNCS grant--it's that ridiculously complicated. There's absolutely no reason for CNCS to make this application as complex as it is. Each year, it seems to be more ridiculous and complicated and insulting. Frankly, I think my salary ought to be double for having to deal with this convoluted mess of a grant application.

I wish I could impart some pearls of wisdom about how to muddle through on this process. I can't. All I can say is what I have said and will continue to say, "The CNCS State Office Staff are your allies--USE THEM!" They can help you through this gut-wrenching process. I have to admit, the only times I felt virtually hopeless and alone in this position were when I was facing the grant application process. You simply can't afford to fail but they make the process so intimidating that you are in constant fear of failure. It's a terrible feeling no one should have to face while working a low paid job such as this.

If I would have known what I know now when I first took this position, I would have begun to study the annual grant application process as soon as I came on board. I would have really hit the ground running in February-March 2008. As it was, I was in the "denial" phase then and simply hoping that process would go away and leave me alone. Well, the process DOESN'T go away and leave you alone. If you don't face it, it's going to bite you Big Time. So, accept those facts, face it and deal with it. It's not pleasant--if fact, it's the LEAST pleasant aspect of this position and it has actually made me physically ill and nauseous.

I wish I could have a more positive attitude about this process. I simply can't.

It's the same way with United Way. The United Way grant is basically a HUGE HASSLE!
RSVP gets less than $6,000 a year for this grant. However, we're asked to go through the same process as someone getting a quarter million or more. Frankly, I've never seen a grant application as crazy as this one. United Way has come up with a truly punitive process that attempts to trick people into making mistakes or forgetting essential requirements. They may not realize it but they are apparently setting up a process to eliminate the weak and reward the strong. I resent that grant process in every way shape and form and I feel totally claustrophobic when I am working on it. I consider it insulting to be expected to complete this grant for the pay I am receiving, especially in light of the tiny sum which RSVP traditionally seeks. However, I have had no choice but to grin and bear it. That's the way it's going to be for you, too. You are going to have to crank out this application and go through the review process with a smile on your face and a Mary Poppins spring in your step. That's what EICAP expects and that's certainly what United Way expects.
Anything less will really rock the boat and upset the apple cart.

It truly amazes me what is expected of the low paid RSVP Director. You are expected to be a miracle worker, a jack of all trades, a skilled professional grant writer, a de facto HR Director and much, much more. Most of all of that I can deal with but the straw on my back that's been a real bug-a-boo are these reports and grant applications. I feel they are an enormous imposition and I am quite frankly delighted that I do not have to face them ever again in this lifetime!