SGIS DOE Reporting Guidance

SMART GRID GRANT PROGRAM RECIPIENT REPORTING GUIDANCE
OMB Control Number 1910-5149; Authorization Expires mm/dd/yyyy

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DEPARTMENT OF ENERGY (DOE) CORPORATE REPORTING

To ensure projects are effectively managed and delivering on the goals of the American
Recovery and Reinvestment Act (Recovery Act), DOE will collect data on project management
and execution, risk management, job creation, and key project milestones, in addition to what is
required by Section 1512 of the Recovery Act.
In most cases, monthly data will be used internally for managerial purposes only, but where DOE
does intend to publicize monthly data, it will clearly indicate it to be “preliminary/informal and
subject to change.”
Recipients are required to provide DOE information on, but not limited to, the following issues:

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•

Monthly Project Execution Data: Collecting data on project execution allows DOE
and recipients to track performance against their Project Execution Plan (Clause 30B of Award Agreement) and ensures the timely execution and allocation of
resources to Recovery Act projects.

•

Monthly Risk Management Updates: Recipients will be required to provide periodic
updates to DOE on risk management data submitted as part of the Project Execution
Plan (Clause 30-B of Award Agreement) in order to ensure that appropriate risk
management is being conducted on the project.

•

Quarterly Jobs Data: DOE seeks to understand the full impact of Recovery Act
projects on employment. Recipients should include job figures from the non-federal
fund cost-share component of Recovery Act projects (Section 5A of Attachment B Award Agreement).

•

Monthly Key Project Milestones: DOE is asking recipients to provide key project
milestones and dates to assist DOE in coordinating outreach and public affairs
events. Key milestones include events, ground-breakings, first-hires, major phase
completions, and other project-specific events that demonstrate project success.

•

Monthly Count of Smart Meters Installed: DOE is requesting (only) SGIG recipients
who are installing smart meters as part of their projects to report the number of
meters installed during the monthly reporting period.

Project Value Management System (PVMS) Reporting

A common structure for reporting the current status of SGIG projects will be used to deliver
project status and assessment information to DOE. The input of PVMS data described below will
be required. PVMS reporting will be at the Project Level. In addition, recipients will be required
to provide an update to their TPO through the Progress Report (SGIG Agreement, Attachment B,
Federal Assistance Reporting Instructions) on the status of the milestones identified in the PEP
as being either “on-track” or “off-track.” Milestones that are “on-track” are expected to be
completed on-time and within budget. Those that are “off-track” are expected to occur after the
target date (or not at all) or will be over the expected budget identified in the PEP. These data
US DEPARTMENT OF ENERGY
OFFICE OF ELECTRICITY DELIVERY AND ENERGY RELIABILITY
October 2011

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SMART GRID GRANT PROGRAM RECIPIENT REPORTING GUIDANCE
OMB Control Number 1910-5149; Authorization Expires mm/dd/yyyy

will be compiled into status reports to assist DOE in its reporting requirements under the
Recovery Act.

Field
ACWP

Actual Cost
of Work
Performed
Budgeted
Cost of Work
Performed

BCWP

BCWS

Budgeted
Cost of Work
Scheduled
Estimate to
Complete

ETC

BAC

2.1

Budget at
Completion

Definition / Metrics
The cost actually incurred for the work accomplished
during the period of performance.

Field
Type
Input

Sum of all budgets for all completed work and the
Input
completed portions of ongoing work. Total budget
for the scope that was actually accomplished during
the period of performance.
Planned accomplishment established in performance Input
measurement baseline.
Current estimate for the remaining project scope.
This is the estimate for all remaining work excluding
contingencies.
Sum of all budgets allocated to a project excluding
management reserve

Input

Input

PVMS Reporting Frequency and Due Dates

The PVMS Data elements identified in Section 2 above shall be reported by the prime recipient
to DOE on a monthly basis. The prime recipient is responsible for uploading this data into DOE’s
project management system (SIPRIS) via www.SmartGrid.gov.
The Recipient is required to submit the data no later than the last business day of the following
calendar month. The first reporting period shall be the calendar month during which the Project
Execution Plan is approved by the Contracting Officer.
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Risk Management Updates

Updates to the Risk Management Plan (RMP) submitted as part of the Project Execution Plan
(SGIG Agreement Terms and Conditions Clause 30-B) should be submitted via SIPRIS on a
monthly basis. These updates should include any changes to the likelihood of occurrence,
cost/schedule impact, risk consequence, or handling strategy and mitigation of the risks
identified in the RMP. In addition, any new risks identified by the recipient during the project life
cycle should also be included in the update.
The Recipient is required to submit the data no later than the last business day of the following
calendar month. The first reporting period shall be the calendar month during which the Project
Execution Plan is approved by the Contracting Officer.

US DEPARTMENT OF ENERGY
OFFICE OF ELECTRICITY DELIVERY AND ENERGY RELIABILITY
October 2011

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SMART GRID GRANT PROGRAM RECIPIENT REPORTING GUIDANCE
OMB Control Number 1910-5149; Authorization Expires mm/dd/yyyy

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DOE Quarterly Jobs Reporting Guidance

This section provides recipients guidance on the internal DOE collection of direct jobs created
and retained from Recovery Act funds. While the Recovery Act requires recipients to report
jobs data to FederalReporting.gov on a quarterly basis, it only requires recipients to report on
a subset of jobs created by DOE Recovery Act funds.
In order to capture comprehensive job figures, DOE has additional data collection requirements.
These data will better enable the Department to track the number of actual jobs created under
the Recovery Act and transparently show the American public how Recovery Act programs are
helping create jobs and spur sustainable, economic growth.
The Recipient is required to submit the data no later than the last business day of the month
following the end of the calendar quarter. The first reporting period shall be the calendar
quarter in which the Project Execution Plan is approved by the Contracting Officer.
Internal DOE job collection differs from FederalReporting.gov in:

FederalReporting.gov requires recipients to report on jobs created only with Recovery
Act funds used on the project. DOE Jobs Reporting aims to monitor jobs created with
DOE Recovery Act funds and non-federal funds. Recipients will report data on jobs
created from non-federal funds cost-share portion of project.

DOE Jobs Reporting provides a breakdown of jobs within the categories identified
below:
•
•
•
•
•
•
•
•

Managers
Engineers
Computer-related Occupations
Environmental and Social Scientists
Construction, Electrical and Other Trades
Analysts,
Business Occupations
Recording, Scheduling, Computer Operator Occupations

Job numbers reported to DOE will encompass all direct jobs created during the reporting
timeframe as a result of Recovery Act funding.
The DOE will verify job data reported against other reported data from recipients, including
invoices and financials. If recipient reported data cannot be verified, then DOE will work with
recipients to resolve job data issues.
The template below allows Recipients to report jobs created or retained by reporting the total
hours worked for both the federal and cost share funding portions. The Full-time Equivalents
(FTEs) will be automatically calculated by the template using the DOE formulas discussed in
section 4.1 DOE FTE Calculations. The Cost Share percentage will also be calculated using the
DOE formulas.
US DEPARTMENT OF ENERGY
OFFICE OF ELECTRICITY DELIVERY AND ENERGY RELIABILITY
October 2011

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SMART GRID GRANT PROGRAM RECIPIENT REPORTING GUIDANCE
OMB Control Number 1910-5149; Authorization Expires mm/dd/yyyy

4.1

DOE FTE Calculations

The jobs reported to DOE program offices should be expressed in OMB’s measurement of
quarterly FTEs. Recipients must include the cost-share portion of funds used on the project in
the tabulation of hours worked in each category.
DOE has identified formulas for calculating FTEs, both from the Federal portion and from the
entire project, and for calculating the cost share percentage for the project. These formulas are
listed below for information purposes.
FTEs from Federal Recovery Funds
DOE funded FTE= Total hours worked in Jobs Created from DOE Recovery Act funds
Number of Hours in Sector Specific Full-time Schedule
Total FTEs (from federal + non-federal funds) from Recovery Act Supported Project
Total FTE=

Total Hours Worked on Recovery Act-Supported Project
Number of Hours in Sector Specific Full-time Schedule

Cost Share
Cost Share= Total Cost of Recovery Act-Supported Project – DOE Recovery Act funds
Total Cost of Recovery Act-Supported Project
Or in other terms,
Cost Share = Non-federal Funds invested in Recovery Act- Supported Project
Total Cost of Recovery Act -Supported Project
5.

Key Project Milestones:

The Smart Grid Investment Grant Program receives numerous and on-going requests from the
Administration and from the Congress for status of Key Project Milestones. DOE is asking
US DEPARTMENT OF ENERGY
OFFICE OF ELECTRICITY DELIVERY AND ENERGY RELIABILITY
October 2011

4

SMART GRID GRANT PROGRAM RECIPIENT REPORTING GUIDANCE
OMB Control Number 1910-5149; Authorization Expires mm/dd/yyyy

recipients to provide key project milestones and dates to assist DOE in coordinating outreach
and public affairs events. Key milestones include events like ground-breakings, first-hires, major
phase completions, and other project-specific events that demonstrate project success.
The Recipient is required to submit the data no later than the last business day of the following
calendar month. The first reporting period shall be the calendar month during which the Project
Execution Plan is approved by the Contracting Officer.
6.

Monthly Count of Smart Meters Installed:

The Smart Grid Investment Grant Program has been receiving numerous and ongoing requests
from the Administration and from the Congress for status of smart meter installations on
projects. Initially, we answered these requests by querying selected recipients who are doing
significant meter installation as part of their projects on an as needed basis. It has become
apparent that these requests will continue for the foreseeable future. In order to expeditiously
and completely respond to these request we are requesting SGIG recipients who are installing
smart meters as part of their projects to report the number of meters installed during the
monthly reporting period. DOE has modified the SIPRIS system to accommodate the reporting of
this data. The SIPRIS User Guide has been updated to provide detailed instructions for
submitting this data.

US DEPARTMENT OF ENERGY
OFFICE OF ELECTRICITY DELIVERY AND ENERGY RELIABILITY
October 2011

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