Form MAI PPR MAI PPR MAI PPR

Attachment 2

Substance Abuse and Mental Health Services Administration (SAMHSA)

Center for Substance Abuse Prevention (CSAP) / Center for Substance Abuse Treatment (CSAT)

Minority AIDS Initiative:

Substance Use Disorder Prevention and Treatment Pilot Program (MAI PT Pilot)

Programmatic Progress Report (MAI-PPR)

Public Burden Statement: An agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a currently valid OMB control number. The OMB control number for this project is 0930-XXXX. Public reporting burden for this collection of information is estimated to average 3 hours per respondent, per year, including the time for reviewing instructions, searching existing data sources, gathering, and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to SAMHSA Reports Clearance Officer, samhsapra@samhsa.hhs.gov or 5600 Fishers Lane, Rockville, Maryland, 20857.

Table of Contents

1. GRANT MANAGEMENT INFORMATION 1

2. REPORTING PERIOD ACTIVITIES AND ACCOMPLISHMENTS 1

3. PLANNED ACTIVITIES FOR UPCOMING REPORTING PERIOD BY GOAL AND OBJECTIVE 2

4. REPORTING PERIOD CHALLENGES AND MITIGATION STRATEGIES IMPLEMENTED 3

5. ADDITIONAL COMMENTS 3

6. BUDGET SUMMARY 4

APPENDIX A – List of Definitions 5

Substance Abuse and Mental Health Services Administration (SAMHSA)

Center for Substance Abuse Prevention (CSAP) and Center for Substance Abuse Treatment (CSAT)

Minority AIDS Initiative (MAI): Substance Use Disorder Prevention

and Treatment Pilot Program (MAI PT Pilot)

Annual Programmatic Progress Report (MAI-PPR)

[TEMPLATE]

Instructions: This Word template is provided to MAI PT Pilot grantees to facilitate annual programmatic progress reporting. Grantees are encouraged to delete all gray instructions/examples and replace them with grant-specific information. Grantees are welcome, but not required, to include tables, graphs, or other visuals if they feel it is important in communicating progress. In addition, grantees may also include as appendices with any additional relevant information (e.g., evaluation report or other reports demonstrating accomplishments) that they would like to share with their Government Project Officer (GPO). Once completed, the MAI-PPR should be saved with a descriptive file name (e.g., SP012345-PPR ending 2026.09.30.pdf) and uploaded to eRA commons. If you have any questions or concerns related to this template, please consult your assigned GPO.

1. GRANT MANAGEMENT INFORMATION¹

Award Number:	Enter grant award number (e.g., TI012345)
Award Period of Performance:	Enter grant start/end dates (e.g., October 1, 2024 – September 30, 2029)
Project Name:	Enter grant project name (e.g., Small County Community MAI Program)
Principal Investigator (PI)/Project Director (PD) Name:	Enter name of PI/PD of record (e.g., John B. Smith, Ph.D.)
PI/PD Email:	Enter email address for PI/PD of record (e.g., John.B.Smith@universityxyz.edu)
PI/PD Phone:	Enter phone number for PI/PD of record (e.g., 806-555-1212)
Reporting Period Dates:	Enter reporting period dates covered by this report (e.g., October 1, 2024 – September 30, 2025)
Report Submission Date:	(e.g., October 30, 2025)
Returned for Revision:	If applicable, GPO adds comments describing nature of revisions needed before approval of PPR can be granted.
Government Project Officer (GPO) Approval Signature:	[GPO’s electronic signature]
Date of GPO Approval:	Enter date of GPO’s approval

*See Appendix A definitions.

2. REPORTING PERIOD ACTIVITIES AND ACCOMPLISHMENTS BY GOAL AND OBJECTIVE

Provide a bulleted list of key activities conducted and accomplishments achieved during the reporting period by goal and objective. Activities and accomplishments may be reported at the grantee level as well as at the subrecipient level, as appropriate. Please include numbers and quantities associated with activities and accomplishments where applicable.

Note: If goals and objectives specified in the original grant application were not SMART (i.e., Specific, Measurable, Achievable, Relevant and Time-bound) and have not yet been updated, grantees should discuss revising these goals and objectives with their assigned Government Project Officer (GPO). If a goal or an objective was completed in a previous reporting period, indicate when the goal or objective was completed in a bullet under the objective description (e.g., Goal 1/Objective 1 was completed during the October 1, 2024 – September 30, 2025 reporting period; Goal 2 was achieved during the October 1, 2025 – September 30, 2026 reporting period).

Goal 1. Insert text from grant application, continuation application, or GPO-approved revised goal text.

Objective 1. Insert text from grant application, continuation application, or GPO-approved revised objective text.

• Provide a brief description in bulleted format beginning for each key activity conducted and accomplishment achieved during the reporting period (e.g., hired project coordinator, drafted and disseminated request for proposals for subrecipient grants, finalized memorandums of agreement with two community-based partners, recruited members for advisory council, finalized and submitted disparities impact statement, completed organizational readiness assessment, submitted application to IRB and received approval for planned data collection, finalized planning for launching of prevention social media campaign, developed three social norms marketing messages for environmental strategies recruited provider to deliver psychosocial support services, recruited partners and finalized planning for community-based mental health promotion activities, completed development of four complementary environmental strategies in collaboration with local bar owners/managers to reduce drug use and other risky behaviors during peak service hours, conducted two service provider trainings on delivering culturally and linguistically appropriate services for SUD treatment, trained 20 staff on best practices for performing HIV, viral hepatitis, and STI screening, testing, and referral). As needed, provide additional details for each key activity so reviewing GPO can understand the context of each activity and progress made during the reporting period.

Objective(s) 2 - X. Create a new objective section for each additional objective, if applicable, and insert corresponding text from grant application, continuation application, or GPO-approved revised objective text.

• Provide a brief description in bulleted format beginning for each key activity conducted and accomplishment achieved during the reporting period. See examples above.

Goal(s) 2 - X. Create a new goal section for each additional goal, if applicable, and insert corresponding text from grant application, continuation application, or GPO-approved revised goal text.

Objective(s) 1. Create a new objective section for each additional objective, if applicable, and insert corresponding text from grant application, continuation application, or GPO-approved revised objective text.

• Provide a brief description in bulleted format beginning for each key activity conducted and accomplishment achieved during the reporting period. See examples above.

Objective(s) 2 - X. Create a new objective section for each additional objective, if applicable, and insert corresponding text from grant application, continuation application, or GPO-approved revised objective text.

• Provide a brief description in bulleted format beginning for each key activity conducted and accomplishment achieved during the reporting period. See examples above.

3. PLANNED ACTIVITIES FOR NEXT ANNUAL REPORTING PERIOD BY GOAL AND OBJECTIVE

Provide a bulleted list of activities planned for the next annual reporting period by goal and objective. Note: For the final programmatic report, grantees should indicate, “Not applicable. No planned activities since grant period has ended.”

Goal 1. Insert text from grant application, continuation application, or GPO-approved revised goal text.

Objective 1. Insert text from grant application, continuation application, or GPO-approved revised objective text.

• Provide a brief description in bulleted format beginning for each key activity planned for the upcoming reporting period (e.g., hire additional prevention navigator, fund subrecipient awards, report progress and efforts to achieve goals outlined in disparities impact statement, update disparities impact statement to reflect any needed adjustments as part of the quality improvement plan, launch evidence-based prevention social media campaign, recruit provider to deliver psychosocial support services, implement community-based mental health promotion activities, implement four complementary environmental strategies in collaboration with local bar owners/managers to reduce drug use and other risky behaviors during peak service hours, conduct four service provider trainings on delivering culturally and linguistically appropriate services for SUD treatment, train 30 staff on best practices for performing HIV, viral hepatitis, and STI screening, testing, and referral).

Objective(s) 2 - X. Create a new objective section for each additional objective, if applicable, and insert corresponding text from grant application, continuation application, or GPO-approved revised objective text.

• Provide a brief description in bulleted format beginning for each key activity planned for the upcoming reporting period. See examples above.

Goal(s) 2 - X. Create a new goal section for each additional goal, if applicable, and insert corresponding text from grant application, continuation application, or GPO-approved revised goal text.

Objective(s) 1. Create a new objective section for each additional objective, if applicable, and insert corresponding text from grant application, continuation application, or GPO-approved revised objective text.

• Provide a brief description in bulleted format beginning for each key activity planned for the upcoming reporting period. See examples above.

Objective(s) 2 - X. Create a new objective section for each additional objective, if applicable, and insert corresponding text from grant application, continuation application, or GPO-approved revised objective text.

• Provide a brief description in bulleted format beginning for each key activity planned for the upcoming reporting period. See examples above.

4. REPORTING PERIOD CHALLENGES AND MITIGATION STRATEGIES IMPLEMENTED

Provide a description of any challenges encountered during the reporting period. Also, describe any mitigation strategies implemented to address the challenge(s) described. This section may include actual (or anticipated) problems or delays (e.g., natural disaster, staffing challenges, delays in implementation of interventions, unmet technical assistance needs, changes that may have a significant impact on expenditures, political/organizational leadership change, challenges experienced related to addressing health equity, unable to meet target for number of individuals assessed for substance use and co-occurring disorders due to shortage of qualified staff, distributed fewer naloxone kits than planned due to limited availability of kits) and actions (or plans) to resolve or manage them. Note: Grantees should consult with their GPO if unsure about how to resolve or manage actual (or anticipated) problems or delays.

5. ADDITIONAL COMMENTS

Provide additional comments, as needed. This section is an opportunity for grantees to include information that their GPO wants or needs to know that is not already described in the sections above (e.g., lessons learned, best practices, success stories, innovative approaches grantee has or would like to consider implementing, proposed change in scope or expected changes in key personnel that grantee would like to discuss with GPO).

Submission Instructions: Upload completed programmatic progress report to Electronic Research Administration (eRA) Commons on or before the due date indicated in you notice of award (NoA) or as specified the notice of funding opportunity (NOFO) for your cohort.

APPENDIX A – List of Definitions

Definitions

^{Award: An award is the provision of funds to carry out an approved program or project (based on an approved application or progress report). Awards include grants and other agreements in the form of money or property in lieu of money, by the federal government to an eligible recipient.}

^{Budget: A budget is a financial plan for the project or program that the Federal awarding agency or pass-through entity approves during the Federal award process or in subsequent amendments to the Federal award. It may include the Federal and non-Federal share or only the Federal share, as determined by the Federal awarding agency or pass-through entity.}

^{Change in Scope: A change in scope occurs when the grant recipient proposes to change (or changes) the objectives, goals, or purposes identified in the approved application.}

Cooperative Agreement: A cooperative agreement is a financial assistance support mechanism providing money, property (or other direct assistance in lieu of money), or both, to an eligible entity to carry out an approved project or activity that supports a public purpose. A cooperative agreement differs from a grant, as it requires substantial post-award federal programmatic participation in the conduct of the project.

Disparities Impact Statement: SAMHSA requires all grant recipients, or grantees, to prepare the Disparity Impact Statement (DIS) as part of a data-driven, quality improvement approach to advance equity using grant programs. The DIS helps grantees identify underserved populations at risk of experiencing behavioral health disparities. The aim is to increase inclusion of underserved populations in SAMHSA-funded grants, achieve behavioral health equity for disparity-vulnerable populations, and help systems better meet the needs of these populations.

Goal: A goal is a broad statement about the long-term expectation of what should happen because of your program (the desired result). It serves as the foundation for developing your program objectives. Goals should align with the statement of need that is described. Goals should only be one sentence. The characteristics of effective goals include:

• Goals address outcomes, not how outcomes will be achieved.

• Goals are concise.

• Goals describe the behavior or condition in the community expected to change.

• Goals describe who will be affected by the project.

• Goals lead clearly to one or more measurable results.

Government Project Officer (GPO): The GPO is also referred to as the "program official" (PO). The GPO is the SAMHSA official responsible for the programmatic, scientific, and/or technical aspects of assigned applications and grants. The GPO works in partnership with the GMO on many activities, including review of progress reports, participation in site visits, and other responsibilities complementary to those of the GMO.

Grant: A grant is a financial assistance support mechanism providing money, property (or other direct assistance in lieu of money), or both, to an eligible entity to carry out an approved project or activity that supports a public purpose. A grant is used whenever SAMHSA anticipates no substantial programmatic involvement with the grant recipient during performance of the financially assisted activities.

Grantee: The grantee, also known as the "federal grant recipient," is the organization awarded a grant or cooperative agreement by SAMHSA. The grantee is legally responsible and accountable to SAMHSA for the performance and financial aspects of grant-supported projects or activities.

Innovation/Innovative Strategy: An innovative prevention strategy is a method, idea, or approach that departs from the common ways of addressing a problem by applying adaptations, new processes, or new techniques to accomplish a goal.

IRB: An Institutional Review Board (IRB) is a committee that performs ethical review of proposed research to ensure they comply with applicable regulations, meet commonly accepted ethical standards, follow institutional policies, and adequately protect research participants. Some may also call IRBs Independent Review Boards or refer to them as Ethics Review Committees. IRB reviews help to ensure that research participants are protected from research-related risks and treated ethically, a necessary prerequisite for maintaining the public’s trust in the research enterprise and allowing science to advance for the common good.

Key personnel: Key personnel are the principal investigator or program director and other individuals who contribute to the programmatic development or execution of a project or program in a substantive, measurable way, whether or not they receive salaries or compensation under a grant.

Notice of Award (NoA): The Notice of Award (NoA) is the official, legally binding document signed by the grants management officer (GMO). It notifies the recipient of the grant or cooperative agreement award, contains or references all the terms and conditions of the award including federal funding limits and obligations, and provides the documentary basis for recording financial and programmatic obligations.

Notice of Funding Opportunity (NOFO): A NOFO is a formally issued announcement of a grant funding opportunity based on the funding agency’s budget and related legislation. Each NOFO includes pertinent information and requirements, so potential applicants can assess their eligibility, competency, and interest before submitting an application.

Mental health promotion: Mental health promotion aims to encourage and increase protective factors and healthy behaviors that can help prevent the onset of a diagnosable mental disorder and reduce risk factors that can lead to the development of a mental disorder.²

Organizational Readiness Assessment: An organizational readiness assessment (ORA) is an appraisal of an award recipient organization’s capacity to implement required activities as specified in the NOFO and as described in the recipient’s application for funding. Specifically, the ORA identifies existing community substance use, HIV, viral hepatitis, and STI prevention and treatment assets, strengths, opportunities, and gaps relevant to the program’s goals, including available internal and external resources to address gaps and opportunities. In addition, the ORA identifies environmental prevention strategies aimed at changing or influencing community conditions, standards, institutions, structure, systems, and policies at the individual and community levels. ORA results will support the implementation of prevention strategies, culturally responsive programming, and capacity development.

Objective: Objectives describe the results to be achieved and the manner in which they will be achieved. Multiple objectives are generally needed to address a single goal. Well-written objectives help set program priorities and targets for progress and accountability.

Population of Focus: Population of focus refers to a group of individuals that prevention efforts are intended to reach or serve.

Principal Investigator/Project Director: The principal investigator (PI) or project director (PD) is the individual, designated by the grant/cooperative agreement award recipient, responsible for the scientific, technical, or programmatic aspects of the grant and for day-to-day management of the project or program. The PI/PD is usually an employee of the award recipient.

Psychosocial support: Psychosocial support refers to activities or services that aim to address the psychological and social needs of an individual.

Recipient: A non-Federal entity that receives a federal award directly from a federal awarding agency to carry out an activity under a federal program. The term recipient does not include subrecipients. 

Scope: Scope refers to the objectives, goals, or purposes identified in the approved application.

SMART: SMART is a helpful acronym for developing objectives that are specific, measurable, achievable, realistic, and time-bound:

• Specific – Includes the “who” and “what” of program activities. Use only one action verb to avoid issues with measuring success. For example, “Outreach workers will administer the HIV risk assessment tool to at least 100 injection drug users in the population of focus” is a more specific objective than “Outreach workers will use their skills to reach out to drug users on the street.”

• Measurable – How much change is expected. It must be possible to count or otherwise quantify an activity or its results. It also means that the source of and mechanism for collecting measurement data can be identified and that collection of the data is feasible for your program. A baseline measurement is required to document change (e.g., to measure the percentage of increase or decrease). If you plan to use a specific measurement instrument, it is recommended that you incorporate its use into the objective. Example: By 9/20 increase by 10% the number of 8th, 9th, and 10th grade students who disapprove of marijuana use as measured by the annual school youth survey.

• Achievable – Objectives should be attainable within a given time frame and with available program resources. For example, “The new part-time nutritionist will meet with seven teenage mothers each week to design a complete dietary plan” is a more achievable objective than “Teenage mothers will learn about proper nutrition.”

• Realistic – Objectives should be within the scope of the project and propose reasonable programmatic steps that can be implemented within a specific time frame. For example, “Two ex-gang members will make one school presentation each week for two months to raise community awareness about the presence of gangs” is a more realistic objective than “Gang-related violence in the community will be eliminated.”

• Time-bound – Provide a time frame indicating when the objective will be measured or a time by when the objective will be met. For example, “Five new peer educators will be recruited by the second quarter of the first funding year” is a better objective than “New peer educators will be hired.”

Subrecipient: A subrecipient is a non-federal entity that receives a subaward from a pass-through entity to carry out part of a federal program but does not include an individual that is a beneficiary of such program. A subrecipient may also be a recipient of other federal awards directly from a federal awarding agency.

1 For the purpose of programmatic progress reporting, the term “grant” applies to both grants and cooperative agreements.

2 https://youth.gov/youth-topics/youth-mental-health/mental-health-promotion-prevention