WAP Reporting & Data Collection

WAP Reporting Overview

WAP reporting operates at two levels: states report to DOE, and local sub-grantees report to their state. The data flows upward — local agencies collect job-level data that aggregates into state-level reports, which in turn feed DOE's national program performance tracking. Understanding both tiers helps you anticipate what data your state will require and ensures you build data collection into your operational workflow from the start, rather than scrambling at reporting deadlines.

Quarterly Progress Reports

States submit quarterly progress reports to DOE that summarize production activity, expenditures, and program status. Local agencies typically submit similar quarterly reports to their state, though the exact format and content vary by state. Key elements of quarterly reporting include:

• Units completed: Number of dwelling units where all weatherization work has been completed and final inspected during the quarter, broken down by dwelling type (single-family, multifamily, manufactured housing)
• Units in progress: Number of units where work has begun but is not yet complete, including audit-completed and work-in-progress counts
• Expenditures to date: Total WAP expenditures broken down by cost category (program operations, T&TA, administration, health and safety)
• Production vs. target variance: Comparison of actual units completed against the annual production target, showing whether the agency is on track, ahead, or behind schedule
• Deferrals: Number of units deferred during the quarter and the reasons for deferral (health and safety hazards, structural issues, client withdrawal)

Quarterly Reporting Schedule

For programs operating on the federal fiscal year (October 1 through September 30), quarterly reports typically cover:

Note that state-to-sub-grantee reporting deadlines are typically earlier than state-to-DOE deadlines to give states time to aggregate and review the data. Check with your state WAP office for your specific submission dates.

SF-425 Financial Reports

The SF-425 (Federal Financial Report) is the standard federal financial reporting form used across all federal awards, including WAP. States submit SF-425s to DOE, and local agencies typically submit equivalent financial reports to their state. The SF-425 captures:

• Cash receipts: Federal funds drawn down during the reporting period
• Expenditures: Total federal expenditures for the period, cumulative expenditures to date, and unexpended balance of the award
• Obligations: Amounts committed but not yet disbursed (contracts awarded, purchase orders issued)
• Recipient share: Any non-federal matching or cost-sharing contributions (though WAP does not require match, some states track leveraged resources here)
• Program income: Any income generated from WAP-funded activities (rare in WAP but must be reported if it occurs)

SF-425 data must reconcile with your accounting system. Discrepancies between the SF-425 and your general ledger are a common monitoring finding. For a detailed overview of federal financial reporting requirements, see our 2 CFR 200 guide.

Annual Production Data

Beyond quarterly reports, WAP requires detailed annual production data that captures the full picture of the program year's weatherization activity. This data feeds DOE's Performance and Accountability system and is used for national program evaluation:

Unit-Level Data Elements

For each completed unit, agencies typically track and report:

• Dwelling characteristics: Building type, year built, square footage, number of bedrooms, heating fuel type, and climate zone
• Measures installed: Each weatherization measure installed, with quantities, SIR values, and costs
• Health and safety measures: Health and safety activities performed, including CO detectors, smoke alarms, lead-safe work, ventilation, and combustion safety repairs
• Diagnostic test results: Pre- and post-weatherization blower door readings, duct leakage tests, and combustion analysis results
• Total job cost: The complete cost of weatherizing the unit, including labor, materials, and health and safety

Client Demographics

WAP requires demographic data on the households served. This data is used to track whether priority populations are being adequately served and to support program equity analysis:

• Household income: Income level relative to FPL and SMI thresholds
• Priority status: Whether the household includes elderly persons, persons with disabilities, or children
• Race and ethnicity: Collected on a voluntary basis for federal equity tracking purposes
• Energy burden: The household's energy costs as a percentage of income, where available

Energy Savings Reporting

One of WAP's distinguishing features is its focus on measurable energy savings. The energy audit tools (NEAT/MHEA) project energy savings for each unit, and these projections are reported as part of the production data. Additionally, DOE periodically conducts national evaluation studies that measure actual energy savings through utility billing analysis.

At the local agency level, energy savings reporting typically includes:

• Projected annual energy savings: As calculated by NEAT/MHEA for each completed unit, in MMBtu or equivalent
• Projected cost savings: Dollar value of projected energy savings at current energy prices
• Pre- and post-weatherization diagnostics: Blower door test results showing CFM50 (cubic feet per minute at 50 Pascals) reduction, which is a direct indicator of air sealing effectiveness

BIL-Enhanced Reporting Requirements

The Bipartisan Infrastructure Law introduced additional reporting requirements reflecting the expanded investment and heightened accountability expectations. BIL-specific reporting elements include:

• Workforce metrics: Number of weatherization jobs created, new hires trained, certifications earned, workforce demographics, and retention rates
• Equity metrics: Percentage of units completed in disadvantaged communities (as defined by DOE's Justice40 initiative), geographic distribution of services, and demographic breakdowns
• Enhanced energy data: More granular energy savings reporting, including fuel-type breakdowns, greenhouse gas reduction estimates, and utility billing data where obtainable
• Scale-up tracking: Progress against BIL production targets, capacity building milestones, and expenditure rates specific to BIL funds (tracked separately from regular appropriation funds)

Training and Certification Tracking

Both states and local agencies must track and report on workforce training and certification. This is particularly important under BIL, where expanded production requires a larger trained workforce. Required tracking elements include:

• Staff certifications: Current BPI, NEAT/MHEA, lead-safe work, and other certifications held by each crew member, auditor, and inspector
• Training hours: Hours of training completed during the reporting period, by training type and funding source
• Certification renewals: Upcoming certification expiration dates and renewal plans

DOE Performance and Accountability System

DOE maintains a national performance tracking system that aggregates state-level data into national program metrics. This system tracks overall production, expenditure rates, energy savings, and program efficiency. The data is used for:

• Congressional reporting and budget justification for future appropriations
• Identifying states and sub-grantees that may need additional technical assistance
• Informing DOE monitoring priorities and resource allocation decisions
• National evaluation studies of WAP cost-effectiveness and energy savings

Reporting Best Practices

Agencies that manage reporting well share several practices:

• Real-time data entry: Enter job data as work progresses, not at the end of the quarter. Audit results, measures installed, and diagnostic readings should be entered into your tracking system within days of completion, not weeks.
• Reconcile before reporting: Before submitting quarterly reports, reconcile your production data with your financial records. Unit counts, expenditure totals, and average cost per unit should be internally consistent.
• Track against targets monthly: Do not wait for the quarterly report to assess whether you are on track. Monthly internal tracking of production and expenditure rates allows early intervention if you are falling behind.
• Maintain data quality standards: Incomplete or inconsistent data entries create problems during monitoring. Establish data quality checks in your workflow — for example, requiring supervisor review before a job record is marked complete.

For guidance on how reporting connects to your budget management and common mistakes to avoid, see those dedicated sections. For Single Audit requirements that apply to your organization's overall federal expenditure reporting, see our compliance hub.