Getting a research grant can be a fraught process that, when successful, brings both relief and excitement. But those feelings might be short-lived as you begin to encounter new worries about being able to accomplish what you proposed to do or having to write more proposals to maintain/expand your funding. 

“I was so glad that I got a grant, but now I have to write a progress report and I’m freaking out.” 

Worries about successfully completing the project can certainly intensify when you notice that it’s time to prepare your progress reports. Thoughts like, “Have I done enough?” and “Will my funding get cut?” can understandably lead to avoidance or procrastination in preparing the report. But you will likely feel even worse if you start getting increasingly terse notices from awards managers about an overdue report. Since progress reporting is not an optional step, the best way to combat the worry is by preparing yourself with information, shifting your perspective on how you view the progress report, and getting it done and off your mind.

Understanding the Purpose of Progress Reports

A progress report informs the funder—whether a federal agency like NIH, NSF, or DOD, or a private or philanthropic organization—about what has been accomplished toward your project’s objectives; significant findings or outcomes; and potential challenges or shifts, including related to budget and/or personnel. Federal agencies in the US refer to these updates as RPPRs or Research Performance Progress Reports. For simplicity, I’ll use RPPR in this article to mean any grant-related progress reports.

Progress reporting is done on a regular frequency to align with the budget period, typically with a final RPPR due at the end of the full award. For multi-year awards, reporting often is done annually; for shorter-duration awards, reporting periods may vary. Reports help the funder ensure that the awarded money is being used effectively and that the project is on track to meet its programmatic and operational goals.

From the agency’s perspective, the RPPR serves as a check-in. It’s their way of asking, “How are things going? Are you making progress as planned, or have there been unexpected challenges?” While this may sound formal, it’s fundamentally about accountability to taxpayers (or donors/other stakeholders) and ensuring that each funded project is making the best use of resources. This means that providing these reports is an act of service to those who provided the means for you to move work forward—even if that work evolves a bit from what you originally proposed.

Note that I used the term “act of service” above, rather than “an obligation.” Reframing the process as a service may help you approach it from a different mindset, where you are providing something of use and value to others. But consider another angle here: the RPPR also gives you something: a structured opportunity to assess the progress of your own project. 

Why the RPPR Is a Good Opportunity for You

For many investigators, the RPPR can feel like just another administrative burden. However, viewing it as merely an administrative requirement may cause you to miss out on some of the benefits. Here are a few reasons why the RPPR can actually be a valuable tool in managing your project:

1. Reflection and recalibration: While you may feel like you’re always thinking about your projects, it can be harder to step back and take a more objective view that allows you to think clearly and (re)calibrate accordingly. Preparing an RPPR forces you to take a step back and assess the big picture. You can identify any deviations from the original research plan and evaluate what these deviations mean for the project’s goals.
2. Support from funders: Once submitted, the RPPR is reviewed by your Program Officer (PO). This can open the door for productive conversations, especially if there are challenges that might benefit from their support. Additionally, proactive communication with your PO before RPPR submission can lead to valuable advice or insights, whether it’s in navigating an obstacle or considering new directions for the research. Plus, certain changes require PO approval, so a conversation may be necessary.
3. Future funding continuity: Submitting an RPPR is required, and agencies may base their decisions on continued funding in part on these progress reports. Demonstrating that you’re making progress and using funds effectively helps strengthen your case for future support.

Key Components of the RPPR: What to Focus On

Different agencies may have slightly different requirements, but most RPPRs follow a similar structure. Here’s a breakdown of some key sections and tips for addressing each:

1. Accomplishments: This is where you highlight what you’ve achieved over the reporting period. Describe your original objectives or aims for the project and how far you’ve progressed toward achieving them. Be as specific as possible, citing key experiments/analyses, significant findings, or any publications or presentations that have resulted from the research.
   • Tip: Be concise but thorough. Use specific data and outcomes (including figures or tables) to show progress. If some aims are delayed, explain why. Minor shifts in direction should also be explained. If you’ve published work related to the grant, be sure that you cited the grant number in your publication.
2. Challenges and Obstacles: Agencies understand that research doesn’t always go as planned. If you’ve encountered any significant challenges or obstacles, this is the place to discuss them. Don’t shy away from addressing these issues, whether it’s a technical hurdle, unexpected data, or even personnel turnover.
   • Tip: Focus on what you’re doing to overcome these challenges. Agencies value adaptability and resourcefulness, so it’s helpful to show that you have a plan for addressing setbacks.
3. Changes in the Project: If there were any major changes to the scope of your project, staffing, or methodology, this section is where you should report them. Agencies appreciate transparency, so if something in your project evolved, provide a clear and rational explanation.
   • Tip: Before making any significant changes, it’s always advisable to discuss them with your PO. Not all changes require approval, but keeping your PO in the loop can prevent potential issues down the line.
4. Impact: Depending on the funder, the “Impact” section might cover a range of items relating to contributions of your work. Be sure to read the instructions carefully to capture the right kinds of content.
   • Tip: The progress report is not an exam and is not handled in the same way that your grant application was; if you make a mistake or don’t put sufficient information, the funding agency staff will typically reach out to ask for a correction/expansion of the report.
5. Products: Any outputs from your project, such as publications, datasets, inventions, or other products, should be documented in this section. Agencies want to see tangible results from the work they’re funding.
   • Tip: In most cases, it is ok to describe contributions in multiple sections of the same report. You’re not limited to mentioning that paper or presentation in just one section, e.g., your narrative attachment or the Products section. (But always verify against your funding agency’s instructions.) 
6. Future Plans: Finally, outline your plans for the next phase of the project. This section is about demonstrating that you have a clear roadmap for moving forward.
   • Tip: Align your future plans with the agency’s priorities if possible. Showing that your work continues to address important questions or needs in the field can reinforce your commitment to the project’s goals.

Best Practices for Writing Your RPPR

• Start Early: Don’t leave the RPPR to the last minute; especially for federal funders, these reports take a bit of time and effort. Start compiling data, achievements, and other relevant information well in advance of the deadline.
• Be Transparent but Strategic: If you face challenges, be open about them, but frame them as learning experiences. Focus on solutions and adaptability rather than just reporting problems.
• Use Data to Back Up Claims: Whenever possible, use specific data points to support the statements you make about progress and achievements. Data-driven reporting is compelling and reinforces your project’s credibility.
• Leverage Agency Staff: Remember, your PO is there to support you. Use the RPPR as an opportunity to foster a strong relationship with them. If there are aspects of the project that you’re uncertain about, reach out for guidance.

Final Thoughts

Preparing an RPPR might feel like one more task in an already long list of grant-related responsibilities. But it’s more than just an administrative requirement; it’s a tool for both you and your funding agency. With a thoughtful approach, the RPPR process can help you reflect on the progress of your research, strengthen your case for continued funding, and build rapport with the program team. Embrace this opportunity to take stock of your work and, if needed, recalibrate your path forward.

If you’re feeling overwhelmed, remember that progress is rarely linear in research—and funders recognize this. Use the RPPR to reflect on your journey, celebrate your wins, and reaffirm your commitment to the goals you set out to achieve.