Since the meeting was not conducted and the P&R SC was not updated with the new initiatives, I advise you to proceed obtaining their actual performance based on the existing SC. In this way, you are still maintaining the consistency with the previous report (Q2).
In addition, as discussed regarding the reporting templates, I believe it would be much better that you meet with the coordinators and fill in the actual achievements after modifying the template. It would be much easier and faster. The maturity level is still not high so they need more support from us (80% from OD team and 20% from them)
You could send them the template prior the meeting, for them to get prepared.
Hope this can help you