OficeOfEducationPerformance’ …OEPM Data’Collection’Processand’ Timeline’ 1. Open...
Transcript of OficeOfEducationPerformance’ …OEPM Data’Collection’Processand’ Timeline’ 1. Open...
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Of#ice Of Education Performance Measurement (OEPM)
Re-‐Designed Screen Training
June 28, 2013
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OEPM Agenda
§ Why the Change § Overview
• User Expectations • Data Collection Process and Timeline
§ Re-‐Designed Screens • AfJiliate Network • Pre-‐Management • Student Awards
p Creating and Viewing Awards p Finalizing Pending Awards
• Activities p Project Activity Costs p Core Data p Program/Community SpeciJic Forms
§ Higher Education, Research, Fellowship, Pre-‐College and Informal Education • Post-‐ Management
§ User Support § Questions
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OEPM Why the change?
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§ Facilitating improvements in our data collection strategy and reporting capabilities • Consistent data standardization needed for dashboards • Incremental step for future enhancements • Increase data accuracy • Improve the ability to roll up program data faster • Increase organization effectiveness by obtaining more timely data
• Improve data analyses capability • Incremental usability improvements requested by users
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OEPM Overview
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§ Consistent data standardization for Project Management Data Collection • In Fiscal Year 13 projects will use these new forms and screens to enter data
§ Previous Project Management screens were revised to eliminate redundant questions and improve data integrity and other usability improvements
§ Obsolete tables and new data entry tables were incorporated to improve data collection and summarization
§ Now all Projects will have access to the Project Management Screens for FY13
Screen Organization
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OEPM User Expectations § FY12
• Data veriJication and validation, by July 31, 2013 § FY13
• Data collection via the new project management data collection screens. Data entered by September 30, 2013
• VeriJication and validation begins by October 1, 2013
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OEPM
Data Collection Process and Timeline
1. Open pre-mgmt. data collection screens 2. Inform community of close date. Users enter in pre-mgmt. data. 3. Close pre-mgmt. data collection screens 4. Verify data is complete and satisfactory. If “Yes” move on to Step 5, if not repeat above steps 1- 4. 5. Finalize data in the pre-mgmt. screens. Proceed to Step B.
A: Pre-‐Management
1. Open activity data collection screens 2. Inform community of close date. Users enter in activity data, student proJiles/awards, and afJiliate network data. 3. Closely monitor data collection. Run frequent reports and check for discrepancies (at a minimum quarterly) 3. Close activity data collection screens 4. Verify data is complete and valid. If “Yes” move on to Step 5, if not repeat above steps 1-‐ 4 5. Finalize data in the project activity Data screens. Proceed to Step C
B: Project Activity Data
1. Open post-‐mgmt. data collection screens 2. Inform community of close date. Users enter in post-‐mgmt. data. 3. Close post-‐mgmt. data collection screens 4. Verify data is complete and satisfactory. If “Yes” move on to Step 5, if not repeat above steps 1-‐ 4. 5. Finalize data in the post-‐mgmt. screens.
C: Post-‐Management
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FY13Q3 FY13Q4 FY14Q1 FY14Q2 FY14Q3 FY14Q4 Pre-‐Management Project Activity Data
Post Management
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OEPM Internal User New Screen Access
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When Project Management link is clicked user will be launched to Project Management Activity Screen
Note: User Feedback was to simplify Data Collection Instruments – the incremental results are contained in the new screens
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OEPM External User New Screen Access
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When Project Management link is clicked user will be launched to Project Management Activity Screen
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OEPM Internal User New Screen Access
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When Pending Awards link is clicked user will be launched to Pending Awards Screen
The focus here is the student proJiles and the awards record processing
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OEPM External User New Screen Access
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When External User needs to Jinalize student awards this link is clicked user will be launched to Awards Pending Approval Screen
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OEPM Af#iliate Network
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§ Af#iliates Screen allows you to maintain af#iliate data for each organization or institution associated with your project activity ü Key Functionality contained within:
v Edit existing Af#iliates v Create new Af#iliates v Delete Af#iliates
ü Required Af#iliate Data: v Admin Level v Is this the lead institution for the Consortium? Yes No or N/A v Name of Institution or v Name of Organization v Type of Organization
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OEPM Af#iliate Network § These are the organizations that you work with to execute project activities. • New afJiliates can be established or previously established afJiliates can be added by searching the database
p These afJiliates can be institutions or organizations p If your project activity deals with Space Grant Consortiums you also designate if they are a lead institution
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OEPM Edit Af#iliate Network Data
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Select the Admin level you want to associate afJiliates
Admin levels are project manager deJined levels of work
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OEPM Edit Af#iliate Network Data
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Free Format Text Field to enter Name of Organization
Select one value from Drop-Down List
Select one radio button value as it relates to Space Grant Consortiums
Hit Save to invoke required field validation
Organization Affiliate
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OEPM Edit Af#iliate Network Data
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Institution Affiliate
To enter educational institutions you must look the look up button
Then select one institution returned from search criteria
Table populated using Department of Education File
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OEPM
§ The Contacts Screen allows you to maintain contact data for each organization or institution associated with your project activity ü Key Functionality contained within:
v Edit existing contacts
v Create new contacts
v Delete contacts
ü Required Contact Data: v First and last name v Title v Contact Type v Primary Contact person v Primary Address v Primary Phone v Primary Email
Managing Af#iliate Contacts
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OEPM Click the Contacts ( ) icon for an afJiliate. A list of contacts for that afJiliate is shown.
List of Contacts for an Af#iliate
Click Edit Icon shown in red
Editing Af#iliate Contacts
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OEPM Edit Contact window appears • Click Save to invoke validation rules, validate no red labels are visible, this indicates all
required Jields have been populated • Then click Exit, and when the system asks, "Do you want to save your work?", click Yes.
You are returned to the List of Contacts for an Af#iliate window (Note that you have the option of exiting without saving by clicking the no button).
Editing Af#iliate Contacts
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Make sure you do not leave required Jields blank once you Jinish your edit
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OEPM Pre-‐ Management
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ü Key Functionality contained within: v Budget & Funding Planning at Admin Level
q Total Proposed Budget • NASA Budget • Non-‐NASA Budget
q Total Proposed Expenditures • By Categories
q Total Proposed Expenditures By Program/Communities • Includes Indirect costs
v Manage status of data q Draft q View Only q Pending Review q Finalize
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OEPM Pre-‐ Management (Continued)
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Update Changes Control dates for editing project
Edit and View Icons
Finalizing admin level
Status of admin level
Examples shown throughout presentation use test system data and do not reJlect production data
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OEPM Pre-‐ Management (Continued)
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Editing status Message
Required Goal and Objective descriptive
Required linking to outcomes
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OEPM Pre-‐ Management (Continued)
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Making SpeciJic outcomes applicable to your project
Outcome I and II only
Once applicable Jield can be edited
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OEPM Pre-‐ Management (Continued)
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If you use additional committees or groups to support your project
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OEPM Pre-‐ Management (Continued)
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Section A
NASA Proposed budget for each admin level
Non Federal activity budget
Total Proposed admin level budget needs to balance with totals in section B and C
Total Proposed Non Federal matching funds admin level budget by source
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OEPM Pre-‐ Management (Continued)
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Section B
Total Proposed admin level budget needs to balance with totals in section A and C
Total Proposed admin level budget needs to balance with totals in section A and B
Total Proposed admin level budget by Categories
Total Proposed admin level budget by Programs and Indirect Costs
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Student Awards
Creating and Finalizing Awards
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OEPM Student Awards
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ü Key Functionality contained within: q Pertinent to the all the different activity forms q Creating Student Awards
q Using Existing student profiles q Creating New Student profiles
q Finalizing Student Awards
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OEPM Create Student Award
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Selecting a Student for an Award
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OEPM
Create Student Award with existing Pro#ile
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Selecting an existing Student Profile for an Award
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OEPM
Create Student Award for student without a pro#ile
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Selecting a Student for an Award that does not have a student profile
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OEPM
Create a New Student for an Award
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Selecting a Student for an Award that does not have a student profile Section A
Note: Current form does not reJlect revisions that the merge of OSSI and OEPM student proJile data will require or additional OMB categories
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OEPM
Create a New Student for an Award
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Selecting a Student for an Award that does not have a student profile Section B
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OEPM
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Create Student Award (continued)
All Community Screens share the same award process
Creating award directly in form improves usability for end user-‐ no longer navigating to another page
Click on award icon to enter award data
List of students needs to be at least this value or greater
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OEPM
Create Student Award (continued)
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Awards require selection of one of the drop down list value
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OEPM
Create Student Award (continued)
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Required Jield award type amount and funding category Award period dates are also required
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OEPM
Create Student Award (continued)
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Save as draft to associate the award to the activity
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OEPM
Saving Creates Draft Student Award
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Notice Award status change
Hit save to invoke validation rules to make sure form is error free
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OEPM Finalize Student Award
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Internal User
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OEPM Activity Data
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ü Key Functionality contained within: v Total Cost for Project Activity Budget
q NASA Budget q Non-‐NASA Budget
v Forms for each of the applicable programs v Informal Education v Higher Education v Research Infrastructure v Pre-‐College v Fellowship/Scholarship
v Manage status of data q Defaults to Incomplete q Complete
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OEPM Project Activity Status § All forms within a project activity (ie. all sub-‐elements) have a status attached to them that begins as “Incomplete”. • The form is considered “Complete” only after all the required information and Jields in the form have been completed
• Similarly, only after all sub-‐elements have been “Completed” will a project be considered “Complete”
• All projects activity levels need to be in a “Complete” status before the project activity can submit the data at the end of the Jiscal year
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OEPM Project Activity Screen
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Editing Dates controls whether you can edit the data
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OEPM Project Activity Forms
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These Project Forms contain the execution level data and basic information about the activity and its outputs
The Project Activity Form status are indications if all required data has been entered
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OEPM Save and Exit Functionality
§ Save and Exit Functionality were designed to prevent the user from accidentally exiting without saving
§ This is because the Project Activity forms are long, and it would be unfortunate to exit accidentally and lose data
§ As with any computer application, it is recommended that you click Save frequently
§ The system will log you off after 15 minutes of inactivity
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This recommendation comes from analyses of multiple help desk inquiries
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OEPM Adding Project Activity
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To add new Project Activity click on “Add a Project Activity” button
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OEPM Funding Source of Project Activity
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Select from drop-‐down value the funding source of base or augmentation and hit ok to save
When creating activity name please do not use acronyms or titles that are greater than 60 characters
Note: Use the character count underneath to help you otherwise downstream GUI issues may arise and require re-‐work to rename your activity
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OEPM Maintaining Project Activity
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To Maintain the Project Activity data-‐ the user can select anyone of the following icons to delete, view, edit or rename the project activity
The initial status of the Project Activity will be “ Incomplete” and will only change to complete when all sub-‐element project forms are in a “Complete” status
Rename icon
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OEPM
Sub-‐Element Project Activity Forms
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To create and manage Sub-‐element Forms such as Informal Education Forms select the form from the drop-‐down list and click on the create button
Project Cost Form is automatically created for each project activity Project Form status indicates if
all required Jields have been completed
Core Data Form is automatically created for each project activity form with the exception of the Fellowship/Scholarship Form
Informal Education Form is automatically created when selected from the drop-‐down list
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OEPM Project Cost
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This is the total sum for all project activities that are contained in the admin level
This is the total sum for all project activities must equal above
This example would require a fellowship form and higher education form to be associated with this project activity
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OEPM Core Data Form
49
ü Key Functionality contained within: q Activity Description and Contact Data q Selecting Affiliate, Grantee, Partnership and
Organization Data q Publication and Presentation Data q Proposal and Patents/Technology Transfer Data q Evaluation and Reference Documentation Data
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OEPM Core Data
50
This form is required for every activity with the exception of Fellowship/Scholarships
Edit status
Lookup previously entered afJiliate contact info or populate the data Jields manually
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OEPM Core Data (Continued)
51
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OEPM Core Data (Continued)
52
Edit and Delete Icons
Zeros are required to save and complete this section
Determine the rows of data to populate
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OEPM Core Data (Continued)
53
Numeric value only
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OEPM Core Data (Continued)
54
File Upload only
How are you evaluating and what will you measure
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OEPM
55
Re-‐Designed OEPM Project
Program/Community Data Forms
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Re-‐Designed OEPM Project Community Data Forms
Higher Education
56
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OEPM Higher Education
57
Section A
Note that Higher Education form requires Student and Educational enhancement data
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OEPM
Higher Education (Continued)
58
Section B New Date Fields to improve data accuracy and reporting
New Activity Location Field to improve data accuracy and reporting, including international
Input number of rows needed to record teaching tools used in the activity
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OEPM
Higher Education (Continued)
59
Section C
List associate projects by look from drop-‐down list
Manual refresh of number counts after making table changes is needed by end user
New Field associates indirect interactions with direct interactions for improved reporting on participants
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OEPM
Higher Education (Continued)
60
Section D
Improved unique participants associated with other projects using new Jield
Manual refresh of number counts after making table changes is needed by end user
List of students needs to be at least this value or greater
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OEPM
Higher Education (Continued)
61
Section E
Creating award directly in form improves usability for end user-‐ no longer navigating to another page
Click on award icon to enter award data
All three Jields are required
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OEPM
Higher Education (Continued)
62
Section F
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Re-‐Designed OEPM Project Community Data Forms
Research Infrastructure
63
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OEPM Research Infrastructure
64
Section A
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OEPM
Research Infrastructure (Continued)
65
Section B
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OEPM
Research Infrastructure (Continued)
66
Section C
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OEPM
Research Infrastructure (Continued)
67
Section D
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Re-‐Designed OEPM Project Community Data Forms
Fellowship/Scholarship
68
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OEPM Fellowship/Scholarship
69
Section A
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OEPM
Fellowship/Scholarship (Continued)
70
Section B
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OEPM
Fellowship/Scholarship (Continued)
71
Section C
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OEPM
Fellowship/Scholarship (Continued)
72
Section D
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OEPM
Fellowship/Scholarship (Continued)
73
Section E
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Re-‐Designed OEPM Project Community Data Forms
Pre-‐College
74
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OEPM Pre-‐College
75
Section A
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OEPM Pre-‐College (Continued)
76
Section B
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OEPM Pre-‐College (Continued)
77
Section C
List Project Displays Program and Projects to select from and then add as many that are applicable
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OEPM Pre-‐College (Continued)
78
Section D
New Field associates indirect interactions with direct interactions for improved reporting on participants
Manual refresh of number counts after making table changes is needed by end user
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OEPM Pre-‐College (Continued)
79
Section E
Manual refresh of number counts after making table changes is needed by end user
Improved unique participants associated with other projects using new Jield
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OEPM Pre-‐College (Continued)
80
Section F
Creating award directly in form improves usability for end user-‐ no longer navigating to another page
Click on award icon to enter award data
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OEPM Pre-‐College (Continued)
81
Section G
Numeric will allow to have as many other activities you need provided that you give a description of each
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Re-‐Designed OEPM Project Community Data Forms
Informal Education
82
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OEPM Informal Education Form
83
Section A
Note that informal education form requires 2 out of 3 be checked
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OEPM
Informal Education Form (continued)
84
Section B
Requires all Jields to be populated with zero or another value
New Date Fields to improve data accuracy and reporting
New Activity Location Field to improve data accuracy and reporting, including international
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OEPM
85
Informal Education Form (continued)
Section C
Input number of rows needed to record teaching tools used in the activity
List associate projects by look from drop-‐down list
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OEPM
86
Informal Education Form (continued)
Section D
New Field associates indirect interactions with direct interactions for improved reporting on participants
Manual refresh of number counts after making table changes is needed by end user
Note: separating direct and indirect interaction was direct result of end user recommendations
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OEPM
87
Informal Education Form (continued)
Section E
Manual refresh of number counts after making table changes is needed by end user
Improved unique participants associated with other projects using new Jield
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OEPM
88
Informal Education Form (continued)
Section F
Creating award directly in form improves usability for end user-‐ no longer navigating to another page
Click on award icon to enter award data
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OEPM
Informal Education Student Award
89
Awards require selection of one of the drop down list value
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OEPM
Informal Education Student Award
90
Required Jield award type amount and funding category Award period dates are also required
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OEPM
Informal Education Student Award
91
Save as draft to associate the award to the activity
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OEPM Saving Informal Education Form
92
Notice Award status change
Hit save to invoke validation rules to make sure form is error free
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OEPM Post-‐ Management
93
ü Key Functionality contained within: q Sources and Uses of Funds
Ø Documenting the final costs of the admin level Ø Finalizing the data for reporting on the admin
level q Program Goals and Accomplishment Data q Program/Project Benefits Data q Partners in Project Execution Data q Contribution to National Network Data
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OEPM
Post-‐ Management (Continued)
94
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OEPM
Post-‐ Management (Continued)
95
Forms are populated with pre-‐management data when applicable
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OEPM
Post-‐ Management (Continued)
96
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OEPM
Post-‐ Management (Continued)
97
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OEPM
Post-‐ Management (Continued)
98
Describe as many as you check
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OEPM
Post-‐ Management (Continued)
99
Section A Project Manager controls this status
This sums data from sub-‐element project activities of actual expenditures
Form is read only no data input aggregate all sub-‐element project activity project cost data
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OEPM
Post-‐ Management (Continued)
100
Section B This subset data is placed in Table C below
Row must balance
Totals must balance
Place holder of data-‐ should represent a portion of the travel listed above
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OEPM
Post-‐ Management (Continued)
101
Section C
Totals must balance
Values from previous table B
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OEPM User Support
§ Technical Questions or Issues:
§ Business Process Questions or Issues: • Contact your user community lead
102
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OEPM Questions
103