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Kind: captions
Language: en

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[Music]
and we're not quite ready to get started

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yet we're going to give it a few minutes
for folks

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to join i wanted you to know that you're
in the right place

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and we'll be getting started shortly

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if you're just joining us we are going
to give it another minute or so for

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folks to join
and then we'll get started

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um

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before we get started i might ask my
co-presenters to temporarily mute

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themselves
just to cut down on any potential

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i want mo the associate deputy director
for grants to states

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we are doing something number of years
which is a webinar on the state program

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report or spr
we have some new and exciting things

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that are happening this year in
particular in the spr and we wanted to

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make sure everybody was on board with
them

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and we're just going to take some time
towards the second half of the

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presentation for a general refresher
with some high level tips

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so expert at the spr there's a few
things

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starting here that tend to be pitfalls
and prep falls so we're going to try to

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make sure everybody's being the most
efficient

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can be as they report so i'll ask dennis
um

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to advance the slide just as a reminder
everybody

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that is an attendee today is in
a muted status a listen only mode if you

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want to ask us
questions if you have any technical

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difficulties
please use your question box we have

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access to that
here there will be a few dedicated

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pauses
in the presentation for questions so we

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probably won't answer them on the fly as
much but we will try to stop and make

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sure
they get answered and as a reminder we

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are going to
record today's webinar

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view of content that we're covering
today is just to remind you of the

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upcoming reporting deadline
we're going to talk a little bit about

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the couple of systems that we have at
imls that

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can create some confusion around where
you should be submitting your reports

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we want to be sure that for the grants
to states program things are coming into

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the spr
we're going to talk a little bit about

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modification that we've
rolled out into the spr that will allow

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you to add some new contacts
and probably the marquee topic of this

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webinar we're going to talk about how to
report your cares act

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funds this year and how not to report
your cares act projects this year so

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please
stay on at least through that part of

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the presentation
and then we're going to get into a

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refresher and general best practices
segment on the state program report so

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next slide
okay so as a general reminder and this

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doesn't change from year to year the
grants to states program

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um year generally it's september 30th
which gives you 90 days to then report

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your projects and your financial data
so most of the states that means that

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your report deadline is december 30th
there are some exceptions for the states

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that came in
and asked for extensions so you know who

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you are
but for most of the states it is fast

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approaching
this year what you need to submit by

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december 30th
is your 2019 your federal fiscal year

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2019 financial and narrative reports
so those are the projects that you spent

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with your 2019 allotment
and the financial data associated with

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that as well as your admin project
this year you also report your sort of

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midway
financial kind of minimal financial data

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for your fiscal 20
allotment and that also is the year we

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disseminated the cares act award
so you will be reporting on full

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20 award and the cares act award in this
year's

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interim federal financial report or
interim ffr

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and we'll have a few more screenshots on
that in particular

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if you cannot meet your reporting
deadline

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whether it's december 30th or you have
an extension it's a bit later

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we we really need you to let us know
before december 30th or before your

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reporting deadline that you're going to
need some kind of reporting extension

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that is different than a retention
it's just for the purposes of getting

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your report in but we still need you to
communicate with us

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you can make some edits on the back end
of our systems

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so that you don't get automatic alerts
that you are suddenly delinquent

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um so we really have that but we do
depend on you to tell us

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that you need an extension and since
it's an official communication

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with us at imls ideally it would come
through the egms

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reach system as a message to us but if
you send us an email

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we will make it happen so just remember
to be in contact with us

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if you get close to the reporting
deadline and you can't get your

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authorizing official to certify and sign
off on it or something of that nature

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next slide

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all right i'm going to turn it over to
madison thank you terry

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i'm going to start off my portion of the
presentation with a reminder as well

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to submit your report into the
spr not egms

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and this is for only grants to states
program awards

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again you'll be submitting them through
the spr i'll be repeating that a lot

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today next slide please

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as you all know just over a year ago we
implemented our egms reach system

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which is our electronic grants
management system

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and it's for imos as a whole
significantly

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egms reach is the new place where you
can manage your payment requests

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and send official grant communications
and generally manage your award

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next slide please

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next slide please

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there we go now we've shared this slide
with you before but for the purposes of

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this presentation
you can see here some specific instances

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of when you should submit a message in
egms

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reach or when you should just send your
program officer an email

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we want to highlight again that when it
comes to reports for the grants states

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program
you will submit reports in the spr

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once reports are approved in the spr
we will then review and do some record

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keeping on the back end
and put those reports in approved status

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so you don't need to worry about them
in egms but this slide is a great slide

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to keep for your records
just to give you some guidelines on what

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to send an egms and what to send it
as an email and as always uh

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for quarterly grand accrual reports
you'll always want to submit them

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through email to the quarterly grant
accrual email

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address next slide please

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here's another slide that we've shared
with you before about egms reach

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again due to the nature of lsd allotment
awards

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we generally will not use that forms and
reports

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tab um if you go to that tab it will
display your reporting schedule but

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again
submit in the spr and as a reminder we

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are also not using
the change requests tab and that's for

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lst awards only
but we're about to look at where you can

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manage contact changes
which is within the spr

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next slab slide please

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so now we're going to move into the spr
and show you some

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additional contact field updates uh
specifically in the

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state info form
next slide so the spr

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includes a form for updating your slaa
contacts

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this is called the state info when you
log into the spr

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some of this information flows into
define your report but it also includes

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other contacts such as your lsta
coordinator and fiscal officer

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we made a few changes to this form this
october

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including a last modified date stamp
which you can see

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circled here very excited about this
next slide please

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and since you're already required to
keep the spr form updated

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we also use it to maintain contacts in
egms reach

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with this system launch last year we
learned that many states needed

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multiple fiscal contacts in order to
process

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drown drawdown requests so the spr info
for

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info form now includes two other fiscal
officer fields and this is in addition

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to the primary fiscal officer
if you enter new contacts there and then

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alert your program officer
we can add these fiscal contacts to egms

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reach
and we recognize that some may already

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have agms reach
credentials but if you specifically

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request it we can also get these folks
spr credentials but that's only if you

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request
it uh we are working to push

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notifications that would alert us
automatically when this form is updated

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uh but for now please continue to email
your program officer

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when you make changes to the spr state
info form

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next slide please

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so here is what we've accomplished this
year in terms of

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spr infrastructure updates and we hope
to turn to more of the user enhancements

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in the next coming months
but as a reminder we're still using

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wednesday evenings as a maintenance
window

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to push new updates to the spr

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now i'm going to pass it back over to
terry

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thanks madison and i'll just say a lot
of the infrastructure updates we did

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were in response to problems we've had
in the past

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with groups losing data out there in the
states and

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so we're really hopeful this year that
we've got a nice solid platform

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for you to work in and shouldn't be
losing data in the ways that we've

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sometimes
had little hiccups in the system in the

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past all right so we're going to turn
to what we want you to do this year

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around
your fiscal year 20 a lot of my grant

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and your carrier's fund
so next slide please

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okay so as a reminder at any given time
you have multiple awards

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going um in the grants to states program
and this slide we put together to help

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visualize this because it's sometimes
hard to conceptualize

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so right now the report or the fiscal
award that you are going to report on in

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its entirety with all the project data
um talk about your admin project and put

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a
financial status report together that

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big package
that's getting certified is for 2019.

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it ended this past september and we are
now in the 90-day recording window that

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you can see in the dark gray block on
the top of the slide

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at the same time you have an open fiscal
2020 award

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and that was the same year that we
issued your cares act award so the cares

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act award is running in parallel with
fiscal 20

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but for this year in the spr the only
pieces of that that you're going to

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report on
are represented in the interim federal

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financial report so it is
only a little bit of financial data to

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help us see that you're tracking your
funds they're getting spent

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but it's a very high level report with
no narrative details

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no titles nothing specific until next
year

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as you can see with the dark gray and
the dark orange box on the screen

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you will not be reporting on the 20
award and the cares act award in their

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entirety
until next fall and leading into

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december
so i just want to clarify that and we'll

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do it a few more times before we're done
next slide please

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okay so what you are going to report on
for cares act

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and fiscal 2020 is in the form
in the system known as the interim ffr

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report
and we have done a few tweaks on our end

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to accommodate the financial data
and there's a few things that you're

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going to have to do too so the first
thing we'd like you to do

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is when you get to the part of the form
that says federal grant or other

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identifying number assigned by federal
agency

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normally this would be a single number a
single number that you would see on your

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grant award
well this year it's going to be two

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numbers because we want to see both the
number

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associated with your fiscal 2020
allotment award

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as well as the number that was
associated with your cares act award

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both those numbers are going to take the
format ls

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python a six digit number hyphen ols
hyphen 20 and by 20 you will know that

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it was issued in the year 2020
so both of them have the 20s on them you

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can find these numbers
in egms if you haven't seen them before

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if you are an authorized user in the
egms system

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then you can drill into your award area
and look in your documents tab

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and you will be able to check your
official notice of action which is the

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jargony way of saying your award
document and that will have the federal

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award id number near the top that ls
number

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um so we want to have you drill into
both of your awards the cares act award

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and the fiscal 20 award to get those
numbers

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and then plop them in the interim ffr
separated by a comma

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so that's thing number one and then next
slide

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we'll talk about the financial data

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as the slide's loading and i think i
have some slowness on my side there

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it comes from me we have done some back
end auto calculation adjustments on our

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part
and so some of these numbers will be

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pre-populated
in the report the first bullet here is

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one of those examples the total
federal funds authorized is now

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a combination of both your fiscal 20
allotment award plus the amount that you

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received with the cares act award so
it is a total sum number that will auto

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calculate into that field which is
illustrated on the bottom it's the top

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of the fields that's illustrated in the
picture

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you will then fill out the next of the
fields

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which is the federal share of
expenditures

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and so you will tell us of those two
awards how much did you spend in total

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so you also will have to add those two
numbers together

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if you spent funds in both your fiscal
20 allotment and in your cares act award

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so we want a combined total of both of
those awards

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spending in that box

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there is also a total recipient share
required

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field that is your match
and since cares act doesn't have any

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match attached to it
that still only reflects the amount of

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match that you'd see in the allotment
table

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for federal fiscal year 2020 so that
should also be out

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auto calculated and not reflect anything
above and beyond

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like with cares act the last thing i
want to say about these auto

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calculation fields is that when we
deployed the change

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earlier this fall they did not
automatically

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populate into everybody's interim ffr in
order for you to see these changes you

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have to first
open and save this report

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right now you're not going to see the
right numbers you're going to be

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00:18:00.880 --> 00:18:03.360
confused when you look at it for the
first time

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but just hit save and then refresh the
form

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and if for some reason at that point the
correct numbers don't populate then you

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can let us know and we'll look into it
but we've seen a few states already um

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accomplish this and the right numbers
are showing

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so just to note that they're not there
right away but they they are secretly

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there they are ready for you just hit
save

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all right next slide

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okay and as a reminder you will not be
entering your project data for cares act

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this year
we realize that some of you have rapidly

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deployed projects that may have already
finished

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but the cares act award period doesn't
technically

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end until next september so that means
we don't want to see any reports about

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it
until next year now if for some reason

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you've already entered
cares act project data in the spr under

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the fiscal year 19
area don't despair you can still

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00:19:01.039 --> 00:19:06.160
open your fiscal 20 award instead which
is where we want those projects

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represented and you can copy in a
project from the prior year

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from 2019 so theoretically you can take
that data

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00:19:15.200 --> 00:19:20.240
and just copy it in to fiscal 20 keep it
there instead and then go back to fiscal

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19 and delete it out
if your program officer sees that you

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have karazak data
reported in your fiscal year 19 report

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they will be sending it back for you to
delete those projects

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so just a heads up um and also if you
put

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00:19:34.720 --> 00:19:39.600
financial data in it rolls up into the
financial status report

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00:19:39.600 --> 00:19:43.360
and it will throw off your numbers
because this year all we want to see

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is the federal share around your fiscal
19

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00:19:47.280 --> 00:19:50.480
allotment grant that's it we don't want
any karzak funds

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00:19:50.480 --> 00:19:55.440
coming into the picture this year except
through that interim ffr which i just

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described in the last set of slides you
may still have questions you can let us

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00:20:00.000 --> 00:20:03.120
know in the questions box so you can
follow up individually with program

262
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officers
but i'm going to pause here for a minute

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00:20:06.880 --> 00:20:11.200
and see if there are any
just general clarifying things that we

264
00:20:11.200 --> 00:20:17.600
can clear up right off the bat
i'm looking at the questions box

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00:20:17.600 --> 00:20:22.080
and if we don't catch them now for some
reason we have another pause or two for

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00:20:22.080 --> 00:20:27.039
questions
in a later part of the presentation

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i'm going to say because i'm not seeing
any immediate questions why don't we

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continue with the presentation
keep your questions coming and we'll

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make sure we get them answered
so next slide

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and now i'm going to turn it over to
dennis all right who is

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the guys of imless webinars today
thank you terry uh so um

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this is the portion of the webinar that
will shift

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from the kind of new cares act centric
information that um is kind of important

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year specific updates and then we're
going to be moving

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general overview information refreshers
um other kind of general principles this

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is good for
anybody who might want a refresher as

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00:21:20.240 --> 00:21:24.000
this year obviously
has been a bit of a whirlwind it might

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00:21:24.000 --> 00:21:28.840
be helpful or anybody who
might be using the spr for the first

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time
so the first thing you do obviously um

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is logging in
and so um the your imless program

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officer
can set you up with an account if you

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don't already have one
um and if there are other um people in

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your state library who need
access to help um add project

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00:21:50.159 --> 00:21:54.880
information let us know
and um we can also add um those accounts

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00:21:54.880 --> 00:21:59.520
as needed
and so uh if you are logged in but

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00:21:59.520 --> 00:22:03.520
you received a temporary password from
us uh there is an area

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00:22:03.520 --> 00:22:06.720
in the account management section of the
spr that lets you

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00:22:06.720 --> 00:22:09.919
um change that password to whatever you
want it to be

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00:22:09.919 --> 00:22:14.720
um there are some important technical
notes related to the spr system

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00:22:14.720 --> 00:22:19.120
as a whole uh chrome and firefox are the
recommended browsers we have found that

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00:22:19.120 --> 00:22:22.640
there
is some inconsistency with using other

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00:22:22.640 --> 00:22:28.799
browsers um when entering spr data
and perhaps most importantly we want to

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00:22:28.799 --> 00:22:32.640
urge you and remind
everybody not to have two browser

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00:22:32.640 --> 00:22:37.600
windows or tabs
for the svr open at the same time

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00:22:37.600 --> 00:22:41.360
this is where we find a lot of data is
lost

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00:22:41.360 --> 00:22:46.720
if if you have one project edited
in one tab and then you open another tab

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00:22:46.720 --> 00:22:51.039
to edit something
else that data doesn't necessarily

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00:22:51.039 --> 00:22:55.440
always sync and save
so we just want to make sure you're not

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00:22:55.440 --> 00:23:00.720
losing any data so as a best practice
just keep an eye out on how many tabs

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00:23:00.720 --> 00:23:04.480
you have open when you're using the spr

301
00:23:06.400 --> 00:23:09.600
so if you're a first time user one of
the first

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00:23:09.600 --> 00:23:13.760
things that you should be doing once
you're logged in is to navigate over to

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00:23:13.760 --> 00:23:18.240
the account management
section of the spr there are three um

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00:23:18.240 --> 00:23:21.039
areas within the account management
section that are

305
00:23:21.039 --> 00:23:24.720
of particular interest we want to make
sure that your user info

306
00:23:24.720 --> 00:23:29.039
is accurate um when we set you up with
an account we don't necessarily provide

307
00:23:29.039 --> 00:23:31.200
every
piece of information so if you have

308
00:23:31.200 --> 00:23:34.559
additional um
information to add that would be

309
00:23:34.559 --> 00:23:39.440
extremely helpful and then
um on behalf of your entire agency being

310
00:23:39.440 --> 00:23:43.039
sure to review the state info
section um if you're a new if you're a

311
00:23:43.039 --> 00:23:47.039
new lsta coordinator you
may need to go in there and add your

312
00:23:47.039 --> 00:23:51.679
name in place of
your predecessor um or even

313
00:23:51.679 --> 00:23:56.320
those outside of your role at the state
library that may have changed

314
00:23:56.320 --> 00:24:02.080
it's important to make sure that
that information is up to date and then

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00:24:02.080 --> 00:24:05.279
um
thirdly if you're a state library that

316
00:24:05.279 --> 00:24:09.360
gives
subgrants this is often a

317
00:24:09.360 --> 00:24:14.320
an often forgotten section of the spr
but still really important it's the

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00:24:14.320 --> 00:24:19.120
sub-award info
section of the spr now this exists

319
00:24:19.120 --> 00:24:23.520
outside of a particular project so it's
not in the project lists

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00:24:23.520 --> 00:24:27.360
um it does as you can see from the
screenshot in the slide it does account

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00:24:27.360 --> 00:24:30.240
for
a fiscal year so every fiscal year we

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00:24:30.240 --> 00:24:33.440
expect it to be updated with the
appropriate information

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00:24:33.440 --> 00:24:38.159
and um what's helpful about this is that
it gives us a bigger picture of

324
00:24:38.159 --> 00:24:43.039
um of your sub award process the number
of applications compared to how many

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00:24:43.039 --> 00:24:46.960
were actually funded
so on and so forth so it's really it's

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00:24:46.960 --> 00:24:49.760
um especially helpful for us to kind of
get a

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00:24:49.760 --> 00:24:54.080
greater sense of what your process is
like

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00:24:57.600 --> 00:25:01.600
so now i'm going to shift gears from the
spr system itself

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00:25:01.600 --> 00:25:05.600
and some of the behind the uh under the
hood kind of technological pieces

330
00:25:05.600 --> 00:25:10.799
and get into some general tips with the
actual sections of the spr

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00:25:10.799 --> 00:25:16.559
itself um and we're going to um
i'm going to hit some broader topics and

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00:25:16.559 --> 00:25:20.320
then
later on um michelle will dive into

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00:25:20.320 --> 00:25:23.520
some of the more nitty gritty specifics
so

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00:25:23.520 --> 00:25:27.360
the first thing um i want to talk about
related to general

335
00:25:27.360 --> 00:25:32.960
the general narrative so um
across the different sections of the spr

336
00:25:32.960 --> 00:25:36.400
you'll see
various fields that'll ask for some

337
00:25:36.400 --> 00:25:40.240
narrative information so that's the
general description of the project

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00:25:40.240 --> 00:25:44.320
um the abstract and then the activities
have abstracts

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00:25:44.320 --> 00:25:47.440
and then you have project outcomes at
the end um

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00:25:47.440 --> 00:25:50.880
and so what we would like to see and
what

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00:25:50.880 --> 00:25:56.720
um is is the most effective is to think
about the entire project

342
00:25:56.720 --> 00:26:01.120
report as a whole thinking about all of
the sections of the spr

343
00:26:01.120 --> 00:26:05.360
and how what you write can be unique to
that section

344
00:26:05.360 --> 00:26:12.159
so um don't feel the need to
um copy and paste what you've said in

345
00:26:12.159 --> 00:26:14.720
one section we'll read the whole thing
as a whole

346
00:26:14.720 --> 00:26:18.559
so it's really um especially helpful and
succinct

347
00:26:18.559 --> 00:26:22.720
for us to read unique information in
each section

348
00:26:22.720 --> 00:26:25.760
uh we recommend and ask that you use
plain language

349
00:26:25.760 --> 00:26:33.120
um avoiding acronyms and jargon uh
this is especially helpful for um

350
00:26:33.120 --> 00:26:36.320
for those of us uh not for those of us
for an

351
00:26:36.320 --> 00:26:40.320
audience that may not be necessarily in
your state or

352
00:26:40.320 --> 00:26:44.799
even in the library world because um as
many of you may already know

353
00:26:44.799 --> 00:26:50.000
this spr report data is publicly
available once we accept it

354
00:26:50.000 --> 00:26:53.440
so be thinking about that larger
audience uh

355
00:26:53.440 --> 00:26:57.360
be sure to write in the past tense
sometimes and understandably so

356
00:26:57.360 --> 00:27:02.320
it's um we we get some
narrative information that was pulled

357
00:27:02.320 --> 00:27:06.640
from maybe an application
and so it still has a tense of we will

358
00:27:06.640 --> 00:27:10.240
do this or we
plan to do that but if it's happened and

359
00:27:10.240 --> 00:27:14.240
since this is a final report
we hope to see it in the past tense as

360
00:27:14.240 --> 00:27:18.559
it's already been completed
uh for when you're talking about folks

361
00:27:18.559 --> 00:27:23.679
that were involved in the project
use position titles and not staff names

362
00:27:23.679 --> 00:27:27.360
there's a number of reasons for this but
um the primary one

363
00:27:27.360 --> 00:27:33.600
is privacy uh considerations but also
it helps to understand what that

364
00:27:33.600 --> 00:27:37.279
person's role was that was involved in
the project

365
00:27:37.279 --> 00:27:42.080
and then uh this is a big one for those
of you that have projects that

366
00:27:42.080 --> 00:27:49.200
exist and reoccur year after year we
ask that you think about what made

367
00:27:49.200 --> 00:27:54.080
this particular year unique with your
continuing project maybe there was a

368
00:27:54.080 --> 00:27:58.559
sudden increase
in participation or maybe you had a user

369
00:27:58.559 --> 00:28:03.120
survey and the results of that survey
change the way you approach the project

370
00:28:03.120 --> 00:28:06.320
those things are really
really helpful pieces of information to

371
00:28:06.320 --> 00:28:13.279
help us understand
um what you're doing to kind of actively

372
00:28:13.279 --> 00:28:18.480
address some of those things in your
project year after year

373
00:28:20.000 --> 00:28:26.000
for abstracts again abstracts
are intended to be sort of like a movie

374
00:28:26.000 --> 00:28:29.200
trailer
for the rest of your project so uh

375
00:28:29.200 --> 00:28:34.960
concision is
welcome and is key and um

376
00:28:34.960 --> 00:28:41.360
again especially for recurring uh
projects finding out or identifying for

377
00:28:41.360 --> 00:28:47.039
us what you did specifically this year
rather than just doing a general program

378
00:28:47.039 --> 00:28:52.000
description
and what we're also looking for is since

379
00:28:52.000 --> 00:28:57.279
we're looking at this project
as a whole if you discuss

380
00:28:57.279 --> 00:29:01.520
an activity or the purchase of something
or any sort of

381
00:29:01.520 --> 00:29:05.120
any sort of funded activity we would
expect to see

382
00:29:05.120 --> 00:29:10.000
that narrative description reflected in
the budget and the subsequent activities

383
00:29:10.000 --> 00:29:13.760
so what's nice about it being a top
level abstract is you can just hint at

384
00:29:13.760 --> 00:29:16.480
it
and then we can see the details later in

385
00:29:16.480 --> 00:29:20.480
the budget and activity section
and ironically we're going to use a

386
00:29:20.480 --> 00:29:24.559
bullet to tell you
not to put any bullets in your abstract

387
00:29:24.559 --> 00:29:27.520
uh
and so hopefully that will stick in your

388
00:29:27.520 --> 00:29:31.520
in your
mind and um again as

389
00:29:31.520 --> 00:29:35.679
as much as possible to pay attention to
formatting and copying and pasting a lot

390
00:29:35.679 --> 00:29:41.120
of times with the spr
you will um paste from word or some

391
00:29:41.120 --> 00:29:43.360
other
some other document and it'll carry with

392
00:29:43.360 --> 00:29:47.440
it some formatting
and so what we found is that there are

393
00:29:47.440 --> 00:29:53.120
some ways to work around this you can
use notepad if you're a windows user and

394
00:29:53.120 --> 00:29:56.960
copy and paste it into there first that
strips any formatting out

395
00:29:56.960 --> 00:30:00.240
before you paste it into the spr and
then the spr

396
00:30:00.240 --> 00:30:03.760
um itself also has a button that allows
you to

397
00:30:03.760 --> 00:30:08.880
paste without any formatting so that
really helps because any formatting

398
00:30:08.880 --> 00:30:13.360
that is pasted in will show up in the
public view as well

399
00:30:13.360 --> 00:30:17.679
dennis is you're advancing the slide
there were two questions that came in

400
00:30:17.679 --> 00:30:23.039
on this abstracts topic that i just want
to surface while we're on the topic

401
00:30:23.039 --> 00:30:28.080
rachel cook asked is first person okay
to use in the report or do you prefer

402
00:30:28.080 --> 00:30:34.240
third person and similarly cindy boyden
asked can we use we in the abstract when

403
00:30:34.240 --> 00:30:39.600
referencing the awardee like we
did x y and z um

404
00:30:39.600 --> 00:30:46.559
and i would say we see both
we see both third person and the sort of

405
00:30:46.559 --> 00:30:49.840
collective we
i don't think we see as much i like i

406
00:30:49.840 --> 00:30:53.600
did this
or i ran this great program so that

407
00:30:53.600 --> 00:30:56.880
might be something to avoid if you have
a project director who's couching

408
00:30:56.880 --> 00:31:00.559
everything in the
first person i don't know if my

409
00:31:00.559 --> 00:31:03.600
colleagues have anything they would like
to add to that

410
00:31:03.600 --> 00:31:07.760
yeah i would agree i think we we
certainly

411
00:31:07.760 --> 00:31:11.440
makes more sense than i i mean uh you
know with so many of these

412
00:31:11.440 --> 00:31:15.679
they're some of them are case by case
but it would be

413
00:31:15.679 --> 00:31:21.279
interesting for it to be justifiably one
a one a single-person show

414
00:31:21.279 --> 00:31:26.640
for a lot of these projects so no hard
and fast rules but yeah i think that we

415
00:31:26.640 --> 00:31:34.880
um is appropriate and acceptable
generally great i appreciate the

416
00:31:34.880 --> 00:31:39.840
questions
so uh the next um topic that we're going

417
00:31:39.840 --> 00:31:43.919
to discuss
is statewide projects and what is

418
00:31:43.919 --> 00:31:50.559
considered a statewide project
the um so i'm referring to a section of

419
00:31:50.559 --> 00:31:54.080
the spr
that asks was this project statewide yes

420
00:31:54.080 --> 00:31:58.000
or no
and so these are some quick

421
00:31:58.000 --> 00:32:01.279
bullets that help kind of frame that and
remind you

422
00:32:01.279 --> 00:32:04.480
of when to consider it statewide and
when not to

423
00:32:04.480 --> 00:32:10.880
um so one of the main areas
is if the entire state's population is a

424
00:32:10.880 --> 00:32:14.399
potential beneficiary
rather than a specific and smaller

425
00:32:14.399 --> 00:32:18.960
target audience
um and so you know

426
00:32:18.960 --> 00:32:22.799
a lot of these the most common statewide
projects are the ones where you can

427
00:32:22.799 --> 00:32:25.919
easily say
every library and every population in

428
00:32:25.919 --> 00:32:30.399
the state has
equal access to this thing so

429
00:32:30.399 --> 00:32:36.000
statewide databases is probably the most
glaring example of this but in other

430
00:32:36.000 --> 00:32:41.039
situations it could even be summer
reading support if it's statewide

431
00:32:41.039 --> 00:32:44.480
and if it's available to everybody in
the states uh typically

432
00:32:44.480 --> 00:32:48.240
the statewide projects are administered
by the state library administrative

433
00:32:48.240 --> 00:32:52.960
agency
and um and if the statewide effort

434
00:32:52.960 --> 00:32:56.000
supports one single intent it can be
reported as one

435
00:32:56.000 --> 00:32:59.840
project and so again using that database
example

436
00:32:59.840 --> 00:33:03.519
uh that would be an easy thing to
identify as

437
00:33:03.519 --> 00:33:07.200
a project now there can be a few
activities within that within that

438
00:33:07.200 --> 00:33:12.320
project if there was staff time
dedicated to in addition to maybe some

439
00:33:12.320 --> 00:33:14.640
equipment acquisition and those kinds of
things

440
00:33:14.640 --> 00:33:19.039
but um but that's that's kind of the the
fine line with whether something was

441
00:33:19.039 --> 00:33:24.159
statewide or not if if you are targeting
a particular area or region

442
00:33:24.159 --> 00:33:27.279
then it wouldn't be considered a
statewide project and then you would

443
00:33:27.279 --> 00:33:34.240
identify
locales and beneficiaries at that point

444
00:33:36.640 --> 00:33:41.039
so um we get a lot of questions about
consolidating sub awards

445
00:33:41.039 --> 00:33:45.360
under one um umbrella project um and
rightfully so because

446
00:33:45.360 --> 00:33:49.919
um many of you would like to uh report
as efficiently as possible without

447
00:33:49.919 --> 00:33:54.399
without a huge list of
of projects and so um the

448
00:33:54.399 --> 00:33:57.679
guiding principles with consolidating
sub-awards is

449
00:33:57.679 --> 00:34:02.320
if you have individual sub-awards so not
the total sub-award initiative

450
00:34:02.320 --> 00:34:05.519
but individual sub-awards of five
thousand dollars or less

451
00:34:05.519 --> 00:34:09.040
they can be combined together in a
single project and

452
00:34:09.040 --> 00:34:15.760
again if you gave out
um 35 4 000

453
00:34:15.760 --> 00:34:19.839
sub awards then they could easily be
combined into a single project so it

454
00:34:19.839 --> 00:34:24.639
doesn't have to be a cumulative
um less than 5000 but they should

455
00:34:24.639 --> 00:34:29.200
support a single intent because
again that's how the spr program works

456
00:34:29.200 --> 00:34:32.480
when you're recording projects
is that we're expecting it all to align

457
00:34:32.480 --> 00:34:36.560
to one intent
and they should cover the same subjects

458
00:34:36.560 --> 00:34:41.280
and uh
target similar beneficiaries and um

459
00:34:41.280 --> 00:34:44.960
so again that that helps make it a very
it

460
00:34:44.960 --> 00:34:48.720
allows you to organize really cleanly
that they might be

461
00:34:48.720 --> 00:34:52.159
separate awards but they were all
contributing to

462
00:34:52.159 --> 00:34:58.880
um a similar subject and intent
so if you are have a

463
00:34:58.880 --> 00:35:03.839
question um

464
00:35:03.920 --> 00:35:09.280
let me see really quick apologies for
the multitasking ooh there's a few

465
00:35:09.280 --> 00:35:16.000
uh maybe we should take a breather
through these questions really quickly

466
00:35:16.000 --> 00:35:20.079
if a project uh susan whitney asks if a
project benefits a specific age

467
00:35:20.079 --> 00:35:24.240
demographic throughout the state
it's still considered statewide even

468
00:35:24.240 --> 00:35:26.880
though it
is really only a targeted at one

469
00:35:26.880 --> 00:35:33.280
demographic um
i i would say yes uh

470
00:35:33.280 --> 00:35:39.920
i think the key piece here is
it's available statewide traffic is a

471
00:35:39.920 --> 00:35:44.640
piece of it
but then um if it is

472
00:35:44.640 --> 00:35:48.720
uh only available to a select amount of
libraries in a particular

473
00:35:48.720 --> 00:35:54.720
region then it wouldn't be considered
a statewide project it would still it

474
00:35:54.720 --> 00:35:58.480
would be
targeted to a handful of recipients so

475
00:35:58.480 --> 00:36:04.000
the the um the specific age demographic
is a component but there's

476
00:36:04.000 --> 00:36:07.440
also the element of is this available to
every

477
00:36:07.440 --> 00:36:14.960
every library in the state
okay let me look at the other question

478
00:36:17.040 --> 00:36:21.200
uh amy is asking if the sub awards are
over five thousand dollars they cannot

479
00:36:21.200 --> 00:36:25.040
be combined
um i think now i can i don't wanna speak

480
00:36:25.040 --> 00:36:29.599
on behalf of my colleagues but
that five thousand dollar um principle

481
00:36:29.599 --> 00:36:35.119
is um is kind of general guidance
there are you know discussions that can

482
00:36:35.119 --> 00:36:38.000
be had with your program officer as
you're planning the report

483
00:36:38.000 --> 00:36:41.760
to determine oh this this still makes
sense to combine

484
00:36:41.760 --> 00:36:45.119
um and as amy mentioned this is under
the specific

485
00:36:45.119 --> 00:36:49.760
uh auspices of the cares act so you know
we're definitely

486
00:36:49.760 --> 00:36:53.280
evaluating everything on a case by case
basis with these particular

487
00:36:53.280 --> 00:36:59.200
pot of funds so um amy that's as you
kind of get more information or if you

488
00:36:59.200 --> 00:37:03.520
have it you can feel free to
reach out to me after this and we can

489
00:37:03.520 --> 00:37:05.839
maybe
develop a plan for how you want to

490
00:37:05.839 --> 00:37:09.760
report that um
and ross has a similar question so it's

491
00:37:09.760 --> 00:37:14.079
it's definitely more of the um
consult with your program officer

492
00:37:14.079 --> 00:37:17.760
because the keras act funds are
definitely unique um

493
00:37:17.760 --> 00:37:22.400
unique creatures so um
so yeah i would say that five thousand

494
00:37:22.400 --> 00:37:25.200
dollar rule is is intended to be a
helpful

495
00:37:25.200 --> 00:37:30.560
guideline um but if you feel that
there's justification for combining sub

496
00:37:30.560 --> 00:37:34.400
awards that are more than
five thousand dollars each uh just talk

497
00:37:34.400 --> 00:37:37.599
to us about it and that way
you don't have to go through the process

498
00:37:37.599 --> 00:37:41.119
of you know
shaping up your spr only for it to might

499
00:37:41.119 --> 00:37:45.440
not be
compatible with what we're looking for

500
00:37:45.440 --> 00:37:51.280
all right good questions i appreciate
people engaging that's exciting

501
00:37:51.280 --> 00:37:56.400
so speaking of intents um for those
of you who might be new to the world of

502
00:37:56.400 --> 00:37:59.599
the spr
and the world of intense and the world

503
00:37:59.599 --> 00:38:04.800
of vocal areas
um this isn't intended to be memorized

504
00:38:04.800 --> 00:38:07.920
or
you know articulated line by line but it

505
00:38:07.920 --> 00:38:11.040
gives you an idea a top level overview
of

506
00:38:11.040 --> 00:38:14.400
when we're talking about aligning
projects to intents these are the ones

507
00:38:14.400 --> 00:38:17.359
we're
talking about and then in bold after

508
00:38:17.359 --> 00:38:21.599
each intent
we give you um the focal area that that

509
00:38:21.599 --> 00:38:27.040
intent aligns with so the focal area
piece is an fyi

510
00:38:27.040 --> 00:38:30.560
because you'll see the intense selection
is what you'll

511
00:38:30.560 --> 00:38:34.000
directly in the spr um so be thinking of
that

512
00:38:34.000 --> 00:38:37.280
i think it is helpful when you're trying
to figure out what intent

513
00:38:37.280 --> 00:38:41.440
your project aligns with to kind of look
at all of them and kind of get a sense

514
00:38:41.440 --> 00:38:45.119
of what's the best fit obviously there
is

515
00:38:45.119 --> 00:38:48.160
it's not a black and white decision
every time sometimes

516
00:38:48.160 --> 00:38:53.440
you they could a project could apply
to more than one and you just make the

517
00:38:53.440 --> 00:38:58.320
best decision with with which intent
most accurately kind of encapsulates

518
00:38:58.320 --> 00:39:04.640
you're looking for
and um another area that intents are

519
00:39:04.640 --> 00:39:09.760
really important for
is that they relate to the crosswalk

520
00:39:09.760 --> 00:39:13.200
that you all submitted to us with your
five-year plans

521
00:39:13.200 --> 00:39:16.960
so um for some of you especially those
of you who might not have been around

522
00:39:16.960 --> 00:39:21.760
when the five-year plan was developed
it might be a good idea to look at back

523
00:39:21.760 --> 00:39:26.480
at your five-year plan
and if you happen to identify

524
00:39:26.480 --> 00:39:31.040
projects in your five-year plan um that
you're planning to report on

525
00:39:31.040 --> 00:39:35.680
then your intent selection might not be
that difficult because it might be laid

526
00:39:35.680 --> 00:39:38.640
out right there for you
um it's okay if you're probably if it's

527
00:39:38.640 --> 00:39:42.160
a newer project and it wasn't
articulated in your five-year plan

528
00:39:42.160 --> 00:39:46.720
but um the crosswalk that you all
provided still might be a helpful

529
00:39:46.720 --> 00:39:50.400
um starting point when you're trying to
figure out which one

530
00:39:50.400 --> 00:39:58.880
can can fit best
and so again just kind of hammering this

531
00:39:58.880 --> 00:40:03.040
out a little bit more
uh there these words can kind of get

532
00:40:03.040 --> 00:40:06.720
jumbled up
in our vernacular so there's intense and

533
00:40:06.720 --> 00:40:09.680
then underneath
intense there are subjects it's like a

534
00:40:09.680 --> 00:40:14.400
big russian doll
of of things and so the for intents

535
00:40:14.400 --> 00:40:19.200
you only we only want you to select one
intent that is the big encapsulating

536
00:40:19.200 --> 00:40:23.119
thing related to your project but you
can select up to two

537
00:40:23.119 --> 00:40:26.400
subjects that are under each intent and
so

538
00:40:26.400 --> 00:40:29.839
we give this these two examples here
because

539
00:40:29.839 --> 00:40:36.000
um we want to remind you that like
certain subjects could show up in

540
00:40:36.000 --> 00:40:38.800
multiple
under multiple intents so just because

541
00:40:38.800 --> 00:40:41.839
you found science technology engineering
and math

542
00:40:41.839 --> 00:40:46.000
underneath that first intent improved
libraries physical and technology

543
00:40:46.000 --> 00:40:48.079
infrastructure
that doesn't mean that that's

544
00:40:48.079 --> 00:40:52.079
necessarily the intent you have to
choose because stem does show up

545
00:40:52.079 --> 00:40:56.400
as a subject under other intents as well
so really just kind of again

546
00:40:56.400 --> 00:41:01.520
be looking at the large landscape of
intents to kind of get a sense of what

547
00:41:01.520 --> 00:41:07.200
the best
the best choice would be

548
00:41:07.200 --> 00:41:11.280
so activities so this is again more
nesting we're kind of

549
00:41:11.280 --> 00:41:15.200
getting more and more granular we went
from the general overview

550
00:41:15.200 --> 00:41:19.520
to the projects and now underneath
projects there are activities

551
00:41:19.520 --> 00:41:23.280
so a rule of thumb if you're trying to
figure out should

552
00:41:23.280 --> 00:41:27.760
i you know articulate this part of this
project

553
00:41:27.760 --> 00:41:33.440
in a fully fledged activity and
a good rule of thumb is that an activity

554
00:41:33.440 --> 00:41:37.200
should account for at least 10 percent
of the total amount of resources

555
00:41:37.200 --> 00:41:42.240
committed to the project
and resources is a very specific term

556
00:41:42.240 --> 00:41:45.520
or a very particular term that we use
because

557
00:41:45.520 --> 00:41:50.240
it can be actual funding that was
committed or could be

558
00:41:50.240 --> 00:41:54.480
um staff time which is also you know a
resource that was committed to the

559
00:41:54.480 --> 00:41:58.319
project
so you know don't feel like an activity

560
00:41:58.319 --> 00:42:02.400
has to necessarily be
something that was acquired or something

561
00:42:02.400 --> 00:42:06.240
like that it can be
staff time that was dedicated um if it

562
00:42:06.240 --> 00:42:09.040
was 10
of the total amount for the project um

563
00:42:09.040 --> 00:42:12.960
we do ask that you keep
under 10 activities per project if

564
00:42:12.960 --> 00:42:18.000
you're finding that
this project is so massive that it might

565
00:42:18.000 --> 00:42:21.359
need more
than 10 activities then maybe and again

566
00:42:21.359 --> 00:42:23.839
this is totally case by case but it
might

567
00:42:23.839 --> 00:42:27.440
call you to um reevaluate and say oh
maybe

568
00:42:27.440 --> 00:42:31.359
maybe these can be more than one project
if there are so many activities in the

569
00:42:31.359 --> 00:42:35.200
one project
and uh the activity title and

570
00:42:35.200 --> 00:42:38.160
description
should be different and it shouldn't be

571
00:42:38.160 --> 00:42:40.480
identical to the project title and
description

572
00:42:40.480 --> 00:42:43.839
now obviously they'll um they'll relate
to each other

573
00:42:43.839 --> 00:42:49.839
but like i said earlier um they
should exist for a unique reason uh and

574
00:42:49.839 --> 00:42:52.480
that should be kind of diving more
deeply into

575
00:42:52.480 --> 00:42:56.319
something that was maybe just alluded to
in the um

576
00:42:56.319 --> 00:43:01.119
abstract or some other part of the
project descriptions

577
00:43:03.119 --> 00:43:09.200
so here are four the four
i should say activity types so when you

578
00:43:09.200 --> 00:43:14.160
get into selecting an activity
and you are kind of figuring out okay

579
00:43:14.160 --> 00:43:18.640
how am i going to organize this project
the activity types and their modes

580
00:43:18.640 --> 00:43:22.000
are extremely helpful determining
factors

581
00:43:22.000 --> 00:43:26.160
especially if you have a certain type of
data

582
00:43:26.160 --> 00:43:29.599
related to the project activity and
you're trying to figure out

583
00:43:29.599 --> 00:43:35.760
how will i report this the um
the activity types and their modes um

584
00:43:35.760 --> 00:43:40.480
will give you specific pieces or request
specific pieces of data from you

585
00:43:40.480 --> 00:43:44.880
depending on what you choose
so again i won't go into all all four of

586
00:43:44.880 --> 00:43:49.040
these
but um what i will say is

587
00:43:49.040 --> 00:43:56.000
that uh procurement is
um intended to be

588
00:43:56.000 --> 00:44:03.280
used for um
purchases that don't contain

589
00:44:03.280 --> 00:44:06.480
content if that makes any sense so they
tend to be

590
00:44:06.480 --> 00:44:09.680
larger scale purchases um especially we
see them

591
00:44:09.680 --> 00:44:16.319
most often with broadband activities uh
because you're that's the procurement of

592
00:44:16.319 --> 00:44:22.400
um of hardware and software
that isn't that isn't loaded with

593
00:44:22.400 --> 00:44:27.520
content that's specific
to um a project like apps or software or

594
00:44:27.520 --> 00:44:31.119
things like that
and so um so keep that in mind when

595
00:44:31.119 --> 00:44:35.200
you're deciding
uh which activity to choose more often

596
00:44:35.200 --> 00:44:38.240
especially when we're talking about
equipment purchases

597
00:44:38.240 --> 00:44:44.319
we see content acquisition uh because
the con it's the equipment and the

598
00:44:44.319 --> 00:44:50.880
laptops the ipads etc
contain content and then this is just a

599
00:44:50.880 --> 00:44:54.079
quick
um because it's just a quick tip and uh

600
00:44:54.079 --> 00:44:59.040
rule of thumb because it's
one of those um unique situations that

601
00:44:59.040 --> 00:45:02.000
we
offer a best practice for but if you

602
00:45:02.000 --> 00:45:06.079
have staff
attending conferences using the

603
00:45:06.079 --> 00:45:12.240
instruction other activity mode because
um the other instruction modes don't

604
00:45:12.240 --> 00:45:16.560
exactly
fit the activity of

605
00:45:16.560 --> 00:45:20.079
funding library staff to attend
conferences so we recommend using

606
00:45:20.079 --> 00:45:24.160
instruction
other okay

607
00:45:24.160 --> 00:45:29.520
and now i'm going to hand it over to
michelle who's going to dive even deeper

608
00:45:29.520 --> 00:45:35.520
hi everyone there's not too much more
this is an example of activity abstracts

609
00:45:35.520 --> 00:45:38.640
and this person this was north carolina
i believe

610
00:45:38.640 --> 00:45:42.400
did one and you can see it was a
literacy project

611
00:45:42.400 --> 00:45:46.400
that the actual activity is called
awesome alphabet activities

612
00:45:46.400 --> 00:45:50.560
and it very clearly states what it is
it's a drop-in program

613
00:45:50.560 --> 00:45:54.079
and so the activity they picked here was
instruction

614
00:45:54.079 --> 00:46:01.839
and the mode was consultation drop-in
referral and the format was in person

615
00:46:01.839 --> 00:46:05.920
i will tell you uh next slide

616
00:46:06.480 --> 00:46:13.359
next slide okay
a lot of this is is sounding much

617
00:46:13.359 --> 00:46:17.040
more difficult than it is most of the
time you don't have

618
00:46:17.040 --> 00:46:21.200
procurement uh if you do have
procurement it's gonna

619
00:46:21.200 --> 00:46:25.520
it's only gonna come up if you pick
institutional capacity is one of the

620
00:46:25.520 --> 00:46:29.280
intents
and then those are the three improving

621
00:46:29.280 --> 00:46:32.640
library workforce
physical and technological

622
00:46:32.640 --> 00:46:36.079
infrastructure is probably the closest
you get to procurement

623
00:46:36.079 --> 00:46:40.800
and i would say if you're confused
as we have said earlier call your

624
00:46:40.800 --> 00:46:46.720
program officer
as the three examples on the bottom of

625
00:46:46.720 --> 00:46:50.560
this slide
show if you're purchasing databases it's

626
00:46:50.560 --> 00:46:53.839
content
acquisitions not procurement if you're

627
00:46:53.839 --> 00:46:58.319
purchasing laptops
that's instruction activities that's

628
00:46:58.319 --> 00:47:00.720
probably one of the biggest areas for
new people

629
00:47:00.720 --> 00:47:06.240
because laptops are viewed as equipment
but they cost under five thousand so in

630
00:47:06.240 --> 00:47:09.119
federal sense
they're not equipment so it's

631
00:47:09.119 --> 00:47:12.560
instruction activity
and if you're subscribing to a data

632
00:47:12.560 --> 00:47:18.560
collection service
that's content creation next slide

633
00:47:22.319 --> 00:47:26.160
this is a very good uh graphic in terms
of

634
00:47:26.160 --> 00:47:29.680
dennis mentioned the four activities
instruction content planning and

635
00:47:29.680 --> 00:47:34.240
evaluation
well we at imls ask you to

636
00:47:34.240 --> 00:47:38.000
tell us what the outcomes were and
whether and to find those out you

637
00:47:38.000 --> 00:47:43.119
survey people well as this graphic shows
you you only have to ser

638
00:47:43.119 --> 00:47:49.359
survey people um four times
the general public only once and that's

639
00:47:49.359 --> 00:47:55.119
for instruction
activity and library work first however

640
00:47:55.119 --> 00:47:57.520
there's three different times when you
would

641
00:47:57.520 --> 00:48:02.880
survey library workforce staff
and that's for instruction content

642
00:48:02.880 --> 00:48:07.119
planning or evaluation
and i would say with some of my people

643
00:48:07.119 --> 00:48:10.800
they say well a lot of people their
survey burnout

644
00:48:10.800 --> 00:48:14.160
and as my aunt margaret would say toughy
lucky uh

645
00:48:14.160 --> 00:48:19.520
you've got to uh you've got to do that
because imls requires it as part of the

646
00:48:19.520 --> 00:48:21.839
grant
and when you think about the fact that

647
00:48:21.839 --> 00:48:26.160
you're getting free
continuing education then please fill

648
00:48:26.160 --> 00:48:29.119
out the survey you have to market it to
your library staff

649
00:48:29.119 --> 00:48:32.480
because you're still going to be
required to do it um

650
00:48:32.480 --> 00:48:35.839
next slide

651
00:48:37.520 --> 00:48:40.559
this is again a reminder in the budget
section

652
00:48:40.559 --> 00:48:44.559
if you've got conference registrations
list those under the cert

653
00:48:44.559 --> 00:48:50.559
in the services box not in travel
or app software licenses again it's in

654
00:48:50.559 --> 00:48:55.119
the services box
not in supplies and

655
00:48:55.119 --> 00:49:01.599
avoid vague descriptions
we used to see a lot of this in the uh

656
00:49:01.599 --> 00:49:07.920
other expenses box uh people
don't put things like miscellaneous in

657
00:49:07.920 --> 00:49:10.880
there because that makes us question
what did you buy

658
00:49:10.880 --> 00:49:17.359
so don't use that kind of terminology
next slide

659
00:49:17.359 --> 00:49:21.599
here's an example of listing budget um
the first box the top box

660
00:49:21.599 --> 00:49:28.319
shows you that they spent 15 000
from the lsta funds and a little over

661
00:49:28.319 --> 00:49:35.040
uh 29 000 in matching funds
for the project manager 25 percent

662
00:49:35.040 --> 00:49:38.559
came out of lsda as it's described in
the description

663
00:49:38.559 --> 00:49:45.119
and 50 out of the state matching funds
that is and notice no names of a person

664
00:49:45.119 --> 00:49:49.920
just their title that's perfect in the
next example we see an example of

665
00:49:49.920 --> 00:49:56.240
match only funds which was over 16
000 and again here's this it's for the

666
00:49:56.240 --> 00:50:00.720
salary and benefits for the state data
coordinator with the description of what

667
00:50:00.720 --> 00:50:04.319
that was next slide

668
00:50:07.119 --> 00:50:11.119
this is an example of other operational
expenses some of you have forms that

669
00:50:11.119 --> 00:50:15.359
actually say other operational expenses
it work for what you're doing at the

670
00:50:15.359 --> 00:50:21.760
stake but in terms of the spr report
other operational expenses usually only

671
00:50:21.760 --> 00:50:26.800
comes up for indirect
cost items and and the two

672
00:50:26.800 --> 00:50:30.960
examples at the top the first one shows
database subscriptions

673
00:50:30.960 --> 00:50:37.599
uh that should be under uh
services and postage

674
00:50:37.599 --> 00:50:40.960
in the second example should be under
supplies

675
00:50:40.960 --> 00:50:44.800
the example without an x is an example
of when you would use

676
00:50:44.800 --> 00:50:48.160
other operational expenses and in this
case

677
00:50:48.160 --> 00:50:51.680
it was for a state library that gave a
sub-grant

678
00:50:51.680 --> 00:50:59.920
to merrimack college and they used
some funds 665 dollars for indirect cost

679
00:50:59.920 --> 00:51:03.359
if you're unsure about other operational
expenses

680
00:51:03.359 --> 00:51:07.440
again contact your program officer i say
this for the new lst

681
00:51:07.440 --> 00:51:11.440
coordinators next slide

682
00:51:13.280 --> 00:51:17.520
additional materials is a section where
you can list tool kits

683
00:51:17.520 --> 00:51:22.319
you can get your press releases this is
an example this bright futures of an

684
00:51:22.319 --> 00:51:27.119
idaho report that was done on their
summer reading program we'd love to see

685
00:51:27.119 --> 00:51:31.520
these things because
your abstracts tell us only so much but

686
00:51:31.520 --> 00:51:33.760
when you've done a whole report or
you've

687
00:51:33.760 --> 00:51:38.079
produced a toolkit please provide us
with that information we'd love to see

688
00:51:38.079 --> 00:51:40.559
it
we also see examples of the forms you

689
00:51:40.559 --> 00:51:45.599
may be using
when you survey people or whatever

690
00:51:45.760 --> 00:51:48.240
next slide

691
00:51:49.520 --> 00:51:54.640
project tags project tags are an option
in this system and they're basically

692
00:51:54.640 --> 00:51:59.680
it's cataloging it's put a word
that you think applies to this project

693
00:51:59.680 --> 00:52:03.280
if you're working with veterans
it's nice for you to project tag it and

694
00:52:03.280 --> 00:52:07.280
say veterans because that'll tell your
colleagues when they search the sbr

695
00:52:07.280 --> 00:52:10.880
and imls when we search it or the
general public because it's open to the

696
00:52:10.880 --> 00:52:14.240
public
oh lsta funds have been used for

697
00:52:14.240 --> 00:52:18.559
veterans and here's all the states
and projects that apply and you can see

698
00:52:18.559 --> 00:52:24.079
examples there for summer
uh meals or make your space activities

699
00:52:24.079 --> 00:52:26.640
next slide

700
00:52:28.319 --> 00:52:32.079
match only a few people have match-only
projects

701
00:52:32.079 --> 00:52:36.160
um you enter it as a regular project you
assign an attempt

702
00:52:36.160 --> 00:52:42.400
you report at least one activity and
it catches you include match only in the

703
00:52:42.400 --> 00:52:47.839
title
of the project next slide

704
00:52:49.839 --> 00:52:54.480
project status the spr does give you the
option

705
00:52:54.480 --> 00:52:58.079
that you can change all of your projects
at once

706
00:52:58.079 --> 00:53:01.760
like when you're ready to validate and
certify your report

707
00:53:01.760 --> 00:53:05.520
you can change them all from draft to
complete it because they have to be in

708
00:53:05.520 --> 00:53:09.119
completed status
for anything to be validated and

709
00:53:09.119 --> 00:53:12.319
certified
so that's a nice shortcut and you'll see

710
00:53:12.319 --> 00:53:16.559
that on the left hand side of the screen
where it says move projects to where it

711
00:53:16.559 --> 00:53:19.599
says status there's a little box over in
the corner there

712
00:53:19.599 --> 00:53:23.920
that allows you to change the status
right now it's showing draft

713
00:53:23.920 --> 00:53:28.640
if you click it it'll all come up to
complete it so you don't have to do them

714
00:53:28.640 --> 00:53:32.480
individually
next slide

715
00:53:34.240 --> 00:53:38.640
there are two other places where you
have to put in project information one

716
00:53:38.640 --> 00:53:42.960
is your admin
project for your 34 and

717
00:53:42.960 --> 00:53:46.559
uh that you have because you could use
up to thirty four percent

718
00:53:46.559 --> 00:53:49.839
and the other one is your financial
status report

719
00:53:49.839 --> 00:53:54.400
so those are under projects and you see
you'll see it's listed there

720
00:53:54.400 --> 00:53:59.440
administrative project financial staff
you click on either box and it will take

721
00:53:59.440 --> 00:54:10.559
you to the one that you can fill out
next slide

722
00:54:10.559 --> 00:54:13.839
and i'm turning it over to madison hey
y'all

723
00:54:13.839 --> 00:54:20.160
i'm back closing us out so
uh once you have completed your projects

724
00:54:20.160 --> 00:54:27.119
it comes time to certify your report
and in certifying the spr there are some

725
00:54:27.119 --> 00:54:33.040
critical points to remember
only the chief can certify your report

726
00:54:33.040 --> 00:54:40.880
lsta coordinators can validate
reports to head off any error messages

727
00:54:40.880 --> 00:54:45.680
but the chief will still need to certify
and they'll

728
00:54:45.680 --> 00:54:52.640
to validate is sort of the same sequence
of actions as it will take to certify

729
00:54:52.640 --> 00:54:57.839
so uh first certification uh for this
year will be for the final

730
00:54:57.839 --> 00:55:04.319
reports for 2019 projects and the final
fsr and admin project

731
00:55:04.319 --> 00:55:07.520
you'll go into the spr and under
projects select

732
00:55:07.520 --> 00:55:12.720
certify reports in the menu and then the
chief will be prompted to re-enter

733
00:55:12.720 --> 00:55:18.559
their password uh you can ensure
that the certification actually went

734
00:55:18.559 --> 00:55:23.920
through by checking the project status
under list projects and it'll say

735
00:55:23.920 --> 00:55:27.440
certified
or you can also check by looking at the

736
00:55:27.440 --> 00:55:32.799
certification fields in the fsr
and once that's certified that should

737
00:55:32.799 --> 00:55:36.880
contain the name of the
chief host certified it and the date

738
00:55:36.880 --> 00:55:42.960
stamp that they certified
uh next slide please

739
00:55:45.200 --> 00:55:52.799
okay all right so the second part
is uh certifying your interim ffr

740
00:55:52.799 --> 00:55:57.520
uh and that is a separate thing you have
to do in addition to certifying your

741
00:55:57.520 --> 00:56:02.160
final reports
um this often for us falls through the

742
00:56:02.160 --> 00:56:05.359
cracks
and so we'll have to come back and tell

743
00:56:05.359 --> 00:56:10.160
you to certify that to follow up
but again the chief is the one who who

744
00:56:10.160 --> 00:56:14.960
can only certify
uh to do this in the spr you'll click

745
00:56:14.960 --> 00:56:19.119
on the financial status report and then
interim ffr

746
00:56:19.119 --> 00:56:24.000
and then certify and you can ensure the
certification went through by looking at

747
00:56:24.000 --> 00:56:29.839
the certification fields in the s
interim ffr and it will contain the name

748
00:56:29.839 --> 00:56:34.480
and the date stamp of the chief
who certified it

749
00:56:35.920 --> 00:56:41.520
and next slide please cool
just some general reminders overall if

750
00:56:41.520 --> 00:56:45.119
you'd like to play around with the spr
get to know it a little bit better you

751
00:56:45.119 --> 00:56:50.160
can use the sandbox it is available for
practicing and training

752
00:56:50.160 --> 00:56:54.240
and we have the link here and for all of
you

753
00:56:54.240 --> 00:56:59.520
uh all reporting deadlines are
at the end of december final reports

754
00:56:59.520 --> 00:57:04.400
include all projects
and the final fsr and then the interim

755
00:57:04.400 --> 00:57:08.559
uh
financial uh federal financial report

756
00:57:08.559 --> 00:57:12.000
is also due which is for the following
year

757
00:57:12.000 --> 00:57:16.160
man all of our resources are in our
grants to states manual

758
00:57:16.160 --> 00:57:19.760
and we keep those up to date pretty
regularly so please feel free to check

759
00:57:19.760 --> 00:57:23.599
out that link
i know we have some questions but here

760
00:57:23.599 --> 00:57:26.559
are the lists
of all of us if you ever need to get in

761
00:57:26.559 --> 00:57:29.280
touch with us

762
00:57:30.240 --> 00:57:34.079
i just forgot something uh i said
indirectly

763
00:57:34.079 --> 00:57:40.880
uh 34 for him and i meant 4 percent
for edmond sorry about that confusion

764
00:57:40.880 --> 00:57:44.559
yes you just want to make sure everybody
was paying attention

765
00:57:44.559 --> 00:57:48.880
yeah i'm sorry i didn't catch that

766
00:57:49.040 --> 00:57:54.960
cindy had a question about a number of
tags that we can list per project

767
00:57:54.960 --> 00:57:59.920
oh yes my knowledge there are no limits
but terry

768
00:57:59.920 --> 00:58:03.440
do you know we have a limit to the
number of tags i don't know

769
00:58:03.440 --> 00:58:06.480
i don't think there's a hard limit in
the system i think there might be a

770
00:58:06.480 --> 00:58:09.359
guideline in
the state program requirements document

771
00:58:09.359 --> 00:58:14.480
and i think it might be in the range of
three as a like kind of

772
00:58:14.480 --> 00:58:18.480
stopping point but we're not gonna send
it back if you have five

773
00:58:18.480 --> 00:58:23.839
so it'll be fine

774
00:58:31.040 --> 00:58:38.240
all right
we did have someone ask about the

775
00:58:38.240 --> 00:58:43.680
controlled vocabulary around
whether imls has um an

776
00:58:43.680 --> 00:58:46.960
you know specific list i will say the
reason

777
00:58:46.960 --> 00:58:52.240
project tags is just the extra on top of
all the other controlled vocabulary that

778
00:58:52.240 --> 00:58:56.720
we have so we have subject tags that are
controlled and we have intents and focal

779
00:58:56.720 --> 00:59:00.640
areas
and then the the search function within

780
00:59:00.640 --> 00:59:04.079
the public view will also pick up any
keywords from abstracts

781
00:59:04.079 --> 00:59:09.200
and titles so really the idea of the
project tags was to sort of

782
00:59:09.200 --> 00:59:12.960
provide a unified glance across the
states

783
00:59:12.960 --> 00:59:16.480
for things that might be using different
terminology

784
00:59:16.480 --> 00:59:20.720
we had a long list at one point maybe a
dozen terms i think we need to revisit

785
00:59:20.720 --> 00:59:24.640
them
but right now like the word making

786
00:59:24.640 --> 00:59:29.280
is helpful to us because people talk
about makers faces or hackers faces or

787
00:59:29.280 --> 00:59:33.040
different things that kind of embody
making but we put the term making

788
00:59:33.040 --> 00:59:38.000
together just to like
help us search it as an agency veterans

789
00:59:38.000 --> 00:59:41.920
are still of interest to us summer meals
are still of interest to us

790
00:59:41.920 --> 00:59:47.200
but um this is not a hard and fast
controlled vocabulary at this time

791
00:59:47.200 --> 00:59:52.240
i would say too that a number of states
are no longer calling their library for

792
00:59:52.240 --> 00:59:55.440
the blind and physically handicapped the
library for the blind and physically

793
00:59:55.440 --> 00:59:59.440
handicapped
and in the entire abstract you don't see

794
00:59:59.440 --> 01:00:02.240
any
reference to let's say a person who's

795
01:00:02.240 --> 01:00:05.119
blind
so you might want to put that word as a

796
01:00:05.119 --> 01:00:09.359
project ad just
as an identifier if someone was looking

797
01:00:09.359 --> 01:00:12.160
for that
and was unaware that you're calling it

798
01:00:12.160 --> 01:00:16.319
the able library or something
else

799
01:00:20.720 --> 01:00:24.400
and it's good for new terminology that
comes up that's why we

800
01:00:24.400 --> 01:00:27.520
you know all of a sudden there's
something people are doing

801
01:00:27.520 --> 01:00:31.119
it's a new term in the library field

802
01:00:32.240 --> 01:00:39.280
we have a couple more questions
uh marla from new mexico was asking

803
01:00:39.280 --> 01:00:45.599
and confirming that for the ffr for fy20
we only report what was reported um

804
01:00:45.599 --> 01:00:51.280
what was spent by september 30th
and that's correct

805
01:00:53.760 --> 01:00:59.440
unless you have an extension true
for those of you who have extensions let

806
01:00:59.440 --> 01:01:03.839
me know if you have questions
because they're all my staples

807
01:01:08.640 --> 01:01:11.839
okay well i know we're like right at the
hour so

808
01:01:11.839 --> 01:01:16.240
we're gonna cut this recording off now
but

809
01:01:16.240 --> 01:01:19.920
reach out to your program officers and
thank you so much for being with us

810
01:01:19.920 --> 01:01:21.680
today
we will send the slides and the

811
01:01:21.680 --> 01:01:25.680
recording out
once they're posted on our website may

812
01:01:25.680 --> 01:01:39.839
take a little time but
we'll be in everyone

813
01:02:04.960 --> 01:02:07.039
you