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welcome everyone to the annual grants to
states state program report webinar

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we've been doing this a few years now to
help people get back into the swing of

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this system which usually sees the most
activity from october to december

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and this year we have the added joy
of having the cares act stimulus funds

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to report on in the system so we wanted
to be sure to cover some of the strange

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nuances that would come with that
and

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we like i said earlier are recording
this session and if you haven't already

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seen the slides they are available
on our website already and we'll get the

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recording up as soon as we can it might
be a week or so

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with that i will turn it over to my
colleague michelle farrell to get us

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started
hello everyone today we are going to

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cover upcoming deadlines for reports
where to submit your lsta report and

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this year how to enter not only your fy
2020 grants estate

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award information but the cares act
project information as well

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we'll talk about entering your interim
federal financial report

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for fy 2021 lsta funds
and the 2021 arpa funds

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and we'll highlight some of the best
practices for reporting in the sbr

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and lastly how to bundle projects
in the report

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if you
see that you can't meet the reporting

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deadline you need to contact imls before
to ask for a reporting extension

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and as you can see
december 30th your 2020 final financial

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status report and the narrative reports
including fy 2020 and the cares act is

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due
as well as your 2021 interim federal

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financial report
and fy 21

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award and arbor award er
on that interim report

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this is just a reminder that reports are
due in the spr

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not in egms because we know there's a
lot of new people there

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and that's the login

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we've been working throughout the year
on user enhancements

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and here are a few of them
now when you are filling out the

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activity section
it will save each screen along the way

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the spr will now
only let you choose one intent

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so if you are
carrying over a previous project you

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need to pick
one intent for that project

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by april 2022
every grantee should have

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a universal
entity identifier or uei

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it takes the place of your duns number
and the spr will reflect that

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there is also a button available now
that you can choose

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if you're interested in joining the
community of practice cop

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and as a reminder
we still use wonder wednesday evenings

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to push out new updates
and to maintain the spr

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as you can see here the light-colored
bar is the period of performance and the

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block after that is the time you have to
submit your report

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the karazhak award ran parallel with
your fy 2020 award and ends and ended

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september 30th
the arpa award is running parallel with

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your fy 2021 award and won't end until
september 30th

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of next year so this year you will have
two financial reports due the final

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financial report for fy 2020 award and
cares

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and the interim financial report for
your fy 2021 award and arpa

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you want to complete the project reports
first

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because the financial figures roll up
into the financial status report

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here's what filling in the spr will look
like

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both your fy 2020 allotment and cares
will be reported in the same part of the

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str
to differentiate the karazhak projects

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you need to give them
a title prefix of cares act colon and

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then whatever your project is as you can
see in the box here

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note
none of the cares projects should have a

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starting date
before 4 21

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2020

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as much as possible report cares act
projects separately however

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if a project has combined several funds
from your fy 2020

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and cares act
you won't be able to differentiate them

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except
in the budget narrative as you can see

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from the example here where the wi-fi
extenders were paid for with cares and

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the lsta
uh kicked in another two hundred dollars

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also
match isn't required for cares act

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awards but if you had sub-recipients
that had match funds

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then feel free to report them here

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you can use up to four percent of your
allotment for administrative costs

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and it will be a combination of both
awards your fy20 and cares

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of course
it's your choice to choose to use any or

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all of that
for the allowable four percent

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as a reminder the administrative project
can include state or other match

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funds
for administrative purposes

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and this amount is not subject to the
four percent cap

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in the financial status report area for
administrative costs the allowed field

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is auto calculated as four percent of
both your fy 20 and cares act award

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the figures that you included in the
administrative project will show up in

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the actual field here in the center the
difference will be auto calculated

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if you notice any incorrect calculations
here in this section we suggest you try

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saving the financial status report again
we're hoping that'll take care of it

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to accommodate reporting the financials
for both awards

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begin by entering the two log numbers
for your fy 2020 and cares act awards in

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the financial status report form
you can find these numbers in egms

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on the award document known as
notice of action

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the total federal funds authorized will
autofill

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and represent a combination of your fy
20 and your cares act allotments as you

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can see here those two figures going
into the figure on the left

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note that the financial status report
auto calculation for the minimum match

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requirement
is only based on your lsta allotment and

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does not include the cares award which
is good news

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and now i'm going to handle it over to
madison

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thank you so much michelle
um as we wrap up that section does

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anybody have any questions about cares
act reporting uh you can put them in the

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chat um or if you'd like to unmute
that's fine too

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all right
um i don't see any questions coming

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through um
you may continue to put questions in the

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chat along the way so we'll go ahead and
move on

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so now i'm going to be talking about how
to enter your interim ffr data for your

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fy 2021 allotment and the arba award
if the following slides look familiar it

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is exactly how you reported your 2020
and cares act in your internal report

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last year

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so here is a path uh to the interim
federal financial report which we you

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will fill out for fy 2021 and arpa
combined

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pretty easy to get to

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and as with your
your cares act and

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20 reporting we will need to have both
grant numbers for both awards or both

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identifying numbers
in the the

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federal agency grant number field uh you
can find these numbers in reach in your

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account and you can also find them on
your official award notice notification

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document but they both need to be there
and they need to be separated by a comma

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or
semicolon or

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slash whatever works for you

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now we have adjusted the interim ffr
in the spr to appropriately

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appropriately reflect both fy 21 and
arbor fields

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to the combined amount of both awards
but if you initially go into that

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interim ffr you won't see that so we ask
that you go ahead and go into the ffr

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and then save it for those correct
figures to auto populate

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you'll then want to fill out the federal
share of expenditures field and that

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will be how much you've expended for
both awards combined

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and then you'll have the total recipient
share required field which is

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the match field this is auto populated
but will only reflect the allotment

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match requirement this is because there
is no match requirement for arpa

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you can still report match on arpa if
you have some but again this is going to

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be the combined sum
of your match for both arpa and fy21

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and
uh for the um excuse me um

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we've all heard about the news uh
switching from a done summer to the

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unique entity identifier or uei
uh we have added uh

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the we've adjusted the duns field in the
state information page in the spr to

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reflect the uei
um

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if you want the ui you your uei
reflected now you can go ahead and

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update it
um you can find your new uei in sam.gov

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but for this year we only require your
duns number

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you can have both this year if you want
next year

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beginning in april 2022 is when we we
will want everyone to up this field to

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the uei only

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now this is a reminder that for your
for your reporting you will not enter

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any arpa narrative projects until the
next year's spr

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and we know that arpa was such a large
infusion of money for everyone and we

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greatly appreciate all the creative ways
that you've come with with spending your

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funds but this is a reminder that we
need to frame all our spending as

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pandemic response as much as we can
if your sub recipients don't frame it as

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pandemic response you might need to work
into it in the svr for them uh

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to have what next year's narrative
report comes due

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all right do we have any questions
around

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i do believe we have a question in the
chat

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let's see

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alice asks if you use cares money for
the online portion of summer reading so

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this is cares afterwards um for summer
reading and you already have a summer

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reading project with regular lsta funds
would you still make a separate project

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for the summer reading
or would that be a case where you could

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combine them into one project
great question

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um
we are going to be covering uh bundling

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projects in a few minutes
which may be able to answer your

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question about whether or not to do two
separate projects

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or or bundle them
i don't know if my colleagues have any

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other initial responses to that one
i this is terry and i would say if

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online summer reading was one of the
only things you did with cares you might

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want to have a separate project around
it just so we can see that

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you know and it goes out in the public
view that way and people can see the

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money was spent that way but if you had
a slate of five or six projects with

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cares and that summer reading online
tool was a very small amount of money

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i could see a case where you just
combine it with your lsta existing

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project and make the differentiation in
the budget like michelle showed earlier

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so we're trying to be flexible
but we also want the good fruits of your

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labor to
you know go out in the world

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so to the degree you can sort of balance
that we're going to leave a lot of that

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discretion to you but if you have
questions or you want to bounce

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something off your program officer
they'd be happy to weigh in on

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approaches
thank you

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uh and mary asked uh sh we would assume
that cares act funds also need to be

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framed as pandemic response you're
absolutely right karzak also needs to be

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framed as a response to the pandemic

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all right great well i'm going to then
pass it on to laura

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thank you madison
well this is the portion of the webinar

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that shifts from the new information
related to cares act funds reporting and

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into a refresher and some general best
practices for the spr

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i'm going to start this section by going
over some first steps as a new user

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as well as some suggested approaches for
preparing your spr report

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and this is a slide that shows how you
know log in and your imls program

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officer can help set you up in the
system by creating an account for you

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your username is just your email address
and we will send you your password

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you can change your password by going
into the account management section of

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the spr after you've logged in
and something to note is that chrome and

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firefox are the recommended browsers for
this system

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issues with saving and editing can occur
when you open two browser windows or

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tabs for the state program report at the
same time so it's best to avoid that

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this often occurs when users want to
look back at the prior year's report

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while completing the current years
however this can lead to editing and

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reporting bugs

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one of the first things you should do
when logging into the spr for the first

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time is update and verify your own
information as well as the information

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about your state library
all three of these options are in the

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account management menu
if your state library grants sub awards

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don't forget to maintain the subaward
info section of the spr

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this section is separate from the
project section of the spr and provides

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information about sub-awards beyond just
the ones that were funded

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we also have some writing tips you know
in addition to plain language uh

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remember that the report is happening
after the completion of activities and

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should be written in the past tense
the one exception to using names in the

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report is with outside consultants when
it is acceptable to reference names

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and again we don't want
just a program history or general

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description you should think about you
know the entire

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project what did you do this year it
should reflect the budget and activities

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you can take this information and put it
in a brief paragraph

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00:17:29.280 --> 00:17:34.000
and do avoid
bullets and pay attention to formatting

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when you copy and paste
and you can use the format stripping

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workaround to accommodate the spr
systems issue

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and don't use colored
and with that i will turn it over to

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dennis
thank you laura i'm gonna cover um some

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other elements of the spr um
certain things we look for in in certain

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sections and um most particularly
talking about approaches that you can

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take to bundling um projects which i
know a lot of uh states with the cares

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and the arpa funds might be thinking
about for the first time

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either in a while or ever so i'm happy
to kind of provide some guidelines and

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principles in that area so
the first element we're going to discuss

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is statewide projects
and um taking a moment to determine is

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this a statewide project should this be
considered a statewide project or is

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this um something that happened more at
the local level so uh these are some

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helpful uh
tips as far as determining whether it

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was a statewide project the biggest one
being if the entire state's population

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were potential beneficiaries uh rather
than a specific uh smaller target

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audience
and the statewide projects are usually

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administered by the state library
administrative agency um the easiest

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immediate example of a statewide project
is in statewide databases

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that is kind of one something that the
state library often administers and even

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if
even if every single recipient library

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doesn't use the databases as
as you know robustly as others it's

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still available to every library in the
state

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as far as bundling projects um
these are here are some tips for

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kind of giving you a guidance on when
it's appropriate to bundle or not um a

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big disclaimer with a lot of what i will
be uh communicating is that uh

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there these are general guidelines uh
there are these are very much a

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case-by-case situation we've had a lot
of state libraries already reach out to

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us with their specific scenarios to
determine guidance on whether it's

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appropriate to bundle or not so we fully
anticipate having those kinds of

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one-on-one conversations sometimes but
these are some general principles to

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help kind of contextualize some things
so as you can see um

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it's uh you can think about individual
projects especially sub grants that

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could be combined into a single project
report if they support the same intent

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if they cover the same subjects
they target similar beneficiaries

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and um when you bundle them they're
still

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with under that 10 activity limit within
your project so

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a lot of these
are

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reporting principles and some of these
are also principles related to the way

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the spr allows you to use the system you
have to really

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have some common ground with these
projects like they're sharing the same

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goal and they're sharing the same intent
in order for them to even be um

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even for it to be technically possible
to bundle them together in the spr

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so here's a
tangible example uh related to ppe

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recipients because that was a popular um
thing to purchase with cares fun so we

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thought it would be a good example so in
this example uh this scenario um there

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are 75 libraries that receive bpe across
the state

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you can report that as a
single activity because the ppe

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purchasing is all one activity type
uh

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and then you can indicate the 75 locales
in the um

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in the locale information
uh but that's also there's also

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flexibility in how you indicate that as
well so what you would put even if you

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were giving the ppe as several sub
grants the state library administrative

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agency would be listed as the grantee
because there has to be a single grantee

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in the spr listed
uh and again as i mentioned you would

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have a single project and in this case a
single activity because

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the um the purchase was so uniform
across all of your subrecipients

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uh and then you have two options as far
as identifying um

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[Music]
the the

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sub-recipient libraries you can
indicate that the activity was not

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statewide and when you do that the sbr
gives you

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um an institution kind of a data entry
area where you can

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look up the institutions that we have in
the back end of the spr system

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and list them there and that is that's
extremely helpful from a kind of a data

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integrity standpoint because then we
have all of the kind of geographic

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information for each of the recipients
which is which is helpful often

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um but we also are trying to be flexible
with

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the reporting burden that this could
potentially put on you so another option

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is to indicate that the activity is
statewide and then you can put the

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number of public libraries or other
library types um in the institution

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types as a number so
what we've also seen with uh recipients

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who do a lot of subgrants especially the
the

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closest parallel i could see with ppe as
opposed to what we normally would see

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from state libraries would be collection
development subgrants because they tend

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to be um
they're very detailed they're very

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granular and so we try to be flexible
with the reporting burden that we put on

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the state libraries and so we've seen
various iterations of this and then some

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state libraries just in the interest of
providing as much clarity and detail as

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possible will sometimes upload uh the
spreadsheets that they use to track the

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recipient libraries maybe you know the
types of equipment that they received um

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00:23:49.120 --> 00:23:51.760
and because they were already working on
it and it was something that they were

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00:23:51.760 --> 00:23:56.400
using internally it doesn't put more
burden on them but then it gives me as

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the reviewer a really lot of helpful
information so

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that's one example again i'm sure it
doesn't cover all the spectrums of um

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00:24:05.919 --> 00:24:11.039
possibilities but that's a way to see
how the system works

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00:24:11.919 --> 00:24:16.080
now here is again a very i'm not going
to go over all of these in detail but it

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00:24:16.080 --> 00:24:20.720
displays the intense and the focal areas
we talked about how knowing when to

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bundle uh sub grants into one project is
if they all share the same intent and so

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you can see the intents laid out there
in bullets

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but the bullets are organized by the one
of the six focal areas that they fall

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under so you see in bold to the right
that lifelong learning has two different

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intents information access has two
different intents and so forth and so on

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so um i won't go over these in detail
but again this just gives you a sense of

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how the spr is looking for you to
organize your um

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your projects and how you can think
about what would be best for

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00:24:58.840 --> 00:25:03.919
bundling and here's an example of two
intents that have similar subjects

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00:25:03.919 --> 00:25:09.039
underneath each project so if you are
really kind of trying to torn between

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00:25:09.039 --> 00:25:13.279
picking an intent uh a particular intent
and you're thinking oh you know this

305
00:25:13.279 --> 00:25:18.240
this intent has this subject and i want
to make sure i can report that you it

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00:25:18.240 --> 00:25:21.440
would be good for you to look at the
subjects that are underneath each of the

307
00:25:21.440 --> 00:25:26.159
intents because you might find um
might find some similarities underneath

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00:25:26.159 --> 00:25:29.760
of them that won't that will kind of get
you hung up in one intent that you don't

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00:25:29.760 --> 00:25:34.480
want to actually use
um and another area that might help with

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00:25:34.480 --> 00:25:38.559
bundling is to look at the crosswalk
that you developed as part of your five

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00:25:38.559 --> 00:25:43.120
year plan because if you had this
project identified in your five-year

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00:25:43.120 --> 00:25:46.480
plan there should be an attempt aligned
with it already so you should be able to

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00:25:46.480 --> 00:25:50.400
kind of just follow follow the lead of
what was already in there and if it's a

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00:25:50.400 --> 00:25:55.039
new project that you didn't have as part
of your plan um then again we want to

315
00:25:55.039 --> 00:25:58.240
emphasize here that it should have just
one intent

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00:25:58.240 --> 00:26:01.120
um
this is important for several reasons

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00:26:01.120 --> 00:26:05.360
but especially important when your
outside consultant who's evaluating your

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00:26:05.360 --> 00:26:09.760
five-year plan um they're gonna take
each project and describe how it met a

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00:26:09.760 --> 00:26:14.240
particular goal and intent with reviver
plan so it's a lot easier for them to

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00:26:14.240 --> 00:26:19.840
just have a one-to-one relationship with
project and intent

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00:26:21.679 --> 00:26:25.600
and activities um a good rule of thumb
again these are these are definitely

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00:26:25.600 --> 00:26:30.240
guiding principles and good rule of
thumb kind of of tips related to

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00:26:30.240 --> 00:26:34.640
structure in your report but if you're
determining whether or not you should

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00:26:34.640 --> 00:26:36.880
uh
list

325
00:26:36.880 --> 00:26:41.600
some part of your project as a formal
activity under that project it should

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00:26:41.600 --> 00:26:45.360
account for at least 10 of the total
amount of resources committed to the

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00:26:45.360 --> 00:26:49.039
project so
this could be that ppe example that we

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00:26:49.039 --> 00:26:53.120
talked about obviously that's a large
amount of resources that were committed

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under the project
but um

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you also don't forget about
staff time can be quantified and

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considered at least 10 percent of the
total amount of resources committed to a

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00:27:04.240 --> 00:27:07.600
project
as we mentioned earlier you want to make

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00:27:07.600 --> 00:27:12.240
sure to keep uh the number of activities
under 10 if you find that that's

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00:27:12.240 --> 00:27:16.320
challenging to do that might be a good
indicator that you need to maybe uh

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00:27:16.320 --> 00:27:20.799
think about unbundling
uh from from what you were considering

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00:27:20.799 --> 00:27:24.720
and maybe have two separate projects
just for clarity

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00:27:24.720 --> 00:27:29.520
and to really
make sure that the activities for each

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00:27:29.520 --> 00:27:33.919
um project are
kind of rising to the surface of being

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00:27:33.919 --> 00:27:38.720
really critical and important piece to
the to the story that your report is

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00:27:38.720 --> 00:27:41.600
telling
um and then

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00:27:41.600 --> 00:27:46.799
we mentioned this a lot but having a
more of a holistic view of your spr when

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00:27:46.799 --> 00:27:50.799
you're reporting is uh that the activity
title and the description under the

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00:27:50.799 --> 00:27:54.880
activity it should be distinct so you
shouldn't be spending a lot of time kind

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00:27:54.880 --> 00:27:59.360
of copying and pasting what's in
the whole project's um abstract and

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00:27:59.360 --> 00:28:04.399
putting it into the activity uh because
theatrics should be very top level and

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00:28:04.399 --> 00:28:08.880
then the activity title and description
should be a little bit more detail about

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00:28:08.880 --> 00:28:13.279
what was going on
in that project um and that way it reads

348
00:28:13.279 --> 00:28:17.840
kind of
um not in a redundant way

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00:28:20.320 --> 00:28:24.480
and here's an example again i'll briefly
cover this because um we have you'll

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00:28:24.480 --> 00:28:27.440
have the pdf2 review
um

351
00:28:27.440 --> 00:28:31.200
later to look at more detail but
the reason why this is

352
00:28:31.200 --> 00:28:35.520
a good example of an activity abstract
um it briefly outlines what happened

353
00:28:35.520 --> 00:28:39.600
within that specific activity it
provides only the necessary info but

354
00:28:39.600 --> 00:28:42.799
that info is distinct
um

355
00:28:42.799 --> 00:28:47.760
and then uh you also see the activity in
the mode selections in in this uh

356
00:28:47.760 --> 00:28:53.520
screenshot that it's an activity mode of
instruction and consultation which is

357
00:28:53.520 --> 00:28:58.880
great for these kinds of um
what you would say like

358
00:28:58.880 --> 00:29:02.960
drop in exactly what it says in the
activity mode like drop in informal

359
00:29:02.960 --> 00:29:05.200
instruction um
[Music]

360
00:29:05.200 --> 00:29:08.559
events and activities
um

361
00:29:08.559 --> 00:29:12.159
activities also prompt you to enter
quantities after you finish this part of

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00:29:12.159 --> 00:29:15.520
the narrative piece
some examples of quantities is how long

363
00:29:15.520 --> 00:29:20.799
a program lasted in minutes or in this
example how many consultations were

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00:29:20.799 --> 00:29:24.960
conducted how many books were purchased
etc

365
00:29:24.960 --> 00:29:30.559
but sometimes we see as a common issue
with activities is that um an entire

366
00:29:30.559 --> 00:29:35.840
section is blank completely filled with
zeros so you want to make sure that a

367
00:29:35.840 --> 00:29:40.320
you're providing the the
numbers at least in one of the fields

368
00:29:40.320 --> 00:29:43.279
because sometimes you have multiple
options you don't have to fill every

369
00:29:43.279 --> 00:29:47.360
single field out but making sure that at
least one field has substantive numbers

370
00:29:47.360 --> 00:29:51.279
in it and if
you're if you don't have those numbers

371
00:29:51.279 --> 00:29:55.919
then maybe it's not the right mode for
the activity that you're trying to

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00:29:55.919 --> 00:29:58.320
report

373
00:29:59.440 --> 00:30:03.200
so there are um here's speaking of
activity types in their modes again i

374
00:30:03.200 --> 00:30:08.720
won't read every single one of them but
um when you select an activity type

375
00:30:08.720 --> 00:30:12.000
that will
that should generally follow the

376
00:30:12.000 --> 00:30:16.240
spending and the thrust of the project i
think um for

377
00:30:16.240 --> 00:30:19.520
you a lot of the states that have done
this before may have seen some

378
00:30:19.520 --> 00:30:23.440
some uh
reports returned saying i read this

379
00:30:23.440 --> 00:30:26.240
happening in the budget but then i
didn't see

380
00:30:26.240 --> 00:30:30.399
its kind of correlation in the activity
so that's what we're talking about it's

381
00:30:30.399 --> 00:30:33.840
kind of okay i read about it up here but
what happened specifically with that

382
00:30:33.840 --> 00:30:37.600
money that they said was being spent
where is it in the activities that kind

383
00:30:37.600 --> 00:30:41.360
of thing
um and you can report on multiple modes

384
00:30:41.360 --> 00:30:44.080
within a single activity
um

385
00:30:44.080 --> 00:30:47.600
they can be bundled together for example
um

386
00:30:47.600 --> 00:30:51.039
and then this is a
specific example one that comes up a lot

387
00:30:51.039 --> 00:30:56.080
with sla with lsta funds is if you have
staff attending conferences then the

388
00:30:56.080 --> 00:31:00.480
instruction other activity mode is a
good use for that other

389
00:31:00.480 --> 00:31:04.559
uh mode there are sometimes as i just
mentioned you don't necessarily have the

390
00:31:04.559 --> 00:31:08.640
exact data that fits in certain modes
but other

391
00:31:08.640 --> 00:31:12.559
does have a have a useful place
sometimes depending on the type of

392
00:31:12.559 --> 00:31:16.399
activity
i'm going to spend a little more focus

393
00:31:16.399 --> 00:31:21.840
time on the procurement activity type
because it's um it's special uh and it

394
00:31:21.840 --> 00:31:25.360
has kind of specific
components to it

395
00:31:25.360 --> 00:31:29.039
um it's used very we've seen and what we
recommend is that it's used very

396
00:31:29.039 --> 00:31:34.480
sparingly um and you'll only see it as
an option of an activity type to choose

397
00:31:34.480 --> 00:31:40.000
from if your project has an
institutional capacity intent so that's

398
00:31:40.000 --> 00:31:43.519
another thing where you kind of have to
think about all of the pieces together

399
00:31:43.519 --> 00:31:46.559
if you were planning on using
procurement then you have to make sure

400
00:31:46.559 --> 00:31:51.440
that the project uh that you're
reporting has chosen an institutional

401
00:31:51.440 --> 00:31:55.840
capacity intent and you can see on the
slide there's three institutional

402
00:31:55.840 --> 00:31:58.960
capacity intents that you can choose
from and those are the ones that are

403
00:31:58.960 --> 00:32:04.080
going to allow you to choose procurement
um and we put in here very specific to

404
00:32:04.080 --> 00:32:09.440
this year and note that ppe would could
be an example of procurement if the

405
00:32:09.440 --> 00:32:15.039
intent is institutional capacity uh you
can use content acquisition though if

406
00:32:15.039 --> 00:32:19.679
the intent of the project is something
other than an institutional capacity

407
00:32:19.679 --> 00:32:24.880
intent so we really are trying to
indicate here uh

408
00:32:24.880 --> 00:32:29.440
there's flexible options for how to
report we're trying to help you use the

409
00:32:29.440 --> 00:32:34.159
spr to most effectively
report and tell the story of what you

410
00:32:34.159 --> 00:32:37.679
did specifically in a unique way with
your state

411
00:32:37.679 --> 00:32:40.720
um
but there are here are some examples too

412
00:32:40.720 --> 00:32:44.640
of purchases that are not procurement
activities and shouldn't be considered

413
00:32:44.640 --> 00:32:48.320
procurement activities uh purchasing
databases is considered content

414
00:32:48.320 --> 00:32:53.840
acquisition um acquiring licenses
purchasing laptops for a learning lab um

415
00:32:53.840 --> 00:32:58.240
is an instruction activity and uh
subscription for data collection

416
00:32:58.240 --> 00:33:02.399
services is um often content creation
activity

417
00:33:02.399 --> 00:33:05.120
so
um that's kind of a breakdown of

418
00:33:05.120 --> 00:33:08.000
procurement there's always an asterisk
with

419
00:33:08.000 --> 00:33:13.840
certain situations might not apply but
that's good general principles

420
00:33:14.559 --> 00:33:18.799
uh and then finally the activity
outcomes section we have outcomes

421
00:33:18.799 --> 00:33:22.799
reporting built into the spr
um and this is both at the activity and

422
00:33:22.799 --> 00:33:27.600
the project level
um and an outcome as we define it

423
00:33:27.600 --> 00:33:31.840
is the effect of programming programs
and services something that changes an

424
00:33:31.840 --> 00:33:35.919
individual's life or the lives of the of
the community

425
00:33:35.919 --> 00:33:41.039
and it's a change in knowledge attitudes
skills behavior or condition

426
00:33:41.039 --> 00:33:45.600
um and what we're trying to accomplish
with these these outcomes reports is to

427
00:33:45.600 --> 00:33:50.799
document what changed for participants
due to the use of lsda fund services or

428
00:33:50.799 --> 00:33:54.960
programs um
and so you can see in this chart that

429
00:33:54.960 --> 00:33:58.960
there are in the orange these are the
four instances where

430
00:33:58.960 --> 00:34:03.519
you would be expected to provide data
related to outcomes and again this is

431
00:34:03.519 --> 00:34:11.280
all dependent on the activity um mode
and um and types and beneficiaries uh

432
00:34:11.280 --> 00:34:16.159
when you report in the spr so
if you are wondering why when you're

433
00:34:16.159 --> 00:34:19.839
reporting in the spr and you've done an
activity and there's a big orange

434
00:34:19.839 --> 00:34:23.599
outcomes button it's because you've
chosen one of these four

435
00:34:23.599 --> 00:34:28.000
um avenues for your activity and then if
you're looking for it and it's grayed

436
00:34:28.000 --> 00:34:32.720
out it's because it's in one of the
you've chosen activity modes and types

437
00:34:32.720 --> 00:34:38.000
that urban and or beneficiaries that are
in the um the no area that wouldn't kind

438
00:34:38.000 --> 00:34:42.560
of light up the outcomes button so and
this is just another reminder that we do

439
00:34:42.560 --> 00:34:46.560
every year imless does not expect you to
survey children

440
00:34:46.560 --> 00:34:51.040
so activities that involve children
don't have to have outcome figures

441
00:34:51.040 --> 00:34:55.599
um but you still might want to include
in the overall project outcomes section

442
00:34:55.599 --> 00:34:58.880
that's the narrative section towards the
end of the spr

443
00:34:58.880 --> 00:35:02.960
uh some information on how many children
participate in some things that you kind

444
00:35:02.960 --> 00:35:05.839
of
anecdotally observed

445
00:35:05.839 --> 00:35:09.599
but that's um but we don't expect this
kind of

446
00:35:09.599 --> 00:35:15.200
strict data collection elements to to be
related to children so

447
00:35:15.200 --> 00:35:21.040
with that i am going to hand it over
to madison to talk about budget

448
00:35:21.040 --> 00:35:25.040
thank you
uh we just have a few budget reminders

449
00:35:25.040 --> 00:35:29.440
we're not going to touch extensively on
the budget area but want to wanted to

450
00:35:29.440 --> 00:35:33.200
have a few tips
when conference registrations are in the

451
00:35:33.200 --> 00:35:37.520
budget it's best for them to go in
services not travel

452
00:35:37.520 --> 00:35:42.240
if you purchase application software or
any type of licenses those are also

453
00:35:42.240 --> 00:35:47.200
services and not supplies
and then generally we would like you to

454
00:35:47.200 --> 00:35:52.720
avoid vague or misleading terms in the
your budget descriptions so anything

455
00:35:52.720 --> 00:35:57.280
that's that's you write other or
miscellaneous

456
00:35:57.280 --> 00:36:02.000
we'd really like you to be more specific
than that

457
00:36:03.760 --> 00:36:08.720
and here we have something some great
examples for the salaries salaries wages

458
00:36:08.720 --> 00:36:15.680
and benefits uh part of the budget um
when filling out information for this

459
00:36:15.680 --> 00:36:21.200
this budget category please provide the
position titles and the fte equivalents

460
00:36:21.200 --> 00:36:25.920
these two screenshots here provide great
examples of budget descriptions the

461
00:36:25.920 --> 00:36:30.880
first shows the differentiation between
lsta and state funds how that salary is

462
00:36:30.880 --> 00:36:35.520
broken down and then the second one
shows how a single staff member salary

463
00:36:35.520 --> 00:36:41.280
is allocated across multiple projects
and remember again we don't need names

464
00:36:41.280 --> 00:36:45.440
here we just need the position title

465
00:36:47.119 --> 00:36:52.079
and now we have the other operational
expenses category in the budget

466
00:36:52.079 --> 00:36:58.560
this category is for indirect costs
for the sub-recipient only

467
00:36:58.560 --> 00:37:03.200
if you as the slaa have indirect costs
they should be represented in the

468
00:37:03.200 --> 00:37:08.960
administrative project
uh we have the top two examples uh first

469
00:37:08.960 --> 00:37:14.400
which were returned in projects because
the charges described in those boxes

470
00:37:14.400 --> 00:37:19.119
aren't considered other or uh or
indirect costs

471
00:37:19.119 --> 00:37:23.839
you can see how these two types of
charges could be misperceived as other

472
00:37:23.839 --> 00:37:26.880
um
or charged it doesn't really seem to fit

473
00:37:26.880 --> 00:37:30.320
uh
obviously with any other budget box

474
00:37:30.320 --> 00:37:34.160
but for the purpose of the spr however
the category is solely reserved for

475
00:37:34.160 --> 00:37:38.480
indirect costs so for both of those
instances they would go better in that

476
00:37:38.480 --> 00:37:43.280
services budget category
the example at the bottom of the slide

477
00:37:43.280 --> 00:37:49.839
shows an example of how the category
should be used indirect costs for

478
00:37:49.839 --> 00:37:54.000
uh the specific indirect cost rate
percentage that was charged to the sub

479
00:37:54.000 --> 00:37:57.839
recipients grants
is key and should be mentioned in the

480
00:37:57.839 --> 00:38:01.520
budget description
um and again if you have a project that

481
00:38:01.520 --> 00:38:05.839
combines
sub awards that bundling project with

482
00:38:05.839 --> 00:38:10.240
several subrecipients who are using
indirect costs it would be ideal to

483
00:38:10.240 --> 00:38:15.119
itemize those costs in that description
box

484
00:38:16.400 --> 00:38:22.079
and we have our inner our additional
materials um remember to upload uh

485
00:38:22.079 --> 00:38:26.480
additional materials if you have them we
have stabilized this part of the system

486
00:38:26.480 --> 00:38:30.880
from prior years sometimes uh people
would upload things and i wouldn't save

487
00:38:30.880 --> 00:38:35.520
well that problem has been resolved so
they should consistently be there every

488
00:38:35.520 --> 00:38:38.480
time you upload
we really love

489
00:38:38.480 --> 00:38:43.040
photos of your projects
so special shout out to folks who

490
00:38:43.040 --> 00:38:48.240
include photos and we encourage that
but any additional materials you want to

491
00:38:48.240 --> 00:38:51.520
include that give us a better idea of
the project

492
00:38:51.520 --> 00:38:56.240
such as outreach materials press
releases curricula

493
00:38:56.240 --> 00:39:00.960
toolkits
website links are great for sign up

494
00:39:00.960 --> 00:39:05.440
forms anything that you would consider
to be useful and provides more info on

495
00:39:05.440 --> 00:39:08.000
your project

496
00:39:09.599 --> 00:39:13.839
project tags um
this helps us with national level

497
00:39:13.839 --> 00:39:18.960
analysis uh and could really be helpful
for you as well um it's an open text

498
00:39:18.960 --> 00:39:24.720
field um not any controlled
co controlled vocabulary so um you can

499
00:39:24.720 --> 00:39:30.640
put whatever terms you like and separate
them by uh with commas

500
00:39:32.480 --> 00:39:35.119
then we have match only projects and
some states

501
00:39:35.119 --> 00:39:40.079
do have a match only project where the
budget would have zero dollars for lsta

502
00:39:40.079 --> 00:39:44.000
funds and it would be solely on on match
funds reported

503
00:39:44.000 --> 00:39:49.680
um these are reported like regular
projects with budget figures uh in the

504
00:39:49.680 --> 00:39:54.079
appropriate categories and you will you
will need to identify an intent for this

505
00:39:54.079 --> 00:40:00.079
as well as at least one
activity in this project

506
00:40:03.520 --> 00:40:10.079
uh now we're on to once you have uh
completed writing up your projects for

507
00:40:10.079 --> 00:40:13.520
your report
you'll need to change the product

508
00:40:13.520 --> 00:40:18.720
statuses from draft to completed
they have all projects have to be in

509
00:40:18.720 --> 00:40:22.800
that completed status for validation or
certification

510
00:40:22.800 --> 00:40:26.720
and an easy way to do that is in the
list projects there is an option for

511
00:40:26.720 --> 00:40:30.880
changing product project statuses in
bulk just pictured here in the

512
00:40:30.880 --> 00:40:33.440
screenshot

513
00:40:35.920 --> 00:40:39.440
uh now
you will still have to uh open the

514
00:40:39.440 --> 00:40:43.040
administrative project separately in
order to change its status and here's a

515
00:40:43.040 --> 00:40:47.359
quick uh pathway to show you um where to
do that

516
00:40:47.359 --> 00:40:52.079
we recommend opening and saving the fsr
the financial status report at the very

517
00:40:52.079 --> 00:40:57.200
end once you've completed everything
because that fsr will automatically

518
00:40:57.200 --> 00:41:01.520
catch all of the financial information
in your projects

519
00:41:01.520 --> 00:41:05.280
so you'll want to do that last so it
catches everything

520
00:41:05.280 --> 00:41:08.560
and then re-save it

521
00:41:10.720 --> 00:41:16.240
and finally we have certification
the slaa chief needs to certify the spr

522
00:41:16.240 --> 00:41:21.119
to fully complete it and you can see the
pathway here on how to do that

523
00:41:21.119 --> 00:41:26.800
um the the lsd coordinate coordinator
can actually use the same sequence to

524
00:41:26.800 --> 00:41:30.480
validate the report so if you want to
validate it first

525
00:41:30.480 --> 00:41:35.520
that will clue you into any uh
error messages that may come up to

526
00:41:35.520 --> 00:41:40.319
prevent you from certification
um but the first round of certification

527
00:41:40.319 --> 00:41:44.960
will be for the projects the 2020
projects the fsr and the administrative

528
00:41:44.960 --> 00:41:50.240
projects all of the those final reports
um you select certify reports in the

529
00:41:50.240 --> 00:41:54.000
menu and then certify again
with

530
00:41:54.000 --> 00:41:59.359
the correct fiscal year in the drop down
you can ensure the certification went

531
00:41:59.359 --> 00:42:03.440
through by checking the project status
under list projects they'll say

532
00:42:03.440 --> 00:42:08.240
certified or you can look at the
certification fields in the financial

533
00:42:08.240 --> 00:42:11.680
status report
once it's certified you'll see the name

534
00:42:11.680 --> 00:42:17.400
of the chief and the date stamp of when
they did that

535
00:42:17.839 --> 00:42:24.400
so the second part of the certification
is for the interim ffr you do have to to

536
00:42:24.400 --> 00:42:28.720
certify that in a completely separate
process and we find that sometimes falls

537
00:42:28.720 --> 00:42:34.880
through the cracks um again the sal slaa
chief needs to certify it

538
00:42:34.880 --> 00:42:38.800
by going to the fsr hitting on interim
ffr

539
00:42:38.800 --> 00:42:43.040
and then certify
and once again you can ensure that the

540
00:42:43.040 --> 00:42:46.720
certification went through by looking at
the certification fields at the very

541
00:42:46.720 --> 00:42:49.359
bottom of that
ffr

542
00:42:49.359 --> 00:42:53.680
you'll see the name of the chief and the
date stamp

543
00:42:56.560 --> 00:43:01.280
final reminders uh we do have a sandbox
for the spr and it's available for

544
00:43:01.280 --> 00:43:07.440
practicing and training um there's the
link there um and your regular login

545
00:43:07.440 --> 00:43:10.160
should work if you have any issues with
logging into that let your program

546
00:43:10.160 --> 00:43:13.599
officer know
and again reporting deadlines they're

547
00:43:13.599 --> 00:43:18.160
all at the end of december december 30th
your final report will include all

548
00:43:18.160 --> 00:43:23.359
projects and the financial status report
and your interim federal financial

549
00:43:23.359 --> 00:43:28.000
report is for
uh fy21 and arpa

550
00:43:28.000 --> 00:43:31.839
um
in addition to this um

551
00:43:31.839 --> 00:43:36.000
spr refresher that we have we do have
additional resources available on our

552
00:43:36.000 --> 00:43:40.760
website that are part of the grants to
states manual

553
00:43:42.000 --> 00:43:45.280
and you know
that our proverbial door is always open

554
00:43:45.280 --> 00:43:50.000
we're happy to answer questions um from
everyone uh here are all of our contact

555
00:43:50.000 --> 00:43:54.720
information
if you need it and now we are available

556
00:43:54.720 --> 00:43:58.319
for final questions

557
00:43:59.440 --> 00:44:03.400
i know if you came in

558
00:44:10.560 --> 00:44:13.280
sounds like
coming from the

559
00:44:13.280 --> 00:44:16.160
uh
chris's question

560
00:44:16.160 --> 00:44:20.640
and kind of janet's also and karen's
question

561
00:44:20.640 --> 00:44:27.520
uh is more clarity on considering a
project statewide or not um whether if

562
00:44:27.520 --> 00:44:31.359
50 libraries across the state but not
every library participated in a project

563
00:44:31.359 --> 00:44:37.599
is statewide um and and
this i i would be happy for uh

564
00:44:37.599 --> 00:44:42.560
my colleagues to help clarify as well
but my impression is

565
00:44:42.560 --> 00:44:44.560
um
you know

566
00:44:44.560 --> 00:44:48.880
a statewide project is intended
to be

567
00:44:48.880 --> 00:44:52.960
different than
what i would consider like a sub granted

568
00:44:52.960 --> 00:44:56.880
project a sub grant project those are
the two when we do data analysis in the

569
00:44:56.880 --> 00:45:01.040
past we've we've had those buckets a lot
you know this is a statewide project or

570
00:45:01.040 --> 00:45:04.960
this is a project that involves sub
grants and so

571
00:45:04.960 --> 00:45:08.240
that's why the databases is always a
good example of a statewide project

572
00:45:08.240 --> 00:45:12.960
because whether or not a local library
is using the databases promoting them

573
00:45:12.960 --> 00:45:18.000
etc it is available to them whereas a
competitive sub-award award

574
00:45:18.000 --> 00:45:22.000
process
is technically available but they have

575
00:45:22.000 --> 00:45:26.400
to apply and win the award to receive
the funds and the funds go right right

576
00:45:26.400 --> 00:45:30.720
to them in a very tangible way and
that's what that's my interpretation of

577
00:45:30.720 --> 00:45:35.680
that differentiation but i am happy to
have others

578
00:45:35.680 --> 00:45:40.720
talk about that too
i think i think that conceptually is

579
00:45:40.720 --> 00:45:45.119
totally accurate i'll get into the nitty
gritty of the system

580
00:45:45.119 --> 00:45:48.560
which is just
if you choose

581
00:45:48.560 --> 00:45:52.800
the statewide button it's going to
preclude you from

582
00:45:52.800 --> 00:45:57.359
dropping down and typing in individual
institutions

583
00:45:57.359 --> 00:46:02.000
so if you want to type in 25 of your
institutions and note that there is a

584
00:46:02.000 --> 00:46:05.839
type ahead autofill thing going on with
that so it's not like you're actually

585
00:46:05.839 --> 00:46:09.760
typing in the names and addresses of
every single library it's usually you

586
00:46:09.760 --> 00:46:15.200
type in the first word or so and then
the rest kind of fills itself in um so

587
00:46:15.200 --> 00:46:19.599
choosing the statewide button will sort
of close down that option

588
00:46:19.599 --> 00:46:22.160
so
you know it may be a statewide project

589
00:46:22.160 --> 00:46:26.640
but you just you know you want to list
all those libraries then um

590
00:46:26.640 --> 00:46:29.839
don't check statewide

591
00:46:34.079 --> 00:46:37.839
i do see a question
um from jody in california about

592
00:46:37.839 --> 00:46:41.680
discussing uh
what would qualify

593
00:46:41.680 --> 00:46:46.160
as an activity when we say 10 of
resources for activity are we talking

594
00:46:46.160 --> 00:46:50.319
about financial resources or only or if
the activity took at least 10 percent of

595
00:46:50.319 --> 00:46:55.359
the time expended on the project
um i would interpret that as

596
00:46:55.359 --> 00:46:59.520
10 at least 10 of the financial
resources so if it was like 10 at least

597
00:46:59.520 --> 00:47:03.920
10 of the total total budget
then you would want to have a separate

598
00:47:03.920 --> 00:47:10.400
activity for that
and time is money so time is also time

599
00:47:10.400 --> 00:47:14.319
is also a financial resource too so

600
00:47:14.880 --> 00:47:18.960
but the other thing i might say to that
one because it might not be clear

601
00:47:18.960 --> 00:47:24.240
is if it's a smallish project you know a
couple thousand dollars it may not be

602
00:47:24.240 --> 00:47:29.040
that you need to designate all ten
activities that were happening i mean we

603
00:47:29.040 --> 00:47:35.040
often just see smaller projects with one
or maybe two activities total so it's

604
00:47:35.040 --> 00:47:40.480
okay if you're not actually covering
like all the flyer creation and all of

605
00:47:40.480 --> 00:47:45.440
the you know outreach and all of the
partner work you know in separate

606
00:47:45.440 --> 00:47:49.040
designated chunks i mean we might want
to see that for a very large

607
00:47:49.040 --> 00:47:52.400
multi-million dollar project
and that's when we tend to see

608
00:47:52.400 --> 00:47:57.040
activities up in the like 10 range
but it's just um it's just a little bit

609
00:47:57.040 --> 00:48:00.800
of a rule of thumb like what was the
most prominent activity

610
00:48:00.800 --> 00:48:05.359
if there was a second one at it
if you had a really big project we could

611
00:48:05.359 --> 00:48:09.200
see 10
but i think madison's right follow the

612
00:48:09.200 --> 00:48:11.520
money

613
00:48:17.040 --> 00:48:21.599
jamie from arizona asked a question
about outcome buttons lighting up even

614
00:48:21.599 --> 00:48:24.480
if the activity was targeted for
children

615
00:48:24.480 --> 00:48:27.760
um
i could be wrong i don't think our spr

616
00:48:27.760 --> 00:48:30.640
system is
that's that's sophisticated yet

617
00:48:30.640 --> 00:48:34.800
unfortunately jamie
so if you find the activity is targeted

618
00:48:34.800 --> 00:48:37.920
for children and that outcome button is
still lighting up

619
00:48:37.920 --> 00:48:40.720
you don't need to fill it out
and

620
00:48:40.720 --> 00:48:45.920
hopefully
the program uh officers will

621
00:48:45.920 --> 00:48:48.640
get
it

622
00:48:48.640 --> 00:48:53.920
but it is a really great
upgrade suggestion

623
00:48:59.119 --> 00:49:02.960
rachel asks if
libraries reports can libraries report

624
00:49:02.960 --> 00:49:08.160
staff time spent on the grant and paid
locally as an in-kind match if they were

625
00:49:08.160 --> 00:49:12.559
not outside of their standard work hours
um

626
00:49:12.559 --> 00:49:18.079
it's another one that i'm happy to get
additional perspectives from but my my

627
00:49:18.079 --> 00:49:21.200
impression is what what's important to
us is just

628
00:49:21.200 --> 00:49:26.079
the time spent on the project whether
it's within their standard

629
00:49:26.079 --> 00:49:32.000
work hours or or not um just because if
they were if they were spending time on

630
00:49:32.000 --> 00:49:35.119
on that project
then they weren't spending time on

631
00:49:35.119 --> 00:49:38.800
something else so
um that is technically an in-kind

632
00:49:38.800 --> 00:49:43.599
contribution on behalf of their of their
library to allow their staff to

633
00:49:43.599 --> 00:49:49.200
participate in the in the project but
happy to get that verified or

634
00:49:49.200 --> 00:49:53.920
vilified more
i don't want to muddy the waters but i'm

635
00:49:53.920 --> 00:49:57.920
thinking a little bit about the
principle of allocability which is that

636
00:49:57.920 --> 00:50:03.200
if you are a salaried employee you're
already getting 100 of your time paid so

637
00:50:03.200 --> 00:50:07.200
i'm not sure that we'd want to see time
over and above that

638
00:50:07.200 --> 00:50:13.359
being reported as in kind match just
based on principles of good reg

639
00:50:13.359 --> 00:50:16.160
reporting kind of stuff
but if

640
00:50:16.160 --> 00:50:19.280
if you have more nuance to that that
we're not getting i mean certainly send

641
00:50:19.280 --> 00:50:23.400
it to us and we can mull it over

642
00:50:27.440 --> 00:50:31.599
we have another question from erica
about um

643
00:50:31.599 --> 00:50:35.280
bundling is there no longer a limit on
project amounts can be bundled into one

644
00:50:35.280 --> 00:50:42.079
intent it used to be 5k or 10k
yeah yes i can say that we used to uh we

645
00:50:42.079 --> 00:50:45.839
used to have that as a general guideline
for bundling projects

646
00:50:45.839 --> 00:50:50.480
um but especially with the dawn of cares
act and arpa

647
00:50:50.480 --> 00:50:54.720
um i think it's
less of a mountain a less of a matter of

648
00:50:54.720 --> 00:51:00.079
amount the amount of funds versus
what are you doing

649
00:51:00.079 --> 00:51:05.119
like what are the projects happening and
how similar are they

650
00:51:06.880 --> 00:51:11.839
yes i would agree i would say
i think the reason why i mean i could be

651
00:51:11.839 --> 00:51:15.119
wrong but i think the reason why we
haven't kind of said there's a

652
00:51:15.119 --> 00:51:19.280
moratorium on that role and forget what
you learned before is because this is

653
00:51:19.280 --> 00:51:23.280
such a unique
influx of funds and then you know once

654
00:51:23.280 --> 00:51:27.440
the stimulus funds are behind us and
we're back to normal

655
00:51:27.440 --> 00:51:32.000
uh amounts of funds it might still be a
good rule of thumb when you're trying to

656
00:51:32.000 --> 00:51:35.440
figure out whether a project should
whether some grant should be bundled or

657
00:51:35.440 --> 00:51:39.680
not but i it was never my impression it
wasn't my impression that it was ever a

658
00:51:39.680 --> 00:51:44.000
hard and fast rule like if we ever saw
sub grants that were over 5000 we would

659
00:51:44.000 --> 00:51:46.960
you know that were bundled we would
reject them all together it was more of

660
00:51:46.960 --> 00:51:51.119
a guidance on helping you figure out how
to organize your subgrants and your

661
00:51:51.119 --> 00:51:54.119
projects

662
00:52:10.720 --> 00:52:15.200
yeah we'll just think of those bundles
as bundles of joy in this season of big

663
00:52:15.200 --> 00:52:19.400
money and stimulus funds

664
00:52:32.720 --> 00:52:37.839
well you all have been so attentive
and we're close to the top of the hour

665
00:52:37.839 --> 00:52:42.160
if you have additional questions you can
always send them to us offline

666
00:52:42.160 --> 00:52:46.480
but i think for now we will stop the
recording and give you five minutes of

667
00:52:46.480 --> 00:52:50.000
your day back
and we will look forward to seeing you

668
00:52:50.000 --> 00:52:52.240
again
in the future

669
00:52:52.240 --> 00:52:55.280
good luck with reporting

670
00:52:56.960 --> 00:53:01.240
thank you we appreciate your time