WEBVTT
Kind: captions
Language: en

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all right now that we're
recording i'm going to share my screen

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all right can everyone see um
the full screen of the state program

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report

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or do you see my or do you see my notes
pages yes

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i see the full screen madison great
thank you all right we're going to go

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ahead and get started
um

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okay so as i mentioned we'll be
recording this um

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if you have any questions along the way
we do have some some uh

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pit stops
in the presentation that will allow for

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asking questions
um and i can't see the chat while we're

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talking here um so i can check the chat
later as well once we're all finished

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um this is as i mentioned this is an
introduction for the freely associated

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states who's reporting in the spr for
the first time but there are some folks

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here such as justin who've been doing
this for a while

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um
and feel free to add any additional

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insight for those who've been used to
have used it before

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all right
so reporting allotments um

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the three uh freely associated states
are have received an allotment for the

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first time in 2020 and this is going to
be the first time you're reporting it um

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our reporting we're doing this online in
the str and it's going to be due on

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december 30th
and each of each award for the

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allotments is two years as you may know
um after the first year you only submit

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a financial report
and then at the end of the second year

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when the grant is completed
you submit a final financial and

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narrative report
as i mentioned territories have been

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doing this
for a little while

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already
and just as a reminder we still have

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those com those pacific competitive
awards from way back in 2019

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um that we're still getting extensions
on to hopefully meet up meet each other

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in hawaii one day
those are not being reported in the spr

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those are still reported
on those paper forms

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that you're already familiar with

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so why do we have this online spr report
it's it's it's a tool for us to capture

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data
and it allows us to see how these funds

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are used who's benefiting from the funds
what activities are happening

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and it allows us to sort of standardize
all of that data that everyone is

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submitting across the entire united
states and allows us to compare the data

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see who is doing what and learn from
that and share that information

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in addition to this webinar we do have
additional resources on our website to

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help you
help you work through the spr we have a

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general overview and guide they're all
linked here

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there's an imls program reporting
requirements

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that's required of everyone and then
there's also the system user

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documentation that's quite extensive
um we do also have what we call an spr

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sandbox
which is available for you to log in and

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play around with and practice
if you want to learn the system a little

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bit better without having to use the
real system um we do have a link right

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there
everyone should have access to that but

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if you have a problem logging into that
let me know and we can make sure we get

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you set up correctly

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so this is where we're going to start
jumping into the spr

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first off
just logging in you you all should have

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your login credentials by this point and
here's the login

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website here
some tips it's best to use chrome or

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firefox
uh those two browsers to log in the

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other ones don't seem to work as well in
the spr

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and a really important tip is to make
sure you only have it open in one

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browser if you have it open in multiple
browsers or multiple tabs and have

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people and have you doing work in
multiple tabs at the same time

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issues can occur some things may get
deleted and we obviously don't want that

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to happen so make sure you only have it
open in one tab

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at a time

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now with with your login comes specific
user roles and credentials and this uh

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um
graph here this uh yeah this with

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columns um it sort of outlines the
the permissions for each of the user

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roles the authorized certifying official
or aco uh there's only one per state um

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and they have the ability to certify the
report once it's all complete and we'll

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walk through the certification
um later on um but there can only be one

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per state so that'll also uh be your
chief um your governor whoever has to

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approve all of your reports and sign all
the the important documentation

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uh then we have the coordinator i
believe most people on this call today

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are considered the coordinator
they uh you have the ability to add and

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edit projects
um and see all the financial information

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and you also have the ability to
validate the report which is a really a

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good step to try before certification
and we'll also review that

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then there are two uh user rules below
that are just around project data entry

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and financial management that you can
assign to additional staff members if

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you like
there's also a component for sub

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recipient accounts i don't believe a lot
of you uh do

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sub granting or sub recipient granting
um

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in case you did if you wanted to assign
someone from from that sub recipient to

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do the reporting in the spr instead of
you doing it you can assign um

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subrecipient accounts yourself um i
won't be walking through that today but

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um if that's something you're interested
in doing we can talk about that

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offline
[Music]

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okay um the next important page in the
spr is the state information page and

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the the photos here is how you get to
the state info this is super important

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for your contact information of the name
and address of your slaa

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and financial information and contact
information

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it's super important to keep this up to
date

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so we know who to contact about
different matters

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around your grant and your reporting
we do have a new field or an adjusted

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field per se in the state information
which is the duns field

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in the federal government they're
updating this so duns will no longer be

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needed it will be a unique entity
identifier or uei you may have received

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information from imls around the cuei
um since you're already in sam.gov you

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won't have to do anything extra to get a
uei you'll just be assigned a new one

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and if you go into sam.gov now you
likely will see your new uei

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for this year you can include both your
duns and uei the uei is is optional

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um but as of april of 2022 so as of next
year it we will require the uei only

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um so just watch out for that for that
change

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okay so the first report we're going to
talk about is the interim financial

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report
for the fy 2021 award and the arpa grant

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together uh this is the same process all
of you did interim financial reports

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last year and it's the exact same
process but we will review it in its

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entirety
um so for these interim financial

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reports um as i mentioned you will be
reporting on fy 2020 one allotment and

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the arpa grant financial data only
it'll be due december 30th and it covers

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the first year of the award which is
october 1st 2020 to september 30th 2021.

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uh we need to make sure you use exact
monetary figures no rounding um and as i

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mentioned it must be certified by the
authorized official

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here's a screenshot of how you would get
to that interim financial report just in

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your projects and
select interim ffr

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and here is the top part of that form
the main thing you'll need to do with

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this top area is where it says that
federal grant or other identifying

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number that's going to be that federal
grant number that that's for your grant

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that ls number
you'll need to type in both grant

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numbers so the 2021 award and the arpa
award number

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they'll both fit in the field to
separate them by a comma if you like

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um the remaining part of that upper uh
this square here

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is is all information that that gets
auto populated from that state info page

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down here at the bottom you'll just need
to select your reporting type which is

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annual
and then for basis of accounting choose

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choose what best suits you
down at the bottom here that's cut off

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you'll see the project grant period
that's an auto filled um

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field as well so you won't need to worry
about that

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with with this interim financial report
it's it's good to notice these grayed

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out uh boxes these are fields that are
auto populated and you don't need to

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fill them out you can't fill them out so
just these white fields here are the

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ones you're going to be worried about um
not worried about but the ones you're

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going to want to fill in so for cash
receipts um again you're reporting on

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the sum of your of how much you've
received in cash from your allotment

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award and arpa money
uh and cash receipts is the amount of

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funds you've requested and received from
my mls

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cash disbursements
is uh again the the amount you've you've

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paid out on the on the cash and the
combination of allotment and arpa

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and then that will auto-sum here

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on under federal expenditures um for the
total federal funds authorized that

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field will auto populate to the
combination of your grant award amounts

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here um you may not see that initially
when you first log into the interim ffr

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you may have to log into it
save it and then come back to it

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we found that uh
sometimes it needs to you need to go in

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and resave for things to automatically
populate

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um and then you'll fill out the federal
share of expenditures which

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is usually the same amount as cash
disbursements

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and then federal share of liquidated
obligations which is the amount you may

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have received from imless but you have
not yet paid out

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um and then at the the next session
section the recipient share

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um the total recipient share required
will only be the 2021 allotment because

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the arpa grant
did not have any match requirement here

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um
and then for the recipient share of

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expenditures you'll just input how much
you've spent um in match

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so far
and then for program income that's

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usually set at zero very few states uh
use program income

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and for the purposes of the interim
financial report you can leave all of

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the indirect expenses box
boxes blank and then you'll hit save

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now that you've completed that you'll
need to have your aco your authorized

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official certify it and this is the path
we're under projects you select

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financial status report enter ffr and
then they'll certify

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now just a reminder for your arpa grants
um you all received everyone received a

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large amount of money from the arbor
program and we really appreciate

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all the different ways people are
spending those funds um because that

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grant uh has not yet ended you will not
be reporting on any project narratives

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or arpa that's that'll be for next year
um

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please be sure that your arpa funds uh
are used for for uh pandemic response

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expenses only
people are getting really creative with

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how they're spending this money
but make sure the narrative of your

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reporting for oprah does reflect that
it's under the umbrella of pandemic

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response

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all right does anybody have any
questions about um the interim ffr

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i can't see the chat but if you if you
want to vote voice your questions we can

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we can talk about them

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okay great well i'm gonna go ahead and
move on um and as always feel free to

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to think of your questions and we can
talk about them later if you want to

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come back
so now we're going to be talking about

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the final reporting
your final report for uh your fy 2020

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allotment and the cares act grant and
they'll be combined just as you combine

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the arpa and the 2021 allotment

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so the final reporting is it has three
main components to it you have your

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narrative report and then you have your
administrative project and then the

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financial report
uh this report covers covers the full

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award period from october 1st 2019 to
september 30th 2021

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um and as i mentioned it's for your fy
2020 allotment and the cares act grant

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combined
once again you're going to want to use

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exact figures no rounding
and it is due by december 30th unless

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you
requested and received an extension

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and as with the internal financial
report it must be certified by your

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authorized official

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so we're going to start off with what i
would consider to be the meatiest part

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of the financial of the final report and
that's the narrative portion

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um this is going to be made up of
projects um what is a

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it's project
an activity a set of discrete um

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related and interdependent activities
carried out to achieve one outcome

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um and you're it you're gonna compile
the dollar spent

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um the people responsible for
accomplishing the tasks where it

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happened and and for how long it
happened

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so
we it's it's a lot of data that you're

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going to have to put into these projects
um who managed it

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uh
what was the focus of the project how

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did you do it where did you do it how
much did it cost

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if you had partners who were they
who benefited from the project

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and how well did it go what what are the
outcomes of this project

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and another way you can see this is by
this framework diagram here uh you can

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think of the blue uh blue box as sort of
the funding you receive

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from imls
and you spend that funding

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on these individual projects here
so it's broken out into projects

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and then from that project
you'll need to assign an intent to it

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which is a broad area of impact and
we'll go over those intents in a bit um

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and then within the project you're going
to have activities

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and then there'll be
different ways you'll need to to qualify

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that activity and we'll also go over
those

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so let's start with inputting a project
um under projects go to list projects or

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you can go to add a project directly
make sure you have the correct fiscal

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year it'll it should default to 2020
and hit add project

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uh you'll once you do that you'll see
this table of contents and these are all

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the parts of the project you're going to
need to fill out

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you're going to have a project title
which sums up the project succinctly and

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shortly
the state project code is optional it's

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not for us it's really more for your
organization

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the start and end date will default to
the project period dates um but you want

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to make sure that you're specific around
those and that your project takes place

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within the grant period
and then you'll have an abstract which

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will describe what you did in this
project and we really like it to be no

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longer than around 150 words

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uh one note about when you're reporting
on your cares act projects uh you're

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going to be doing this all in the same
space so all of your projects uh will be

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listed here we'd like you to
differentiate your karzak projects by

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putting cares act colon
at the beginning of the project title as

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you can see it here also for the for the
project dates the cares lock projects

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can start no earlier than april 21st
2020 because that's when you uh received

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that award or that's when that when
cares act was enacted um so we'll be

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looking for those two things
when we were when i review your projects

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all right once you complete the title
and the abstract you're going to have to

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assign the project a goal all of your
goals are already in the spr so you'll

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just select uh from your drop down the
goals

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uh you can input the project director's
information if you like um

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and then if if needed you can select a
grantee the grantee is when you do a uh

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like a sub recipient or sub grant
as i mentioned i don't think a lot of

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you do sub grants um so this is
completely optional you don't need to

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fill it out and then we also have
additional materials which are is also

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optional
but we love to see additional materials

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in project information these are
documents that you can upload into the

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system uh that just can tell a little
bit of a better story uh for your

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project
they can be photos they can be a website

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that you made
a pamphlet a lesson plan anything that

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you think adds to your project or was a
part of your project uh we really like

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to see it because we can show them off
um both internally and

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and it just gives us a better idea of of
what you all did

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then the next section of the project is
the budget it's very similar to your

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pacific budgets um and it's broken down
into salaries consultant fees travel

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supplies and materials
uh and services and then other under our

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other operational expenses which are
indirect costs um

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you'll need to put in the amounts as you
can see here for both lsta funds and

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match um
and then in the description you'll want

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00:19:41.200 --> 00:19:45.120
to describe what those funds were spent
on so if you if you bought some

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computers let's say
you bought three computers for

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two thousand dollars each so that would
go under the supplies and materials

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you'd put six thousand dollars and then
in the description put three computers

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00:20:03.440 --> 00:20:08.159
now another note when you're reporting
on karazak projects um we assume that

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you
that you spent your karzak funds

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separately from your allotment funds but
if you have a project that has uh

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that used both
funding

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sources that's okay
uh what you would do is within the

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budget differentiate how what funds were
spent on what so here in this example

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here uh 12 wi-fi extenders were
purchased 3 200 of that dollars were

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spent with karazhak funds and then the
remaining was spent on the allotment so

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we we would like you to differentiate
there if you have a project that used

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both funding uh grants

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okay so uh each project
has to be assigned an intent when you

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00:20:54.640 --> 00:20:59.520
fill out the project information um the
intent is a broad

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why of the project um it can only be
assigned one intent the system will only

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let you choose one intent now
um and it's you know a general objective

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um and then those intents correlate to
six much broader focal areas this is

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where things can get confusing um
but you have 14 intents to choose from

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here and you'll just have to think a
little bit about the general why of your

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project
um so you'll look at these intents here

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in the corresponding focal areas
uh and i'll go through them kind of

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quickly
um if you have questions about what

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these intents what some of these intents
mean um

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let me you can send me an email
but we have things around you know uh

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providing trainings for patrons
on maybe formal education courses or

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general knowledge
um

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information access could be
providing computers or

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obtaining a
databases uh just for general like uh

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00:22:01.919 --> 00:22:05.840
information resources for your patrons

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00:22:06.080 --> 00:22:10.720
then we have institutional capacity
which is around the library workforce

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00:22:10.720 --> 00:22:14.000
and your staff if you're doing trainings
for your staff

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00:22:14.000 --> 00:22:18.400
um and providing things for library
operations you want to include them in

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00:22:18.400 --> 00:22:22.320
one of these intents
and then we have employment and economic

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00:22:22.320 --> 00:22:27.679
development which is around
business resources or job seeking

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00:22:27.679 --> 00:22:31.280
resources for your patrons

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00:22:32.159 --> 00:22:37.039
then we have human services um which is
around uh train uh you know training or

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00:22:37.039 --> 00:22:41.200
resources for
for helping your patrons with finances

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00:22:41.200 --> 00:22:45.520
or health and wellness or family
resources

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00:22:45.520 --> 00:22:50.159
and then we have civic engagement which
is around how folks can participate in

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their community
or

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00:22:52.960 --> 00:22:58.080
you know bring people together
these are all very broad and i ask you

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just to interpret them how
uh it's up to you on on how you want to

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00:23:02.720 --> 00:23:06.000
assign these to your projects

300
00:23:07.200 --> 00:23:12.640
so again um you can only choose one
intent per project and if you find that

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00:23:12.640 --> 00:23:17.360
you have a project that has that you
feel needs multiple intents you may want

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00:23:17.360 --> 00:23:24.480
to break up that project into smaller
projects around that one intent

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00:23:26.720 --> 00:23:31.200
so now we're going to get into the
activities of the project um each

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00:23:31.200 --> 00:23:35.440
project needs to have at least one
activity um and that's sort of you have

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00:23:35.440 --> 00:23:38.240
this this
uh thing of what you want to do how do

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00:23:38.240 --> 00:23:42.480
you get it done
um to assign an activity it needs to

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00:23:42.480 --> 00:23:46.480
be account for at least 10 percent of
the total project well but you can't

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00:23:46.480 --> 00:23:51.360
have more than 10 activities per project
if you're finding you have more than 10

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00:23:51.360 --> 00:23:54.559
activities then see if you can
consolidate those activities or maybe

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00:23:54.559 --> 00:23:58.480
split it up into multiple projects

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00:23:58.640 --> 00:24:03.039
we do have these activity types that
you'll need to assign

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00:24:03.039 --> 00:24:06.159
to your activity when you when you
create it

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00:24:06.159 --> 00:24:11.440
um there's instruction
content

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00:24:11.440 --> 00:24:14.880
planning and evaluation and then
procurement

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00:24:14.880 --> 00:24:19.840
and we'll go into these a little bit
more depth in a moment

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00:24:19.840 --> 00:24:23.840
but to create the activity within the
project you'll see this activities box

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00:24:23.840 --> 00:24:27.520
and you'll just select the add activity
um

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00:24:27.520 --> 00:24:32.640
green uh excuse me orange button there
and you can see in this example

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00:24:32.640 --> 00:24:38.080
an ex an existing activity here
and these icons here indicate you can

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00:24:38.080 --> 00:24:42.480
duplicate the activity edit the activity
which is that pencil or trash it and

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00:24:42.480 --> 00:24:47.159
delete it which is that little trash can
there

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00:24:49.039 --> 00:24:52.400
so when you input the activity you have
the title

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00:24:52.400 --> 00:24:56.080
and then you'll want to write an
abstract for that activity and make sure

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00:24:56.080 --> 00:24:59.760
that your title and abstract here are
more specific

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00:24:59.760 --> 00:25:05.279
than your general project title and
abstract this is you're getting a little

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00:25:05.279 --> 00:25:08.080
more specific
in this information or what you

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00:25:08.080 --> 00:25:12.799
specifically did for this activity
you'll assign it the intent

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00:25:12.799 --> 00:25:16.880
which you really only have one to choose
from

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00:25:19.120 --> 00:25:24.240
and then this is this uh
general uh activity information

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00:25:24.240 --> 00:25:29.520
uh the type which we talked about um and
then that will trigger different modes

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00:25:29.520 --> 00:25:33.360
to select
and formats to select

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00:25:33.360 --> 00:25:36.720
uh you also have this quantity
information that you may need it may

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00:25:36.720 --> 00:25:40.880
prompt you to fill out in terms of how
long a session was the number of folks

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00:25:40.880 --> 00:25:44.080
attended the number of times you
administered it

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00:25:44.080 --> 00:25:48.080
so be ready for that but um i'm going to
review with you right now the different

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00:25:48.080 --> 00:25:56.279
activities um to choose from and what
modes will prompt you from those

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00:25:56.400 --> 00:26:00.640
so a mode
is the characteristic of an activity um

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00:26:00.640 --> 00:26:03.520
and as i mentioned there are multiple
ones to choose one so if you choose

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00:26:03.520 --> 00:26:07.600
instruction
these are the modes there's a program

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00:26:07.600 --> 00:26:10.880
um which is more of like a class a
training

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00:26:10.880 --> 00:26:15.520
uh then you have a presentation
uh they they call that passive user

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00:26:15.520 --> 00:26:18.640
engagement so if if someone's just
presenting on something with no

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00:26:18.640 --> 00:26:21.120
questions or anything
um

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00:26:21.120 --> 00:26:26.000
like an author talk maybe
and then a consultation um which is like

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00:26:26.000 --> 00:26:32.640
uh an interaction
with experts um for reference services

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00:26:34.000 --> 00:26:39.120
then there's the content uh mode there's
acquisition

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00:26:39.120 --> 00:26:43.279
which involves around like maybe
purchasing library materials software or

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00:26:43.279 --> 00:26:45.360
hardware
um

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00:26:45.360 --> 00:26:48.240
then there's content creation that could
be

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00:26:48.240 --> 00:26:54.080
making new things digitizing documents
you're creating content there

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00:26:54.080 --> 00:26:57.760
content description which is cataloging
materials

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00:26:57.760 --> 00:27:01.520
uh lending which is circulating
materials that'll ask you for numbers

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00:27:01.520 --> 00:27:05.279
around circulation
and then preservation so if you're doing

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00:27:05.279 --> 00:27:08.720
any preservation work there

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00:27:09.120 --> 00:27:14.640
the next is planning and evaluation uh
retrospective which is you've done a

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00:27:14.640 --> 00:27:18.480
program and you want to do an evaluation
on it your five-year evaluation

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00:27:18.480 --> 00:27:22.960
you you are uh currently working on or
your evaluators working on would be

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00:27:22.960 --> 00:27:26.480
considered this
and then the prospective um which is the

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00:27:26.480 --> 00:27:31.039
future thing which would be like your
five-year plan that you write

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00:27:31.039 --> 00:27:35.840
now the final one procurement that will
only come up if you choose

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00:27:35.840 --> 00:27:42.240
an institutional capacity intent
so if you're acquiring things for the

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00:27:42.240 --> 00:27:48.159
capacity of your library for your staff
for the general infrastructure this will

363
00:27:48.159 --> 00:27:52.240
be the one you choose if you're
purchasing other things it would fall

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00:27:52.240 --> 00:27:56.320
back into that
content

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00:27:56.399 --> 00:27:59.960
content acquisition

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00:28:02.000 --> 00:28:05.039
now the other activity areas that you'll
need to consider when you're writing

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00:28:05.039 --> 00:28:10.399
when you're submitting your report are
um including partners if you have any

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00:28:10.399 --> 00:28:15.600
um it'll ask you to choose beneficiaries
like who benefited from your project is

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00:28:15.600 --> 00:28:20.000
it the library workforce is it the
general population of where you live or

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00:28:20.000 --> 00:28:26.640
is it a targeted population like uh
like young kids that sort of thing

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00:28:26.640 --> 00:28:31.279
most of your projects are going to be
statewide i would imagine

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00:28:31.279 --> 00:28:37.840
but if there are specific locations
you want to include in the information

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00:28:37.840 --> 00:28:43.399
you can say it's not statewide and then
put in those locales

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00:28:46.080 --> 00:28:50.000
now we have
within these activities activity

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00:28:50.000 --> 00:28:53.440
outcomes
um

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00:28:53.440 --> 00:28:56.799
these are a little
a little uh

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00:28:56.799 --> 00:29:00.000
they're very specific towards these
specific

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00:29:00.000 --> 00:29:04.720
towards the activities that you have um
and we have designated questions from

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00:29:04.720 --> 00:29:12.399
our research team at imls um to survey
the folks involved in those activities

380
00:29:12.399 --> 00:29:17.039
having these surveys requires a lot of
planning before putting this information

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00:29:17.039 --> 00:29:20.320
into the spr
um

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00:29:20.320 --> 00:29:22.720
so you'll have to think a little bit
more ahead when you're developing your

383
00:29:22.720 --> 00:29:26.640
projects
as i mentioned the second it's at the

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00:29:26.640 --> 00:29:31.200
activity level
um and it's really to survey folks

385
00:29:31.200 --> 00:29:37.440
participating in specific activities um
to know um what the outcomes are

386
00:29:37.440 --> 00:29:41.440
obviously we do have a reference sheet
the link is down here

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00:29:41.440 --> 00:29:46.720
um but mainly depending on how you you
structure your activities

388
00:29:46.720 --> 00:29:50.799
the system will prompt you for these
outcomes survey information's

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00:29:50.799 --> 00:29:54.720
information um and it's according to the
activity type here

390
00:29:54.720 --> 00:29:59.360
um and the beneficiary of that
and the

391
00:29:59.360 --> 00:30:04.640
the areas in the orange boxes
are when the system will prompt you for

392
00:30:04.640 --> 00:30:09.840
these outcomes and you can see here
the screenshot

393
00:30:09.840 --> 00:30:13.679
up top in the spr
if you choose

394
00:30:13.679 --> 00:30:18.480
let's say an instruction activity with a
benefit with a library workforce

395
00:30:18.480 --> 00:30:22.880
beneficiary that's going to prompt this
orange button

396
00:30:22.880 --> 00:30:27.200
if you choose let's say a procurement
and library workforce

397
00:30:27.200 --> 00:30:32.640
the outcomes button is going to stay
gray and you won't need to put these

398
00:30:32.640 --> 00:30:38.000
activity outcomes
in the spr

399
00:30:39.760 --> 00:30:43.120
so as i mentioned it takes a little bit
more planning in advance

400
00:30:43.120 --> 00:30:46.720
uh to get these surveys out because you
need to

401
00:30:46.720 --> 00:30:50.240
survey the folks involved the activity
at that time you're you're doing the

402
00:30:50.240 --> 00:30:53.200
activity
um as i mentioned the orange buttons

403
00:30:53.200 --> 00:30:55.840
will prompt you

404
00:30:56.159 --> 00:31:02.480
if you haven't done any surveys for your
2020 projects that's okay

405
00:31:02.480 --> 00:31:06.320
you can work on doing looking at your
projects for next year and seeing if you

406
00:31:06.320 --> 00:31:09.440
need to survey any folks who are
involved in a specific activity your

407
00:31:09.440 --> 00:31:11.279
funding
um

408
00:31:11.279 --> 00:31:15.519
but we do also ask you that any any
projects involving children we do not

409
00:31:15.519 --> 00:31:20.240
want children or anyone under the age of
18 surveyed so

410
00:31:20.240 --> 00:31:23.360
uh
if you go back i think we do have an

411
00:31:23.360 --> 00:31:27.440
example coming up but if you have like a
a general public instruction let's say

412
00:31:27.440 --> 00:31:33.840
you have a story time for younger kids
you do not need to have them surveyed

413
00:31:35.760 --> 00:31:39.360
this is just an example of what that
outcome survey looks like

414
00:31:39.360 --> 00:31:44.240
in the spr if you click on that orange
button it'll ask you to put

415
00:31:44.240 --> 00:31:49.200
the survey response options in these
areas

416
00:31:49.200 --> 00:31:52.559
i don't have a screenshot of this of the
survey templates

417
00:31:52.559 --> 00:31:58.480
but um we do have templates that you can
use on our website and these are links

418
00:31:58.480 --> 00:32:03.360
to those words those different types of
of orange areas that prompt a survey so

419
00:32:03.360 --> 00:32:07.919
in public instruction library library
workforce instruction

420
00:32:07.919 --> 00:32:13.640
um
library workforce content and then

421
00:32:14.640 --> 00:32:18.399
uh evaluation for library workforce

422
00:32:20.559 --> 00:32:25.760
yeah and here are some example scenarios
so a workshop for adults on learning

423
00:32:25.760 --> 00:32:30.799
computer skills
it's an ins it's a program instruction

424
00:32:30.799 --> 00:32:34.720
and the beneficiary is the general
public so that will put you

425
00:32:34.720 --> 00:32:38.640
in the orange area
for survey

426
00:32:38.640 --> 00:32:42.480
again summer reading manuals for library
staff

427
00:32:42.480 --> 00:32:47.200
it's content acquisition
and the beneficiary is the library

428
00:32:47.200 --> 00:32:50.640
workforce and again it's in the orange
area

429
00:32:50.640 --> 00:32:55.360
so if you were doing a manual for the
general public content

430
00:32:55.360 --> 00:32:59.600
you would not have to survey them on
that manual

431
00:33:03.600 --> 00:33:07.760
all right now that you've completed
activities there are general project

432
00:33:07.760 --> 00:33:11.200
outcomes
these are these are required for our all

433
00:33:11.200 --> 00:33:14.960
projects
um and it tells the story and the

434
00:33:14.960 --> 00:33:20.399
lessons learned of your project so what
were things that you noticed

435
00:33:20.399 --> 00:33:25.679
in your project
things that resulted from it and maybe

436
00:33:25.679 --> 00:33:30.480
some significant uh
facets or things uh that you find were

437
00:33:30.480 --> 00:33:33.679
most helpful
knowing after the project and also we

438
00:33:33.679 --> 00:33:36.320
ask you if you intend to continue the
project

439
00:33:36.320 --> 00:33:39.360
um
in the future

440
00:33:39.360 --> 00:33:43.039
so please do fill that out for every
project

441
00:33:44.880 --> 00:33:48.559
all right uh once the project is
completed

442
00:33:48.559 --> 00:33:51.840
um
it's still in draft status so you'll

443
00:33:51.840 --> 00:33:57.120
need to change the project status from
draft to completed the easiest way to do

444
00:33:57.120 --> 00:34:02.559
that is um in your list projects area
you can just select them all and do a

445
00:34:02.559 --> 00:34:07.840
batch
project status change to completed

446
00:34:09.520 --> 00:34:13.679
okay that was a lot of information do we
have any questions around

447
00:34:13.679 --> 00:34:17.919
projects
and narrative reporting

448
00:34:21.119 --> 00:34:25.679
all right i'm going to move on to the
administrative project

449
00:34:26.320 --> 00:34:30.000
so the administrative project
is where you will report on your

450
00:34:30.000 --> 00:34:34.960
administrative expenses for your awards
and again this is the combined cares act

451
00:34:34.960 --> 00:34:39.839
and 2020 allotment um for each of those
there was a four percent administrative

452
00:34:39.839 --> 00:34:45.280
uh a cap on administrative expenses
um

453
00:34:45.280 --> 00:34:50.320
and it's totally optional to spend on
the administrative expenses but even if

454
00:34:50.320 --> 00:34:54.720
you didn't spend any money you still
need to fill out the report

455
00:34:55.760 --> 00:35:01.040
to get there you would just go to
projects administrative project

456
00:35:01.680 --> 00:35:07.200
and enter um
you know the title is is auto filled

457
00:35:07.200 --> 00:35:12.000
um
the intent is auto filled your your name

458
00:35:12.000 --> 00:35:15.680
as a grantee is auto field
um

459
00:35:15.680 --> 00:35:19.599
the start date and the end date should
generally autofill to the dates of the

460
00:35:19.599 --> 00:35:22.079
grant period
and then you would just fill out the

461
00:35:22.079 --> 00:35:25.599
budget information of what
administrative expenses you had the same

462
00:35:25.599 --> 00:35:29.520
as a project for the amounts and the
description

463
00:35:29.520 --> 00:35:34.720
um and then you would hit save
and that would complete that

464
00:35:37.200 --> 00:35:41.359
and this is just a reminder that uh

465
00:35:41.440 --> 00:35:45.359
you rep you can use up to four percent
um

466
00:35:45.359 --> 00:35:50.560
it is an option you don't have to
uh and just for this year it is for both

467
00:35:50.560 --> 00:35:53.920
the fy20 and cares
um

468
00:35:53.920 --> 00:35:58.079
now the match section of the
administrative project is not subject

469
00:35:58.079 --> 00:36:01.760
since it's your own funding that's not
subject to the four percent just the

470
00:36:01.760 --> 00:36:05.200
lsta funding part of it

471
00:36:06.720 --> 00:36:10.839
questions on the administrative project

472
00:36:12.160 --> 00:36:16.400
okay
um i'll move on

473
00:36:17.839 --> 00:36:22.320
so now we're on the final financial
status report um it's a little bit

474
00:36:22.320 --> 00:36:27.040
similar to the interim financial report
um so i'll be repeating myself a little

475
00:36:27.040 --> 00:36:32.160
bit um the fsr data should be entered
for the full award period that full two

476
00:36:32.160 --> 00:36:36.880
year period
and it will correspond to the project

477
00:36:36.880 --> 00:36:42.400
information you just filled out
so when we filled in all of that budget

478
00:36:42.400 --> 00:36:47.200
information in those projects
that information will roll up and auto

479
00:36:47.200 --> 00:36:52.160
populate into the fsr so a lot of the
work here is done for you

480
00:36:52.160 --> 00:36:58.640
we do recommend doing this last out of
all the projects because you do need to

481
00:36:58.640 --> 00:37:02.880
go into the final financial report and
save it for all of the information in

482
00:37:02.880 --> 00:37:06.560
the projects to auto populate

483
00:37:07.680 --> 00:37:11.119
so to get there under projects hit
financial status report and click on

484
00:37:11.119 --> 00:37:13.440
final

485
00:37:15.680 --> 00:37:19.119
and the biggest thing you'll need to do
here is once again enter both grant

486
00:37:19.119 --> 00:37:23.520
numbers so you'll have your your 2020
allotment and cares act it can be

487
00:37:23.520 --> 00:37:26.240
separated by a comma
slash

488
00:37:26.240 --> 00:37:30.720
semicolon what not
um and then you'll notice that the total

489
00:37:30.720 --> 00:37:35.280
federal funds authorized will be the sum
of both those awards again you may not

490
00:37:35.280 --> 00:37:40.160
see it right away so if you go into it
and save it it will it will then roll up

491
00:37:40.160 --> 00:37:43.440
and everything will auto populate

492
00:37:46.240 --> 00:37:50.960
the fields you do need to enter in for
your financial status your final

493
00:37:50.960 --> 00:37:54.160
financial
status report the maintenance of effort

494
00:37:54.160 --> 00:37:58.960
requirement you'll need to enter
uh how much you contributed to your

495
00:37:58.960 --> 00:38:04.560
maintenance of effort or moe this is for
the freely associated states only

496
00:38:04.560 --> 00:38:09.280
we we established your moe amount
last year

497
00:38:09.280 --> 00:38:15.359
if you don't recall what that is let me
know and we can work with you on that

498
00:38:15.359 --> 00:38:17.440
um
the mo we required will be

499
00:38:17.440 --> 00:38:20.320
auto-populated

500
00:38:20.720 --> 00:38:22.880
um
[Music]

501
00:38:22.880 --> 00:38:27.280
all recipient outlays not previously
reported is typically zero

502
00:38:27.280 --> 00:38:32.000
um unliquidated obligations should also
be zero since it's at the end of the

503
00:38:32.000 --> 00:38:36.960
grant period
and then your

504
00:38:36.960 --> 00:38:40.640
lsta administrative costs will auto
populate

505
00:38:40.640 --> 00:38:45.040
from that administrative project that
you just filled out if you see that the

506
00:38:45.040 --> 00:38:50.640
mat the math here isn't working um it
looks off again save it and then go back

507
00:38:50.640 --> 00:38:57.720
into it and that's when things will will
auto populate and correct themselves

508
00:39:00.560 --> 00:39:03.839
so you'll still have to go into both of
those projects as i mentioned to to

509
00:39:03.839 --> 00:39:08.720
complete them and save the status
um and as i mentioned before once you've

510
00:39:08.720 --> 00:39:12.560
done everything go ahead and go back
into the financial status report at the

511
00:39:12.560 --> 00:39:17.119
very end of everything to make sure it's
capturing all of your changes and all of

512
00:39:17.119 --> 00:39:23.599
the extra financial information and save
it and complete it one last time

513
00:39:26.000 --> 00:39:31.040
now you've essentially completed your
reporting you just need to certify

514
00:39:31.040 --> 00:39:36.000
um the first thing you can try to do
if if you're not the

515
00:39:36.000 --> 00:39:41.200
aco or the certifying official you can
try to validate your report this is an

516
00:39:41.200 --> 00:39:45.520
optional step but we encourage folks to
validate first

517
00:39:45.520 --> 00:39:49.839
because it will show you any errors that
may come up that will prevent you from

518
00:39:49.839 --> 00:39:53.920
certifying
um so just go to certify reports

519
00:39:53.920 --> 00:39:58.160
and hit validate report if it doesn't
give you any error messages then you're

520
00:39:58.160 --> 00:40:02.400
free to certify
sometimes as some of you may know there

521
00:40:02.400 --> 00:40:07.119
are error messages that come up
uh certain projects may be incomplete

522
00:40:07.119 --> 00:40:11.920
there may be information that wasn't
filled out and the system will flag that

523
00:40:11.920 --> 00:40:17.760
and will not let you validate or certify
until those are corrected so you'll have

524
00:40:17.760 --> 00:40:22.960
this yellow this is a
an egregious one a pretty bad one it's

525
00:40:22.960 --> 00:40:28.400
usually not this bad for you all um
but it'll just give you uh indicators of

526
00:40:28.400 --> 00:40:34.560
what needs to change in order for the
the project to move forward

527
00:40:34.560 --> 00:40:38.400
um and if you ever have questions about
the error message i'm happy to help you

528
00:40:38.400 --> 00:40:42.640
um
decode the error messages it can be

529
00:40:42.640 --> 00:40:47.520
sometimes kind of cryptic
um but once once that's

530
00:40:47.520 --> 00:40:52.480
all resolved you'll you're able to
validate and then your aco can move on

531
00:40:52.480 --> 00:40:57.359
to certifying
um and again it's it's a

532
00:40:57.359 --> 00:41:02.880
fairly easy step they'll go into
the certify reports under projects and

533
00:41:02.880 --> 00:41:07.359
then with the um
the orange certify button

534
00:41:07.359 --> 00:41:11.440
and you'll know a project is certified
when you go into the financial status

535
00:41:11.440 --> 00:41:16.800
report and at the very bottom of it
it'll have their name and the timestamp

536
00:41:16.800 --> 00:41:20.920
of when they certify the report

537
00:41:27.119 --> 00:41:32.079
okay well once you certify your report i
get that information and i will take

538
00:41:32.079 --> 00:41:36.400
some time to review your report
sometimes i'll ask you to go back and

539
00:41:36.400 --> 00:41:40.000
make some changes that's very normal we
just want to make sure that everything

540
00:41:40.000 --> 00:41:44.319
looks good
and is accurate

541
00:41:44.319 --> 00:41:48.599
and
and

542
00:41:49.520 --> 00:41:54.720
and once i review it and approve
everything this uh your report actually

543
00:41:54.720 --> 00:42:01.440
goes into a public information database
um it's this website here

544
00:42:01.440 --> 00:42:04.319
basically all information you submit in
a report

545
00:42:04.319 --> 00:42:08.000
um
will show up here except for budget

546
00:42:08.000 --> 00:42:11.599
information
um and the additional materials i

547
00:42:11.599 --> 00:42:15.440
mentioned but if you want to take a look
at it now you can see uh past reports

548
00:42:15.440 --> 00:42:22.319
from back as far as 2018.
2014 excuse me

549
00:42:22.880 --> 00:42:26.720
okay does anybody have any questions

550
00:42:30.800 --> 00:42:34.240
um i do medicine as far as
administrative expenses or

551
00:42:34.240 --> 00:42:38.880
administrative projects sure
so

552
00:42:38.880 --> 00:42:44.079
um if you have like expensive expenses
on an administrative project that like

553
00:42:44.079 --> 00:42:48.720
say you get an equipment so you have a
laptop that's covering multiple

554
00:42:48.720 --> 00:42:52.640
projects right
does that all go under one

555
00:42:52.640 --> 00:42:57.520
do you just report it one time under the
administrative project or

556
00:42:57.520 --> 00:43:02.400
no um if you if if you're um

557
00:43:02.480 --> 00:43:06.400
the administrative project is for
expenses

558
00:43:06.400 --> 00:43:13.040
that help you run the lsta program
so um if that was a if that was a

559
00:43:13.040 --> 00:43:17.839
computer for you justin to help you do
the work as an lsta coordinator it would

560
00:43:17.839 --> 00:43:21.760
go under that
um if it's a if it's a computer that's

561
00:43:21.760 --> 00:43:27.119
contributing to multiple projects
um i would probably

562
00:43:27.119 --> 00:43:30.560
couch it under one project

563
00:43:31.520 --> 00:43:35.920
okay okay i guess yeah yeah because it's
it's it's all okay

564
00:43:35.920 --> 00:43:40.160
as coordinating the lista
like as long as the projects are all

565
00:43:40.160 --> 00:43:43.280
under the list the right then it's it's
acceptable

566
00:43:43.280 --> 00:43:46.160
right right right

567
00:43:47.760 --> 00:43:51.000
got it

568
00:43:56.640 --> 00:44:00.040
any other questions

569
00:44:09.280 --> 00:44:13.680
okay
we have 10 minutes left

570
00:44:13.680 --> 00:44:16.000
um

571
00:44:16.079 --> 00:44:22.319
i have a question sure
so for the sbi report we're just gonna

572
00:44:22.319 --> 00:44:28.079
report the 22nd and the gears act
that's correct for yeah for the

573
00:44:28.079 --> 00:44:32.720
narrative reporting
for the narrative and for the narrative

574
00:44:32.720 --> 00:44:37.119
i have to feel
there's a form in the spl that i need to

575
00:44:37.119 --> 00:44:41.599
fill out or the
does it have to be a separate uh

576
00:44:41.599 --> 00:44:47.280
paper-based report or you'll be doing
that all in the spr

577
00:44:47.280 --> 00:44:51.599
in those projects yeah in those projects
that i showed you and um you should have

578
00:44:51.599 --> 00:44:55.760
a login mary um
if you have trouble logging in to the

579
00:44:55.760 --> 00:44:58.640
website
um

580
00:44:58.640 --> 00:45:04.440
which
let me see

581
00:45:05.760 --> 00:45:10.800
uh the website is right here
um

582
00:45:10.800 --> 00:45:14.880
you should be able to log into this um
and go through the steps that i showed

583
00:45:14.880 --> 00:45:18.560
you in the presentation
um but if you have trouble logging in

584
00:45:18.560 --> 00:45:22.480
let me know and i can help you with your
login

585
00:45:22.720 --> 00:45:26.560
yes i can log in and
but i think my

586
00:45:26.560 --> 00:45:31.599
the new minister and the the coordinator
for the brand i don't think they have

587
00:45:31.599 --> 00:45:37.280
the luck into the
to the system so okay i can get them set

588
00:45:37.280 --> 00:45:42.319
up in this case
i cannot validate i can only

589
00:45:42.319 --> 00:45:49.440
add an edit or something and there's
right okay yeah i will um

590
00:45:49.440 --> 00:45:53.200
i think you're right i think we do need
to create logins for them um so i'll

591
00:45:53.200 --> 00:45:55.760
make a note for that and i'll send you
an email

592
00:45:55.760 --> 00:45:58.760
okay

593
00:46:11.680 --> 00:46:15.359
one more question just to be clear on
the care on separating the cares act and

594
00:46:15.359 --> 00:46:19.359
the uh 2020 um
spr mm-hmm

595
00:46:19.359 --> 00:46:21.280
so
when we were

596
00:46:21.280 --> 00:46:26.240
we're going to report the cares act as a
project right and with the cares act

597
00:46:26.240 --> 00:46:29.920
colon semi um
exactly

598
00:46:29.920 --> 00:46:34.960
okay and that's how we're going to
separate okay perfect got it

599
00:46:43.280 --> 00:46:48.640
yes is it possible for you to email us
the this uh presentation

600
00:46:48.640 --> 00:46:52.480
yes everyone will get a copy of the
presentation and uh i'm recording this

601
00:46:52.480 --> 00:46:55.520
right now
uh so everyone i'll also send the

602
00:46:55.520 --> 00:46:59.440
recording
okay

603
00:47:00.400 --> 00:47:04.760
i'm actually gonna go ahead and stop
recording