DD Suite Reporting

DD Suite Reporting


Hi, my name is Paul Jarvis and I’m going to
take you through the next portion of the grantee orientation. This section of the orientation
is going to review the periodic reporting requirements in the DD Suite 5.0. To that, I’m actually going to back out of
our powerpoint here, and take you to the DD Suite. Now you can see on this dashboard here,
I’ve logged in as a dummy grant organization. On the dashboard is a Tasks Module, so as
your periodic reports get closer to being due, there will actually be tasks that pop
up in your Tasks Module that show you have either a program or expense report that is
due. Um, it’s important to note that these hyperlinks
will only appear on the dashboard of individuals who have been attached to or assigned to a
particular grant. So if you have multiple folks in your organization, but they haven’t
been added to a grant, these hyperlinks, or these activities, the grant reports, are not
going to appear on their dashboard until we’ve added them to the grant. So just to show you the steps that you’ll
take, you can click on the hyperlink for the program report. And here you can see that
the program report is in progress. We have a program narrative. This is a field that
allows you to enter information, typically a summary of what’s been completed or conducted
during the period for which you’re reporting. In some cases that’ll be on a quarterly basis,
in other cases, it’ll be on a biannual basis. But here’s a chance for you to just say, “Okay,
here’s an overview of what our project completed this particular quarter.” So we’ll say that’s
an executive summary. Alright? So you can see that I’ve entered information
there. Now I can scroll down and you will see that I have an objective with activities.
On your program report, these are going to be based on the objectives and activities
that you entered in your grant application. So you can see here that I have an objective
to show how to access and report on a workplan’s objectives and activities, including how to
enter performance measures. So I can give an update that says, I conducted a webinar.
You’ll obviously wanted to be a little more thorough in the information that your provide
in your narrative, describing what activities you completed and how or whether or not you
completed the objective. Alright? I can also, if I want to, add additional activities
under this objective. So if I’ve been working on a project and I realized, Oh have all these
other activities that I needed to do, but I did not include them in my grant application,
we can add them after the fact as part of your program report. Scrolling down, you can see I have an I A
1.1, this is a performance measure that you selected, or in this case, I selected, when
I created this grant application. And, you can see that it’ll show whether I’ve reported
any in previous periods, there’s a field here for me to enter what I completed in the current
period for which I am reporting, a cumulative total, and what my target was. What I said
that I could conduct, complete by the end of the project. So for example, I could hit
five here. Let me enter five. Alright? And I can also, if I wanted to, list the names
of the five people that I am reporting, or I could say that, I can add data that says
these five people were, participated on January 31st event, pardon my typing. Alright? So I can scroll down and see I have
other objectives that I can report on and other performance measures that I can enter. Now, it’s important that once I’m complete,
or even as I’m filling this out, I do want to hit this button, Save Report Changes. Alright? Now you’ll see up here, let me move my little
screen here, there’s a link for attachments. So, a lot of you have asked, uhm, as you complete
materials that you want to attach to your program report. You can do that now by clicking
this attachments link. And a pop up will come up and ask you to browse the location on your
computer where the attachment is. You’ll be able to attach it to the report. So once you’ve completed all of the information
you want to enter for your program report, you can hit save and submit report. It’s going
to say are you sure you want to save and submit, because once you submit, you will not be able
to make changes unless the DD Council staff sends the report back to you. Alright, so
I’m going to hit okay. And then I will get a notice that the program report was submitted
and it will actually tell me when it was submitted. There’s a time stamp. You should also get
an e-mail from the DD Suite confirming that your program report was submitted and the
DD Council staff people responsible for this particular project will have also gotten an
e-mail saying that a report has been submitted. Alright, so I’m going to go back to my dashboard
and look at my tasks and now the program expense, excuse me, the program report is gone and
now I have an expense report that is also due. So let’s click on that just to see what
it looks like. So here you have, pretty similar to the budget
you created, there’s a field for you to provide a narrative on your expense report. This isn’t
necessary, although the fiscal staff may inform you, hey will you explain something? How did
we get to a certain point? This would be the place to provide a description or an explanation
of what’s going on with your expenses. Alright? So, as we look at the different budget categories
that every grant is allowed to enter in their grant application, you can see that there
some line items that have been entered in this sample budget. So we can enter, if we’ve
already submitted a report, anything that we submitted in previous reports will appear
in this column. Here’s the column where we enter the current information, so we’ll say
$500. And I’m just going to hit tab, and it’s automatically going to move me to the next
field, and let’s add $100 of match and tab out of there. And now it’s going to show in
the cumulative box, what uh, it’s automatically going to add anything that appears here and
here as the Council cumulative amount. There going to look at, it’ll also show you what’s
been approved and what you have left in your budget. Alright, so this minus 100, well you
can see that we didn’t approve any match, but if you provide match, Council’s going
to, not going to hold that against you, we obviously want more match than you need. So you can go through your budget and enter
the expenses for the period that you’re reporting on. So, you know, if you have an expense on
April 1st, and this is period January through March, then you would not enter that expense
in this expense report. You’d wait for the following report. Okay? So I’ve entered an expense and I’m going to
save report changes. You will see that I’m also able to add attachments to the expense
report. If I click that, I’m going to click that, and it’s going to ask me, did you save
your changes? So if I did not, if I entered information in the fields but I forgot to
hit save report changes, and I go to add attachments, all the information I entered here is going
to be lost. Alright, so I hit okay here and now it’s going to take me a screen where I
can add a filed. So I click add file. And it’s going to say, “Where am I getting
this file from?” And you can choose the file location, you can choose which report you
want to attach it to, so you can say, “Oh, I forgot to add this to the program report,
actually.” So we’ll add it to the program report. We’re going to name what we’re adding:
Sample Document. This isn’t required, but you can add the author,
you can add a description of what the document is, and, wow, they’ll even let you add, enter
comma separated keywords and phrases. Alright, so let’s just choose a file, you’re going
to see the inner workings of the Jarvis Family laptop here, and I have Room Rules that I
am trying to attach. You’ll see that now it’s been attached, in order to add that attachment,
I’ll hit save. Are you sure you want to upload this file? Yes. Alright, so this now will
take me back to the screen where I can see my document has been added to period one program
report. Now, if I want to go back, you remember as
you were working on your application, that you want to follow your breadcrumbs. They
don’t have a button down here to take you back to the overview page, so I’m just going
to go to expense period one. Alright? And I’m going to save and submit my report. Okay. Alright, it’s been submitted, it tells me
the date and time. So now I can go back to periodic reporting and this will show me all
of the reports that I’m going to have due. So as you work on your program activities,
if you want to enter information in your report, you don’t have to wait for it to show up in
Tasks Box on your Dashboard. You can click this Periodic Reporting Module and if you
wanted to start entering information as you work on activities, you could do that. So, that’s the basics of going into the DD
Suite and entering information into your program or expense reports. If you have any questions,
my contact information is on the DD Council website. Again, my name is Paul Jarvis and
I thank you.