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1 ARRA Recipient Reporting FederalReporting.gov Briefing In-Bound Recipient Reporting April Reporting Cycle Enhancements March 29, 2010

1 ARRA Recipient Reporting FederalReporting.gov Briefing In-Bound Recipient Reporting April Reporting Cycle Enhancements March 29, 2010

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ARRA Recipient ReportingFederalReporting.gov

BriefingIn-Bound Recipient Reporting

April Reporting Cycle EnhancementsMarch 29, 2010

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Agenda

April 2010 Reporting Timeline Demonstration of FederalReporting.gov April

Enhancements– Continuous QA Agency Daily Notification– Data Quality– Bulk Commenting– Copy Forward

Tips on Avoiding Mismatched Records FederalReporting.gov Resources Q&A

April 2010 Reporting Timeline and Activities

Agency, Prime and Sub Recipient

Registration

Agency, Prime and Sub Recipient

Registration

1 – 10 days after end of Quarter

11 -12 days after end of Quarter

13 – 29 days after end of Quarter

30 days after end of

Quarter

Prime Recipients

& Subs Enter Draft Reporting

Data

Prime Recipients

& Subs Enter Draft Reporting

Data

Initial Submission

Initial Submission

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2

Prime Recipients

Review Data Submitted By Sub(s)

Prime Recipients

Review Data Submitted By Sub(s)

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Prime Recipients & Subs Make Corrections

Prime Recipients & Subs Make Corrections

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Agency Review of

Data Submitted

Agency Review of

Data Submitted

Recipient Reports

Published on

Recovery.gov

Recipient Reports

Published on

Recovery.gov

Prime Recipients

& Subs Make

Corrections

Prime Recipients

& Subs Make

Corrections57

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Agency “View Only” Agency Review Period

Continuous

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33- 75 days after end of Quarter**

ReportingPhase:

Initial Submission

RecipientReview

AgencyReview

Published

Prime Recipients

Review Data Submitted By Sub(s)

Prime Recipients

Review Data Submitted By Sub(s)

Agency Comments

on Data Submitted

Agency Comments

on Data Submitted

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**Reports will be unlocked Days 33-75**There will be no late submission during Days 33-75

31-3

2 d

ays

afte

r en

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f Q

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ter

- M

ain

ten

ance

Agency Comment Period

Recipient Report Adjustments Possible

ContinualReview

Prime Recipients & Subs Make Corrections

Prime Recipients & Subs Make Corrections

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Agency Daily Extract

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Continuous QA Agency Daily Notification

Daily email notifications to agency extract users are enhanced to include any comments made by agency or recipient users during the last 24-hour period. The enhanced notification has three parts:

– Prime Recipient Reports modified in the last 24 hours

– Sub Recipient Reports modified in the last 24 hours

– Comments added in the last 24 hours

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Continuous QA Agency Daily Notification

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•Prime Recipient Reports •Primary Keys•User Name•Timestamp

•Sub Recipient Reports •Primary Keys•User Name•Timestamp

•Comments•Award Number•User Name•Comment (first 100 characters)•Timestamp

Data Quality Checks

Language Changes– Warning messages returned by the system when the number of jobs

reported equals to or exceeds award amount / amount invoiced / total expenditure / infrastructure expenditure

• Previous: “If Number of Jobs is greater than 0, it cannot equal to or exceed -----” • Current: “If Number of Jobs is greater than 0, it should not equal to or exceed -----”

– Warning message returned by the system when the project status is set to “Fully Completed” and the total invoiced amount is $0.00

• Previous: “Project Status cannot be ‘Fully Completed’ if…”• Current: “Project Status should not be ‘Fully Completed’ if…”

Calculation Change– The Number of Jobs calculation has changed. Previously, $15,600 was

used to determine the trigger for the number of jobs warning. Going forward, $3,900 is used.

• A warning message is displayed if the number of jobs X $3900 ≥ Amount of Award• Previous: “Number of Jobs multiplied by $15,600 must be less than or equal to the

Amount of Award” • Current: “Number of Jobs multiplied by $3,900 should be less than the Amount of

Award”

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Data Quality Checks

Removed– The Award Date is more than 30 days from the date of final submission,

the project status is “Fully Completed” and total expenditure is 0.

New Hard Edit Error– The system will prevent the recipient from submitting a loan or a grant

report if the Vendor’s Payment Amount is greater than the Prime Recipient Report’s Amount of Award

• “Vendor with Payment Amount $###.## must be less than or equal to the Amount of Award* on the Prime Recipient report. Please edit this vendor and resubmit your report.”

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Data Quality Checks

New Warnings for Reports Marked As Final– The system will return a warning message if the user has marked the

report as final, but project status is not “Fully Completed.”• “Report has been marked as final, but Project Status is not ‘Fully Completed.’”

– The system will return a warning message if the user has marked the report as final, but the Total Federal Amount of ARRA Funds Received/Invoiced is less than the Award Amount.

• “Record has been marked final, but the Total Federal Amount of ARRA Funds Received/Invoiced is less than the Award Amount.”

– The system will return a warning message if the report is marked as final, but the Total Federal Amount of ARRA Expenditure is less than the Award Amount.

• “Record has been marked final, but the Total Federal Amount of ARRA Expenditure is less than the Award Amount.”

– The system will return a warning message if the report is marked as final, but the Total Federal Amount of ARRA Expenditure is less than the Total Federal Amount of ARRA Funds Received/Invoiced.

• “Report has been marked as final, but the Total Federal Amount of ARRA Expenditure is less than the Total Federal Amount ARRA Funds Received/Invoiced.”

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Data Quality Checks

New Warnings for Award Dates– The system will return a warning message if the Award’s award date is a

future date• “Award Date should be before the current date (MM/DD/YYYY).”

– The system will return a warning message if the Sub Award’s award date is a future date

• “Sub Award Number #####: Sub Award should be before the current date (MM/DD/YYYY).”

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Bulk Commenting

Agency Users can comment on reports offline and upload the bulk comments file online.

– The functionality utilizes existing Agency Extract files to support bulk commenting.

– A blank column titled Report Comment has been added to the Agency Extract file. This column supports comments.

– If an agency user wishes to comment on a report and set the report status to “Reviewed with Comments,” the user can type comments in the Report Comment column.

– If an agency user wishes to set the report status to “Reviewed with No Comments,” the user can simply leave the report in the bulk comments file and leave the Report Comment field null.

– If an agency user does not wish to set the report status, the user can delete the report record from the bulk comments file.

– Once the bulk comments file is ready, the user can upload the file to FederalReporting.gov. FederalReporting.gov will process the file only if no errors are encountered.

– FederalReporting.gov will send processing status notification to the bulk comments file submitter.

– FederalReporting.gov will send notifications to recipients whose reports receive comments.

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Bulk Commenting - Instructions

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1. Select “My Agency Extract” to download the Agency Extract file.

2. Save the Agency Extract file on the desktop

Bulk Commenting - Instructions

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3. Unzip the Agency Extract file.

4. The Agency Extract file is pipe delimited. Use Excel’s Text Import Wizard utility to open the file.

5. Set file type as Delimited and set the Delimiters as “|”

6. Set column data format as Text.

7. The file is opened in Excel.

Bulk Commenting - Instructions

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8. Scroll to the right, the last column is the REPORT_COMMENT column.

9. To set a report as Reviewed - Comments, type comments in this field.

10.To set a report as Reviewed – No Comment, leave the field blank.

11.To set a report as Not Reviewed. Remove the entire record from the file.

**Alert** The following characters will alter the text in the comment box:

•Double quotes (“)

•Double Hyphen from Microsoft Word (--)

•Ellipse from Microsoft Word (…)

Bulk Commenting - Instructions

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12.Save the file as a comma separated value file (.csv)

13.Click on Upload Comments and upload the Bulk Comments file.

Bulk Commenting Tips

Bulk Commenting– Agency Users who are also Agency Extract recipients can download the

Agency Extract file.

– Agency Users who are also Agency Extract recipients can upload the Bulk Comments file.

– The Agency Extract file contains all reports for the agency.

– Agency Users cannot comment on sub recipient reports.

– The Bulk Comments file will only append comments to the report. It will not update any other fields.

– Comments made via the Bulk Comments file will be available online immediately after the successful processing of the file.

– If the system rejects the Bulk Comments file: • Troubleshoot by following the rejection reasons listed on the screen.

• Verify the file’s format is CSV.

• Verify the Bulk Comments file must have the same columns as the Agency Extract file.

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Copy Forward

Copy Forward – Recipients can only copy forward reports from the last reporting

period (i.e in April 2010, recipients can only copy forward reports submitted in January 2010).

– The copy forward page is enhanced to include the following question:

“Is this a continuation of a [reporting month] [reporting year] report?”

• The recipient must select either “Yes” or “No” to complete the copy forward action

• Choosing “Yes” will link two reports together; “No” will keep them independent of each other.

• The value is not visible beyond the Copy Forward page

• Once a value is selected, it cannot be changed

Avoid Mismatched Reports

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Mismatched reports are reports that are for the same award but the keys have changed since the previous reporting cycle. In this instance, the system cannot recognize that they are for the same award. For example, award “ABC123” in January reporting becomes “ABC-

123” in April reporting.

To avoid mismatched reports, Award Recipients should be advised to utilize the Copy Forward function – and select “Yes” when the current report is an update to the previous

report but the Award ID, DUNS Number and/or the Order Number have changed since the previous reporting cycle

FederalReporting.gov Resources

Service Desk

– New Hours:

• Monday – Friday 8am – 6pm (eastern time)

– Telephone Number:

• 877-508-7386

• 877-881-5186 (TTY)

– Live Chat is still just a click away

Downloads Page– User Guide Documentation– XML Schema and Ms-Excel

Templates– Quick Reference Guides– Reference Documentation

• Recipient Reporting Data Model V3.0

• Agency Codes Lookup• Program Source (TAS)

Frequently Asked Questions (FAQs)

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Questions?

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