Centers for Independent Living s. 704 Part I Report Grantee User Guide Administration for Community Living (ACL) Reporting.

Transcription

1 Centers fr Independent Living s 704 Part I Reprt Grantee User Guide Administratin fr Cmmunity Living (ACL) Reprting September 2017 Prepared fr ACL by ICF: 9300 Lee Highway Fairfax, VA Cntract Number: HHSP W

2 Table f Cntents I. Intrductin... 3 II. ACLReprting Rles and Permissins... 3 A. Registrar... 3 B. Grantee... 3 C. Reviewer... 3 III. First Time Users... 4 A. Creating New Accunts by Registrar... 4 B. Lgin Instructins with Temprary Passwrd... 8 IV. Active Users Lgin and Passwrd Changes A. Lg in B. Frgt Yur Passwrd? C. Change Yur Passwrd V. Entering Reprt Infrmatin A. Grantee and Reviewers Dashbard B. Saving Infrmatin Entered in a Sectin C. Administrative Data D. Number and Types f Individuals with Significant Disabilities Receiving Services E. Individual Services and Achievements Funded Thrugh Title VII, Chapter 1 Part B Funds F. Cmmunity Activities and Crdinatin G. Statewide Independent Living Cuncil (SILC) H. Cmparisn and Updates, Other Accmplishments and Challenges f the Reprting Year I. Signatures VI. Appendices A. Helpful Tips & Hints fr Using ACL Reprting B. Rle Permissins Matrix

3 I. Intrductin ACLReprting is a grantee reprt management system that allws ACL grantees t submit Prgram Perfrmance Reprts and State Plans. Prgrams currently using ACLReprting include State Cuncils n Develpmental Disabilities, the Centers fr Independent Living Prgrams (CIL), Independent Living Services (ILS), Prtectin and Advcacy fr Assistive Technlgy (PAAT), Prtectin & Advcacy fr Individuals with Traumatic Brain Injury (PATBI), Prtectin & Advcacy fr Develpmental Disabilities (PADD), and the Natinal Assistive Technlgy Prgram (AT). II. ACLReprting Rles and Permissins A. Registrar The Registrar is able t create accunts, update accunts and delete accunts. B. Grantee The Grantee is able t: Select a grant award frm the drp dwn menu n the dashbard. Enter reprt infrmatin Save reprt infrmatin - Yu will be prmpted t save befre leaving each sectin. Yu may save withut submitting fr review if yu wish t wrk n the sectins in phases. - Saving at least every 5 minutes is strngly encuraged. - Once the infrmatin has been successfully saved, and all f the subsectins fr that sectin are cmpleted, yu will be able t select Ready fr Internal Review. Edit reprt infrmatin if a Reviewer r PO requests a revisin and then return as Ready fr Internal Review, again. View their reprt Print their reprts C. Reviewer 1. A Reviewer is smene wh was identified as an AOR in GrantSlutins. Bth the Reviewer and Grantee rles will wrk n the same grant prgram. The Reviewer dashbard will shw the cmpleted sectins fr the Reviewer t review. 2. The Reviewer will review each reprt sectin and: Select Reviewed if n changes are needed fr the sectin Select Request Revisins if a change is necessary fr the sectin. The Grantee will need edit the sectin and resubmit the sectin fr internal review. Select Submit t apprve the reprt after reviewing all sectins f the reprt and nt finding any sectin that needs t be revised by the Grantee. 3

4 III. First Time Users A. Creating New Accunts by Registrar 1. Backgrund and Basics Each grant prgram will have a grantee staff persn with the rle f Registrar. The Registrar is the grantee staff persn wh is respnsible fr setting up all accunts, with the varius rles and permissins, as described later in this dcument fr all grant prgram staff. The ACL assigned Registrar can set up additinal Registrar accunts s that mre than ne persn can create new ACLReprting accunts fr prgram clleagues, as needed. If a persn needs t have an accunt created with a username/passwrd in ACLReprting, the ACL assigned Registrar will need the fllwing infrmatin: User Name First Name Last Name User rle: Grantee, Grantee Reviewer, Registrar Upn sending this request t yur Registrar, the Registrar can create yur accunt accrdingly and will then cntact yu with yur accunt infrmatin nce the accunt set up is cmplete. 4

5 2. Create New Accunt a. G t the ACLReprting hme page: b. Lg in with yur Username and passwrd. Figure 1: Lg in with ACL and the passwrd c. Select the Administratin lcated in the upper right crner f the ACLReprting page and then select User Management. Figure 2: Select User Management frm Administratin drpdwn 5

6 d. The Users screen will be displayed shwing all users fr the grant. Select Create a new User t create a new accunt. Figure 3: Users screen shwing all users fr the grant 6

7 e. Enter the infrmatin prvided by Grantee, create passwrd, select prfile (multiselect by selecting ne rle, hlding dwn the Ctrl key and selecting ne r mre additinal rles), select grant (multi-select the necessary grants by selecting a grant, hlding dwn the Ctrl key and select ne r mre additinal grants) and select Save. Figure 4: Create r Edit a User Screen Shwing Fields That Need t be Entered 7

8 B. Lgin Instructins with Temprary Passwrd The fllwing are the basic step-by-step instructins n lgging int ACL Reprting fr the first time. 1. G t the ACLReprting hme page: 2. Lg in with yur ACL and yur prvided temprary passwrd. Figure 5: Lg in with ACL and the temprary passwrd 3. The temprary passwrd prvided must be reset nce yu lg int the system which can be fund after clicking the Accunt tab n the upper right crner f the page. Figure 6: Changing the passwrd can be fund under the Accunt tab 8

9 4. The fllwing page displays the frm t set a permanent passwrd. In rder t meet passwrd requirements, the new passwrd shuld: Cntain a minimum f 8 characters Cntain at least ne uppercase letter (e.g., A, B, C, Y, Z, etc.) Cntain at least ne lwercase letter (e.g., a, b, c, y, z, etc.) Cntain at least ne special character #, $, %, ^, &, etc.) Cntain at least ne number (e.g., 1, 2, 3, 4, 5, etc.) Failure t meet these requirements results in the system nt allwing yu t set yur permanent passwrd. Figure 7: Setting a permanent passwrd 9

10 IV. Active Users Lgin and Passwrd Changes A. Lg in 1. G t the ACLReprting hme page: 2. Lg in with yur ACL and yur prvided temprary passwrd. Figure 8: Lg in with ACL and passwrd 10

11 B. Frgt Yur Passwrd? The fllwing are the basic step-by-step instructins n hw t use the Did yu frget yur passwrd? feature. 1. Select the Did yu frget yur passwrd? link under the Lg In buttn Figure 9: Lcating the "Did yu frget yur passwrd" link 11

12 2. Reset yur passwrd Figure 10: After entering yur address, click the Register buttn 3. Yu will see a cnfirmatin page indicating an has been sent t the address with steps t reset yur passwrd. Figure 11: Page displays further infrmatin t reset yur passwrd 12

13 4. G t yur and select the link Reset Passwrd prvided in the generated by the ACL Reprting system Figure 12: Passwrd reset 5. This will pen a new windw in ACL Reprting s yu can reset yur passwrd Figure 13: Passwrd reset page shwing passwrd and cnfirm passwrd In rder t meet the passwrd requirements, the new passwrd must: 13

14 Cntain a minimum f 8 characters Cntain at least ne uppercase letter (e.g., A, B, C, Y, Z, etc.) Cntain at least ne lwercase letter (e.g., a, b, c, y, z, etc.) Cntain at least ne special character #, $, %, ^, &, etc.) Cntain at least ne number (e.g., 1, 2, 3, 4, 5, etc.) Failure t meet these requirements results in the system nt allwing yu t reset yur passwrd and it will highlight the field red indicating that the requirement was nt met. 6. Successful passwrd reset message will display nce yu meet the passwrd requirements. T access the lg in page again, select the sign in buttn Figure 14: Successful passwrd reset message displayed 14

15 7. Lg in t the system with yur and new passwrd Figure 15: Lgin with new passwrd C. Change Yur Passwrd The fllwing are the basic step-by-step instructins n hw t change yur passwrd. 1. Select Accunt lcated in the upper right crner f the ACLReprting page and then select Passwrd. Figure 16: Navigating t the passwrd reset page 15

16 2. Reset yur passwrd by entering in yur new passwrd. Figure 17: Internal passwrd reset page shwing passwrd and cnfirm passwrd 3. Once yu have reset yur passwrd select Dashbard at the tp f the screen t g back t yur dashbard t begin reviewing yur assigned states grant reprts. Figure 18: Navigate back t Dashbard after passwrd reset 16

17 V. Entering Reprt Infrmatin Belw are the sectins that need t be cmpleted/reviewed/apprved. Guidance is listed in each sectin fr certain fields: A. Grantee and Reviewers Dashbard Once yu have successfully lgged in, yu will then be navigated t the ACLReprting Dashbard. The Dashbard shws the reprt sectin and the current status f the sectin. The statuses that a sectin can have are: Nt Started Grantee has nt entered any infrmatin in the sectin. In Prgress Grantee has entered and saved infrmatin in the sectin. Ready fr Internal Review Grantee has submitted t sectin fr review by the reviewer. Reviewed Reviewer has reviewed the sectin. Submitted Reviewer has submitted sectin fr Prject Officer review. Apprved Prject Officer has apprved sectin. Disapprved Prject Officer has rejected the sectin. The Grantee will be able t view r enter infrmatin in a sectin by selecting n the status link. Figure 19: Grantee/Reviewer Dashbard shwing the sectins 17

18 B. Saving Infrmatin Entered in a Sectin Once the Grantee has entered infrmatin in a reprt sectin, they can save the infrmatin in tw ways: 1. Save Buttn The grantee can save the infrmatin they have entered by selecting the Save buttn at the bttm f the screen. After they have selected the Save buttn, the date and timestamp will be updated. Figure 20: Save Data by selecting Save buttn and seeing cnfirmatin f save 2. Ging t the Next r Previus Sectin The grantee can g t the next r previus sectin by selecting the Previus r Next buttn. If the grantee has nt saved the data they have entered in the frm, the system will shw a pp-up fr the grantee t select OK t save the data r Cancel t nt save the data. Figure 21: Ging t the Next r Previus Sectin and being asked t save 18

19 C. Administrative Data 1. Surces and Amunts f Funds and Resurces The Surces and Amunts f Funds and Resurces frm will have 6 sectins: All Federal Funds Received, Other Gvernment Funds, Private Resurces, Ttal Incme, Pass Thrugh Funds, and Net Operating Resurces. The Ttal Incme and Net Operating Resurces are autmatically generated and all ther infrmatin is required. Figure 22: Surces and Amunts f Funds and Resurces screen shwing fields t be entered 19

20 Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. All f the phne numbers must be numbers and must be 10 numbers lng. If nn numbers are entered r if the length f the numbers des nt equal t 10, then the field is highlighted in red and the fllwing validatin message is displayed: The field must be a 10 digit phne number. If the field des nt have a valid frmat (abc@smething.cm), the field is highlighted in red and the fllwing validatin message is displayed: The field must be a valid address. Figure 23: Validatin Message Examples 20

21 2. Distributin f Title VII, Chapter 1, Part B Funds The Distributin f Title VII, Chapter 1, Part B funds frm is a table split int three clumns. The clumn in the left displays infrmatin related t What Activities were Cnducted with Part B Funds? In the remaining tw clumns n the right: Expenditures f Part B Funds fr Services by DSU Staff and Expenditures fr Services Rendered By Grant r Cntract. Under each clumn there are empty fields where numerical values will be entered. Figure 24 Distributin f Title VII, Chapter 1, Part B Funds screen with infrmatin t be entered Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. Fr Expenditures f Part B Funds fr Services by DSU Staff and Expenditures fr Services Rendered By Grant r Cntract they each have a maximum length f 8 numbers. If mre than 8 numbers are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 8 digits. 21

22 3. Grants r Cntracts Used t Distribute Title VII, Chapter 1, Part B Funds The Grants r Cntracts Used t Distribute Title VII, Chapter 1, Part B Funds frm is a table split int 7 clumns with empty fields where values are t be entered are lcated under each clumn heading. Fr Amunt f Part B Funds and Amunt f Nn-Part B Funds, the last fields fr each clumn are part f a rw titled, Ttal Amunt f Grants and Cntracts where the results f thse values entered in the clumns are autmatically generated by the system. The grantee will als gets the ability t add and remve rws t the table by clicking the, Add buttn r the Remve buttn fund under the Remve clumn. Figure 25 Grants r Cntracts Used t Distribute Title VII, Chapter 1, Part B Funds screen shwing values t be entered 22

23 Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. Fr clumns Name f Grantee r Cntractr and Use f Funds (based n activities listed in Subpart I, Sectin B) the fields are required. They allw n numeric values t be entered and nly allws a character limit f 50 characters. Fr clumns Amunt f Part B Funds and Amunt f Nn-Part B Funds the fields are required. They allw n characters t be entered and nly allw 8 digit values t be entered. Fr clumns Cnsumer Eligibility Determined By DSU r Prvider and CSRs Kept With DSU r Prvider the fields are required. They allw n numeric values t be entered and nly allws a character limit f 10 characters. Figure 26 Validatin Message Examples 23

24 4. Sectin 4. Grants r Cntracts fr Purpses Other than Prviding IL Services r Fr the General Operatin f Centers Sectin 713 f the Act The field fr Describe the bjectives, activities and results fr each Part B grant r cntract awarded fr purpses ther than IL services r the general peratins f centers cntains a rich text editr that the grantee is required t enter. The grantee can select Edit t pen the rich text editr and enter in infrmatin. When infrmatin has been entered and wuld like t prceed, the grantee wuld need t select Dne. T View the entered in infrmatin the View link wuld need t be clicked. Figure 27 Sectin 4 screen shwing values t be entered 24

25 Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. The rich text editrs have a maximum length f 5000 characters. If mre than 5000 characters are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 5000 characters. 25

26 5. Mnitring Title VII, Chapter 1, Part B Funds The field fr Prvide a summary f the prgram r fiscal review, evaluatin and mnitring cnducted by the state f any f the grantees/cntractrs receiving Part B funds during the reprting year this ne cntains a rich text editr that the grantee is required t enter. The grantee can select Edit t pen the rich text editr and enter in infrmatin. When infrmatin has been entered and wuld like t prceed, the grantee wuld need t select Dne. T View the entered in infrmatin the View link wuld need t be clicked. Figure 28 Mnitring Title VII, Chapter 1, Part B Funds screen shwing values t be entered Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. The rich text editrs have a maximum length f 5000 characters. If mre than 5000 characters are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 5000 characters. 26

27 6. Administrative Supprt Services and Staffing Fr Administrative Supprt Services and Staffing frm is split int 2 sectins: Administrative Supprt Services and Staffing. In the first sectin fr Administrative Supprt Services, the field fr Describe any administrative supprt services, including staffing, prvided by the DSU t the Part B Prgram. cntains a rich text editr that the grantee is required t enter. The grantee can select Edit t pen the rich text editr and enter in infrmatin. When infrmatin has been entered and wuld like t prceed, the grantee wuld need t select Dne. T View the entered in infrmatin the View link wuld need t be clicked. Fr sectin tw, a table is shwn split int three clumns. In the left clumn, questins related t the Type f Staff is shwn which are required t be answered. In the fllwing tw clumns fr Ttal Number f FTEs and FTEs filled by individuals with disabilities empty field bxes are displayed where the Grantee wuld enter in values related t questins in the first clumn. Figure 29 Administrative Supprt Services and Staffing screen shwing values t be entered 27

28 Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. The rich text editrs have a maximum length f 5000 characters. If mre than 5000 characters are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 5000 characters. Field bxes under the Ttal Number f FTEs and FTEs filled by individuals with Disabilities are required. Each field will be highlighted in red if the field is left blank r if a numerical value exceeds the 4 digit limit. 28

29 7. Fr Sectin 723 States ONLY Sectin 723 f the Act Fr Sectin 7. Fr Sectin 723 States Only Sectin 723 f the Act the frm is split int 4 sectins: 1. Distributin f Part C Funds t Centers 2. Administrative Supprt Services Sectin 704(c)(2) f the Act 3. Mnitring and Onsite Cmpliance Reviews Sectin 723(g), (h), and (i) 4. Updates r Issues Fr the first sectin, Distributin f Part C Funds t Centers a table is split int 7 clumns. In the first tw clumns, the Grantee is required t enter values in all fields. Fllwed by making selectin chices by using the selectin buttns in the fllwing three clumns. A grantee will have the ability t add r remve rws t the table by selecting the Add buttn in the bttm left hand crner r the Remve buttn fund in the last clumn in the table. Fr the remaining three sectins in Sectin 7. Fr Sectin 723 States Only Sectin 723 f the Act, the fields fr the tpics in the blue bars each cntain a rich text editr that the grantee is required t enter. The grantee can select Edit t pen the rich text editr and enter in infrmatin. When infrmatin has been entered and wuld like t prceed, the grantee wuld need t select Dne. T View the entered in infrmatin the View link wuld need t be clicked. Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. Values entered int the fields in the first tw clumns, Name f CIL and Amunt f Part C Funding Received are required. The fields will be highlighted in red if the character limit exceeds 50 characters under Name f CIL. The fields will be highlighted in red if the numerical values entered exceeds 8 digits fr the Amunt f Part C Funding Received clumn. The rich text editrs have a maximum length f 5000 characters. If mre than 5000 characters are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 5000 characters. 29

30 Figure 30 screen shwing values t be entered 30

31 D. Number and Types f Individuals with Significant Disabilities Receiving Services 1. Number f Cnsumers Served During the Reprting Year The Grantee is required t enter values in the tw fields f the Number f Cnsumers Served During the Reprting Year sectin. The Ttal number cnsumers served field will autmatically generate based n values input int the Enter the number f active CSRs carried ver frm September 30 f the preceding reprting year and Enter the number f CSRs started since Octber 1 f the reprting year fields. Figure 31: Infrmatin and Referral Services screen shwing fields that need t be entered Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. The Enter the number f active CSRs carried ver frm September 30 f the preceding reprting year and Enter the number f CSRs started since Octber 1 f the reprting year have a maximum length f 6 numbers. If mre than 6 numbers are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 6 digits. 31

32 2. Number f CSRs Clsed by September 30 f the Reprting Year The Grantee is required t enter values in the fields f the Number f CSRs Clsed by September 30 f the Reprting Year sectin. The Ttal CSRs clsed field will autmatically generate the sum based n values input int Mved, Withdrawn, Died, Cmpleted all gals set, and Other fields. Figure 32: screen shwing fields that need t be entered Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. The Mved, Withdrawn, Died, Cmpleted all gals set, and Other fields have a maximum length f 6 numbers. If mre than 6 numbers are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 6 digits. 32

33 3. Number f CSRs Active n September 30 f the Reprting Year The Grantee will nt need t enter values in the fields fr Number f CSRs Active n September 30 f the Reprting Year sectin, since this field is autmatically generated by the system. Figure 33: screen shwing fields that need t be entered 33

34 4. IL Plans and Waivers The Grantee is required t enter values in all fields in the IL Plans and Waivers sectin. The Ttal number f cnsumers served during the reprting year field will autmatically generate the sum based n values input int the Number f cnsumers wh signed a waiver and Number f cnsumers with whm an ILP was develped fields. Figure 34: IL Plan and Waivers screen shwing fields that need t be entered Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. The Number f cnsumers wh signed a waver and Number f cnsumers with whm an ILP was develped fields have a maximum length f 6 numbers. If mre than 6 numbers are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 6 digits. 34

35 5. Age The Grantee is required t enter values in all fields in the Age sectin f the frm. Figure 35 Age screen shwing fields that need t be entered Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. The Under 5 years ld, Ages 5-19, Ages 20-24, Ages 25-59, Age 60 and Older, and Age Unavailable fields have a maximum length f 6 numbers. If mre than 6 numbers are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 6 digits. 35

36 6. Sex The Grantee is required t enter values in all fields in the Sex sectin f the frm. Figure 36 Sex screen shwing fields that need t be entered Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. The Number f females served and Number f males served fields have a maximum length f 6 numbers. If mre than 6 numbers are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 6 digits. 36

37 7. Race and Ethnicity The Grantee is required t enter values in all fields in the Race and Ethnicity sectin f the frm. Figure 37 Race and Ethnicity screen shwing fields that need t be entered Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. The fields fr each cnditin have a maximum length f 6 numbers. If mre than 6 numbers are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 6 digits. 37

38 8. Disability The Grantee is required t enter values in all fields in the Race and Ethnicity sectin f the frm. Figure 38 Disability screen shwing fields that need t be entered Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. The fields fr each cnditin have a maximum length f 6 numbers. If mre than 6 numbers are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 6 digits. 38

39 E. Individual Services and Achievements Funded Thrugh Title VII, Chapter 1 Part B Funds 1. Individual Services and Achievements The Grantee is required t enter values in all fields in the Individual Services and Achievements sectin. Figure 39: Individual Services and Achievements screen shwing fields that need t be entered 39

40 Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. All fields have a maximum length f 8 numbers. If mre than 8 numbers are entered then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 6 digits. All fields under the Cnsumers Receiving Services clumn must have a equal r lesser value than the Cnsumer Requesting Services fields. If the field under Cnsumers Receiving Services cntains a higher numerical value, the field is highlighted in red and the fllwing validatin message is displayed Cnsumers Receiving Services cannt be higher than Cnsumers Requesting Services. 40

41 2. Increased Independence and Cmmunity Integratin The Increased Independence and Cmmunity Integratin sectin is split int three sectins: Gals Related t Increased Independence in a Significant Life Area, Imprved Access t Transprtatin, Health Care and Assistive Technlgy, and I&R Infrmatin In sectin ne the Grantee is required t enter values in all fields in the Gals Related t Increased Independence in a Significant Life Area sectin. This sectin is a table split int fur clumns: Significant Life Area, Gals Set, Gals Achieved, and In Prgress. In sectin tw the Grantee is required t enter values in all fields in the Imprved Access T Transprtatin, Health Care and Assistive Technlgy sectin. In sectin three the Grantee is required t select either a Yes r N answer in The service prvider did engage in fllw-up cntacts with I&R recipients t dcument access gained t previusly unavailable transprtatin, health care r assistive technlgy. Figure 40: Increased Independence and Cmmunity Integratin screen shwing fields that need t be entered 41

42 Figure 41 (cntinued) Increased Independence and Cmmunity Integratin screen shwing fields that need t be entered Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. All fields have a maximum length f 6 numbers. If mre than 6 numbers are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 6 digits. 42

43 3. Additinal Infrmatin Cncerning Individual Services r Achievements The field fr Additinal Infrmatin Cncerning Individual Services r Achievements cntains a rich text editr that the grantee is required t enter. The grantee can select Edit t pen the rich text editr and enter in infrmatin. When infrmatin has been entered and wuld like t prceed, the grantee wuld need t select Dne. T View the entered in infrmatin the View link wuld need t be clicked. Figure 42: Assistive Technlgy Devices/Services screen shwing fields that need t be entered Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. The rich text editrs have a maximum length f 5000 characters. If mre than 5000 characters are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 5000 characters. 43

44 F. Cmmunity Activities and Crdinatin 1. Cmmunity Activities The Cmmunity Activities frm is split int tw sectins: Cmmunity Activities Table and Descriptin f Cmmunity Activities.. In sectin ne the Grantee is required t enter values in all fields in the Cmmunity Activities Table sectin. The table is split int 7 clumns: Issue Area, Activity Area, Primary Entity, Hurs Spent, Objective(s), Outcme(s), and Remve. The grantee will have the ability t add and remve rws frm the table by using the Add r Remve buttns fund by the table. T remve any unwanted rws, the Remve buttn is lcated in the seventh clumn f the table. T add mre rws t the table, the Add buttn is lcated n the bttm left crner f the table. In sectin tw, the field fr Descriptin f Cmmunity Activities cntains a rich text editr that the grantee is required t enter. The grantee can select Edit t pen the rich text editr and enter in infrmatin when the Rich Text Editr appears. When the infrmatin has been entered and wuld like t prceed, the Grantee wuld need t select Dne. T View the entered in infrmatin the View link wuld need t be clicked. Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. In the first sectin, fields in the fllwing clumns: Issue Area, Activity Type, and Primary Entity the fields are required. The fields have a maximum character limit f 25 characters. If mre than 25 characters are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field has a character limit f 25 characters. In the first sectin, fields in the furth clumn Hurs Spent the fields have a maximum length f 6 numbers. If mre than 6 numbers are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 6 digits. In the first sectin, fields in the fllwing clumns: Objective(s) and Outcme(s) the fields are required. The fields have a maximum character limit f 120 characters. If mre than120 characters are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field has a character limit f 120 characters. The rich text editrs have a maximum length f 5000 characters. If mre than 5000 characters are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 5000 characters. 44

45 Figure 43: Cmmunity Activities screen shwing fields that need t be entered 45

46 2. Wrking Relatinships Amng Varius Entities The field fr Wrking Relatinships Amng Varius Entities cntains a rich text editr that the grantee is required t enter. The grantee can select Edit t pen the rich text editr and enter in infrmatin. When infrmatin has been entered and wuld like t prceed, the grantee wuld need t select Dne. T View the entered in infrmatin the View link wuld need t be clicked.. Figure 44: Wrking Relatinships amng Varius Entities screen shwing fields that need t be entered Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. The rich text editrs have a maximum length f 5000 characters. If mre than 5000 characters are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 5000 characters. 46

47 G. Statewide Independent Living Cuncil (SILC) 1. Cmpsitin and Appintments In the Cmpsitin and Appintments sectin, the frm is split int tw sectins: Current SILC Cmpsitin and SILC Cmpsitin Requirements. In the first sectin, Current SILC Cmpsitin a table is displayed with seven clumns: Name f SILC member, Emplyed by CIL, State Agency r Neither, Appintment Categry, Vting r Nn-Vting, Term Start Date, Term End Date, and Remve. The Grantee is required t enter values in the Name f SILC Member,.Emplyed by CIL, State Agency r Neither, and Appintment Categry clumns f the table. In the Vting r Nn-Vting clumn, the Grantee is required t select either a Vting r Nn-Vting chice by selecting ne f the buttns. In Term Start Date and Term End Date the Grantee may manually enter in the date r utilize the calendar by clicking n the calendar icn and selecting a date in the calendar view mde. The Grantee will have the ability t remve rws frm the table by clicking n any f the Remve buttns in the Remve clumn. Alng the bttm left crner f the table, the Grantee will have the ability t add rws t the table by clicking n the Add buttn. In the secnd sectin, SILC Cmpsitin Requirements The Grantee is required t enter values in the fields prvided in the table. The table is split int tw clumns: SILC Cmpsitin and Number f SILC members. Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. In the first sectin, fields in the fllwing clumns: Name f SILC member, Emplyed by CIL, State Agency r Neither, and Appintment Categry the fields are required. The fields have a maximum character limit f 50 characters. If mre than 50 characters are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field has a character limit f 50 characters. In the first sectin, dates entered int the Term Start Date and Term End Date clumns must be entered in a MM-DD-YYYY frmat. If the date is entered in an incrrect frmat, the field will be highlighted in red and the fllwing validatin message is displayed Incrrect date frmat. Date shuld be in mm-dd-yyyy frmat. 47

48 In the secnd sectin, in the SILC Cmpsitin Requirements fields have a maximum length f 4 numbers. If mre than 4 numbers are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 4 numbers. 48

49 Figure 45 Cmpsitin and Appintment screen shwing fields that need t be entered 49

50 2. SILC Membership Qualificatins The SILC Membership Qualificatin cntain three sectins and the fields cntain a rich text editr that the Grantee is required t enter The grantee can select Edit t pen the rich text editr and enter in infrmatin. When infrmatin has been entered and wuld like t prceed, the grantee wuld need t select Dne. T View the entered in infrmatin the View link wuld need t be clicked. Figure 46: Litigatin/Class Actins screen shwing fields that need t be entered 50

51 Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required The rich text editrs have a maximum length f 5,000 characters. If mre than 5,000 characters are entered then the field is highlighted in red and the fllwing validatin message is displayed, The field cannt cntain mre than 5,000 characters. 51

52 3. SILC Staffing and Supprt The SILC Staffing and Supprt cntain tw sectins: SILC Staff and SILC Supprt and the fields cntain a rich text editr that the Grantee is required t enter The grantee can select Edit t pen the rich text editr and enter in infrmatin. When infrmatin has been entered and wuld like t prceed, the grantee wuld need t select Dne. T View the entered in infrmatin the View link wuld need t be clicked. Figure 47 SILC Staffing and Supprt screen shwing fields that need t be entered Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. The text editrs have a maximum length f 5,000 characters. If mre than 5,000 characters are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 5,000 characters. 52

53 4. SILC Duties The SILC Duties cntains six sectins: SILC Duties, State Plan Develped, Mnitr, Review, and Evaluate the Implementatin f the State Plan, Crdinatin with Other Disability Cuncils, Public Meeting Requirements, and Other Activities and the fields cntain a rich text editr that the Grantee is required t enter The grantee can select Edit t pen the rich text editr and enter in infrmatin. When infrmatin has been entered and wuld like t prceed, the grantee wuld need t select Dne. T View the entered in infrmatin the View link wuld need t be clicked. Figure 48 Prtin f SILC Duties screen shwing fields that need t be entered Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. The text editrs have a maximum length f 5,000 characters. If mre than 5,000 characters are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre 53

54 than 5,000 characters. 5. Training and Technical Assistance Needs The Grantee is required t select values between 1 and 10 frm the drpdwn menu in all fields in the Training and Technical Assistance Needs sectin. The Optinal Areas and/r Cmments (write-in) field is required and must be manually entered. A prtin f the page is shwn belw. Figure 49 Prtin f Training and Technical Assistance Needs screen shwing fields that need t be entered Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. 54

55 55

56 H. Cmparisn and Updates, Other Accmplishments and Challenges f the Reprting Year 1. Cmparisn f Reprting Year Activities with the SPIL The Cmparisn f Reprting Year Activities with the SPIL has tw sectins: Prgress in Achieving Objectives and Gals and SPIL Infrmatin Updates. They each cntain a rich text editr that the Grantee is required t enter. The Grantee can select Edit t enter infrmatin and View t view the entered infrmatin. Figure 50: Prgram Pririties screen shwing fields that need t be entered Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. The text editrs have a maximum length f 5,000 characters. If mre than 5,000 characters are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 5,000 characters. 56

57 2. Significant Activities and Accmplishments The Significant Activities and Accmplishments it cntains a rich text editr that the Grantee is required t enter. The Grantee can select Edit t enter infrmatin r select View t view infrmatin in the rich text editrs. Figure 51: Significant Activities and Accmplishments screen shwing fields that need t be entered Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. The text editrs have a maximum length f 5000 characters. If mre than 5000 characters are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 5000 characters. 57

58 3. Substantial Challenges The Substantial Challenges cntains a rich text editr that the Grantee is required t enter. The Grantee can select Edit t enter infrmatin and View t view the entered infrmatin. Figure 52: Substantial Challenges screen shwing a field that needs t be entered Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. The text editrs have a maximum length f 5,000 characters. If mre than 5,000 characters are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 5000 characters. 58

59 4. Additinal Infrmatin The Additinal Infrmatin sectin cntains a rich text editr that the Grantee is required t enter. The Grantee can select Edit t enter infrmatin and View t view the entered infrmatin Figure 53 Additinal Infrmatin screen shwing fields that need t be entered Validatins * indicates that a field is required. If a required field is left empty, the field is highlighted in red and the fllwing validatin message is displayed: The field is required. The text editrs have a maximum length f 5,000 characters. If mre than 5,000 characters are entered, then the field is highlighted in red and the fllwing validatin message is displayed: The field cannt cntain mre than 5000 characters. 59

60 I. Signatures In the Signatures sectin, the Grantee must select the checkbxes befre submitting. Figure 54 Signature screen shwing checkbxes t cnfirm befre submitting 60

61 VI. Appendices A. Helpful Tips & Hints fr Using ACL Reprting 1. Save Yur Wrk Regularly Save at least every 5-10 minutes. The system will prvide a timeut warning at 10 minutes and if yu d nt select Save n the sectin yu are currently wrking n yu will be timed ut at 20 minutes and that infrmatin culd ptentially be lst if yu did nt select Save. 2. Navigatin Navigatin thrughut the system will be prvided thrugh the left side navigatin r the Next and Previus buttn at the bttm f the data entry pages. 3. Submitting a Reprt ACL Reprting allws users t wrk n different sectins at the same time. Only ne user shuld be wrking n a sectin at any time. The system will save the data frm the user wh did the last save. Once a Reviewer submits their infrmatin t the PO, they can n lnger make any edits. The PO will nt be able t make any edits t yur infrmatin at any time. N/A is a valid respnse fr any required text fields and 0 is a valid respnse fr any required numerical fields. All f the ttals will be autmatically generated. Thse fields will appear grayed ut since the system will be prviding that value and nt the grantee. The! Icn is used t signal when a sectin f the reprt field needs infrmatin added t it t befre it can be cnsidered cmplete. Once it s cmplete it will disappear t signal t the user that that sectin is cmpleted. If a character limit is exceeded, the field will highlight in red. It will allw yu t exceed the limit but yu will nt be able t mve frward and select "Ready" fr Internal Review until that field meets the reprting requirements. All f the validatins fr each sectin are prvided in the individual sectins f this User Guide. The rich text editrs prvide character cunters t help yu determine hw much needs t be reduced if yu exceed the limit and t help yu stay with the limit. 61

62 4. Cpy & Pasting When cpying and pasting infrmatin in t the rich text editrs (text bxes with frmatting features) be sure t right click in the field yu wish t paste the infrmatin and select: In Windws In Chrme: Select the Paste as Plain Text r hit Ctrl +Shift + V In Internet Explrer: Select Paste r hit Ctrl + V In Firefx: Select the Paste as Plain Text r hit Ctrl + Shit+ V On Macs In Chrme: Select the Paste as Plain Text r hit CtrlShift + V In Internet Explrer: Select Paste r hit Ctrl + V In Firefx: Select the Paste as Plain Text r hit Ctrl + Shit+ V Yu may als cpy and paste int a text editr (r ntepad) t remve any frmatting befre transferring int fields n the frm. 5. Printing a Reprt Using Chrme- Lg in and select View Reprt while in ne f the data sectins, it will then generate an HTML reprt. Right click n the reprt and select Print frm the drpdwn and yu ll see a new screen pp-up. T the left n the screen change the Destinatin t Save as PDF. Then click Save and in the new pp-up select Save again and save the reprt t yur desktp then yu ll have a PDF versin f the reprt. Using Internet Explrer - Lg in and select View Reprt while in ne f the data sectins, it will then generate an HTML reprt. Right click n the reprt and select Print frm the drpdwn and yu ll see a pp-up screen that has a scrll bar, if yu scrll it t the left, yu ll see the ptin t select Adbe PDF, select that then Apply and then Print and then in a cuple secnds a new screen will appear and yu ll select Save again and then yur pdf will pp-up. Using Firefx - Lg in and select View Reprt while in ne f the data sectins, it will then generate an HTML reprt and then select the three lines farthest t the left and select "Print" frm that drpdwn. When the new Print page is generated, select Print again (farthest buttn t the left) and change the Printer Name t Adbe PDF. Then click Okay and yu ll see a new pp up and yu ll select Save again and save the PDF t yur desktp and then yu ll have a PDF versin f the reprt. 62

63 B. Rle Permissins Matrix The fllwing table depicts permissins fr each rle in the system. Figure 55: Permissins by rles Actins Grantee Grantee Reviewer Prject Officer Registrar Visit the hme page X X X X Lg in thrugh ACLReprting X X X X Mdify Own User Accunt X X X X View Grantee Dashbard X X State Plan & Annual Wrk Plan Data Entry X Ready Sectin fr Review X Review Sectin X Request Sectin Revisin X X Revise Sectin X X Submit Data X View PO Grantee Dashbard X View a Grantee s Dashbard X Validate Reprt Sectin X Disapprve Specific Reprt Sectins X Reject Reprt X Apprve Reprt X View Administratin/Registrar Pages X Create User Accunts X Deactivate User Accunts X View Administrative Pages X Mdify Any User Accunt X 63