Protection and Advocacy Assistive Technology (PAAT) Grantee User Guide Administration for Community Living (ACL) Reporting

Transcription

1 Protection and Advocacy Assistive Technology (PAAT) Grantee User Guide Administration for Community Living (ACL) Reporting October 2017 Prepared for ACL by ICF: 9300 Lee Highway Fairfax, VA Contract Number: HHSP W

2 Table of Contents I. Introduction... 3 II. ACLReporting Roles and Permissions... 3 A. Registrar... 3 B. Grantee... 3 C. Reviewer... 3 III. First Time Users... 4 A. Creating New Accounts by Registrar... 4 B. Login Instructions with Temporary Password... 8 IV. Active Users Login and Password Changes A. Log in B. Forgot Your Password? C. Change Your Password V. Entering Report Information A. Grantee and Reviewers Dashboard B. Saving Information Entered in a Section C. Error Messages D. Section 1: Agency Information E. Section 2: Non-Case Services F. Section 3: Case-Services G. Section 4: Statistical Information on Individuals Served H. Section 5: Systemic Activities and Litigation I. Section 6: Priorities J. Section 7: Agency Administration VI. Appendices A. How to Finalize and Submit Your Report B. Helpful Tips & Hints for Using ACL Reporting C. Role Permissions Matrix

3 I. Introduction ACLReporting is a grantee report management system that allows ACL grantees to submit Program Performance Reports and State Plans. Programs currently using ACLReporting include State Councils on Developmental Disabilities, the Centers for Independent Living Programs (CIL), Independent Living Services (ILS), Protection and Advocacy for Assistive Technology (PAAT), Protection & Advocacy for Individuals with Traumatic Brain Injury (PATBI), Protection & Advocacy for Developmental Disabilities (PADD), and the National Assistive Technology Program (AT). II. ACLReporting Roles and Permissions A. Registrar The Registrar is able to create accounts, update accounts and delete accounts. B. Grantee The Grantee is able to: Select a grant award from the drop down menu on the dashboard. Enter report information Save report information - You will be prompted to save before leaving each section. You may save without submitting for review if you wish to work on the sections in phases. - Saving at least every 5 minutes is strongly encouraged. - Once the information has been successfully saved, and all of the subsections for that section are completed, you will be able to select Ready for Internal Review. Edit report information if a Reviewer or PO requests a revision and then return as Ready for Internal Review, again. View their report Print their reports C. Reviewer 1. A Reviewer is someone who approves the PPR for submission by the P&A. This may be the same user as the Grantee. Users can have both roles. The Reviewer dashboard will show the completed sections for the Reviewer to review. 2. The Reviewer will review each report section and: Select Reviewed if no changes are needed for the section Select Request Revisions if a change is necessary for the section. The Grantee will need edit the section and resubmit the section for internal review. Select Submit to approve the report after reviewing all sections of the report and not finding any section that needs to be revised by the Grantee. 3

4 III. First Time Users A. Creating New Accounts by Registrar 1. Background and Basics Each grant program will have a grantee staff person with the role of Registrar. The Registrar is the grantee staff person who is responsible for setting up all accounts, with the various roles and permissions, as described later in this document for all grant program staff. The ACL assigned Registrar can set up additional Registrar accounts so that more than one person can create new ACLReporting accounts for program colleagues, as needed. If a person needs to have an account created with a username/password in ACLReporting, the ACL assigned Registrar will need the following information: User Name First Name Last Name User role: Grantee, Grantee Reviewer, Registrar Upon sending this request to your Registrar, the Registrar can create your account accordingly and will then contact you with your account information once the account set up is complete. 4

5 2. Create New Account a. Go to the ACLReporting home page: b. Log in with your Username and password. Figure 1: Log in with ACL and the password c. Select the Administration located in the upper right corner of the ACLReporting page and then select User Management. Figure 2: Select User Management from Administration dropdown 5

6 d. The Users screen will be displayed showing all users for the grant. Select Create a new User to create a new account. Figure 3: Users screen showing all users for the grant 6

7 e. Enter the information provided by Grantee, create password, select profile (multiselect by selecting one role, holding down the Ctrl key and selecting one or more additional roles), select grant (multi-select the necessary grants by selecting a grant, holding down the Ctrl key and select one or more additional grants) and select Save. Figure 4: Create or Edit a User Screen Showing Fields That Need to be Entered 7

8 B. Login Instructions with Temporary Password The following are the basic step-by-step instructions on logging into ACL Reporting for the first time. 1. Go to the ACLReporting home page: 2. Log in with your ACL and your provided temporary password. Figure 5: Log in with ACL and the temporary password 3. The temporary password provided must be reset once you log into the system which can be found after clicking the Account tab on the upper right corner of the page. Figure 6: Changing the password can be found under the Account tab 8

9 4. The following page displays the form to set a permanent password. In order to meet password requirements, the new password should: Contain a minimum of 8 characters Contain at least one uppercase letter (e.g., A, B, C, Y, Z, etc.) Contain at least one lowercase letter (e.g., a, b, c, y, z, etc.) Contain at least one special character #, $, %, ^, &, etc.) Contain at least one number (e.g., 1, 2, 3, 4, 5, etc.) Failure to meet these requirements results in the system not allowing you to set your permanent password. Figure 7: Setting a permanent password 9

10 IV. Active Users Login and Password Changes A. Log in 1. Go to the ACLReporting home page: 2. Log in with your ACL and your provided temporary password. Figure 8: Log in with ACL and password 10

11 B. Forgot Your Password? The following are the basic step-by-step instructions on how to use the Did you forget your password? feature. 1. Select the Did you forget your password? link under the Log In button Figure 9: Locating the "Did you forget your password" link 11

12 2. Reset your password Figure 10: After entering your address, click the Register button 3. You will see a confirmation page indicating an has been sent to the address with steps to reset your password. Figure 11: Page displays further information to reset your password 12

13 4. Go to your and select the link Reset Password provided in the generated by the ACL Reporting system Figure 12: Password reset 5. This will open a new window in ACL Reporting so you can reset your password Figure 13: Password reset page showing password and confirm password In order to meet the password requirements, the new password must: 13

14 o Contain a minimum of 8 characters o Contain at least one uppercase letter (e.g., A, B, C, Y, Z, etc.) o Contain at least one lowercase letter (e.g., a, b, c, y, z, etc.) o Contain at least one special character #, $, %, ^, &, etc.) o Contain at least one number (e.g., 1, 2, 3, 4, 5, etc.) Failure to meet these requirements results in the system not allowing you to reset your password and it will highlight the field red indicating that the requirement was not met. 6. Successful password reset message will display once you meet the password requirements. To access the log in page again, select the sign in button Figure 14: Successful password reset message displayed 14

15 7. Log in to the system with your and new password Figure 15: Login with new password s C. Change Your Password The following are the basic step-by-step instructions on how to change your password. 1. Select Account located in the upper right corner of the ACLReporting page and then select Password. Figure 16: Navigating to the password reset page 15

16 2. Reset your password by entering in your new password. Figure 17: Internal password reset page showing password and confirm password 16

17 3. Once you have reset your password select Dashboard at the top of the screen to go back to your dashboard to begin reviewing your assigned states grant reports. Figure 18: Navigate back to Dashboard after password reset 17

18 V. Entering Report Information Below are the sections that need to be completed/reviewed/approved. Guidance is listed in each section for certain fields: A. Grantee and Reviewers Dashboard Once you have successfully logged in, you will then be navigated to the ACLReporting Dashboard. The Dashboard shows the report section and the current status of the section. The statuses that a section can have are: Not Started Grantee has not entered any information in the section. In Progress Grantee has entered and saved information in the section. Ready for Internal Review Grantee has submitted to section for review by the reviewer. Reviewed Reviewer has reviewed the section. Submitted Reviewer has submitted section for Project Officer review. Approved Project Officer has approved section. Disapproved Project Officer has rejected the section. The Grantee will be able to view or enter information in a section by selecting on the status link. Figure 19: Grantee/Reviewer Dashboard showing all sections as Not Started 18

19 B. Saving Information Entered in a Section Once the Grantee has entered information in a report section, they can save the information in two ways: Save Button The grantee can save the information they have entered by selecting the Save button at the bottom of the screen. After they have selected the Save button, the date and timestamp will be updated. Figure 20: Save Data by selecting Save button and seeing confirmation of save Going to the Next or Previous Section The grantee can go to the next or previous section by selecting the Previous or Next button. If the grantee has not saved the data they have entered in the form, the system will show a pop-up for the grantee to select OK to save the data or Cancel to not save the data. Figure 21: Going to the Next or Previous Section and being asked to save 19

20 C. Error Messages As you enter data into each section, you may encounter error messages. The error message will explain the reason why an error has occurred and the action needed to correct it. Shown below are some examples of the common error messages. * indicates a required field. If a required field is left empty, the following error message is displayed: The field is required. Number fields length. The number fields have maximum lengths. For example, if a number field has a maximum length of 7 numbers, then then the following error message is displayed if you enter more than 7 numbers: The field cannot contain more than 7 digits. The phone number must be a 10 digit number. If a non-number is entered or if total number of numbers is not 10 digits then the following error message is displayed: The field must be a 10 digit number. The address must have a valid format (abc@xyz.com). If the address is not valid then the following error message is displayed: This field must be a valid e- mail address. Figure 22: Error Message Examples 20

21 D. Section 1: Agency Information Agency Information The Agency Information form will have 3 sections: Agency, Executive Director and Staff Preparing report. The Satellite information is optional, all other information is required. Figure 23: Agency Information screen showing fields to be entered 21

22 E. Section 2: Non-Case Services 1. Information and Referral Services (I&R) The Grantee is required to enter values in the two fields of the Information and Referral Services (I&R) section. Figure 24: Information and Referral Services screen showing fields that need to be entered 22

23 2. Training Activities The Grantee is required to enter values in all fields in the Training Activities section. The Grantee can select Edit to enter information in the Describe the agency s outreach efforts to previously unserved or underserved individuals including minority communities field or select View to view the entered information. The Grantee is required to enter information for Training Event #1 and Training Event #2. The Grantee can enter information for additional training events by selecting the Add Training Event button. Figure 25: Training Activities screen showing fields that need to be entered 23

24 Please Note: o o The Describe the agency s outreach efforts to previously unserved or underserved individuals including minority communities has a character limit of 8000 characters. If more than 8000 characters are entered, then the field is highlighted in red and the following validation message is displayed: The field cannot contain more than 8000 characters. The Topics Covered, The Purpose of the Training, A Description of the Attendees has a character limit of 500 characters. If more than 500 characters are entered, then the field is highlighted in red and the following validation message is displayed: The field cannot contain more than 500 characters. 24

25 3. Information Disseminated to the Public By Your Agency The Grantee is required to enter values in all fields in the Information Disseminated to the Public By Your Agency section. Figure 26: Information Disseminated to the Public by Your Agency screen showing fields that need to be entered 25

26 4. Information Disseminated about Your Agency by External Media Coverage The Grantee is required to enter values in all fields in the Information Disseminated about Your Agency by External Media Coverage section. Figure 27: Information Disseminated about Your Agency by External Media Coverage 26

27 F. Section 3: Case-Services 1. Individuals Served The Grantee is required to enter values in all fields in the Individuals Served section. The Total Number of Individuals Served During Fiscal Year is the sum of the Individuals Served Receiving Advocacy at Start of Fiscal Year(carryover from prior) and the Additional Individuals Served During Fiscal Year(new for fiscal year) fields. It is automatically generated. The Total Number of Cases Closed During the Fiscal Year is the sum of the Total Number of Cases Closed During the Fiscal Year and the Total Number of Individuals with All Their Cases Closed During the Fiscal Year fields. It is automatically generated. Figure 28: Individuals Served screen showing fields that need to be entered 27

28 2. Problem Areas/Complaints The Grantee is required to enter values in all fields in the Problem Areas/Complaints section. The Total is automatically generated and is the sum of all fields. Figure 29: Problem Areas/Complaints screen showing fields that need to be entered 28

29 3. Assistive Technology Devices/Services The Grantee is required to enter values in all fields in the Assistive Technology Devices/Services section. The Total number of devices and services received as a result of casework is automatically generated and is the sum of all fields in Type of AT device or AT service received as a result of casework. Figure 30: Assistive Technology Devices/Services screen showing fields that need to be entered 29

30 4. Primary Reason for Closing a Case File The Grantee is required to enter values in all fields in the Primary Reason for Closing a Case File section. The Total is automatically generated and is the sum of all fields. Figure 31: Primary Reason for Closing a Case File screen showing fields that need to be entered 30

31 5. Intervention Strategies for Closed Cases The Grantee is required to enter values in all fields in the Intervention Strategies for Closed Cases section. The Total is automatically generated and is the sum of all fields. Figure 32: Intervention Strategies for Closed Cases screen showing fields that need to be entered 31

32 G. Section 4: Statistical Information on Individuals Served 1. Age of Individuals Served: (as of October 1) The Grantee is required to enter values in all fields in the Age of Individuals Served: (as of October 1) section. The Total is automatically generated and is the sum of all fields. The total should equal the Total Number of Individuals Served During Fiscal Year value found in the Individuals Served section. Figure 33: Age of Individuals Served: (as of October 1) screen showing fields that need to be entered 32

33 2. Gender of Individuals Served The Grantee is required to enter values in all fields in the Gender of Individuals Served section. The Total is automatically generated and is the sum of all fields. The total should equal the Total Number of Individuals Served During Fiscal Year value found in the Individuals Served section. Figure 34: Gender of Individuals Served screen showing fields that need to be entered 33

34 3. Race/Ethnicity of Individuals Served The Grantee is required to enter values in all fields in the Race/Ethnicity of Individuals Served section. The Total is automatically generated and is the sum of all fields. Figure 35: Race/Ethnicity of Individuals Served screen showing fields that need to be entered 34

35 4. Living Arrangements of Individuals Served The Grantee is required to enter values in all fields in the Living Arrangements of Individuals Served section. The Total is automatically generated and is the sum of all fields. The total should equal the Total Number of Individuals Served During Fiscal Year found in the Individuals Served section. Figure 36: Living Arrangements of Individuals Served screen showing fields that need to be entered 35

36 5. Primary Disability of Individuals Served The Grantee is required to enter values in all fields in the Primary Disability of Individuals Served section. The Total is automatically generated and is the sum of all fields. The total should equal the Total Number of Individuals Served During Fiscal Year found in the Individuals Served section. Figure 37: Primary Disability of Individuals Served screen showing fields that need to be entered 36

37 6. Geographic Locations of Individuals Served The Grantee is required to enter values in all fields in the Primary Disability of Individuals Served section. The Total is automatically generated and is the sum of all fields. The total should equal the Total Number of Individuals Served During Fiscal Year found in the Individuals Served section. Figure 38: Geographic Locations of Individuals Served screen showing fields that need to be entered 37

38 H. Section 5: Systemic Activities and Litigation 1. Non-Litigation Systemic Activities The Grantee is required to enter values in the Number of Policies/Practices Changed as a Result of Non - Litigation Systemic Activities. Policy/Practice Changed rich text editor will display and are required. The number of these editors displayed will equal to the value entered in Number of Policies/Practices Changed as a Result of Non - Litigation Systemic Activities. In the figure below, a value of 2 entered in the field generates two Policy/Practice Changed fields. The Grantee is required to enter values in the Number of On-going Non-Litigation Systemic Activities. On-going Systemic activity rich text editor will display. The number of these editors displayed will equal to the value entered in Number of On-going Non- Litigation Systemic Activities.. In the figure below, a value of 1 entered in the field generates one On-going Systemic activity fields. The Grantee can select View to view the entered information, Edit to enter information or Remove to remove the section. Figure 39: Non-Litigation Systemic Activities screen showing fields that need to be entered 38

39 Please Note: o o The rich text editors have a maximum length of 5000 characters. If more than 5000 characters are entered, then the field is highlighted in red and the following validation message is displayed: The field cannot contain more than 5000 characters. The Number of Policies/Practices Changed as a Result of Non - Litigation Systemic Activities and Number of On-going Non-Litigation Systemic Activities fields have a maximum length of 6 numbers. If more than 6 numbers are entered, then the field is highlighted in red and the following validation message is displayed: The field cannot contain more than 6 numbers. 39

40 2. Litigation/Class Actions The Living Arrangements of Individuals Served section contains six questions. If the Grantee enters a value of 0 in Question 1 Total Number of Non - Class Action Lawsuits, resulting in, or with the potential for, systemic change, pending during the fiscal year, then the Grantee is not required to enter values in Question 2.The system make Question 2 to be non-editable. Entering a non-zero number for Question 1 will require an answer to Question 1. If the Grantee enters a value of 0 in Question 1b Number of Non - Class Action Lawsuits That were Pending at Start of Fiscal Year, then the Grantee is not required to enter values in Question 3.The system make Question 3 to be non-editable. Entering a non-zero number for Question 1b will require an answer to Question 3. If the Grantee enters a value of 0 in Question 4 Total Number of Class Action Lawsuits Filed and / or Pending(during fiscal year), then the Grantee is not required to enter values in Question 5.The system make Question 4 to be non-editable. Entering a non-zero number for Question 4 will require an answer to Question 5. If the Grantee enters a value of 0 in Question 4c Number of Class Action Lawsuits Closed During Fiscal Year., then the Grantee is not required to enter values in Question 6.The system make Question 6 to be non-editable. Entering a non-zero number for Question 4c will require an answer to Question 6. Figure 40: Litigation/Class Actions screen showing fields that need to be entered 40

41 Figure 41: Litigation/Class Actions (continued) screen showing fields that need to be entered Please Note: o The text editors have a maximum length of 8000 characters. If more than 8000 characters are entered, then the field is highlighted in red and the following validation message is displayed: The field cannot contain more than 8000 characters. o The number fields have a maximum length of 6 numbers. If more than 6 numbers are entered, then the field is highlighted in red and the following validation message is displayed: The field cannot contain more than 6 numbers. 41

42 3. Litigation-Related Monitoring The Litigation-Related Monitoring section contains one questions: Did the agency conduct any litigation - related monitoring under the PAAT program during the fiscal year?. If the Grantee selects Yes to this question, the system will generate a set of four questions that the Grantee is required to complete. If the Grantee selects No to this question, then the Grantee can move forward to the next section. Figure 42: Litigation-Related Monitoring screen showing fields that need to be entered Please Note: o The text editors have a maximum length of 8000 characters. If more than 8000 characters are entered, then the field is highlighted in red and the following validation message is displayed: The field cannot contain more than 8000 characters. 42

43 I. Section 6: Priorities 1. Program Priorities The Grantee can add a priority by selecting the Add Priority button. Priorities that have already been entered will be listed in numerical order above the Add Priority button. Figure 43: Program Priorities screen showing fields that need to be entered The Grantee can view the information entered in a goal by selecting the sideways arrow. The Grantee can then edit the information by selecting the Edit button. The Grantee can remove the goal by selecting the Remove button. Figure 44: View Priority screen showing fields that need to be entered 43

44 Selecting the Add Priority button or the Edit will display the Priority popup. Describe the Priority and Describe the Need, Issue, or Barrier Addressed both have a character limit of 500 characters. Indicate the Outcome will have a radio button. Describe an external or internal implementation problem for outcomes marked not met or partially met will generate if you select Not Met or Partially Met. Figure 45: Program Priorities Popup screen showing fields that need to be entered 44

45 2. Priorities for the Current Fiscal Year The Priorities for the Current Fiscal Year contains two fields that the Grantee is required to enter. The Grantee can add additional fiscal year priorities by selecting the Add Fiscal Year Priority button. Figure 46: Priorities for the Current Fiscal Year screen showing fields that need to be entered Please Note: o The text editors have a maximum length of 5000 characters. If more than 5000 characters are entered, then the field is highlighted in red and the following validation message is displayed: The field cannot contain more than 5000 characters. 45

46 3. Agency Accomplishments The Agency Accomplishments contains a rich text editor that the Grantee is required to enter. The Grantee can select Edit to enter information and View to view the entered information. Figure 47: Agency Accomplishments screen showing fields that need to be entered 46

47 J. Section 7: Agency Administration 1. Agency Funding The Grantee is required to enter values in all fields in the Agency Funding section. The Total is automatically generated and is the sum of all fields. Figure 48: Agency Funding screen showing fields that need to be entered 47

48 2. Description of PAAT Program Staff The Grantee is required to enter values in all fields in the Description of PAAT Program Staff section. The Provide a brief description of the agency s staffing plan for carrying out PAAT activities and PAAT Staff have a character limit of 1,000 characters. The fields in the PAAT Staff table cannot contain more than 3 digits each. The Total is automatically generated and is the sum of all fields. Figure 49: Description of PAAT Program Staff screen showing fields that need to be entered Please Note: o o The PAAT Staff table fields have a maximum length of 3 numbers. If more than 3 numbers are entered, then the field is highlighted in red and the following validation message is displayed: The field cannot contain more than 3 digits. The Provide a brief description of the agency s staffing plan for carrying out PAAT activities and PAAT Staff have a character limit of 1,000 characters. If more than 1000 characters are entered, then the field is highlighted in red and the following validation message is displayed: The field cannot contain more than 1000 characters. 48

49 3. Consumer Involvement The Grantee is required to enter values in all fields in the Consumer Involvement section. The Grantee can select Edit to enter information or select View to view information in the rich text editors. The fields in the Consumer Involvement in P&A Agency Staff and Board table cannot contain more than 3 digits each. The Total is automatically generated and is the sum of all fields. Figure 50: Consumer Involvement screen showing fields that need to be entered Please Note: o o The Consumer Involvement in P&A Agency Staff and Board table fields have a maximum length of 6 numbers. If more than 6 numbers are entered, then the field is highlighted in red and the following validation message is displayed: The field cannot contain more than 6 digits. The rich text editors have a character limit of 1,000 characters. If more than 1000 characters are entered, then the field is highlighted in red and the following validation message is displayed: The field cannot contain more than 1000 characters. 49

50 4. Grievances Filed The Grantee is required to enter a number value in the Number of PAAT grievances filed against the agency during the fiscal year field. Figure 51: Grievances Filed screen showing fields that need to be entered Please Note: o The Number of PAAT grievances filed against the agency during the fiscal year field has a maximum length of 3 numbers. If more than 3 numbers are entered, then the field is highlighted in red and the following validation message is displayed: The field cannot contain more than 3 digits. 50

51 5. Collaborative Efforts The Grantee is required to information in both fields which are rich text editors. The Grantee can select Edit to enter information or select View to view information in the rich text editors. Figure 52: Collaborative Efforts screen showing fields that need to be entered Please Note: o The rich text editors have a character limit of 1,000 characters. If more than 1000 characters are entered, then the field is highlighted in red and the following validation message is displayed: The field cannot contain more than 1000 characters. 51

52 VI. Appendices A. How to Finalize and Submit Your Report When a Grantee has successfully logged in, they will be taken to the ACL Reporting Dashboard. The Dashboard shows the report sections and the current status of the section. The statuses that a section can have are: 1. Not Started o 2. In Progress o Grantee has not entered any information in the section. Grantee has entered and saved information in the section. Entering data into a section will change its status from Not Started to In Progress. 3. Ready for Internal Review o o 4. Reviewed o o o o 5. Submitted o o After the Grantee completes entering information in a section, the Ready for Internal Review button will become will become visible and can be selected. When the Grantee selects the Ready for Internal Review button, the status of the section will change from In Progress to Ready for Internal Review. The Reviewer will have the ability to review a section once it is in Ready for Internal Review status. The Reviewer only has the ability to review the form. If no changes are needed in the section, they can select the Reviewed button. This will change the status of the section to from Ready for Internal Review to Reviewed status. If changes are needed in the section, they can select the Request Revisions button. This will change the status of the section to from Ready for Internal Review back to In Progress status. The process will start from Step 2 again. The Reviewer will review all sections of the report. After all sections in the report are in Reviewed status, the Submit button will appear on top of the Dashboard. The Reviewer will select the Submit button and this will cause all sections of the report to have the status of Submitted. 6. Approved/Disapproved o o o o The Project Officer will have the ability to review a section once it is in Submitted status. The Project Officer only has the ability to review the form. If no changes are needed in the section, the Project Officer can select the Validate button. After all sections in the report have been validated, the Approve button will appear on top of the Dashboard. The Project Officer will select the Approve button and this will cause all sections of the report to have the status of Approved. If changes are needed in the section, the Project Officer can select the 52

53 Disapprove button. The Reject button will appear on top of the Dashboard. The Project Officer will select the Reject button and this will cause the disapproved section of the report to have the status of Disapproved. The process will start from Step 2 again. 53

54 B. Helpful Tips & Hints for Using ACL Reporting 1. Save Your Work Regularly Save at least every 5-10 minutes. You will be logged out after 15 minutes and information that you have entered could potentially be lost if you did not select Save. 2. Adding More Time A timeout warning message will pop up after 10 minutes. If you select Reset, you will be provided an additional 15 minutes to enter in your information. Please note that adding additional time does not save your work. Figure 53: Session Timeout Warning Popup Figure 54: Session Timeout Reset Confirmation Popup You can add more time by selecting the More time button located on the top right corner of your screen. You will be provided an additional 15 minutes to enter in your information every time you click on the More time button. Please note that adding additional time does not save your work. 54

55 Figure 55: More Time Button 3. Roles and Permissions A person using ACL Reporting can have one or more of the following roles: Registrar, Grantee and Reviewer (described in Section II. ACL Reporting Roles and Permissions). o Having a role provides the person permissions to perform the activities allowed for the role. For example, if a person only has a Registrar role, then he or she can only perform the activities that allowed for the Registrar. If a person has Registrar and Grantee roles, then they can perform activities that are allowed for both the Registrar and Grantee roles. Finally, if a person has the Registrar, Grantee and Reviewer roles, then they can perform the activities that are allowed for the three roles. In addition to above roles, there is the Project Officer role. A Project Officer (PO) is the assigned Federal staff person who has the ability to review, approve, or reject submitted grantee reports. 4. Submitting a Report ACL Reporting allows users to work on different sections at the same time. Only one user should be working on a section at any time. The system will save the data from the user who did the last save. N/A is a valid response for any required text fields and 0 is a valid response for any required numerical fields. All of the totals will be automatically calculated. Those fields will appear grayed out since the system will be providing that value and not the grantee. The Exclamation Mark Icon (!) is used to signal when a section of the report field needs information added to it to before it can be considered complete. Once it s complete it will disappear to signal to the user that that section is completed. All of the validations for each section are provided in the individual sections of this User Guide. The rich text editors provide character counters to help you determine how much needs to be reduced if you exceed the limit and to help you stay with the limit. 55

56 5. Copy & Pasting When copying and pasting information in to the rich text editors (text boxes with formatting features) be sure to right click in the field you wish to paste the information and select: In Windows In Chrome: Select the Paste as Plain Text or hit Ctrl +Shift + V In Internet Explorer: Select Paste or hit Ctrl + V In Firefox: Select the Paste as Plain Text or hit Ctrl + Shit+ V On Macs In Chrome: Select the Paste as Plain Text or hit CtrlShift + V In Internet Explorer: Select Paste or hit Ctrl + V In Firefox: Select the Paste as Plain Text or hit Ctrl + Shit+ V You may also copy and paste into a text editor (or notepad) to remove any formatting before transferring into fields on the form. 6. Printing a Report Using Chrome- Log in and select View Report while in one of the data sections, it will then create an HTML report. Select Print Report on the top left corner of the screen. You will see a new screen pop-up. On the pop-up, select Save and save the report to your desktop then you will have a PDF version of the report. Using Internet Explorer - Log in and select View Report while in one of the data sections, it will then create an HTML report. Select Print Report on the top left corner of the screen. You will see a new screen pop-up. On the pop-up, select Print to print the report. Using Firefox - Log in and select View Report while in one of the data sections, it will then create an HTML report. Select Print Report on the top left corner of the screen. You will see a new screen pop-up. On the pop-up, select OK to print the report. C. Role Permissions Matrix The following table depicts permissions for each role in the system. 56

57 Figure 56: Permissions by roles Actions Grantee Grantee Reviewer Project Officer Registrar Visit the home page X X X X Log in through ACLReporting X X X X Modify Own User Account X X X X View Grantee Dashboard X X State Plan & Annual Work Plan Data Entry Ready Section for Review X X Review Section X Request Section Revision X X Revise Section X X Submit Data X View PO Grantee Dashboard View a Grantee s Dashboard Validate Report Section Disapprove Specific Report Sections Reject Report Approve Report View Administration/Registrar Pages Create User Accounts Deactivate User Accounts View Administrative Pages Modify Any User Account X X X X X X X X X X X 57