The Online Data Collection (OLDC) System

1. The Online Data Collection (OLDC) System Overview Updated August, 2007

2. Agenda • Introduction • User IDs and Passwords • Log In • Menu – OLDC Home • Accessing the Report Form • Resources

3. Introduction

4. Introduction • OLDC is a convenient electronic method for submitting ACF grant forms

5. Introduction (cont.) • Benefits include: • Report Forms can be submitted quickly over the Extranet (secure Internet site) • New forms are added and form modifications made continuously • Rule validation and checks can be added or modified in concurrence with policy changes

6. Introduction (cont.) • Advanced Help resources • interactive FAQs include keyword and topical searches • on-screen definitions and tips for every field • Here’s How help sheets can be viewed and printed • Online learning anytime, anyplace

7. User IDs and Passwords

8. User IDs and Passwords • Currently, User ID requests are sent to the ACF Regional Grants Office • New User IDs and passwords are sent via two e-mails from Secure Sign-In (the gateway to OLDC)

9. User IDs and Passwords (cont.) • The first time you log into Secure Sign-In, you are asked to change your password for security purposes • You must also enter a Challenge Question and Answer • If you ever forget your password, you can answer your own question and have a new password automatically sent to your e-mail

10. Log In

11. Log In • Enter the secure Web Address in your browser Address line (Internet Explorer) • Save the Web Address as a Favorite for quick access

12. Log In (cont.) • The first window is the Secure Sign-In Login screen • Enter your ID and password, then click the “Login” button Don’t remember your password? Click the “Forgot Password?” link and Secure Sign-In sends a new password to you via e-mail (only after your first logon and if you entered a Challenge Question and Answer)

13. Log In (cont.) • Select Change Password to change your password • Select Change Challenge Question to change your Challenge Question or Answer

14. Log In (cont.) • From the Secure Sign-In main screen, click the OLDC button Tip: If OLDC does not open, you may have a pop-up blocker on your computer. Hold down the Control button from your keyboard and then click the OLDC button. Continue holding Control until OLDC opens

15. Menu – OLDC Home

16. Menu - OLDC Home • All OLDC functions are accessed from Home • Place your cursor on a Heading and its description shows on the right

17. Menu - OLDC Home (cont.) • Begin working with report forms by selecting Report Form Entry • Help is available on every OLDC screen

18. Accessing the Report Form

19. Accessing the Report Form - Program & Grantee Selection • This is where you: • Select the name of the program from the drop-down list • Select the state, tribe, territory, or organization that is the Grantee • Select the type of report form to be created, modified, or viewed Note: When a selection is made, wait until the action is complete before continuing with the next step.

20. Accessing the Report Form - Program & Grantee Selection -“Search” • Federal staff assigned to over 300 grantees (in the program that they selected in Step 1) receive a pop-up message telling them to use the new “Search” feature to reduce the number of results. • Use the "Search For" drop down list and enter the appropriate Postal Code, Grantee Name, EIN, or City in the "Like" field.  • Click "Search" to display grantees in the “Select Grantees” drop down list. Wild cards, such as typing in the first letter of a postal code, can be used in the “Like” box

21. Accessing the Report Form - Report Selection • This is where you: • Enter a New report, • Edit reports that have been saved to correct errors, • Revise a report that has been certified, submitted, and accepted by ACF to reflect new data.* *The original report is retained for historical reference and is not changed

22. Accessing the Report Form - Report Selection (cont.) • There are three possible Report Period screens. The screen displayed depends on the report type selected from the Program & Grantee Selection screen. The three possible types are: • Grant & Report Period Selection screen - Used if report requires Grant Period information • Reporting Period Selection screen - Used if report requires Report Period information • Grant, Budget, & Report Period Selection screen - Used if report requires Budget Period Information

23. Report Selection Grant & Report Period Selection screen Click a radio button to select a Reporting Period Form Status isnow available on this screen

24. Report Selection Reporting Period Selection screen Click a radio button to select a Reporting Period Form Status isnow available on this screen

25. Report Selection Grant, Budget, and Report Period Selection screen Click a radio button to select a report based on if it is Final, the type of report (i.e. Budget), the Due Date, and the Status

26. The Report Form Form information, such as Program Name and Grantee Name, is automatically filled in by OLDC. Form Information Report Form

27. The Report Form The Report Progress bar visually tracks the status of the Report Form on the Report screen. As each step in the submission process is completed, the Progress bar fills and check boxes are marked. Click the underlined text above each Progress box for a definition of that status. Save your data often. The form is not submitted when saved and may still be edited

28. Validating Report Forms • Validate checks the form for mathematical errors • If there are no errors, the form is validated and ready to be certified • If there are any problems, an error message appears at the top of the form. Reports with errors can not be certified and have the status “Saved with Errors”. Errors must be corrected Reports with warnings may still be certified and have the status “Validated with Warnings”.

29. Certifying Report Forms • After a report form has been successfully saved and validated, a person with the appropriate roles can Certify the report form with a digital signature Not all report forms require certification. If your report from must be certified, the word Certified displays on the “Report Progress” bar.

30. Submitting Report Forms • When the form has been certified, it displays a Certified status • The report form is now ready to be submitted • An UnCertify button is available in case there is a need to return to the report for editing

31. Submitting Report Forms • After submitting a report form to ACF, the “Report Form Status” screen appears

32. Submitting Report Forms Submit -- official submission to ACF Grants Office Form goes forward Certify -- applies electronic signature Validate - mathematical and rules checks; saves data Form needs editing Save - retains information To edit a form, it must be Unsubmitted and UnCertified Note: Some programs do not require certification of a report form before submission. Please contact the your ACF contact if you have questions.

33. End OLDC After each use, End OLDC. A report form is locked or unavailable for 30 minutes when someone working on a form exits OLDC without clicking End OLDC. However, if the person who locked the form logs back into OLDC and re-opens the form, then it is unlocked. A timeout warning message appears after 30 minutes of inactivity to the OLDC server. Activity includes clicking any of the actions buttons (e.g. Save, Validate, Certify, and Submit). You will have another 20 minutes before the actual the timeout. Please log out between uses to prevent forms from locking.

34. Resources

35. ACF OLDC Support Site • Help resources are available from the top of every OLDC web page

36. Help/FAQ Home • You can find answers, ask questions, or read “Here’s How” help sheets

37. Find Answers • You can search OLDC’s “Find Answers” by keyword or topic

38. Here’s How • Use Help Sheets to walk you through common OLDC tasks, and tutorial slide shows like this one

39. Ask A Question • We appreciate your using Online Data Collection (OLDC). We want to know how OLDC is working for you. Use “Ask A Question” to let us know your ideas or concerns or to ask the OLDC Technical Team a technical question

40. OLDC “E-xperience” • Use the OLDC “E-xperience” online training anytime and anyplace by going to https://extranet.acf.hhs.gov/oldcdocs/index.htm.

41. Custom Application Help Desk • Need help? Contact ACF at: • App_support@acf.hhs.gov • 1-866-577-0771

42. Resources • Help/FAQ Section • Find Answers • Ask a Question • Here’s How (Contains OLDC Help Sheets & the OLDC Quarterly Newsletter) • OLDC E-xperience – Anytime, anyplace training • Custom Application Help Desk