Plan of Work Redesign Adam Preuter NIFA - Planning Accountability & Reporting Staff

1. Plan of Work Redesign Adam Preuter NIFA - Planning Accountability & Reporting Staff

2. Topics 1. Panel of Experts 2. Developer Perspective 3. Institutional Profile - Plan 4. Institutional Profile – Annual Report 5. Extension – Program Initiation 6. Extension – Program Change 7. Extension – Progress Reports 8. Final Notes and Questions

3. Panel of Experts 1. Meets every 5 years 2. Collaboration of NIFA and State Partners 3. Goal is to streamline and improve POW system

4. Recent Recommendations 1. Update system into a modern IT platform 2. Streamline reporting requirements 3. Leverage existing reports in REEport system 4. Detailed recommendations and NIFA’s response on our website – Tools/POW

5. The Result 1. POW will be redesigned and integrated into the REEport platform 2. Leverage existing reports in REEport system 3. Streamline reporting requirements

6. The Result 4. Duplicate the Institutional Profile (Plan and AR) from year to year, update as needed 5. Allow 1862s and 1890s to decouple and report independently if desired

7. Main Concepts Rebranding as NIFA’s Reporting Portal Organize by reporting function: Research Extension Institutional Profile

8. REEport/POW IntegrationThe Developer Perspective REEport/POW Integration | NIFA| Michael Litwack

9. Project Goal – Integrate Plan of Work and REEport • Add Plan of Work functionality with data integration of current REEport reporting • Integrate Plan of Work roles into existing REEport roles seamlessly • Add new ability to submit Extension program data • Redesign Program of Research (McIntire Stennis and Animal Health) reporting as explicit up-front option on main menu

10. Approach • Phased approach with multiple sprints • Customer prioritized features - top priorities first • Minimal Impact to existing REEport functions • Deadline – Ready for 2019 reporting cycle

11. Phases • Agile development approach • Lean focus • Integrate Plan of Work user roles and permissions • Update user homepage • Add Plan of Work Annual Report functionality • Add Extension functionality • Add Program of Research(McIntire Stennis and Animal Health) at login • Testing

12. Potential Challenges

13. Questions?

14. Disclaimer All of the following mock-up slides for the proposed POW redesign ARE SUBJECT TO CHANGE

15. The Home Screen and Institutional Profile

16. Mockup of Portal home page based on functions: Welcome to the NIFA Reporting Portal John Smith, State University Select the action below you would like to take: Research - REEport Plan of Work Submit Institutional Profile Data for AREERA Plan of Work and Annual Report Submit Research Project Data (includes capacity funded research projects and all NIFA competitive awards) Smith Lever – 1890 Extension Later Development Submit Extension Program Data Profile Data Submit Financial Data for Projects and Programs Program of Research Data Gateway Submit an Animal health or McIntire Stennis Program of Research Profile Data Query Data, Produce Reports, Export Results Administer Users Administer Site

17. Welcome to the NIFA Reporting Portal John Smith, State University Select the action below you would like to take. Submit Institutional Profile Data for AREERA Plan of Work and Annual Report Submit Research Project Data (includes capacity funded research projects and all NIFA competitive awards) Submit Extension Program Data Profile Data Submit Financial Data for Projects and Programs Submit an Animal health or McIntire Stennis Program of Research Profile Data Query Data, Produce Reports, Export Results Administer Users Administer Site

18. Back to Portal Home Page Institutional Profile AREERA Plan of Work and Annual Report Data User: John Smith Institution: State University, 1862 LGU Select the action below you would like to take. Validate/Edit Plan of Work Data Submit Annual Report Data

19. Back to Portal Home Page Institutional Profile Validate/Edit Plan of Work Data User: John Smith Institution: State University, 1862 LGU Executive Summary Merit/Peer Review Stakeholder Input State-Defined Priority Areas Multi & Integrated SUBMIT Enter/Edit the Executive Summary for program planning and at your institution ? Previous Screen Save Next and Save

20. Back to Portal Home Page Institutional Profile Validate/Edit Plan of Work Data User: John Smith Institution: State University, 1862 LGU Executive Summary Merit/Peer Review Stakeholder Input State-Defined Priority Areas Multi & Integrated SUBMIT Provide a brief description (2-5 paragraphs) of the merit and scientific peer review processes that will be established/utilized/improved at your institution in order to guide resource allocation and programming decisions. Previous Screen Save Next and Save

21. Back to Portal Home Page Institutional Profile Validate/Edit Plan of Work Data User: John Smith Institution: State University, 1862 LGU Executive Summary Merit/Peer Review Stakeholder Input State-Defined Priority Areas Multi & Integrated SUBMIT Provide a brief answer (short paragraph, lists are acceptable) to each of the following questions: What action(s) will you take to seek stakeholder input that encourages their (stakeholders’) participation? What method(s) will you use to identify groups and individuals from whom to collect input? What method(s) will you use for collecting stakeholder input? Provide a statement (1-2 paragraphs) of how collected input will be considered in program planning. Previous Screen Save Next and Save

22. Back to Portal Home Page Institutional Profile Validate/Edit Plan of Work Data User: John Smith Institution: State University, 1862 LGU Executive Summary Merit/Peer Review Stakeholder Input State-Defined Priority Areas Multi & Integrated SUBMIT List the major areas of activity (“priority areas”) in your state. Under each area list the critical issues in the state within that area. For each critical issue, click the box for whether it is short (1 yr), medium (1-5 yrs), or long-term (5+ yrs). 1. Critical Issues Outcome Measures Enter name of priority area (e.g. Climate Change) Describe the critical issue Issue #1: Long Long Medium Medium Short Short Issue #2: Add Issue Describe the critical issue Add Priority Area Previous Screen Save Next and Save

23. Back to Portal Home Page Institutional Profile Validate/Edit Plan of Work Data User: John Smith Institution: State University, 1862 LGU Executive Summary Merit/Peer Review Stakeholder Input State-Defined Priority Areas Multi & Integrated SUBMIT For each priority area, enter one or more state-defined outcome measures (at least one required per area). These are quantitative measures you will use to demonstrate the success of your research/extension activities and they will be used to support the qualitative outcome/accomplishments descriptions you enter in your Annual Report (Note: you will not HAVE to use them if you wind up not collecting data for a particular measure). Critical Issues Outcome Measures Add measure Agriculture and Food Systems Add measure Climate Change Add measure 4-H, Children, Youth Development Previous Screen Save Next and Save

24. Back to Portal Home Page Institutional Profile Validate/Edit Plan of Work Data User: John Smith Institution: State University, 1862 LGU Executive Summary Merit/Peer Review Stakeholder Input State-Defined Priority Areas Multi & Integrated SUBMIT Brief Summaries NIFA-PLAN (Financials) For each of your state-defined Priority Areas you, please briefly describe the activities you are performing that are multi-state or integrated in nature within those areas From State-Defined Priority Areas 1. Agriculture and Food Systems Enter brief summary of multistate and integrated activities here. 2. Climate Change 3. 4-H, Children, Youth Development Previous Screen Save Next and Save

25. Back to Portal Home Page Institutional Profile Validate/Edit Plan of Work Data User: John Smith Institution: State University, 1862 LGU Executive Summary Merit/Peer Review Stakeholder Input State-Defined Priority Areas Multi & Integrated SUBMIT Brief Summaries NIFA-PLAN (Financials) For each of your state-defined Priority Areas, use the tables below to enter the amount of funds you plan to spend on Hatch Integrated Activities, Smith Lever Multistate, and Smith Lever Integrated. Hatch Integrated – Planned Expenditures 1. Agriculture and Food Systems 2. Climate Change 3. 4-H, Children, Youth Development Previous Screen Save Next and Save

26. Back to Portal Home Page Institutional Profile Validate/Edit Plan of Work Data User: John Smith Institution: State University, 1862 LGU Executive Summary Planned FTE Merit/Peer Review Stakeholder Input Focus Areas SUBMIT I hereby certify that all information reported is accurate and true to the best of my knowledge….. Clicking the Submit button below affirms agreement with the above statement. Please make any additional comments you wish for NIFA to be aware of in the box below; these comments will be included in the email notification that is sent to NIFA indicating that your institutional profile Plan of Work data has been submitted for annual review. Previous Screen Save SUBMIT

27. The Annual Report

28. Welcome to the NIFA Reporting Portal John Smith, State University Select the action below you would like to take. Submit Institutional Profile Data for AREERA Plan of Work and Annual Report Submit Research Project Data (includes capacity funded research projects and all NIFA competitive awards) Submit Extension Program Data Profile Data Submit Financial Data for Projects and Programs Submit an Animal health or McIntire Stennis Program of Research Profile Data Query Data, Produce Reports, Export Results Manage Users Manage My Site

29. Back to Portal Home Page Institutional Profile AREERA Plan of Work and Annual Report Data User: John Smith Institution: State University, 1862 LGU Select the action below you would like to take. Validate/Edit Plan of Work Data Submit Annual Report Data

30. Back to Portal Home Page Institutional Profile Enter/Edit Annual Report Data User: John Smith Institution: State University, 1862 LGU Executive Summary Merit/Peer Review Stakeholder Input State-Defined Priority Areas Multi & Integrated Changes/Comments SUBMIT Enter/Edit the Executive Summary for your institution ? Previous Screen Save Next and Save

31. Back to Portal Home Page Institutional Profile Enter/Edit Annual Report Data User: John Smith Institution: State University, 1862 LGU Executive Summary Merit/Peer Review Stakeholder Input State-Defined Priority Areas Multi & Integrated Changes/Comments SUBMIT Provide a brief description (2-5 paragraphs) of the merit and scientific peer review processes that will be established/utilized/improved at your institution in order to guide resource allocation and programming decisions. Previous Screen Save Next and Save

32. Back to Portal Home Page Institutional Profile Enter/Edit Annual Report Data User: John Smith Institution: State University, 1862 LGU Executive Summary Merit/Peer Review Stakeholder Input State-Defined Priority Areas Multi & Integrated Changes/Comments SUBMIT Provide a brief answer (short paragraph, lists are acceptable) to each of the following questions: What action(s) did you take to seek stakeholder input that encourages their (stakeholders’) participation? What method(s) did you use to identify groups and individuals from whom to collect input? What method(s) did you use for collecting stakeholder input? Provide a statement (1-2 paragraphs) of how collected input was considered for conducting specific programs/activities carried out this fiscal year. Previous Screen Save Next and Save

33. Back to Portal Home Page Institutional Profile Enter/Edit Annual Report Data User: John Smith Institution: State University, 1862 LGU For each of your state-defined priority areas, list the major accomplishments (major highlights) that occurred for this reported fiscal year. (Click “add accomplishment” next to each priority area for as many accomplishments as you want to enter under that area). Executive Summary Merit/Peer Review Stakeholder Input State-Defined Priority Areas Multi & Integrated Changes/Comments SUBMIT Add Accomplishment Agriculture and Food Systems Add Accomplishment Climate Change Add Accomplishment 4-H, Children, Youth Development Add New Priority Area Previous Screen Save Next and Save

34. Back to Portal Home Page Institutional Profile Enter/Edit Annual Report Data User: John Smith Institution: State University, 1862 LGU Executive Summary Merit/Peer Review Stakeholder Input State-Defined Priority Areas Multi & Integrated Changes/Comments SUBMIT Priority Area: Climate Change Accomplishment #1 Qualitative Description (Click here if no qualitative description ) Accomplishment Identifiers AREERA 204 Activity? Yes/No Identify collaborating LGU(s): Funding Source: Hatch/Hatch Multi Evans Allen Smith Lever 1890 Extension Regional Effort? Yes/No National Effort? Yes/No What was the issue/problem? What was done about it? For the “results” box below, choose manual or data pull (if data pull, select from active Research Project or Extension Program). What were the results, positive effect? Quantitative Measure(s) Select from drop down and enter number in the box provided Description (Click here if no quantitative measure ) (Select measure; no limit to how many you can select) Previous Screen Save Next and Save

35. Back to Portal Home Page Institutional Profile Enter/Edit Annual Report Data User: John Smith Institution: State University, 1862 LGU Executive Summary Merit/Peer Review Stakeholder Input State-Defined Priority Areas Multi & Integrated Changes/Comments SUBMIT NIFA-PLAN (Financials) For each of your state-defined Priority Areas, use the table below to enter the amount of funds you actually spent in the previous fiscal year on Hatch Integrated Activities, Smith Lever Multistate, and Smith Lever Integrated. 1. Agriculture and Food Systems 2. Climate Change 3. 4-H, Children, Youth Development Previous Screen Save Next and Save

36. Back to Portal Home Page Institutional Profile Enter/Edit Annual Report Data User: John Smith Institution: State University, 1862 LGU Executive Summary Merit/Peer Review Stakeholder Input State-Defined Priority Areas Multi & Integrated Changes/Comments SUBMIT Enter any additional explanation you would like to give NIFA regarding significant or unforeseen changes you made to your programming, any significant external factors at play in your state, etc. (funding/budget issues, natural disasters, disease outbreak, etc.) If you have nothing to report, click the check box. Nothing to Report Enter Comments Here Previous Screen Save Save and Next

37. Back to Portal Home Page Institutional Profile Enter/Edit Annual Report Data User: John Smith Institution: State University, 1862 LGU Executive Summary Merit/Peer Review Stakeholder Input State-Defined Priority Areas Multi & Integrated Changes/Comments SUBMIT I hereby certify that all information reported is accurate and true to the best of my knowledge….. Clicking the Submit button below affirms agreement with the above statement. Please make any additional comments you wish for NIFA to be aware of in the box below; these comments will be included in the email notification that is sent to NIFA indicating that your institutional profile Annual Report data has been submitted for annual review. Previous Screen Save SUBMIT

38. Where are the FTEs and other Expenditures?

39. FTEs and Expenditures Planned and Actual FTEs already reported in Program/Project Initiation and Progress Reports 2. Financial Report captures all expenditures 3. Leverage these existing reports to populate Plan and Annual Report

40. Extension Program Data Program Initiation

41. Welcome to the NIFA Reporting Portal John Smith, State University Select the action below you would like to take. Submit Institutional Profile Data for AREERA Plan of Work and Annual Report Submit Research Project Data (includes capacity funded research projects and all NIFA competitive awards) Submit Extension Program Data Profile Data Submit Financial Data for Projects and Programs Submit an Animal health or McIntire Stennis Program of Research Profile Data Query Data, Produce Reports, Export Results Administer Users Administer Site

42. Back to Portal Home Page Extension Program Data For AREERA Capacity Funds – Smith Lever and 1890 Extension Select the action below you would like to take. Submit a Progress Report Submit a Program Initiation Edit/Change a Program Submit a Final Report

43. Back to Portal Home Page Extension Program Data Create New Program Initiation Cover Page Program Support Goals Summary Target Audience Products Accomplishment Measures Classifications SUBMIT Enter the identifying information for your program ? Program Title Accession Number (system generated upon submission) Funding Source: Smith Lever or 1890 Extension Primary Point of Contact for Program Start Date End Date Previous Screen Save Next and Save

44. Back to Portal Home Page Extension Program Data Create New Program Initiation Cover Page Program Support Goals Summary Target Audience Products Accomplishment Measures Classifications SUBMIT Enter the planned FTEs for your program over the program’s duration ? Previous Screen Save Next and Save

45. Back to Portal Home Page Extension Program Data Create New Program Initiation Cover Page Program Support Goals Summary Target Audience Products Accomplishment Measures Classifications SUBMIT What are the major goals of this program? Only one a few broad goals are necessary to list. These should relate back to addressing the overall critical short, medium, and long term issues of importance in your state that have been listed in your institutional profile. Previous Screen Save Next and Save

46. Back to Portal Home Page Extension Program Data Create New Program Initiation Cover Page Program Support Goals Summary Target Audience Products Accomplishment Measures Classifications SUBMIT In non-technical terms, succinctly describe what this program is about, why it is important to the citizens of your state, and what group or groups will benefit from this program. You may use bulleted or nested lists/descriptions of specific sub-programs or activities within the program. Previous Screen Save Next and Save

47. Back to Portal Home Page Extension Program Data Create New Program Initiation Cover Page Program Support Goals Summary Target Audience Products Accomplishment Measures Classifications SUBMIT Briefly describe the target audience(s) for this program; you may use paragraph, bullet, or list form or a combination of those. Please make sure to indicate specific groups with proper nouns if applicable. Use the drop down menu to further classify your various target audiences. Enter a percentage for each audience; the percentage should provide an estimate of how much of the program activities will reach this type of audience. Add Audience % Previous Screen Save Next and Save

48. Back to Portal Home Page Extension Program Data Create New Program Initiation Cover Page Program Support Goals Summary Target Audience Products Accomplishment Measures Classifications SUBMIT Identify the following standard products that are expected to be achieved over the current duration of this program. For “contacts” briefly state/describe how you will identify or measure the numbers or contacts and if/how you will collect standard demographic data about those DIRECT contacts (e.g. gender, race, ethnicity, disability status). Publications Patents Direct Contacts Indirect Contacts Previous Screen Save Next and Save

49. Back to Portal Home Page Extension Program Data Create New Program Initiation Cover Page Program Support Goals Summary Target Audience Products Accomplishment Measures Classifications SUBMIT List the measures for which you will collect data and use to demonstrate program success. Percentage of youth who reported… Number of farmers who reported… Number of producers who implemented… Enter Measure Here Add Measure Previous Screen Save Next and Save

50. Back to Portal Home Page Extension Program Data Create New Program Initiation Cover Page Program Support Goals Summary Target Audience Products Accomplishment Measures Classifications SUBMIT Classify this program’s activities (estimates when taking into account all program activities.) List of Program Knowledge Areas Select up to ten knowledge areas from the drop down and assign a percentage. 1. AREERA 204 Activity? Yes/No If yes, indicate research funding source: 2. Does this program have a multi-institutional (within same state) component? Yes/No. If yes, select appropriate LGU and provide brief description. 3. Does this program have a multi-state component? Yes/No. If yes, select appropriate LGU and provide brief description. 4. Does this program have any regional or national components? (Yes/No for each). If yes, provide brief description. LGU Previous Screen Save Next and Save