all right now that we're recording i'm going to share my screen
all right can everyone see um the full screen of the state program
report
or do you see my or do you see my notes pages yes
i see the full screen madison great thank you all right we're going to go
ahead and get started um
okay so as i mentioned we'll be recording this um
if you have any questions along the way we do have some some uh
pit stops in the presentation that will allow for
asking questions um and i can't see the chat while we're
talking here um so i can check the chat later as well once we're all finished
um this is as i mentioned this is an introduction for the freely associated
states who's reporting in the spr for the first time but there are some folks
here such as justin who've been doing this for a while
um and feel free to add any additional
insight for those who've been used to have used it before
all right so reporting allotments um
the three uh freely associated states are have received an allotment for the
first time in 2020 and this is going to be the first time you're reporting it um
our reporting we're doing this online in the str and it's going to be due on
december 30th and each of each award for the
allotments is two years as you may know um after the first year you only submit
a financial report and then at the end of the second year
when the grant is completed you submit a final financial and
narrative report as i mentioned territories have been
doing this for a little while
already and just as a reminder we still have
those com those pacific competitive awards from way back in 2019
um that we're still getting extensions on to hopefully meet up meet each other
in hawaii one day those are not being reported in the spr
those are still reported on those paper forms
that you're already familiar with
so why do we have this online spr report it's it's it's a tool for us to capture
data and it allows us to see how these funds
are used who's benefiting from the funds what activities are happening
and it allows us to sort of standardize all of that data that everyone is
submitting across the entire united states and allows us to compare the data
see who is doing what and learn from that and share that information
in addition to this webinar we do have additional resources on our website to
help you help you work through the spr we have a
general overview and guide they're all linked here
there's an imls program reporting requirements
that's required of everyone and then there's also the system user
documentation that's quite extensive um we do also have what we call an spr
sandbox which is available for you to log in and
play around with and practice if you want to learn the system a little
bit better without having to use the real system um we do have a link right
there everyone should have access to that but
if you have a problem logging into that let me know and we can make sure we get
you set up correctly
so this is where we're going to start jumping into the spr
first off just logging in you you all should have
your login credentials by this point and here's the login
website here some tips it's best to use chrome or
firefox uh those two browsers to log in the
other ones don't seem to work as well in the spr
and a really important tip is to make sure you only have it open in one
browser if you have it open in multiple browsers or multiple tabs and have
people and have you doing work in multiple tabs at the same time
issues can occur some things may get deleted and we obviously don't want that
to happen so make sure you only have it open in one tab
at a time
now with with your login comes specific user roles and credentials and this uh
um graph here this uh yeah this with
columns um it sort of outlines the the permissions for each of the user
roles the authorized certifying official or aco uh there's only one per state um
and they have the ability to certify the report once it's all complete and we'll
walk through the certification um later on um but there can only be one
per state so that'll also uh be your chief um your governor whoever has to
approve all of your reports and sign all the the important documentation
uh then we have the coordinator i believe most people on this call today
are considered the coordinator they uh you have the ability to add and
edit projects um and see all the financial information
and you also have the ability to validate the report which is a really a
good step to try before certification and we'll also review that
then there are two uh user rules below that are just around project data entry
and financial management that you can assign to additional staff members if
you like there's also a component for sub
recipient accounts i don't believe a lot of you uh do
sub granting or sub recipient granting um
in case you did if you wanted to assign someone from from that sub recipient to
do the reporting in the spr instead of you doing it you can assign um
subrecipient accounts yourself um i won't be walking through that today but
um if that's something you're interested in doing we can talk about that
offline [Music]
okay um the next important page in the spr is the state information page and
the the photos here is how you get to the state info this is super important
for your contact information of the name and address of your slaa
and financial information and contact information
it's super important to keep this up to date
so we know who to contact about different matters
around your grant and your reporting we do have a new field or an adjusted
field per se in the state information which is the duns field
in the federal government they're updating this so duns will no longer be
needed it will be a unique entity identifier or uei you may have received
information from imls around the cuei um since you're already in sam.gov you
won't have to do anything extra to get a uei you'll just be assigned a new one
and if you go into sam.gov now you likely will see your new uei
for this year you can include both your duns and uei the uei is is optional
um but as of april of 2022 so as of next year it we will require the uei only
um so just watch out for that for that change
okay so the first report we're going to talk about is the interim financial
report for the fy 2021 award and the arpa grant
together uh this is the same process all of you did interim financial reports
last year and it's the exact same process but we will review it in its
entirety um so for these interim financial
reports um as i mentioned you will be reporting on fy 2020 one allotment and
the arpa grant financial data only it'll be due december 30th and it covers
the first year of the award which is october 1st 2020 to september 30th 2021.
uh we need to make sure you use exact monetary figures no rounding um and as i
mentioned it must be certified by the authorized official
here's a screenshot of how you would get to that interim financial report just in
your projects and select interim ffr
and here is the top part of that form the main thing you'll need to do with
this top area is where it says that federal grant or other identifying
number that's going to be that federal grant number that that's for your grant
that ls number you'll need to type in both grant
numbers so the 2021 award and the arpa award number
they'll both fit in the field to separate them by a comma if you like
um the remaining part of that upper uh this square here
is is all information that that gets auto populated from that state info page
down here at the bottom you'll just need to select your reporting type which is
annual and then for basis of accounting choose
choose what best suits you down at the bottom here that's cut off
you'll see the project grant period that's an auto filled um
field as well so you won't need to worry about that
with with this interim financial report it's it's good to notice these grayed
out uh boxes these are fields that are auto populated and you don't need to
fill them out you can't fill them out so just these white fields here are the
ones you're going to be worried about um not worried about but the ones you're
going to want to fill in so for cash receipts um again you're reporting on
the sum of your of how much you've received in cash from your allotment
award and arpa money uh and cash receipts is the amount of
funds you've requested and received from my mls
cash disbursements is uh again the the amount you've you've
paid out on the on the cash and the combination of allotment and arpa
and then that will auto-sum here
on under federal expenditures um for the total federal funds authorized that
field will auto populate to the combination of your grant award amounts
here um you may not see that initially when you first log into the interim ffr
you may have to log into it save it and then come back to it
we found that uh sometimes it needs to you need to go in
and resave for things to automatically populate
um and then you'll fill out the federal share of expenditures which
is usually the same amount as cash disbursements
and then federal share of liquidated obligations which is the amount you may
have received from imless but you have not yet paid out
um and then at the the next session section the recipient share
um the total recipient share required will only be the 2021 allotment because
the arpa grant did not have any match requirement here
um and then for the recipient share of
expenditures you'll just input how much you've spent um in match
so far and then for program income that's
usually set at zero very few states uh use program income
and for the purposes of the interim financial report you can leave all of
the indirect expenses box boxes blank and then you'll hit save
now that you've completed that you'll need to have your aco your authorized
official certify it and this is the path we're under projects you select
financial status report enter ffr and then they'll certify
now just a reminder for your arpa grants um you all received everyone received a
large amount of money from the arbor program and we really appreciate
all the different ways people are spending those funds um because that
grant uh has not yet ended you will not be reporting on any project narratives
or arpa that's that'll be for next year um
please be sure that your arpa funds uh are used for for uh pandemic response
expenses only people are getting really creative with
how they're spending this money but make sure the narrative of your
reporting for oprah does reflect that it's under the umbrella of pandemic
response
all right does anybody have any questions about um the interim ffr
i can't see the chat but if you if you want to vote voice your questions we can
we can talk about them
okay great well i'm gonna go ahead and move on um and as always feel free to
to think of your questions and we can talk about them later if you want to
come back so now we're going to be talking about
the final reporting your final report for uh your fy 2020
allotment and the cares act grant and they'll be combined just as you combine
the arpa and the 2021 allotment
so the final reporting is it has three main components to it you have your
narrative report and then you have your administrative project and then the
financial report uh this report covers covers the full
award period from october 1st 2019 to september 30th 2021
um and as i mentioned it's for your fy 2020 allotment and the cares act grant
combined once again you're going to want to use
exact figures no rounding and it is due by december 30th unless
you requested and received an extension
and as with the internal financial report it must be certified by your
authorized official
so we're going to start off with what i would consider to be the meatiest part
of the financial of the final report and that's the narrative portion
um this is going to be made up of projects um what is a
it's project an activity a set of discrete um
related and interdependent activities carried out to achieve one outcome
um and you're it you're gonna compile the dollar spent
um the people responsible for accomplishing the tasks where it
happened and and for how long it happened
so we it's it's a lot of data that you're
going to have to put into these projects um who managed it
uh what was the focus of the project how
did you do it where did you do it how much did it cost
if you had partners who were they who benefited from the project
and how well did it go what what are the outcomes of this project
and another way you can see this is by this framework diagram here uh you can
think of the blue uh blue box as sort of the funding you receive
from imls and you spend that funding
on these individual projects here so it's broken out into projects
and then from that project you'll need to assign an intent to it
which is a broad area of impact and we'll go over those intents in a bit um
and then within the project you're going to have activities
and then there'll be different ways you'll need to to qualify
that activity and we'll also go over those
so let's start with inputting a project um under projects go to list projects or
you can go to add a project directly make sure you have the correct fiscal
year it'll it should default to 2020 and hit add project
uh you'll once you do that you'll see this table of contents and these are all
the parts of the project you're going to need to fill out
you're going to have a project title which sums up the project succinctly and
shortly the state project code is optional it's
not for us it's really more for your organization
the start and end date will default to the project period dates um but you want
to make sure that you're specific around those and that your project takes place
within the grant period and then you'll have an abstract which
will describe what you did in this project and we really like it to be no
longer than around 150 words
uh one note about when you're reporting on your cares act projects uh you're
going to be doing this all in the same space so all of your projects uh will be
listed here we'd like you to differentiate your karzak projects by
putting cares act colon at the beginning of the project title as
you can see it here also for the for the project dates the cares lock projects
can start no earlier than april 21st 2020 because that's when you uh received
that award or that's when that when cares act was enacted um so we'll be
looking for those two things when we were when i review your projects
all right once you complete the title and the abstract you're going to have to
assign the project a goal all of your goals are already in the spr so you'll
just select uh from your drop down the goals
uh you can input the project director's information if you like um
and then if if needed you can select a grantee the grantee is when you do a uh
like a sub recipient or sub grant as i mentioned i don't think a lot of
you do sub grants um so this is completely optional you don't need to
fill it out and then we also have additional materials which are is also
optional but we love to see additional materials
in project information these are documents that you can upload into the
system uh that just can tell a little bit of a better story uh for your
project they can be photos they can be a website
that you made a pamphlet a lesson plan anything that
you think adds to your project or was a part of your project uh we really like
to see it because we can show them off um both internally and
and it just gives us a better idea of of what you all did
then the next section of the project is the budget it's very similar to your
pacific budgets um and it's broken down into salaries consultant fees travel
supplies and materials uh and services and then other under our
other operational expenses which are indirect costs um
you'll need to put in the amounts as you can see here for both lsta funds and
match um and then in the description you'll want
to describe what those funds were spent on so if you if you bought some
computers let's say you bought three computers for
two thousand dollars each so that would go under the supplies and materials
you'd put six thousand dollars and then in the description put three computers
now another note when you're reporting on karazak projects um we assume that
you that you spent your karzak funds
separately from your allotment funds but if you have a project that has uh
that used both funding
sources that's okay uh what you would do is within the
budget differentiate how what funds were spent on what so here in this example
here uh 12 wi-fi extenders were purchased 3 200 of that dollars were
spent with karazhak funds and then the remaining was spent on the allotment so
we we would like you to differentiate there if you have a project that used
both funding uh grants
okay so uh each project has to be assigned an intent when you
fill out the project information um the intent is a broad
why of the project um it can only be assigned one intent the system will only
let you choose one intent now um and it's you know a general objective
um and then those intents correlate to six much broader focal areas this is
where things can get confusing um but you have 14 intents to choose from
here and you'll just have to think a little bit about the general why of your
project um so you'll look at these intents here
in the corresponding focal areas uh and i'll go through them kind of
quickly um if you have questions about what
these intents what some of these intents mean um
let me you can send me an email but we have things around you know uh
providing trainings for patrons on maybe formal education courses or
general knowledge um
information access could be providing computers or
obtaining a databases uh just for general like uh
information resources for your patrons
then we have institutional capacity which is around the library workforce
and your staff if you're doing trainings for your staff
um and providing things for library operations you want to include them in
one of these intents and then we have employment and economic
development which is around business resources or job seeking
resources for your patrons
then we have human services um which is around uh train uh you know training or
resources for for helping your patrons with finances
or health and wellness or family resources
and then we have civic engagement which is around how folks can participate in
their community or
you know bring people together these are all very broad and i ask you
just to interpret them how uh it's up to you on on how you want to
assign these to your projects
so again um you can only choose one intent per project and if you find that
you have a project that has that you feel needs multiple intents you may want
to break up that project into smaller projects around that one intent
so now we're going to get into the activities of the project um each
project needs to have at least one activity um and that's sort of you have
this this uh thing of what you want to do how do
you get it done um to assign an activity it needs to
be account for at least 10 percent of the total project well but you can't
have more than 10 activities per project if you're finding you have more than 10
activities then see if you can consolidate those activities or maybe
split it up into multiple projects
we do have these activity types that you'll need to assign
to your activity when you when you create it
um there's instruction content
planning and evaluation and then procurement
and we'll go into these a little bit more depth in a moment
but to create the activity within the project you'll see this activities box
and you'll just select the add activity um
green uh excuse me orange button there and you can see in this example
an ex an existing activity here and these icons here indicate you can
duplicate the activity edit the activity which is that pencil or trash it and
delete it which is that little trash can there
so when you input the activity you have the title
and then you'll want to write an abstract for that activity and make sure
that your title and abstract here are more specific
than your general project title and abstract this is you're getting a little
more specific in this information or what you
specifically did for this activity you'll assign it the intent
which you really only have one to choose from
and then this is this uh general uh activity information
uh the type which we talked about um and then that will trigger different modes
to select and formats to select
uh you also have this quantity information that you may need it may
prompt you to fill out in terms of how long a session was the number of folks
attended the number of times you administered it
so be ready for that but um i'm going to review with you right now the different
activities um to choose from and what modes will prompt you from those
so a mode is the characteristic of an activity um
and as i mentioned there are multiple ones to choose one so if you choose
instruction these are the modes there's a program
um which is more of like a class a training
uh then you have a presentation uh they they call that passive user
engagement so if if someone's just presenting on something with no
questions or anything um
like an author talk maybe and then a consultation um which is like
uh an interaction with experts um for reference services
then there's the content uh mode there's acquisition
which involves around like maybe purchasing library materials software or
hardware um
then there's content creation that could be
making new things digitizing documents you're creating content there
content description which is cataloging materials
uh lending which is circulating materials that'll ask you for numbers
around circulation and then preservation so if you're doing
any preservation work there
the next is planning and evaluation uh retrospective which is you've done a
program and you want to do an evaluation on it your five-year evaluation
you you are uh currently working on or your evaluators working on would be
considered this and then the prospective um which is the
future thing which would be like your five-year plan that you write
now the final one procurement that will only come up if you choose
an institutional capacity intent so if you're acquiring things for the
capacity of your library for your staff for the general infrastructure this will
be the one you choose if you're purchasing other things it would fall
back into that content
content acquisition
now the other activity areas that you'll need to consider when you're writing
when you're submitting your report are um including partners if you have any
um it'll ask you to choose beneficiaries like who benefited from your project is
it the library workforce is it the general population of where you live or
is it a targeted population like uh like young kids that sort of thing
most of your projects are going to be statewide i would imagine
but if there are specific locations you want to include in the information
you can say it's not statewide and then put in those locales
now we have within these activities activity
outcomes um
these are a little a little uh
they're very specific towards these specific
towards the activities that you have um and we have designated questions from
our research team at imls um to survey the folks involved in those activities
having these surveys requires a lot of planning before putting this information
into the spr um
so you'll have to think a little bit more ahead when you're developing your
projects as i mentioned the second it's at the
activity level um and it's really to survey folks
participating in specific activities um to know um what the outcomes are
obviously we do have a reference sheet the link is down here
um but mainly depending on how you you structure your activities
the system will prompt you for these outcomes survey information's
information um and it's according to the activity type here
um and the beneficiary of that and the
the areas in the orange boxes are when the system will prompt you for
these outcomes and you can see here the screenshot
up top in the spr if you choose
let's say an instruction activity with a benefit with a library workforce
beneficiary that's going to prompt this orange button
if you choose let's say a procurement and library workforce
the outcomes button is going to stay gray and you won't need to put these
activity outcomes in the spr
so as i mentioned it takes a little bit more planning in advance
uh to get these surveys out because you need to
survey the folks involved the activity at that time you're you're doing the
activity um as i mentioned the orange buttons
will prompt you
if you haven't done any surveys for your 2020 projects that's okay
you can work on doing looking at your projects for next year and seeing if you
need to survey any folks who are involved in a specific activity your
funding um
but we do also ask you that any any projects involving children we do not
want children or anyone under the age of 18 surveyed so
uh if you go back i think we do have an
example coming up but if you have like a a general public instruction let's say
you have a story time for younger kids you do not need to have them surveyed
this is just an example of what that outcome survey looks like
in the spr if you click on that orange button it'll ask you to put
the survey response options in these areas
i don't have a screenshot of this of the survey templates
but um we do have templates that you can use on our website and these are links
to those words those different types of of orange areas that prompt a survey so
in public instruction library library workforce instruction
um library workforce content and then
uh evaluation for library workforce
yeah and here are some example scenarios so a workshop for adults on learning
computer skills it's an ins it's a program instruction
and the beneficiary is the general public so that will put you
in the orange area for survey
again summer reading manuals for library staff
it's content acquisition and the beneficiary is the library
workforce and again it's in the orange area
so if you were doing a manual for the general public content
you would not have to survey them on that manual
all right now that you've completed activities there are general project
outcomes these are these are required for our all
projects um and it tells the story and the
lessons learned of your project so what were things that you noticed
in your project things that resulted from it and maybe
some significant uh facets or things uh that you find were
most helpful knowing after the project and also we
ask you if you intend to continue the project
um in the future
so please do fill that out for every project
all right uh once the project is completed
um it's still in draft status so you'll
need to change the project status from draft to completed the easiest way to do
that is um in your list projects area you can just select them all and do a
batch project status change to completed
okay that was a lot of information do we have any questions around
projects and narrative reporting
all right i'm going to move on to the administrative project
so the administrative project is where you will report on your
administrative expenses for your awards and again this is the combined cares act
and 2020 allotment um for each of those there was a four percent administrative
uh a cap on administrative expenses um
and it's totally optional to spend on the administrative expenses but even if
you didn't spend any money you still need to fill out the report
to get there you would just go to projects administrative project
and enter um you know the title is is auto filled
um the intent is auto filled your your name
as a grantee is auto field um
the start date and the end date should generally autofill to the dates of the
grant period and then you would just fill out the
budget information of what administrative expenses you had the same
as a project for the amounts and the description
um and then you would hit save and that would complete that
and this is just a reminder that uh
you rep you can use up to four percent um
it is an option you don't have to uh and just for this year it is for both
the fy20 and cares um
now the match section of the administrative project is not subject
since it's your own funding that's not subject to the four percent just the
lsta funding part of it
questions on the administrative project
okay um i'll move on
so now we're on the final financial status report um it's a little bit
similar to the interim financial report um so i'll be repeating myself a little
bit um the fsr data should be entered for the full award period that full two
year period and it will correspond to the project
information you just filled out so when we filled in all of that budget
information in those projects that information will roll up and auto
populate into the fsr so a lot of the work here is done for you
we do recommend doing this last out of all the projects because you do need to
go into the final financial report and save it for all of the information in
the projects to auto populate
so to get there under projects hit financial status report and click on
final
and the biggest thing you'll need to do here is once again enter both grant
numbers so you'll have your your 2020 allotment and cares act it can be
separated by a comma slash
semicolon what not um and then you'll notice that the total
federal funds authorized will be the sum of both those awards again you may not
see it right away so if you go into it and save it it will it will then roll up
and everything will auto populate
the fields you do need to enter in for your financial status your final
financial status report the maintenance of effort
requirement you'll need to enter uh how much you contributed to your
maintenance of effort or moe this is for the freely associated states only
we we established your moe amount last year
if you don't recall what that is let me know and we can work with you on that
um the mo we required will be
auto-populated
um [Music]
all recipient outlays not previously reported is typically zero
um unliquidated obligations should also be zero since it's at the end of the
grant period and then your
lsta administrative costs will auto populate
from that administrative project that you just filled out if you see that the
mat the math here isn't working um it looks off again save it and then go back
into it and that's when things will will auto populate and correct themselves
so you'll still have to go into both of those projects as i mentioned to to
complete them and save the status um and as i mentioned before once you've
done everything go ahead and go back into the financial status report at the
very end of everything to make sure it's capturing all of your changes and all of
the extra financial information and save it and complete it one last time
now you've essentially completed your reporting you just need to certify
um the first thing you can try to do if if you're not the
aco or the certifying official you can try to validate your report this is an
optional step but we encourage folks to validate first
because it will show you any errors that may come up that will prevent you from
certifying um so just go to certify reports
and hit validate report if it doesn't give you any error messages then you're
free to certify sometimes as some of you may know there
are error messages that come up uh certain projects may be incomplete
there may be information that wasn't filled out and the system will flag that
and will not let you validate or certify until those are corrected so you'll have
this yellow this is a an egregious one a pretty bad one it's
usually not this bad for you all um but it'll just give you uh indicators of
what needs to change in order for the the project to move forward
um and if you ever have questions about the error message i'm happy to help you
um decode the error messages it can be
sometimes kind of cryptic um but once once that's
all resolved you'll you're able to validate and then your aco can move on
to certifying um and again it's it's a
fairly easy step they'll go into the certify reports under projects and
then with the um the orange certify button
and you'll know a project is certified when you go into the financial status
report and at the very bottom of it it'll have their name and the timestamp
of when they certify the report
okay well once you certify your report i get that information and i will take
some time to review your report sometimes i'll ask you to go back and
make some changes that's very normal we just want to make sure that everything
looks good and is accurate
and and
and once i review it and approve everything this uh your report actually
goes into a public information database um it's this website here
basically all information you submit in a report
um will show up here except for budget
information um and the additional materials i
mentioned but if you want to take a look at it now you can see uh past reports
from back as far as 2018. 2014 excuse me
okay does anybody have any questions
um i do medicine as far as administrative expenses or
administrative projects sure so
um if you have like expensive expenses on an administrative project that like
say you get an equipment so you have a laptop that's covering multiple
projects right does that all go under one
do you just report it one time under the administrative project or
no um if you if if you're um
the administrative project is for expenses
that help you run the lsta program so um if that was a if that was a
computer for you justin to help you do the work as an lsta coordinator it would
go under that um if it's a if it's a computer that's
contributing to multiple projects um i would probably
couch it under one project
okay okay i guess yeah yeah because it's it's it's all okay
as coordinating the lista like as long as the projects are all
under the list the right then it's it's acceptable
right right right
got it
any other questions
okay we have 10 minutes left
um
i have a question sure so for the sbi report we're just gonna
report the 22nd and the gears act that's correct for yeah for the
narrative reporting for the narrative and for the narrative
i have to feel there's a form in the spl that i need to
fill out or the does it have to be a separate uh
paper-based report or you'll be doing that all in the spr
in those projects yeah in those projects that i showed you and um you should have
a login mary um if you have trouble logging in to the
website um
which let me see
uh the website is right here um
you should be able to log into this um and go through the steps that i showed
you in the presentation um but if you have trouble logging in
let me know and i can help you with your login
yes i can log in and but i think my
the new minister and the the coordinator for the brand i don't think they have
the luck into the to the system so okay i can get them set
up in this case i cannot validate i can only
add an edit or something and there's right okay yeah i will um
i think you're right i think we do need to create logins for them um so i'll
make a note for that and i'll send you an email
okay
one more question just to be clear on the care on separating the cares act and
the uh 2020 um spr mm-hmm
so when we were
we're going to report the cares act as a project right and with the cares act
colon semi um exactly
okay and that's how we're going to separate okay perfect got it
yes is it possible for you to email us the this uh presentation
yes everyone will get a copy of the presentation and uh i'm recording this
right now uh so everyone i'll also send the
recording okay
i'm actually gonna go ahead and stop recording