food programs reporting system computer based training (cbt) last updated: september 21, 2015...

Food Programs Reporting Food Programs Reporting SystemSystem

Computer Based Training Computer Based Training (CBT)(CBT)

Last updated: September 21, 2015

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Home FPRS Intro StudioInterfaceWorkflow

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CBT Navigation

•Home – Title and CBT Navigation screens

•FPRS Intro – Introduction to FPRS and hardware/software requirements

•Workflow – FPRS form workflow

•Interface – FPRS main interface

•Studio – FPRS Submission Studio (for entering forms)

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Introduction to FPRS

The primary function of the Food Programs Reporting System (FPRS) is to support the submission and management of United States Department of Agriculture Food and Nutrition Service (FNS) forms.

FNS forms contain data reported by various State Agencies (SA), Indian Tribal Organizations (ITO), U.S. territories, and FNS Regional Offices (RO) that participate in FNS programs.

FPRS provides the primary collection point for program performance statistics and financial data from each of the participating entities.


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Hardware and Software Requirements

You need to meet the following system requirements to use the FPRS application:

•Microsoft Windows PC with Internet connectivity

•Internet Explorer

•Pop-up blocker MUST be turned off

•Only ONE FPRS tab should be open in your browser

•‘Zoom’ MUST be set to 100% at all times

•Screen resolution of 1024 x 768 and minimum 256-color palette or better

•Microsoft Excel 2003 or 2007


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FPRS User Roles

•All Users – May view data submissions for which they have permissions.

•Data Entry users – May create new or revised data submissions and submit (validate) those submissions for which they have permissions.

•Certify users – May certify or reject validated submissions for which they have permissions. Also, they may create and revise data submissions.

•Post users – May post or reject validated and certified submissions (or reject posted submissions) for which they have permissions. Also, they may create and revise data submissions.

See how access permissions are determined on the following screen.


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FPRS Access Permissions

Access permissions to FPRS is determined by the combination of the user’s role, program/form rights, and location rights.

•User role is defined as View, Entry, Certify, or Post.

•Program/form refers to the FNS program (e.g. CN – Child Nutrition) and FNS form (e.g. FNS-44).

•Location is defined as the SA/ITO/Local Agency (e.g. Utah Department of Education) , FNS Regional Office, or FNS Headquarters.


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FPRS Workflow

The FPRS Workflow begins with the creation of a new Submission or Revision.

• Submission – Reporting for a specific Program (e.g. CN – Child Nutrition), on a specific form (e.g. FNS-10), for a specific location (e.g. WV – West Virginia) and agency (e.g. 5491501 – WV Department of Education), for a specific operating period/grant year (e.g. FY2014).

• Revision – A ‘redo’ of a submission. All submissions start at Revision ‘0’. For most Initial submissions (Monthly, Quarterly, Annual), a new revision will be a copy of the previous revision, so data will not have to be reentered. For most Final submissions, data is carried forward from an old revision to a new one (Some cells come from summary cells of the prior revision).


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The Basic Workflow

•A Data Entry user enters data into the form and submits placing that submission in Validated (V) status.

•A Certifier then accepts the form and certifies placing that submission in Certified (C) status.

•A Poster then approves the form and posts placing that submission in Posted (P) status.

•A form can be reviewed further, but if no action is taken, the form is accepted, by default, in Posted (P) status.


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Rejected Before Certification

• A Validated (V) Submission can be rejected by a Certifier or Poster.

• In the diagram at the left, a submission is Rejected Before Certification (RC)

• Returning to the Data Entry user as a Workfile (but the status remains RC), this is the only instance where a new Revision is not created when editing a rejected Submission.


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Rejected Before Posting

• After a Submission is Certified, only someone with Posting rights may reject the Submission.

• In the diagram at the left, the Poster has rejected the Submission instead of Posting it – placing the Submission in Rejected Before Posting (RP) Status.

• Since the Submission has been rejected after Certification, a new Revision of the Submission must be created by the Data Entry user.


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Rejected After Posting

• Submissions can be Rejected After Posting (R) when a Regional Office or FNS Headquarters user chooses to do so

• The Data Entry user makes changes to a new revision of the submission


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FPRS Home Page


• Navigation/Sub-Navigation Bars direct you to different features within FPRS

• FPRS Announcements provides valuable information to users regarding FPRS

• Submissions Due/Overdue provides users information in regards to submissions that are currently due to be submitted and those that are overdue

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FPRS Navigation Bar

• Home: Will take you back to the FPRS Welcome page• Online Forms: For search, submission, and review of all forms and submissions• FNS-648: For adding, modifying, deactivating and reactivating WIC Local Agencies/Clinics• Agency Profile (available to select users): For editing agency information• Help: For accessing online help, including OMB form instructions• Contact Us: The contact details for the FPRS Team and FPRS Support• Sign Out: Leaves FPRS, but does not sign you out from your eAuthentication session


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FPRS Online Forms Navigation

• The Online Forms options depend on the access permissions of the user.• This user has Certify rights and they can see all the forms awaiting certification.• Since they have Certify rights, this means that this user can also submit New Submissions or

Revisions.• All users have the ability to search for existing submissions (based on their access

permissions) by using the Search feature.• Due Date allows users to lookup the due dates of specific submissions.• Overdue Submission allows users to identify submissions that have passed their due date.


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New Submission

• The options available are based on the User Access Permissions.• Program: The FNS Program for which the form is being submitted (must be selected).• Form: The name of the Form being submitted (limited by the Program chosen).• State and Agency information will be available based on the User Location profile.• For Operating Period is the time period (or first grant year) for the submission


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New Submission (continued)

• After hitting the Next button, this tab will appear under the search criteria.• If multiple Submission Type options exist, they will all be shown.• When a Workfile (W or RC) exists, hitting the Next button will take you directly to the form.• Click on the [New] link to continue to the FPRS Submission Studio where the form is entered.


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Search

• Same selection logic as New Submission

• For Location, this means that you can select the state and see all submissions for the state, or you can look at the submissions for a specific agency, as we have done here

• For Time Range, we have selected an entire Fiscal Year, but we can choose to look at a particular quarter or month (where applicable)

• Although you can select any combination of form statuses, the default is to look for all forms that meet the criteria. This is recommended, since form status can change over time


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Search (continued)

• After hitting the List button, you will receive results under the selected criteria• The contents of the results list will be familiar by now: They are the indicators that identify a unique

Submission/Revision combination in FPRS• Four links appear to the right of the results (we will discuss some of these options in more detail later):

o [Select] will open the form in the FPRS Submission Studioo [Excel] will open the OMB approved form in Excel, ready to printo [History] will display the revision history of that submissiono [Audit] will provide the audit trail for that revision

• For forms that are based on grants, pay close attention to the Sub/On result – it will tell you what quarter or year following the original grant year that the submission is for


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Excel Sheet

A Printout from an Excel sheet (from the [Excel] Link)


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History and Audit

• Both are accessible from the Search results via the [History] and [Audit] links• The History describes the status, last user to update, and last update time for each revision• You can select the [Audit] link from within the History to see that Revision’s changes• The Audit link is for a single revision, covering all the submission status changes for that revision


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Submission Studio

FPRS Submission Studio(an Overview)


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Submission Studio (Header)

• Provides detailed information about the Submission/Revision on which you are working• Appears in “Plain English”• It is always a good idea to double check the header information to ensure that you are working on the

correct Submission


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Submission Studio (Working With Cells)

• Looking at the above FPRS form example, two styles are evidento White cells allow data entryo Gray cells are calculated by the system

• Cells that are white or gray (as in the left column above) are free of issues• If there is an issue with a particular cell, they will appear like those in the right column above

o The yellow cell with the dotted edge is a Warning in a user entered cello The grey cell with a dark border is an Error in a system calculated cello The orange cell with a dark border is an Error in a user entered cell

• In the next several screens, we will examine what Warnings and Errors are and how you should respond to them


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Submission Studio (Warnings vs. Errors)

• A Warning is a notification to you that the cell contains data that may be incorrecto Warnings will always appear as cells with dotted borderso When user entered, warnings appear as yellow colored cellso Warnings will not prevent you from submitting, certifying, or posting a submission…o Each user in the workflow can view warnings as submitted or certified by the person below themo Double check your figures to help alleviate warningso Sometimes warnings are unavoidable; contact your SA or RO for additional guidance


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Submission Studio (Warnings vs. Errors)

• An Error is an indication that you have violated a significant rule for that cello Errors will always appear as cells with bold borderso When user entered, errors appear as orange colored cellso Errors will not prevent saving your form as a workfileo Errors will prevent the Data Entry user from submitting the form (regardless of their permissions)

Because of this, all errors must be corrected There is no way to place a form with an error into the workflow

o If you cannot correct an error, you need to contact your SA or RO to identify the issue


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Working With Cells in Submission Studio

• In Submission Studio, a cell is a part of a form that gathers a single piece of datao That piece of data can be:

A number Text A drop-down A check box

o That piece of data can come from: The user entering the data The system calculating the data (Cell C = Cell A + Cell B) The system generating the data

Bringing in data from prior submissions Bringing in data from prior revisions Bringing in data from other forms Bringing in data from other sources (e.g. Commodity Codes)

o Cells have all these possible variations, but as we will see in the next screen they have much more…

What is a cell?


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Working With Cells (continued)

Take Cell A

• This cell has a column name

• This cell has a line name

• This cell must be numeric

• This cell must be greater than or equal to zero

• This cell is user entered

• This cell is required (it must be entered)

• This cell cannot be greater then Cell B

• This cell should be equal to Cell C + Cell D

Cell A

Cell A line is:Federal Expenditures

Cell A column is:School Breakfast

Cell A must be:A Number

Cell A is:User Entered

Cell A is:Required

Cell A cannot beGreater then:

Cell B

Cell A should beequal to:

Cell C + Cell D

Cell A Must be:Greater than or equal

to zero

All these properties join together to create the cell in Submission Studio


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Working With Cells (continued)


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Warning and Error Messages

• This cell has an Error, but how do we know what cell property we have violated?

• When we roll the pointer over the cell, the warning and/or error message(s) appears.

Deciphering Warning and Error Messages• The header of the error message is the FPRS form cell identification

o Form: This is for the SF-366A formo Form Version: 200307 translates to July 2003, giving us an OMB version of (7-03)o Section and Line: This cell is in Section 1, Cell 5 of the form

• We know that the error refers to Section 1, Cell 5• Note that the Error itself is that Section 1, Cell 5 “Must be a non-negative number”

o The “must” tells us why this is an Error – a warning would indicate “should not”


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Action Buttons (Data Entry)

• Above we see the buttons available to a data entry person• Control of the workflow occurs in Submission Studio through action buttons

o Analyze: Opens Analysis Sheet, which compares data between current and prior submissionso Save: Saves the current entries as a workfileo Edit Check: Runs the validation engineo Submit: Saves the data and enters the submission into the workflow as a Validated file (V)

Certifiers performing data entry will see a Certify button (in place of Submit), which will Certify (C) Posters performing data entry will see a Post button (in place of Submit), which will Post (P)

o Delete: Removes the workfile and all its data from FPRSo Quit: Leaves the Submission Studio (with or without saving)


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Action Buttons (Reviewing)

• For those reviewing forms, only four buttons are availableo Analyze and Quit work the same as they do in the data entry processo Certifiers will see a Certify button: This saves the submission in Certified (C) Statuso Posters will see a Post button (instead of Certify): This saves the submission in Posted (P) statuso All reviewers will see a Reject button:

Certifiers can reject a submission before certification (RC), but not after certification. Posters can reject a submission before certification (RC), before posting (RP) and after posting (R).


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Action Buttons (Viewing)

• For those who can only view forms, two buttons are availableo Analyze and Quit work the same as they do in the data entry process


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Submission Studio Validation Engine• When you click on Submit (Certify and Post) or

Edit Check the Validation Engine will run

• You will first see a pop-up window with a progress bar that tells you how many of the cells have been checked and what is left to be checked.

• When the Validation Engine is complete, a report will display an:

o Error Message List (providing a summary of errors)

o Warning Message List (providing a summary of warnings)


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Analysis Sheet• When you click on the Analyze button you will be

opening a Microsoft Excel file

• The Analysis report is not available for all forms

• The Analysis report is different for the forms in which it exists

• The example to the left shows a report with several tabs

• Each tab will display analysis information about a different part of the form

• The “analysis” is the display of historical trends, and in some cases elements like percent difference, that can assist users in identifying if data are inconsistent with previous data

• ALL Data Entry users are strongly advised to examine the Analysis Sheet prior to submitting every form as an added safeguard against incorrect data


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Conclusion: Your First Time Using FPRS

• Familiarize yourself with FPRS• Go to ‘Search’ so that you can view past examples of forms that you will be working with

o Look at the form layouto View the Analysis Sheet (where available)o View the Excel Sheet to see how a FPRS form becomes an OMB Printout

• Remember that workfiles can be changed as many times as necessaryo While you are learning – SAVE OFTENo Workfiles can be opened by anyone with access to that submission – ask for assistance

• The Online Help is always there, with form instructions, in case of any problems• The FPRS Support Team is available Monday – Friday 8am to 5pm Eastern Time

o Email at: [email protected] Phone at: 1-866-336-FPRS (1-866-336-3777)


food programs reporting system computer based training (cbt) last updated: september 21, 2015...

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