Introduction to Online Data Collection (OLDC)

Introduction to Online Data Collection (OLDC)

Community Based Abstinence EducationSeptember, 2009

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AgendaAgenda

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

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Introduction

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IntroductionIntroduction

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

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IntroductionIntroduction

• 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

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IntroductionIntroduction

• 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

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User IDs and Passwords

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User IDs and PasswordsUser IDs and Passwords

• New User IDs and passwords were sent via two e-mails from Secure Sign-In (the gateway to OLDC)– First password contained Username and Security Policy– Second password contained only the OLDC password

• If either e-mail was not received, please contact the Custom Application Support and Training (CAST) help desk– Phone: 1-866-577-0771– E-mail: app_support@acf.hhs.gov

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User IDs and PasswordsUser IDs and Passwords• 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– Established for security purposes for the life of the OLDC

account– If you forget your password, access the Forgot Password? link

which allows you to answer your own question and have a new password automatically sent to your e-mail

– Choose from a list of questions such as “What is your city of birth?” or “What is your favorite movie?”

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Log In

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Log InLog In• Enter the secure training web address in your browser

Address line (Internet Explorer recommended)

• Save the web address as a Favorite for quick access

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Log InLog In

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 have established a challenge question and answer)

• The first window is the Secure Sign-In Login screen

• Enter your ID and password, then click the “Login” button– You are asked to

change your password upon first logon

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Log InLog In

• At any time, you may do one of the following:

– Select Change Password to change your password

– Select Change Challenge Question to change your challenge question or answer

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Log InLog In

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

• From the Secure Sign-In main screen, click the OLDC button

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Menu – OLDC Home

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Menu - OLDC HomeMenu - OLDC Home

• Begin working with report forms by selecting Report Form Entry

• Help is available on every OLDC screen

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Accessing the Report Form

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Report Form Entry – NavigationReport Form Entry – Navigation• Click any of the links in the navigation path to return to previous

screens in OLDC– The browser “back” button is disabled for security purposes

• The links appear and disappear as different screens are accessed

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Program & Grantee Selection

Program & Grantee Selection

• This is where you:

– Select the name of the program from the drop-down list

– Select the organization that is the Grantee

– Select the type of report form to be created, modified, or viewed

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Report SelectionReport Selection

• This is where you:

– Enter a New report

– Edit reports that have been saved to correct errors

– Revise a report that has been submitted to reflect new data*

*The original report is retained for historical reference and is not changed

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Report SectionsReport Sections• The Community Based Abstinence Education PPF contains 9

sections (including Cover Page)• Each section’s data is entered separately and sections may be

saved individually

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Report SectionsReport Sections• To edit a form, click the drop-down arrow next to a

section, select Edit Section, and then click Go

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Report FormsReport Forms

• Form information, such as Program Name and Grantee Name is automatically filled in by OLDC

Form Information

Report Form

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The Report FormThe 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.

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Report FormReport Form

• Use Action buttons to move from one section to another, save data, or view/add attachments

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The Report FormThe Report Form

Enter data in open fields

Click blue underlined text for form instructions

Add or delete new lines of data where available

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Validating Report FormsValidating Report Forms• Once data is entered and saved for each section, the entire form

must be validated from the “Report Sections” screen– 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

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Certifying Report FormsCertifying 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

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Certifying Report FormsCertifying Report Forms• When the Certify button is clicked, the section “Cover

Page” displays. Scroll to the bottom of the screen and click the button Click to Sign

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Submitting Report FormsSubmitting Report Forms• When the form has been certified, it displays a Certified status• The report form is now ready to be submitted. Return to the

“Report Sections” screen to Submit the report– Only a person with the role “Submit” will see the Submit button

• An UnCertify button is available in case there is a need to return to the report for editing

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Submitting Report FormsSubmitting Report Forms

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

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Submitting Report FormsSubmitting Report Forms

Save - retains information

Validate - mathematical and rules checks; saves data

Certify -- applies electronic signature

Submit -- official submission to ACF Grants Office

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To edit a form, it must be Unsubmitted and UnCertified

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End OLDCEnd 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 have another 20 minutes before the actual timeout.

Please log out between uses to prevent forms from locking.

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Resources

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ACF OLDC Support SiteACF OLDC Support Site

• Help resources are available from the top of every OLDC web page

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

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Find AnswersFind Answers

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

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Here’s HowHere’s How

• Use Help Sheets to walk you through common OLDC tasks, and tutorial slide shows like this one

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Ask A QuestionAsk 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 Custom Application Support and Training team a technical question

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Custom Application Help DeskCustom Application Help Desk

• Need help? Contact ACF at:– App_support@acf.hhs.gov– 1-866-577-0771

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ResourcesResources• Help/FAQ Section

– Find Answers– Ask a Question– Here’s How (Contains

OLDC Help Sheets and PowerPoint Tutorials)

• Custom Application Help Desk