Introduction to Online Data Collection (OLDC) Community Based Abstinence Education September, 2009

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  • Slide 1
  • Introduction to Online Data Collection (OLDC) Community Based Abstinence Education September, 2009
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  • 2 Agenda Introduction User IDs and Passwords Log In Menu OLDC Home Accessing the Report Form Resources
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  • 3 Introduction
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  • 4 OLDC is a convenient electronic method for submitting ACF grant forms
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  • 5 Introduction 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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  • 6 Introduction Advanced Help Resources Interactive FAQs include keyword and topical searches On-screen definitions and tips for every field Heres How help sheets can be viewed and printed
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  • 7 User IDs and Passwords
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  • 8 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.govapp_support@acf.hhs.gov
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  • 9 User 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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  • 10 Log In
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  • 11 Log 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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  • 12 Log In Dont 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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  • 13 Log 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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  • 14 Log 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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  • 15 Menu OLDC Home
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  • 16 Menu - OLDC Home Begin working with report forms by selecting Report Form Entry Help is available on every OLDC screen
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  • 17 Accessing the Report Form
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  • 18 Report 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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  • 19 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 [ 1 12345678 A1]
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  • 20 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 submitted to reflect new data* *The original report is retained for historical reference and is not changed
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  • 21 Report Sections The Community Based Abstinence Education PPF contains 9 sections (including Cover Page) Each sections data is entered separately and sections may be saved individually
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  • 22 Report 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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  • 23 Report Forms Form information, such as Program Name and Grantee Name is automatically filled in by OLDC Form Information Report Form
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  • 24 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.
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  • 25 Report Form Use Action buttons to move from one section to another, save data, or view/add attachments
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  • 26 The 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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  • 27 Validating 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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  • 28 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
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  • 29 Certifying 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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  • 30 Submitting 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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  • 31 Submitting Report Forms After submitting a report form to ACF, the Report Form Status screen appears
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  • 32 Submitting Report Forms Save - retains information Validate - mathematical and rules checks; saves data Certify -- applies electronic signature Submit -- official submission to ACF Grants Office Form goes forward Form needs editing To edit a form, it must be Unsubmitted and UnCertified
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  • 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 have another 20 minutes before the actual timeout. Please log out between uses to prevent forms from locking.
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  • 34 Resources
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  • 35 ACF OLDC Support Site Help resources are available from the top of every OLDC web page
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  • 36 Help/FAQ Home You can find answers, ask questions, or read Heres How help sheets
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  • 37 Find Answers You can search OLDCs Find Answers by keyword or topic
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  • 38 Heres How Use Help Sheets to walk you through common OLDC tasks, and tutorial slide shows like this one
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  • 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 Custom Application Support and Training team a technical question
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  • 40 Custom Application Help Desk Need help? Contact ACF at: App_support@acf.hhs.govApp_support@acf.hhs.gov 1-866-577-0771
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  • 41 Resources Help/FAQ Section Find Answers Ask a Question Heres How (Contains OLDC Help Sheets and PowerPoint Tutorials) Custom Application Help Desk